VIRTUALIFY
AI Virtual Assistant & CRM Platform Services
Confidential
Virtualify LLC | virtualify.comEffective Date: April 26, 2025 | Last Updated: April 26, 2025
This document governs your use of the Virtualify website and services. Please read it carefully. By accessing or using Virtualify's website or services, you agree to these terms.
Part I — Privacy Policy
1. Who We Are
Virtualify LLC ("Virtualify," "we," "our," or "us") is a managed service provider offering AI Virtual Assistant and CRM Platform services. Our principal place of business is in Illinois, USA. We can be contacted at: info@virtualify.net.
2. Information We Collect
2.1 Information You Provide Directly
- check_circleContact and account information: name, business name, email address, phone number, mailing address.
- check_circlePayment information: billing name, address, and payment card details (processed securely via third-party payment processors — we do not store raw card data).
- check_circleContract and agreement data: signed agreements, Order Forms, and associated metadata.
- check_circleConfiguration data: call scripts, CRM workflows, outbound call lists, and routing rules you provide to configure your Bundled Service.
- check_circleSupport communications: messages, emails, and records of interactions with our support team.
- check_circleFeedback and survey responses.
2.2 Information Collected Automatically
- check_circleLog data: IP addresses, browser type and version, operating system, referring URLs, pages visited, and timestamps.
- check_circleDevice identifiers and cookie data.
- check_circleUsage analytics: feature interactions, session duration, and navigation patterns on our website and platform.
- check_circleCall metadata: call durations, timestamps, call outcomes, and routing records (not the content of calls unless you have configured recording).
2.3 Information from Third Parties
- check_circleThird-Party Software Providers (AI voice and CRM platforms) may share technical data with us necessary for service delivery.
- check_circlePayment processors may share transaction confirmations and fraud signals.
- check_circleSales agents or referral partners may provide your contact information when referring you to Virtualify.
2.4 Sensitive Information
We do not intentionally collect sensitive personal information such as Social Security numbers, government ID numbers, financial account numbers (beyond payment processing), health information, or biometric data. Do not submit sensitive personal data through our website or platform unless expressly required.
3. How We Use Your Information
- check_circleTo provision, configure, and deliver the Bundled Service per your Order Form.
- check_circleTo process payments and manage billing.
- check_circleTo communicate with you about your account, service updates, and support requests.
- check_circleTo send transactional emails (invoices, usage alerts, service notices) and, with your consent, marketing communications.
- check_circleTo maintain and improve the security, performance, and reliability of our platform.
- check_circleTo detect, investigate, and prevent fraud, abuse, and unauthorized access.
- check_circleTo comply with legal obligations, regulatory requirements, and lawful orders.
- check_circleTo enforce our contracts and Terms of Service.
- check_circleTo analyze usage trends and improve our services.
- check_circleTo respond to legal claims and protect our legal rights.
4. How We Protect Your Information
4.1 Technical Safeguards
- check_circleAll data transmitted between your browser/systems and Virtualify is encrypted using TLS 1.2 or higher.
- check_circleData at rest is encrypted using AES-256 or equivalent industry-standard encryption.
- check_circleAccess to production systems is restricted to authorized personnel only, enforced through role-based access controls and multi-factor authentication.
- check_circleOur infrastructure is hosted on SOC 2-compliant cloud providers.
- check_circleRegular vulnerability scanning and penetration testing is performed.
- check_circleSecurity patches and updates are applied on a regular, documented schedule.
4.2 Organizational Safeguards
- check_circleAll personnel with access to Client Data are subject to confidentiality obligations.
- check_circleAccess to Client Data is granted on a strict need-to-know basis.
- check_circleWe maintain a documented incident response plan for data security events.
- check_circleEmployees receive regular security awareness training.
4.3 Third-Party Provider Security
Client Data processed through Third-Party Software Providers (AI voice and CRM platforms) is subject to those providers' security practices. We select providers that maintain industry-recognized security certifications and we review their security posture periodically. However, we cannot guarantee the security practices of third-party systems beyond our direct control.
4.4 Data Breach Response
In the event of a confirmed security breach affecting Client Data within our direct control, we will: (a) contain and investigate the breach; (b) notify affected clients within 72 hours of confirmation to the extent permitted by law; (c) provide information about the nature of the breach, data affected, and remediation steps; and (d) cooperate with regulatory authorities as required.
No security system is completely impenetrable. While we implement robust protections, we cannot guarantee absolute security of your data. You are responsible for maintaining the security of your account credentials.
5. How We Share Your Information
We do not sell your personal information. We share information only in the following circumstances:
- check_circleService delivery: with Third-Party Software Providers (AI voice, telephony, CRM platforms) strictly as necessary to provide the Bundled Service.
- check_circlePayment processing: with our payment processor(s) to process transactions.
- check_circleProfessional advisors: with attorneys, accountants, and auditors under confidentiality obligations.
- check_circleBusiness transfers: in connection with a merger, acquisition, or sale of all or substantially all of our assets, with notice to you.
- check_circleLegal compliance: when required by law, court order, subpoena, or government request, or to protect our legal rights.
- check_circleFraud prevention: with fraud detection services and law enforcement when necessary to prevent or investigate fraud or security incidents.
- check_circleWith your consent: for any other purpose with your explicit prior consent.
6. Data Retention
We retain your personal information for as long as your account is active or as needed to provide the Bundled Service. Upon termination:
- check_circleClient Data is retained for 30 days post-termination, during which you may export your data.
- check_circleAfter 30 days, Client Data is permanently deleted from our active systems.
- check_circleBilling records and contract data are retained for 7 years to comply with financial and legal recordkeeping requirements.
- check_circleAnonymized/aggregated usage data may be retained indefinitely for analytics purposes.
- check_circleData subject to legal hold, litigation, or regulatory investigation is retained until the matter is resolved.
7. Your Rights & Choices
Depending on your location and applicable law, you may have the following rights regarding your personal information:
- check_circleAccess: request a copy of the personal information we hold about you.
- check_circleCorrection: request correction of inaccurate or incomplete information.
- check_circleDeletion: request deletion of your personal information, subject to legal retention obligations.
- check_circlePortability: request your data in a structured, machine-readable format.
- check_circleObjection: object to certain processing activities, including direct marketing.
- check_circleRestriction: request that we restrict processing of your data in certain circumstances.
- check_circleWithdrawal of consent: where processing is based on consent, withdraw it at any time without affecting prior processing.
To exercise any of these rights, contact us at info@virtualify.net. We will respond within 30 days. We may require identity verification before fulfilling requests.
8. Cookies & Tracking Technologies
Our website uses cookies and similar tracking technologies to enhance your experience, analyze usage, and support security. You may control cookie settings through your browser. Note that disabling certain cookies may affect website functionality. We use:
- check_circleEssential cookies: required for website operation and security.
- check_circleAnalytics cookies: to understand how visitors use our site (e.g., Google Analytics).
- check_circlePreference cookies: to remember your settings and choices.
We do not use advertising or behavioral targeting cookies. You can opt out of analytics cookies by adjusting your browser settings or using opt-out tools provided by analytics vendors.
9. Children's Privacy
Virtualify's services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected information from a minor, we will promptly delete it. If you believe we have collected information from a minor, contact us at info@virtualify.net.
10. International Data Transfers
Virtualify is based in the United States. If you are accessing our services from outside the US, your information may be transferred to and processed in the US. We take steps to ensure that such transfers comply with applicable law, including through the use of standard contractual clauses or other appropriate safeguards where required.
11. California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including the right to know, delete, correct, and opt out of the sale or sharing of personal information. We do not sell or share personal information for cross-context behavioral advertising. To submit a California privacy request, contact us at info@virtualify.net or call our toll-free number. We will not discriminate against you for exercising your California privacy rights.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email or prominent notice on our website at least 30 days before taking effect. Continued use of our services after the effective date of any update constitutes acceptance. The current version is always available at virtualify.com/privacy.
Part II — Terms of Service
13. Acceptance of Terms
By accessing the Virtualify website (virtualify.com) or using any Virtualify service, you ("User" or "you") agree to be bound by these Terms of Service. If you are using Virtualify on behalf of a business, you represent that you have authority to bind that business to these Terms. If you do not agree, do not use our website or services.
14. Use of Website
14.1 Permitted Use
You may access and use the Virtualify website for lawful purposes in connection with evaluating, purchasing, or using our services. You agree not to:
- check_circleUse the website for any unlawful purpose or in violation of any applicable law or regulation.
