Privacy Policy

1. Information We Collect

Information you provide

• Identity and contact information, such as your name, email address, telephone number, company name, city, state, postal code, and country.
• Account information, such as your login credentials, account status, preferences, and authentication or activation records. Passwords should be stored using appropriate technical protections rather than in readable form.
• Service and project information, including consultation requests, selected services, project requirements, appointments, notes, communications, proposals, status information, and support requests.
• Uploaded content, including documents, images, attachments, and other files you choose to submit for a requested service or project.
• Transaction information, such as invoices, payment status, billing contact information, transaction identifiers, refunds, and related records. Payment-card information is processed by our payment service provider; VILSMART does not intend to store complete payment-card numbers on its own systems.
• Any other information you voluntarily provide in forms, messages, telephone calls, email, or other communications.

Information collected automatically

When you use the Website, our systems and service providers may automatically collect limited technical information needed to operate and secure the Website, such as IP address, browser type, device type, operating system, referring page, pages requested, date and time, session identifiers, authentication events, diagnostic logs, and security records.

We also keep first-party visit records keyed by network IP address to understand repeat visits. Each record includes an approximate city and country derived from the IP address, a cumulative visit count, and only the ten most recent visit timestamps. The record remains in our visitor table without a fixed expiration so repeat visits can continue to be counted. When an IP address is first seen, it is sent to IPWhois.io to return approximate location data. This location is not precise device or GPS location and can be inaccurate, especially when using a VPN, mobile carrier, or shared network. Visitor records are available to authorized Super Administrators.

As of the effective date, VILSMART does not use Google Analytics, Microsoft Clarity, Meta Pixel, or other third-party behavioral advertising or visitor-tracking tools. We may still use essential cookies and similar technologies for account sign-in, session management, fraud prevention, security, load balancing, and core Website functionality. See our Cookie Policy for details.

2. How We Use Information

• Provide, administer, personalize, maintain, and secure the Website and customer accounts.
• Respond to inquiries and consultation requests; prepare quotes, proposals, and statements of work.
• Coordinate appointments, projects, service delivery, communications, document review, and customer support.
• Process and reconcile payments, invoices, refunds, and transaction records.
• Authenticate users; detect, investigate, and prevent unauthorized access, fraud, abuse, malware, and security incidents.
• Maintain business, tax, accounting, insurance, compliance, and dispute-resolution records.
• Improve our operations, diagnose technical problems, and evaluate service quality using operational information rather than behavioral advertising profiles.
• Enforce our Terms and Conditions, agreements, and legal rights.
• Comply with applicable law, lawful requests, court orders, and regulatory obligations.

3. Uploaded Files and Project Content

You retain ownership of the documents and other content you upload. You authorize VILSMART and its authorized personnel and service providers to access, store, reproduce, transmit, review, modify, and otherwise process that content only as reasonably necessary to operate the Website, provide requested services, maintain records, protect the parties, and comply with law.

Do not upload information that you are not authorized to provide. Unless VILSMART expressly requests it through a secure process, do not upload Social Security numbers, complete payment-card information, medical records, government identification numbers, passwords, encryption keys, or similarly sensitive information. Keep your own backup copies; the Website is not an archival or permanent-backup service.

4. How We Disclose Information

We may disclose information in the following circumstances:

• Service providers. To vendors that support hosting, cloud storage, databases, authentication, email delivery, communications, payment processing, cybersecurity, maintenance, and other business operations, subject to appropriate contractual or legal obligations.
• Payment processing. To Stripe or another disclosed payment processor when necessary to process and manage transactions. Payment processors handle information under their own terms and privacy notices.
• Professionals and subcontractors. To authorized VILSMART professionals, contractors, or subcontractors who need the information to evaluate or deliver a requested service, subject to confidentiality and access restrictions.
• Legal and safety purposes. When reasonably necessary to comply with law, legal process, or government requests; enforce agreements; protect rights, safety, systems, customers, or the public; or investigate suspected fraud or misconduct.
• Business transactions. In connection with a proposed or completed merger, financing, reorganization, sale, transfer, or acquisition of all or part of the business, subject to applicable safeguards.
• At your direction. When you request, authorize, or reasonably expect a disclosure in connection with a service.
• To IPWhois.io, when a network IP address is looked up for an approximate city and country. The provider receives the IP address for that lookup; see its privacy information.

VILSMART does not sell personal information for money and does not use personal information for third-party behavioral advertising as of the effective date.

5. Data Retention

We retain information for as long as reasonably necessary for the purposes described in this Policy, including while an account is active or a project is ongoing, and afterward as needed for business records, warranties, security, backup cycles, tax and accounting requirements, legal obligations, disputes, and enforcement of agreements. Retention periods vary by record type and context. We may delete or de-identify information when it is no longer reasonably needed, subject to legal and operational limitations.

6. Data Security

We use reasonable administrative, technical, and physical safeguards appropriate to the nature of the information and our operations. These may include access controls, authentication, encryption in transit where supported, logging, backups, vendor controls, and security monitoring. No website, transmission, or storage system can be guaranteed completely secure. You are responsible for protecting your password, using a unique password, securing your devices, and notifying us promptly of suspected unauthorized account activity.

7. Your Choices and Requests

To make a request, email info@vilsmarts.com with the subject “Privacy request” and describe what you need. Please use the email associated with your account where possible, and do not send passwords or identity documents in your initial message. Your available rights and any applicable response deadlines depend on the law that applies to your request.

You may review or update certain account information through your account or contact us to request access, correction, deletion, or a copy of personal information associated with you. You may also request account closure or withdraw from nonessential communications. We may need to verify your identity and may retain information when required or permitted by law, for security, recordkeeping, transactions, disputes, or the rights of others.

8. Children’s Privacy

The Website is intended for business customers and adults and is not directed to children under 13. We do not knowingly collect personal information online from children under 13 without legally required authorization. If you believe a child has provided personal information improperly, contact us so we can evaluate and address the matter.

9. Third-Party Services and Links

The Website loads fonts from Google Fonts and payment software from Stripe. Loading these resources may send technical information, such as your IP address and browser request details, to those providers, even before you make a payment. See Google’s Privacy Policy and Stripe’s Privacy Policy for their practices.

The Website may link to or interact with third-party websites and services. Their privacy practices are governed by their own notices, not this Policy. Review those notices before providing information to a third party.

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in law, technology, vendors, or our practices. We will post the revised version with a new “Last updated” date and provide additional notice when appropriate.

11. Contact Us

For privacy questions or requests, contact: