Privacy Policy
This Privacy Policy describes how Vida Tech LLC ("Vida Tech," "we," "us," or "our"), a Texas limited liability company headquartered in Arlington, Texas, collects, uses, and protects personal information when you visit vidatech.org, call our demo line at (501) 491-4299, or otherwise interact with our services (collectively, the "Services").
1. Information We Collect
1.1 Information you provide directly
When you book a call or fill out a form on our website, we collect:
- Name
- Email address
- Phone number (optional)
- Business or company name
- Type of business and team size
- Your preferred call date and time
- The free-text description of what you tell us is "bleeding time or money" in your business
- Messages you send through our chat widget
1.2 Information collected automatically
When you visit our website, our hosting provider (Cloudflare) automatically collects standard server logs including IP address, browser type, referring URL, and pages visited. We do not currently use third-party analytics, advertising cookies, or tracking pixels.
1.3 Information from our AI receptionist and chat widget
If you call our demo line at (501) 491-4299, our AI receptionist captures the audio of the call, a transcript, and metadata (caller phone number, call time, call duration). If you use the chat widget on our website, your messages are processed by Anthropic's Claude AI to generate responses, and a copy of the conversation is forwarded to our team via email.
2. How We Use Your Information
We use the information described above to:
- Schedule and conduct the introductory call you requested
- Send you a calendar invite, welcome message, and call confirmations
- Respond to your chat messages and questions
- Improve our website, AI receptionist, and consulting offerings
- Comply with legal obligations and protect our legal rights
- Send you marketing communications about Vida Tech offerings, with your consent or as permitted by applicable law (you may opt out at any time using the unsubscribe link in any marketing email or at vidatech.org/unsubscribe)
3. Who We Share Information With (Subprocessors)
We share your information only with the following service providers, each of whom is contractually obligated to protect it:
| Subprocessor | Purpose | Data shared |
|---|---|---|
| Cloudflare, Inc. | Website hosting, DNS, security, edge functions | Server logs, IP address, form submissions |
| Resend | Transactional email delivery | Name, email, call details, message content |
| Anthropic, PBC | AI processing for chat widget responses | Chat message content |
| Google LLC | Calendar scheduling (Google Calendar invite delivery) | Name, email, call date/time |
| Twilio, Inc. | Telephony for the AI receptionist demo line | Caller number, call audio, transcript |
We do not sell or rent your personal information. We do not share it with advertisers.
4. How Long We Keep Information
- Email content sent through Resend is retained by Resend for approximately 30 days per their retention policy.
- Form submissions are retained in our sales records for up to 24 months from your last interaction with us, or until you request deletion.
- Chat messages are retained in your browser's local storage until you clear it. The team-side copy (forwarded by email) follows the same 30-day Resend retention.
- AI receptionist call recordings and transcripts are retained for up to 90 days for quality assurance, then deleted.
- Server logs are retained by Cloudflare for up to 30 days.
5. Your Rights
Regardless of where you live, you may request the following at any time:
- Access — a copy of the personal information we hold about you
- Correction — updates to inaccurate information
- Deletion — removal of your personal information (subject to legal retention obligations)
- Opt-out — withdrawal from marketing communications
To exercise any of these rights, email [email protected] with the subject line "Privacy Request." We will respond within 30 days.
6. California Residents (CCPA / CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including the right to know what information we collect, the right to delete it, the right to correct it, and the right to opt out of "sale" or "sharing" of personal information. We do not sell or share personal information for cross-context behavioral advertising. To exercise these rights, contact us at [email protected].
7. European / United Kingdom Residents (GDPR / UK GDPR)
If you are in the European Economic Area, United Kingdom, or Switzerland, our lawful basis for processing your personal information is (a) your consent, when you book a call or submit a form, and (b) our legitimate interest in operating and improving the Services. You have the right to lodge a complaint with your local data protection authority. International transfers of your information to the United States are made pursuant to Standard Contractual Clauses where required.
8. Children
The Services are not directed to children under 16. We do not knowingly collect personal information from children under 16. If you believe a child has provided us with information, please contact us and we will delete it.
9. Security
We use commercially reasonable administrative, technical, and physical safeguards to protect personal information, including TLS encryption in transit, HTTP security headers (HSTS, CSP, X-Frame-Options), rate-limiting on our APIs, honeypot bot-detection, and origin allowlisting on our endpoints. No method of transmission or storage is 100% secure; we cannot guarantee absolute security.
10. Cookies
We use only essential cookies necessary for the website to function (for example, session and security cookies set by Cloudflare). We do not use advertising or analytics cookies at this time. If we add analytics in the future, we will update this policy and, where required, present a consent banner.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be announced on this page and, where you have given us your email, by email at least 14 days before they take effect. The "Last updated" date at the top of this page reflects the most recent revision.
12. Contact
For any privacy question, complaint, or request:
- Email: [email protected]
- Mail: Vida Tech LLC · 2000 E Lamar Blvd Ste 600 · Arlington, TX 76006 · United States
- Phone: (501) 491-4299
This document is a draft prepared for internal review and has not yet been reviewed by Texas counsel. It is not legal advice. Please do not rely on it as a final, binding privacy policy until counsel review is complete.