- check_circleAttempt to gain unauthorized access to any portion of the website or our systems.
- check_circleTransmit viruses, malware, or other harmful code.
- check_circleScrape, crawl, or systematically extract data from the website without written permission.
- check_circleImpersonate Virtualify, our employees, or any other person or entity.
- check_circleUse the website to send unsolicited communications (spam).
- check_circleInterfere with the operation, integrity, or performance of the website.
14.2 Account Registration
Certain features of our website require account registration. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account. Notify us immediately at info@virtualify.net if you suspect unauthorized account access.
15. Intellectual Property
All content on the Virtualify website — including text, graphics, logos, images, software, and design — is the property of Virtualify LLC or its licensors and is protected by applicable intellectual property laws. You are granted a limited, nonexclusive, non-transferable license to access and view website content for personal, non-commercial purposes. You may not reproduce, distribute, modify, create derivative works of, publicly display, or exploit any website content without prior written permission from Virtualify.
16. Third-Party Links & Services
Our website may contain links to third-party websites or services. These links are provided for convenience only. Virtualify does not endorse, control, or assume responsibility for any third-party content, privacy practices, or terms. Your interactions with third-party sites are governed solely by their own terms and policies.
17. Disclaimers
THE VIRTUALIFY WEBSITE AND ALL CONTENT ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. VIRTUALIFY DISCLAIMS ALL WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ACCURACY. VIRTUALIFY DOES NOT WARRANT THAT THE WEBSITE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF VIRUSES OR HARMFUL COMPONENTS.
18. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, VIRTUALIFY AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING FROM YOUR USE OF OR INABILITY TO USE THE WEBSITE OR SERVICES, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. VIRTUALIFY'S TOTAL LIABILITY FOR ANY CLAIM ARISING FROM YOUR USE OF THE WEBSITE SHALL NOT EXCEED ONE HUNDRED DOLLARS ($100).
19. Indemnification
You agree to indemnify, defend, and hold harmless Virtualify LLC and its affiliates, officers, directors, employees, agents, and licensors from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising from: (a) your use of the website or services in violation of these Terms; (b) your violation of any applicable law or regulation; (c) your violation of any third-party right; or (d) any content you submit through the website.
20. Governing Law & Dispute Resolution
These Terms are governed by the laws of the State of Illinois, without regard to conflict of law principles. Any dispute arising under these Terms shall first be subject to 30 days of good-faith negotiation. Unresolved disputes shall be submitted to binding arbitration under AAA Commercial Arbitration Rules in Cook County, Illinois. Either party may seek emergency injunctive relief in any court of competent jurisdiction. You waive any right to participate in a class action lawsuit or class-wide arbitration.
21. Changes to Terms
We reserve the right to update these Terms of Service at any time. Material changes will be communicated with at least 30 days' notice via email or website notice. Your continued use of the website after the effective date of changes constitutes acceptance of the revised Terms. The current version is always available at virtualify.com/terms.
Legal Notices & Website Disclaimers
VIRTUALIFY
AI Virtual Assistant & CRM Platform Services
Confidential
Virtualify LLC | virtualify.comEffective Date: April 26, 2025 | Last Updated: April 26, 2025
This Legal Notices document provides important legal disclosures, regulatory notices, and disclaimers governing the Virtualify website and services. It supplements the Privacy Policy & Terms of Service.
1. Company Information
| Field | Value |
|---|---|
| Legal Entity Name | Virtualify LLC |
| Entity Type | Limited Liability Company |
| State of Formation | Illinois, United States of America |
| Principal Office | Illinois, USA |
| Website | virtualify.com |
| Privacy Contact | info@virtualify.net |
| Legal Contact | info@virtualify.net |
| Support Contact | info@virtualify.net |
2. No Legal or Professional Advice
Nothing on the Virtualify website, in any Virtualify document, or in any communication from Virtualify constitutes legal, financial, tax, regulatory, or professional advice of any kind. All content is provided for general informational purposes only. Virtualify is a technology managed service provider and does not practice law or provide legal services.
In particular, without limitation:
- check_circleInformation about TCPA, TSR, DNC, or other telemarketing laws is provided for general awareness only and does not constitute legal guidance.
- check_circleInformation about data privacy (CCPA, GDPR, or other regulations) is informational only and does not substitute for legal counsel.
