Last Updated: 9/3/2025

Privacy Policy

1. INTRODUCTION

Virtual Workflows ("we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

2. INFORMATION WE COLLECT

2.1 Personal Information

We may collect personal information that you voluntarily provide to us, including:

  • Name and contact information (email, phone, address)

  • Business information (company name, industry, size)

  • Technical information about your current systems and tools

  • Communication preferences and consultation scheduling details

2.2 Automatically Collected Information

When you visit our website, we may automatically collect:

  • IP address and device information

  • Browser type and operating system

  • Pages visited and time spent on our website

  • Referring website information

  • Cookie and similar technology data

2.3 Business Data

During our service delivery, we may access:

  • Business process information shared during consultations

  • System configuration data necessary for automation implementation

  • Performance metrics related to implemented automation systems

  • Communication data necessary for project coordination

3. HOW WE USE YOUR INFORMATION

3.1 Service Delivery

We use your information to:

  • Conduct roadmap consultations and ROI analysis

  • Design and implement custom automation solutions

  • Provide ongoing support and optimization services

  • Communicate about project progress and deliverables

3.2 Business Operations

We may use your information to:

  • Process payments and maintain financial records

  • Improve our services and develop new offerings

  • Conduct internal analytics and business intelligence

  • Comply with legal and regulatory requirements

3.3 Marketing Communications

With your consent, we may use your information to:

  • Send newsletters and educational content about automation

  • Share relevant case studies and success stories (anonymized)

  • Invite you to webinars, events, or new service offerings

  • Request testimonials and feedback about our services

4. INFORMATION SHARING AND DISCLOSURE

4.1 Service Providers

We may share your information with trusted third-party service providers who assist us in:

  • Customer relationship management (Dubsado, Notion)

  • Payment processing and financial services

  • Website hosting and technical infrastructure

  • Marketing and communication platforms

4.2 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

4.3 Legal Requirements

We may disclose your information when required by law, court order, or to protect our legal rights and interests.

4.4 Anonymized Data

We may use and share anonymized, aggregated data for industry research, case studies, and business development purposes.

5. THIRD-PARTY PLATFORMS

5.1 Automation Tools

Our services involve integrating with third-party platforms including:

  • Make.com and N8N.io for workflow automation

  • Various CRM, email, and business management platforms

  • Cloud storage and communication tools

5.2 Third-Party Privacy Policies

Your data processed through these platforms is subject to their respective privacy policies and terms of service.

5.3 Data Security

While we implement security measures, we cannot control the security practices of third-party platforms.

6. DATA SECURITY

6.1 Security Measures

We implement appropriate technical and organizational measures to protect your information, including:

  • Encryption of data in transit and at rest

  • Access controls and authentication requirements

  • Regular security assessments and updates

  • Employee training on data protection practices

6.2 Data Breach Response

In the event of a data breach, we will notify affected individuals and relevant authorities as required by applicable law.

6.3 Limitations

No method of transmission or storage is 100% secure, and we cannot guarantee absolute security of your information.

7. YOUR PRIVACY RIGHTS

7.1 Access and Correction

You have the right to:

  • Access the personal information we hold about you

  • Request correction of inaccurate or incomplete information

  • Update your communication preferences

7.2 Data Portability

You may request a copy of your personal information in a structured, machine-readable format.

7.3 Deletion Rights

You may request deletion of your personal information, subject to our legitimate business needs and legal requirements.

7.4 Marketing Opt-Out

You may opt out of marketing communications at any time through:

  • Unsubscribe links in email communications

  • Contacting us directly with your request

  • Updating preferences in our customer portal

8. COOKIES AND TRACKING TECHNOLOGIES

8.1 Cookie Usage

We use cookies and similar technologies to:

  • Remember your preferences and settings

  • Analyze website traffic and user behavior

  • Improve website functionality and user experience

  • Deliver targeted marketing content

8.2 Cookie Management

You can control cookie settings through your browser preferences, though some features may not function properly if cookies are disabled.

8.3 Analytics

We use analytics services like Google Analytics to understand website usage patterns and improve our services.

9. CHILDREN'S PRIVACY

Our services are not intended for children under 18 years of age. We do not knowingly collect personal information from children under 18.

10. INTERNATIONAL DATA TRANSFERS

If you are located outside the United States, your information may be transferred to and processed in the United States where our servers and business operations are located.

11. DATA RETENTION

11.1 Retention Periods

We retain personal information for as long as necessary to:

  • Provide ongoing services and support

  • Comply with legal and regulatory requirements

  • Resolve disputes and enforce agreements

  • Maintain business records for operational purposes

11.2 Deletion

We will securely delete or anonymize personal information when it is no longer needed for these purposes.

12. PRIVACY POLICY UPDATES

12.1 Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.

12.2 Notification

We will notify you of material changes through:

  • Email notification to registered users

  • Prominent notice on our website

  • Updated "Last Modified" date on this policy

12.3 Continued Use

Your continued use of our services after policy updates constitutes acceptance of the revised terms.

13. CONTACT INFORMATION

13.1 Privacy Questions

If you have questions about this Privacy Policy or our privacy practices, please contact us:

Email: support@virtualworkflows.com
Phone: (347) 756-7477

13.2 Data Protection Officer

For data protection inquiries in applicable jurisdictions, you may contact our designated representative at support@virtualworkflows.com.

14. LEGAL BASIS FOR PROCESSING (GDPR)

For users in the European Union, our legal basis for processing personal information includes:

  • Contractual necessity for service delivery

  • Legitimate interests in business operations and improvement

  • Consent for marketing communications

  • Legal compliance with applicable regulations

You have additional rights under GDPR, including the right to lodge a complaint with supervisory authorities.