Privacy Policy

Last updated: October 18, 2026

1. Who we are

This policy explains how New Plains LLC, an Oklahoma limited liability company, 833 County Street 2921, Tuttle, OK 73089, handles personal information for the hosted Virtual Offsite service.

2. What we collect

• Organizer details: email address and name, and your workspace name.
• Room content: what participants enter into rooms, such as ideas, issues, to-dos, scorecard numbers, notes, and session records. Attendees' names are what they type when they join or what the organizer enters for them.
• Billing details: held by Stripe. We do not store full card numbers.
• Waitlist entries: work email, company, and optional team size and meeting type.
• Basic usage analytics, without cookies.

3. Why we use it

To run the service and keep rooms working, to send invitations and account email, to bill you, to keep the service secure, to understand how the site is used, and to contact people who joined the waitlist.

4. Subprocessors

• Vercel: hosting.
• Upstash: database for room data.
• Resend: sending email.
• Stripe: billing and payments.
• OpenRouter: AI processing for the Facilitator plan only.

5. AI processing

AI processing happens only on the Facilitator plan, and only when the agent is turned on. Only the text the agent works on is sent to the model provider. We never use your meetings to train models.

6. Retention and deletion

We keep room content until you delete the room. Deleting a room removes all of its data. Backups expire within 30 days. After you cancel, your session records stay readable and are not deleted automatically. Billing records are retained by us and Stripe for the duration required by applicable tax and accounting laws (typically 7 years). Waitlist entries are retained until an invitation is issued or until you ask us to remove your information.

7. Your rights and how to ask

You can ask to see, correct, export, or delete your personal information. Contact support@virtualoffsite.com. If you are an attendee, your organizer controls the room, so we may refer your request to them.

8. Children

The service is not for people under 16.

9. International transfers

We store and process personal information in the United States. Where personal data is transferred from the European Economic Area, the United Kingdom, or Switzerland to a country without an adequacy decision, we rely on the European Commission's Standard Contractual Clauses and the UK International Data Transfer Addendum.

10. Changes

If we change this policy in a material way, we will give notice by email or in the product before the change takes effect.

11. Contact

Privacy questions and general support: support@virtualoffsite.com.