- check_circleContract templates, agreements, and other documents provided by Virtualify are not a substitute for attorney review.
You should consult a qualified attorney, accountant, or other licensed professional before making any decision based on information provided by Virtualify.
3. Telemarketing & Calling Compliance Notice
Users of Virtualify's outbound calling features must independently comply with all applicable federal laws, including:
- check_circleTelephone Consumer Protection Act (TCPA), 47 U.S.C. § 227 — Governs automated calls, prerecorded messages, and artificial voice calls. Violations carry statutory damages of $500–$1,500 per call.
- check_circleTelemarketing Sales Rule (TSR), 16 C.F.R. Part 310 — Governs telemarketing practices, DNC compliance, and disclosure requirements. Enforced by the FTC.
- check_circleTruth in Caller ID Act, 47 U.S.C. § 227(e) — Prohibits caller ID spoofing with intent to defraud.
- check_circleCAN-SPAM Act — Governs commercial electronic messages if applicable to your communications.
Many states have enacted additional telemarketing, robocall, and consumer protection laws that may be stricter than federal law, including but not limited to laws in California, Florida, Texas, and New York. Users are solely responsible for identifying and complying with all applicable state laws in every jurisdiction where they make calls.
Virtualify provides technical infrastructure only. Virtualify does not: determine who you call; review, approve, or endorse your call scripts; manage your DNC compliance; or provide legal advice regarding your calling program. You assume all legal and regulatory responsibility for your calling practices.
4. AI & Technology Disclaimers
Virtualify's AI Virtual Assistant is powered by third-party artificial intelligence technology. AI systems are inherently imperfect and may produce inaccurate, incomplete, misleading, or unexpected outputs. Virtualify does not warrant that the Virtual Assistant will:
- check_circleAccurately interpret or respond to all caller requests.
- check_circleHandle all edge cases or unusual conversational patterns.
- check_circleProduce legally compliant disclosures or statements without human review and configuration.
- check_circlePerform without errors, interruptions, or unexpected behavior.
Client is solely responsible for reviewing, testing, and monitoring all AI outputs and maintaining appropriate human oversight of all Virtual Assistant activity.
Virtualify makes no representation or warranty that use of the Bundled Service will result in any particular business outcome, including increased leads, appointments, revenue, or customer satisfaction. Results will vary based on your business, market, call quality, scripts, and other factors outside Virtualify's control.
The Bundled Service incorporates third-party AI voice, telephony, and CRM software. Virtualify does not control the performance, uptime, features, pricing, or continued availability of third-party technology. Virtualify is not liable for service degradation, outages, data loss, or other harm arising from third-party technology changes or failures.
5. Intellectual Property Notices
The "Virtualify" name, logo, and all related brand elements are trademarks of Virtualify LLC. All rights reserved. Unauthorized use of Virtualify trademarks is strictly prohibited.
All website content, software, documentation, and materials produced by Virtualify are protected by U.S. and international copyright law. Reproduction, distribution, or derivative use without express written permission is prohibited. Third-party product names, trademarks, and logos referenced on the Virtualify website are the property of their respective owners. Reference to third-party products does not imply endorsement or affiliation.
6. DMCA Notice & Takedown Policy
Virtualify respects intellectual property rights. If you believe content on the Virtualify website infringes your copyright, please send a written notice to info@virtualify.net containing:
- check_circleIdentification of the copyrighted work claimed to be infringed.
- check_circleIdentification of the allegedly infringing material and its location on our website.
- check_circleYour contact information (name, address, phone, email).
- check_circleA statement that you have a good faith belief the use is not authorized by the copyright owner.
- check_circleA statement under penalty of perjury that the information is accurate and that you are the copyright owner or authorized agent.
- check_circleYour physical or electronic signature.
We will investigate and respond to valid DMCA notices in accordance with applicable law.
7. Data Security Legal Notices
Virtualify operates its services with the intent to comply with applicable data protection laws including, but not limited to, the Illinois Personal Information Protection Act (PIPA), the California Consumer Privacy Act (CCPA/CPRA), and applicable FTC regulations. However, Virtualify does not represent that its services constitute a complete compliance solution for any specific regulatory framework applicable to your business.
As a user of Virtualify's services, you are independently responsible for:
- check_circleEnsuring your use of the platform complies with all data protection laws applicable to your business and jurisdiction.
