Privacy Policy

1. Information We Collect

Vellor Systems LLC ("Company," "we," "us," or "our"), a Wyoming-registered limited liability company operating at vellor-systems.com, collects the following types of information when you visit our website, use our services, or communicate with us:

• Personal Information: Name, email address, phone number, business name, and mailing address provided through our forms, consultations, or service agreements.
• Business Information: Industry, company size, current technology stack, and business goals shared during consultations.
• Usage Data: Website browsing activity, IP address, browser type, device information, referring URLs, and pages visited.
• Communication Data: Records of calls, text messages, and emails exchanged through our platform or services.
• Technical Data: Log files, access times, operating system, and internet service provider information collected automatically when you visit our website.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Provide, operate, and maintain our AI automation and CRM services
• Communicate with you about our services, appointments, and updates
• Send SMS and email notifications related to your service
• Process transactions and send related billing information
• Improve, personalize, and optimize our products and services
• Respond to your inquiries, support requests, and feedback
• Send promotional communications (with your consent)
• Comply with legal obligations and enforce our terms
• Detect, prevent, and address fraud, security issues, and technical problems

3. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience and gather information about how you interact with our site. Cookies are small data files stored on your device.

• Essential Cookies: Required for the website to function properly, including session management and security features.
• Analytics Cookies: Help us understand how visitors interact with our website by collecting information such as page views, traffic sources, and user behavior patterns.
• Marketing Cookies: Used to track visitors across websites to display relevant advertisements and measure campaign effectiveness.
• Functional Cookies: Remember your preferences and settings to provide a more personalized experience.

You can control cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our website. Most browsers allow you to refuse cookies or alert you when cookies are being sent.

4. SMS/Text Message Opt-In & Communications

When you provide your phone number through our website forms, booking pages, or during consultations, you may opt in to receive SMS/text messages from Vellor Systems LLC. By checking the SMS consent checkbox on our forms, you expressly consent to receive recurring automated SMS text messages and calls, including:

• Appointment reminders and confirmations
• Service follow-up communications
• Promotional offers and updates about our services
• Account notifications and status updates

Opt-in process: Consent is obtained via an optional checkbox on our website forms (e.g., the strategy call booking form at vellor-systems.com/book-demo). Checking the box indicates your express written consent under TCPA. Consent is not required to make a purchase or use our services.

Opt-out: You may opt out at any time by replying STOP to any message. Reply HELP for assistance. Message frequency varies; up to 15 messages per month. Message and data rates may apply.

5. Mobile Information Sharing

We do not share, sell, rent, or disclose your mobile phone number or any personal information collected through our SMS opt-in process with third parties or affiliates for promotional or marketing purposes. Your mobile information is used solely for the purposes described in this Privacy Policy, including delivering the SMS communications you have consented to receive.

Third-party service providers (such as our CRM platform and messaging API providers) may have access to your phone number strictly for the purpose of delivering messages on our behalf. These providers are contractually prohibited from using your information for any other purpose.

6. Third-Party Services

We use third-party services to help us operate our business and deliver our services. These third parties have access to your personal information only to perform specific tasks on our behalf and are obligated to protect your data. Third-party services we may use include:

• CRM Platforms: For managing client relationships, communications, and workflows.
• Payment Processors: For securely processing payments and billing.
• Communication APIs: For delivering SMS, email, and voice communications.
• Analytics Providers: For website analytics and performance monitoring.
• Cloud Hosting: For securely hosting our website and application infrastructure.
• AI Service Providers: For powering AI-driven automation features within our platform.

We do not sell, trade, or rent your personal information to third parties for their own marketing purposes. We may share your information when required by law, court order, or government request, or in connection with a merger, acquisition, or sale of assets.

7. Data Security

We implement industry-standard security measures to protect your personal information, including but not limited to:

• SSL/TLS encryption for data in transit
• Encrypted storage for sensitive data at rest
• Access controls and authentication requirements for internal systems
• Regular security assessments and monitoring
• Employee training on data protection best practices

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security. In the event of a data breach that affects your personal information, we will notify you in accordance with applicable law.

8. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes described in this policy. When your data is no longer needed, we will securely delete or anonymize it. Specific retention periods include:

• Active client data is retained for the duration of the service relationship
• Communication records are retained for up to 3 years after the last interaction
• Billing records are retained as required by applicable tax and accounting laws
• Website analytics data is retained in aggregate, anonymized form

9. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal information we hold about you.
• Right to Correction: Request that we correct any inaccurate or incomplete information.
• Right to Deletion: Request that we delete your personal information, subject to legal retention requirements.
• Right to Opt Out: Opt out of marketing communications, SMS messages (reply STOP), and promotional emails at any time.
• Right to Data Portability: Request your data in a structured, commonly used format.
• Right to Restrict Processing: Request that we limit how we use your data in certain circumstances.

To exercise any of these rights, contact us at contact@vellor-systems.com or call (857) 707-3740. We will respond to your request within 30 days.

10. CAN-SPAM Compliance

We comply with the CAN-SPAM Act of 2003. All commercial emails sent by Vellor Systems LLC adhere to the following practices:

• We do not use false or misleading header information or deceptive subject lines.
• We identify commercial messages as advertisements where required.
• We include our physical mailing address in every commercial email: 1603 Capitol Ave Ste 415 #420901, Cheyenne, WY 82001.
• We provide a clear and conspicuous opt-out mechanism in every commercial email.
• We honor opt-out and unsubscribe requests within 10 business days.
• We do not allow others to use our systems to send unsolicited email on their behalf.

If you wish to opt out of receiving promotional emails, click the "Unsubscribe" link at the bottom of any email or contact us directly. Opting out of promotional emails will not affect transactional or service-related communications.

11. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected information from a person under 18, we will promptly delete that information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website with a new "Last updated" date. Your continued use of our services after any changes constitutes your acceptance of the updated policy. We encourage you to review this page periodically.

13. Contact Information

For questions or concerns about this Privacy Policy, contact us at: