Privacy Policy

Last updated: October 2026. Version 2026.10.1.

This Privacy Policy explains how Sheep & Shepherd LLC, doing business as Vitanis ("Vitanis," "we," "us," or "our"), collects, uses, shares, and protects information when you use the Vitanis app and website. Vitanis only works if you can be honest in it, and that is only possible if you know exactly who can see what. So we start with the short version, in plain language.

The short version

• Private by default. Your journal, mood check ins, coach conversations, and everything you write inside a Practice are visible to you and to no one else. Not your manager, not HR, not your Circle.
• You choose what to share. Nothing reaches your Circle or your organization unless you deliberately share it, one item at a time.
• Your organization sees numbers, not words. It sees participation counts and broad patterns, never your private writing and never your name attached to anything you wrote.
• The limits are stated. Privacy has edges, and we write them out in Section 9 rather than burying them.
• We never sell your information or use it to advertise to you.

1. Who this policy covers

This Policy applies to members who use Vitanis, to organization administrators, to visitors to our website, and to people a member invites to respond to an Essence request. Vitanis is intended for adults 18 years of age or older.

Most people use Vitanis because their employer or another organization (such as a faith community) offers it. That organization decides who is invited and chooses certain settings, and its agreement with us limits how we may handle information on its behalf. Your organization's own policies also apply to you. This Policy describes our practices.

2. Information we collect

Account and profile

Your name, email address, password (stored securely by our hosting provider and never visible to us in readable form), your organization, and your role. You may also add your team or function and your manager's email address. We use these two optional details only to place you well: to bring different parts of your organization together, and to make sure you are never placed in a Circle with your manager.

Onboarding answers

The answers you give when you join, such as the area of life you are focused on, what feels hardest right now, your goals, your interests, what you hope to get from a Circle, your availability, how you like to connect, how you learn about yourself best, and your personal why. Some answers can touch sensitive areas such as faith, grief, or mental wellness. You decide what to share. We use these answers to personalize your experience and to match you into a Circle, and they are never shown to your organization.

Personal content you create

Journal entries, whether typed or spoken. When you speak an entry, the audio is converted to text and the audio itself is not kept. Also mood check ins, habits, conversations with the AI coach, your work inside Practices such as Know Your Story, Ikigai, and Essence, letters to your future self, and recaps generated from your own entries.

Content you share with others

Growth Moments you post to your Circle's Mosaic (including photos, video, and voice), Circle discussion messages, meeting notes, encouragement notes (including voice or video), Ripple Wall posts and photos, resources you share, and your replies and reactions.

Surveys, choices, and records

Your Vitanis Pulse answers, your choices during a Circle's Fit Period and any optional reason you give, your scheduling availability and meeting attendance, a record that you acknowledged your organization's standards in Shared Commitments (which version and when), and a record that you accepted our Terms of Service and this Policy (which version and when).

Information from people you invite

If you invite someone to respond to an Essence request, they may send a written, voice, video, or photo response, along with the name and relationship they enter. We do not collect their email address or phone number; you share the link with them yourself.

Technical information

Sign in activity, basic usage events, device and browser details needed to run the service, and error reports that help us fix problems.

3. What only you can see

This information is stored for you alone. There is no screen anywhere in Vitanis, including the administrator view, that displays it to another person.

4. What your Circle and Community see, and only when you choose

Your Circle is the four to eight people you meet with. Your Community is a small group of Circles. Sharing is always a deliberate act. Nothing moves from a private space into your Circle on its own.

• Your Circle sees the Growth Moments you post to the Mosaic with their replies and reactions, Circle discussion messages, meeting notes added by a Circle member (which can include the first names of people who attended), anything you choose to bring from a Practice (only what you select, never the reflection behind it), and meeting scheduling and attendance.
• Your Community sees Ripple Wall posts and photos.
• People across your organization can see a single Growth Moment only if you choose to share that one moment company wide, along with its replies. Members of your organization can also find you by name when sending encouragement. An encouragement note is visible only to the person who sent it and the person who received it.
• Anyone with a share link can read a story recap if you create a link for it. The page does not show your name, and you can turn the link off at any time.

5. What your organization sees

Your organization gets enough to know the program is working. It does not get a window into you. We use two levels of detail.

• Participation, shown per Circle. Activity, not content, so your organization can notice a Circle that has stalled and offer support.
• Patterns from what people wrote, shown only for a whole Community, and only once at least three Circles have contributed. A theme from one small group is not really anonymous, because everyone in it knows who the others are.

Below each minimum, your organization sees nothing at all rather than a thin result that could point to one person. Themes are only ever built from material people chose to share, never from private writing.

6. What Vitanis will never do

• Show your journal, mood, coach conversations, or Practice writing to your employer, your manager, or your Circle.
• Monitor your private writing for concerning language, or generate alerts about you from it.
• Sell your information, or use it to advertise to you.
• Use what you write to evaluate your performance, or pass it to anyone who does.
• Use your content to train AI models.
• Publish anything to your Circle or your organization without you choosing it, one item at a time.
• Change these rules quietly. If what your organization can see ever changes, you will be told before it takes effect.

7. How we use information and our AI features

We use information to provide and run Vitanis; to personalize your experience; to match you into a Circle (matching on availability and shared interests and hopes, and balancing each Circle across teams, connection styles, how much support or challenge people want, and how they learn about themselves); to power the features you choose to use; to show your organization the combined measures described above; to keep Vitanis secure and prevent misuse; to communicate with you about the service; and to meet legal obligations.

Some features use artificial intelligence to respond to you or to organize what you wrote:

• The AI coach, which responds to your messages using your conversation and your onboarding answers.
• Journal prompts that help you explore further, recaps of your journal entries, and converting spoken entries to text.
• Know Your Story and Ikigai, which organize your reflections and write your recap.
• Essence, which screens the responses people send you for harmful content and finds themes across them.
• Circle meeting notes, which are summarized, used to suggest discussion questions for your Circle, and used to suggest a personal next step for people who attended. Your personal next step is shown only to you, and its form follows how you told us you learn best. Community gathering notes are summarized only if the person adding them chooses that option.

To provide these features, the relevant content is sent through Lovable's AI service to AI models from Google (Gemini) and OpenAI (speech to text), which return a result to Vitanis. The AI coach is an AI, not a person, and it is not a therapist. AI responses can be wrong, so use your own judgment.

8. Who we share information with

Service providers

We use a small number of providers to run Vitanis. They process information only to deliver the service to us, under agreements that require them to protect it.

Your organization

Only the combined and participation information described in Section 5, concerns raised through Raise a concern, and, on written request, the record described in Section 9.

Legal requirements

We will disclose information if we are required to by law, such as by a subpoena or court order, and to protect the security of Vitanis against fraud or attack.

Business transfers

If Vitanis is involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction, and this Policy will continue to apply to it.

9. Safety and the limits of privacy

Privacy that hides its edges is not real privacy. Here is the whole of it.

• We do not monitor your private writing. Nothing scans your journal, coach conversations, or Practices for concerning language, and nothing generates alerts about you. Support links are always available, and reaching out stays in your hands.
• The coach responds in the moment. If you tell the coach something that suggests you may be in crisis, it will encourage you to reach a real person and share crisis resources, such as 988 in the United States and any support resources your organization provides. It does not notify your employer or anyone else.
• Vitanis Pulse responds privately. If your Pulse answers suggest you are feeling isolated, you will privately see support resources your organization has provided. No one is alerted.
• Concerns can be raised with a person. If something in Vitanis doesn't feel right, use Raise a concern, found in your account menu and on your Connection Hub, or contact the person your organization names in Shared Commitments. Concerns go to your organization's Vitanis administrators, not to an automated system, and include your name only if you choose to share it.
• Shared Commitments records. Vitanis keeps a simple record that you acknowledged your organization's standards, which version, and when. Your organization can request that record in writing if it is ever needed.
• Legal requirements. We will disclose information if the law requires it, as described in Section 8.

Vitanis is not a clinical service

Vitanis supports personal growth and connection. It does not diagnose or treat anything, it is not therapy, and it is not an emergency service. If you are in crisis or worried about someone else, contact your local emergency number, or in the United States call or text 988 for the Suicide and Crisis Lifeline.

10. How long we keep information

We keep your information while your account is active. When your account is deleted, or when your organization's agreement with us ends, we delete or anonymize your personal content within 30 days, unless we must keep certain information to meet a legal obligation or resolve a dispute.

Records that you accepted our Terms or acknowledged your organization's standards are kept for as long as reasonably needed to show that the acceptance or acknowledgment was made, and no longer than three years after your account ends.

When you delete an individual item in the app, it is removed from view right away, and it is fully erased no later than when your account is deleted. Responses you receive through Essence are kept until you delete them or your account.

11. How we protect information

• Encryption of data in transit and at rest.
• Access rules enforced in the database, so a request for someone else's private content is refused before it reaches any screen.
• Each organization's data is isolated from every other organization's.
• Administrator views limited to the combined measures in Section 5, with minimum group sizes.
• Files kept in private storage and opened only through links that expire after a few minutes.
• Restricted administrative access, limited to what is needed to run and support Vitanis.

No system is perfectly secure, so while we work hard to protect your information, we cannot guarantee absolute security.

12. Your choices and rights

You can ask to access, correct, download, or delete your personal information by emailing privacy@vitanis.co. We will confirm your identity before acting on a request and respond within the time the law requires. Because we do not sell personal information, there is nothing to opt out of in that respect. We will not treat you differently for exercising any of these rights. Depending on where you live, you may have additional rights under state law.

13. Children and users outside the United States

Vitanis is for adults 18 and older and is not directed to children. We do not knowingly collect information from anyone under 18, and we will delete it if we learn we have. Vitanis is currently offered to organizations and people in the United States, and information is processed in the United States. If we begin serving people in other regions, we will update this Policy first.

14. Cookies and similar technology

Vitanis does not use advertising or analytics trackers. To keep you signed in, the app stores a session token in your browser's local storage. If you play a video embedded from YouTube or Vimeo, those services may set their own cookies under their own policies.

15. Changes to this Policy

If we make a material change, we will update the date at the top, tell you in the app, and ask you to review the new version before you continue. If what your organization can see ever changes, you will be told before it takes effect.

16. Contact us

Questions, or a request about your information: privacy@vitanis.co. Sheep & Shepherd LLC, doing business as Vitanis, Milwaukee, Wisconsin.