- check_circleObtaining all legally required consents from individuals whose data you upload or process through the platform.
- check_circleMaintaining required data processing agreements with your own customers and data subjects.
- check_circleImplementing appropriate data retention and deletion policies for data you control.
- check_circleNotifying your customers of your data practices as required by applicable privacy law.
Clients subject to GDPR or similar data protection frameworks who require a formal Data Processing Agreement (DPA) with Virtualify should contact info@virtualify.net. Virtualify will work in good faith to execute a DPA appropriate to the applicable regulatory requirements.
8. Export Controls & Sanctions
Virtualify's services may be subject to U.S. export control laws and regulations, including the Export Administration Regulations (EAR) and sanctions programs administered by the Office of Foreign Assets Control (OFAC). You represent and warrant that: (a) you are not located in, organized under, or a national of any country subject to U.S. embargo or sanctions; (b) you are not on any U.S. government restricted party list; and (c) your use of Virtualify's services complies with all applicable export control and sanctions laws.
9. Anti-Spam & Acceptable Use Legal Notice
Use of Virtualify's platform to send unsolicited commercial messages, conduct phishing, or engage in any form of abuse is strictly prohibited and may violate federal and state law, including the CAN-SPAM Act, TCPA, and applicable state laws. Virtualify reserves the right to immediately suspend or terminate service for any user engaged in abusive, illegal, or harmful use of the platform. Virtualify may report abusive use to relevant regulatory authorities.
10. Dispute Resolution & Class Action Waiver
Any dispute, claim, or controversy arising from or relating to the Virtualify website or services shall be resolved through binding individual arbitration, not in court. You waive any right to participate in class action litigation or class-wide arbitration. This class action waiver is a material term of your agreement to use Virtualify's services. If the class action waiver is found unenforceable, the arbitration agreement shall be null and void with respect to that claim only.
To initiate arbitration, send written notice to info@virtualify.net. Arbitration will be conducted under AAA Commercial Arbitration Rules in Cook County, Illinois, under Illinois law.
11. Regulatory Authority Contacts
If you have concerns about Virtualify's practices that we have not resolved, you may contact the following regulatory authorities:
- check_circleFederal Trade Commission (FTC): ftc.gov — consumer protection and telemarketing enforcement.
- check_circleFederal Communications Commission (FCC): fcc.gov — TCPA and telecommunications enforcement.
- check_circleIllinois Attorney General: illinoisattorneygeneral.gov — state consumer protection.
- check_circleYour state’s Attorney General office for state-specific consumer protection matters.
12. Legal Document Version Control
| Document | Version | Effective Date | Status |
|---|---|---|---|
| Privacy Policy & Terms of Service | 1.0 | April 26, 2025 | Active |
| Legal Notices & Disclaimers | 1.0 | April 26, 2025 | Active |
| Master Services Agreement | 1.0 | April 26, 2025 | Active |
| NDA — Sales Agent | 1.0 | April 26, 2025 | Active |
Terms of Service
1. Acceptance of Terms
By accessing or using Virtualify (the “Services”), you agree to these Terms of Service. If you do not agree, do not use the Services.
2. User Eligibility & Accounts
You must be at least 18 years old and able to form a binding contract to create an account. You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account.
3. Service Scope
Virtualify provides AI-powered receptionist capabilities and workflow automation features. We may update, add, or remove features to improve reliability, security, and performance.
4. Acceptable Use
You agree not to misuse the Services. This includes attempting to access non-public areas, interfering with normal operation, abusing rate limits, or using the Services to violate laws or third-party rights.
- check_circleDo not use the Services for unlawful, harmful, or deceptive activity.
- check_circleDo not introduce malware, attempt to bypass security, or probe systems.
- check_circleDo not collect or process sensitive data unless you have proper consent and legal basis.
- check_circleDo not impersonate people or misrepresent your identity or affiliation.
5. Subscription Billing
Fees are billed in advance on a monthly or annual basis, unless agreed otherwise in writing. Prices exclude applicable taxes. Unless required by law or stated in your agreement, fees are non-refundable.
6. AI & Call Handling
If you connect phone lines or enable call-related features, you are responsible for providing legally required disclosures and obtaining any required consents (including for recording, transcription, and AI processing). Output may be imperfect and should be reviewed when used for critical decisions.
7. Third-Party Services
The Services may integrate with third-party products (for example CRMs, calendar providers, phone carriers, or analytics tools). Your use of third-party services is governed by their terms and policies, and we are not responsible for third-party outages or changes.
8. Termination
You may stop using the Services at any time. We may suspend or terminate access if we reasonably believe there is misuse, security risk, non-payment, or violation of these Terms. Termination does not limit rights or obligations that by their nature should survive.
9. Disclaimers & Liability
The Services are provided on an “as is” and “as available” basis. To the maximum extent permitted by law, Virtualify disclaims warranties of merchantability, fitness for a particular purpose, and non-infringement. To the maximum extent permitted by law, Virtualify will not be liable for indirect, incidental, special, consequential, or punitive damages.
10. Changes & Contact
We may update these Terms from time to time. Continued use of the Services after updates become effective indicates acceptance. For questions, contact Info@virtualify.net.
Privacy Policy
1. What We Collect
We collect information you provide directly to us, such as when you create an account, request a quote, configure workflows, or contact support. This may include names, emails, phone numbers, company details, billing information, and configuration settings.
If you enable voice or messaging features, your account may process call-related metadata, transcripts, routing outcomes, and summaries depending on your configuration.
2. How We Use Data
We use data to provide the Services, operate integrations, maintain account security, respond to requests, troubleshoot issues, and improve reliability and performance. We may also use data to prevent fraud and enforce our terms.
3. Sharing & Processors
We may share information with service providers who process data on our behalf (such as hosting, analytics, support tooling, payment processors, and communication providers). We share only what is necessary to provide the Services.
We may disclose information if required by law, to protect rights and safety, or in connection with a business transaction such as a merger or acquisition.
Encryption
Data in transit and at rest.
Access
Role-based controls.
Retention
Clear data handling rules.
4. Security
We use administrative, technical, and physical safeguards designed to protect information. No method of transmission or storage is 100% secure, but we work to reduce risk through encryption, access controls, and monitoring.
5. Data Retention
We retain personal information for as long as needed to provide the Services and for legitimate business purposes such as compliance, dispute resolution, and enforcing agreements. Retention for call-related data depends on your configuration and integrations.
6. Your Rights
Depending on your location, you may have rights to request access, correction, deletion, or portability of your personal information. To submit a request, contact Info@virtualify.net.
7. International Transfers
If you access the Services from outside the country where our systems are hosted, your information may be transferred and processed in other countries. We take steps intended to ensure appropriate safeguards are in place for such transfers.
For privacy questions, contact Info@virtualify.net.
Cookie Policy
Cookie Categories Table
The table below summarizes common cookie categories used on modern websites. Actual cookies may vary depending on configuration, browser settings, and enabled integrations.
| Category | Purpose | Examples | Typical retention |
|---|---|---|---|
| Strictly necessary | Security, session management, core functionality. | Session ID, CSRF token, load balancing cookie. | Session to 30 days |
| Preference | Remembers choices and UI settings. | Theme, language, layout preferences. | 30 days to 12 months |
| Analytics | Helps us understand usage and improve performance. | Page views, aggregated events, performance metrics. | 1 day to 24 months |
| Functional | Enables non-essential features and integrations. | Embedded media preferences, third-party widgets. | Session to 12 months |
1. Cookies We Use
Cookies are small text files stored on your device. We use cookies and similar technologies to operate the site and improve the Services. Examples include:
- check_circleStrictly necessary cookies (security, session, basic functionality).
- check_circlePreference cookies (remembering choices and settings).
- check_circleAnalytics cookies (understanding usage and improving performance).
2. Why We Use Cookies
Cookies help us keep the site secure, remember preferences, measure performance, and improve the user experience. Some features may not function properly without certain cookies.
3. Managing Preferences
You can control cookies through your browser settings, including blocking or deleting cookies. If you disable cookies, some parts of the site may not work as expected.
4. Contact
For questions about cookies or privacy, contact Info@virtualify.net.
SMS Program Overview
| Program Operator | Virtualify LLC |
| Website | virtualify.com |
| Contact Email | info@virtualify.net |
| Message Types | Transactional alerts, service updates, appointment reminders, promotional offers, and campaign follow-ups |
| Message Frequency | Message frequency varies. You may receive up to 4–8 messages per month depending on your opt-in program. |
| Standard Rates | Message and data rates may apply. Check with your mobile carrier for details. |
| Opt-Out | Reply STOP to any message to unsubscribe at any time. |
| Help | Reply HELP to any message for assistance, or contact info@virtualify.net |
| Supported Carriers | All major U.S. carriers including AT&T, Verizon, T-Mobile, Sprint, and others. Carrier availability may vary. |
Part I — SMS Privacy Policy
We will NEVER sell, rent, trade, or share your mobile phone number with third parties for their own marketing purposes.
2. Information We Collect for SMS
When you opt in to receive SMS messages from Virtualify, we collect:
- check_circleYour mobile phone number
- check_circleYour name and business name (if provided during opt-in)
- check_circleOpt-in date, time, and method (e.g., web form, verbal consent, written consent)
- check_circleMessage interaction data: delivery status, opt-out requests, HELP requests, and response timestamps
- check_circleDevice type and carrier information as reported by the messaging platform
We do not collect sensitive personal information (such as financial account numbers, Social Security numbers, or health information) through our SMS program.
3. How We Use Your Phone Number
Your mobile phone number is used exclusively for the following purposes:
- check_circleSending SMS messages you have opted in to receive
- check_circleDelivering transactional messages related to your Virtualify account or services (invoices, service alerts, usage notifications)
- check_circleSending appointment confirmations and reminders
- check_circleCommunicating promotional offers, product updates, and campaign follow-ups (only where you have expressly consented)
- check_circleResponding to your inbound SMS messages (HELP, STOP, or other replies)
- check_circleMaintaining records of your consent and communications history for legal and compliance purposes
4. How We Protect Your SMS Data
- check_circleAll phone numbers and opt-in records are stored in encrypted databases
- check_circleAccess to SMS contact lists and messaging systems is restricted to authorized Virtualify personnel only
- check_circleOur SMS platform providers are required to maintain industry-standard security practices
- check_circleOpt-in records (including timestamp, method, and consent language) are retained for a minimum of 4 years to demonstrate compliance
- check_circleOpt-out requests are processed immediately and your number is added to our suppression list within 24 hours
- check_circleWe conduct periodic reviews of our SMS contact lists to remove invalid or inactive numbers
5. Sharing of SMS Data
We may share your phone number and SMS-related data only in the following limited circumstances:
- check_circleSMS platform providers: We use third-party SMS delivery platforms (such as Twilio or similar carriers) solely to transmit messages on our behalf. These providers are contractually prohibited from using your data for any other purpose.
- check_circleLegal compliance: If required by law, court order, or lawful government request.
- check_circleBusiness transfers: In connection with a merger, acquisition, or sale of assets, with prior notice to you.
- check_circleFraud prevention: To prevent or investigate fraud, abuse, or illegal activity.
No other sharing occurs without your explicit prior written consent.
6. Data Retention
- check_circleActive subscribers: Phone numbers and opt-in records are retained for as long as you remain opted in
- check_circleOpted-out subscribers: Your phone number is retained on our suppression list indefinitely to ensure we do not contact you again
- check_circleConsent records: Opt-in timestamp, source, and consent language are retained for a minimum of 4 years
- check_circleMessage logs: Delivery and response records are retained for 2 years
- check_circleAfter applicable retention periods, data is securely deleted or anonymized
7. Your Rights Regarding SMS Data
You may opt out of receiving SMS messages from Virtualify at any time by replying STOP to any Virtualify SMS message or emailing info@virtualify.net with your phone number and opt-out request.
You may request a copy of the SMS-related data we hold about you, or request deletion of your data (subject to legal retention requirements), by contacting info@virtualify.net.
If you have previously opted out and wish to receive SMS messages again, you may re-opt in through our website or by texting START to our designated number.
Part II — SMS Terms of Service
8. Consent & Opt-In
By providing your mobile phone number and opting in to Virtualify's SMS program — whether through a web form, verbal agreement, written form, or other opt-in method — you expressly consent to receive text messages from Virtualify LLC at the number provided. Consent is not a condition of purchasing any product or service.
By opting in, you agree to receive:
- check_circleAutomated or manually sent text messages from Virtualify LLC
- check_circleMessages that may be sent using automated dialing technology or pre-written templates
- check_circleRecurring messages at a frequency described in the SMS Program Overview
- check_circleMessages related to your account, Virtualify services, or promotional campaigns you have opted into
Virtualify maintains records of all opt-in consents, including the date, time, source, and exact consent language presented at the time of opt-in. These records are available upon request and are maintained for compliance purposes.
9. Regulatory Compliance
- check_circleTCPA compliance (47 U.S.C. § 227) and applicable FCC regulations.
- check_circleCTIA Messaging Principles and Best Practices.
- check_circle10DLC / Short Code compliance and campaign registration where applicable.
- check_circleState law compliance (including but not limited to CCPA and other state privacy/SMS regulations).
10. Prohibited Uses
The Virtualify SMS program may not be used to send messages that:
- check_circleContain false, misleading, or deceptive content
- check_circleViolate any applicable federal, state, or local law or regulation
- check_circleContain or promote illegal products, services, or activities
- check_circleInclude hate speech, harassment, threats, or abusive content
- check_circleContain adult content, gambling content, or controlled substance advertising
- check_circleAre sent to individuals who have not provided valid opt-in consent
- check_circleAre sent to numbers on the National DNC Registry without a valid exemption
- check_circleViolate TCPA, CTIA guidelines, or carrier acceptable use policies
11. Opt-Out & STOP Keywords
Virtualify honors the following standard SMS opt-out and control keywords:
| Keyword | Action |
|---|---|
| STOP | Unsubscribe from all Virtualify SMS messages immediately. You will receive one final confirmation message. |
| STOPALL | Unsubscribe from all Virtualify SMS campaigns and lists immediately. |
| UNSUBSCRIBE | Same as STOP — removes you from the active SMS list. |
| CANCEL | Same as STOP — cancels your SMS subscription. |
| END | Same as STOP — ends your SMS subscription. |
| QUIT | Same as STOP — quits your SMS subscription. |
| HELP | Receive a help message with contact information and opt-out instructions. |
| INFO | Receive program information and contact details. |
| START | Re-subscribe to Virtualify SMS messages if you have previously opted out. |
12. Standard Message Disclosures
By providing your phone number and opting in, you consent to receive recurring automated text messages from Virtualify LLC. Message frequency varies (up to 4–8 messages/month). Message & data rates may apply. Reply STOP to cancel. Reply HELP for help. Consent is not a condition of purchase. View full terms at virtualify.com/sms-terms.
13. Carrier Disclaimer
Virtualify LLC and its SMS platform providers are not responsible for delayed or undelivered messages. Message delivery is subject to mobile carrier network availability, coverage, and policies.
14. Children's Policy
Virtualify's SMS program is intended for business use and is not directed at individuals under the age of 18. If you believe a minor has been enrolled, contact info@virtualify.net and we will remove them promptly.
15–19. Liability, Indemnification & Updates
Virtualify reserves the right to update this SMS Privacy Policy & Terms of Service at any time. Material changes will be communicated via SMS notification or email at least 30 days before taking effect. This document is governed by the laws of the State of Illinois, without regard to conflict of law principles. For questions, opt-out requests, or concerns contact info@virtualify.net.
Appendix A — SMS Compliance Checklist
This checklist helps ensure every Virtualify SMS campaign meets compliance requirements before launch.
- check_circleValid prior express written consent obtained for all recipients
- check_circleOpt-in language includes: program name, message frequency, msg & data rates may apply, STOP/HELP instructions, and link to terms
- check_circleAll contact numbers scrubbed against National DNC Registry within 31 days of use
- check_circleAll numbers verified as mobile (not landline or VoIP where prohibited)
- check_circleCampaign registered with 10DLC or short code carrier vetting platform
- check_circleMessage sender clearly identified in every SMS (e.g., “Virtualify:” prefix)
- check_circleSTOP/HELP/START keywords configured and active
- check_circleOpt-out requests honored within 24 hours of receipt
- check_circleMessages sent only during permissible hours (8:00 AM – 9:00 PM recipient local time)
- check_circleConsent records retained with timestamp, source, and exact opt-in language
- check_circleSuppression list maintained and applied to every send
- check_circleCampaign reviewed by authorized Virtualify personnel before launch
- check_circleLink to SMS Terms & Privacy Policy included or accessible to all recipients
This document does not constitute legal advice. Virtualify recommends consulting a qualified attorney familiar with TCPA, CTIA, and applicable state laws before launching any SMS campaign.