Privacy Policy
Effective: 2 September 2026
Viva Vendind AI LLC, doing business as Viva Systems ("Viva Systems", "we", "us", "our") operates the website at https://vivasystems.net (the "Site"). We are the organization responsible for the personal information collected through the Site. We are based in McKinney, Texas, United States. Our privacy contact is Philip Silva, Owner, reachable at philip@vivasystems.net.
This policy explains what we collect, why, who sees it, where it is kept, how long, and what you can ask of us. It is written to meet the Personal Information Protection and Electronic Documents Act (Canada), the provincial private-sector privacy laws of Quebec, Alberta and British Columbia, and the consumer privacy laws of the United States and its states, to the extent each applies to us.
1. What this policy covers
This policy covers the Site, the enquiry you send through its intake form, a call you book through it, and our email correspondence with you about either. It does not cover other websites we link to, or the booking service's own pages; their own policies apply there.
2. Information we collect
2.1 Information you give us. When you send an enquiry through the Site's intake form we collect your name, your business email address, your company name, your city or region, and what you tell us about the project. When you book a call, the booking service collects your name, email address and the time you choose, and tells us; we keep that notice. When you write to us by email, we keep the correspondence. The Site never asks for card numbers, bank credentials or any other financial account information; if we work together, invoicing and payment are arranged under a separate written agreement.
2.2 Information collected automatically. Our hosting provider keeps standard server logs: your IP address, browser and device type, the pages requested, the time of each request, and the referring page. When you send an enquiry, the Site uses your IP address to limit repeated submissions, and a copy of the submission is written to our hosting provider's runtime logs for a short period. The Site sets no cookies of its own, runs no analytics or behavioural tracking, and does not fingerprint devices. The embedded booking service may set its own cookies on its pages, under its own policy. If any of this changes, we will update this policy and, where the law requires it, ask for your consent first.
2.3 What we do not collect. Payment card or banking details, health information, government identifiers, precise location, or information from anyone under 18.
3. Why we use your information
We use the information above only to:
- receive your enquiry and reply to it;
- prepare a proposal or quote and, if you engage us, deliver the services under the separate written agreement we sign;
- schedule and hold the call you booked;
- keep the business, tax and accounting records the law requires;
- answer your questions;
- protect the Site and our inbox from spam, bots and abuse;
- meet legal obligations, including lawful requests from authorities; and
- with your separate, express consent only, send you marketing.
We do not use your information for advertising, for profiling, or for any automated decision that has a legal or similarly significant effect on you.
4. Consent and legal basis
If you are in Canada. By sending an enquiry or booking a call you consent to our collecting, using and disclosing the information in section 2 for the purposes in section 3. For the purposes needed to answer you, that consent is implied by your message. For marketing, we ask for express consent separately and never assume it. You may withdraw consent at any time by contacting us, and the withdrawal will not affect what we have already lawfully done.
If you are in the United States. This section, together with section 2, is our notice at collection. We collect the categories listed in section 2 for the purposes in section 3, and we keep them for the periods in section 7.
5. Who we share your information with
We share personal information only with service providers who work for us under contract, only so far as needed to run the Site and answer you, and only for the purposes in section 3. They may not use it for their own purposes.
| Provider | What they do for us | Where they process data |
|---|---|---|
| Vercel Inc. | Hosts the Site, runs the code that receives your enquiry, and keeps its server and runtime logs | United States |
| Resend, Inc. | Delivers your enquiry and our booking notices to our inbox by email | United States |
| Calendly, LLC | Runs the booking calendar embedded on the Site; collects your name, email address and chosen time under its own privacy policy and sends us the booking | United States |
| Google LLC (Gmail) | Provides the inbox that receives your enquiry and our correspondence with you | United States |
We may also disclose personal information when the law requires it, to protect our rights or someone's safety, to a buyer of our business as part of that sale, or with your consent.
We do not sell personal information, and we do not share it for cross-context behavioural advertising. We have not done either in the twelve months before the effective date of this policy.
6. Where your information is kept
The providers in section 5 store and process information in the United States. If you are in Canada, your information will leave Canada, and while it is in the United States it is subject to United States law, including lawful access by authorities there. We choose providers with recognized security programs and bind them by contract, but we cannot make foreign law not apply.
7. How long we keep it
| Record | Kept for |
|---|---|
| Enquiries that do not lead to an engagement | 12 months from the enquiry, then deleted |
| Engagement records (proposals, agreements, invoices and the correspondence that belongs to them) | 7 years from the end of the year the engagement ends, as tax and accounting rules require |
| Booking notices | With the enquiry or engagement they belong to |
| Server and runtime logs | The hosting plan's retention window, measured in hours to days |
| Marketing consent records | For as long as you are subscribed, and three years after you unsubscribe, as proof of consent |
When a record is no longer needed we delete it or strip anything that identifies you.
8. How we protect it
The Site is served over HTTPS only. Access to enquiries and correspondence is limited to the owner of the business. Inboxes and administrative accounts use strong passwords and two-factor authentication. Our providers run their own security programs. No method of storage or transmission is perfect, and we cannot promise absolute security.
If a breach of our security safeguards involves your personal information and creates a real risk of significant harm to you, or where state law requires it, we will notify you and the responsible regulator without undue delay, within any deadline the law sets (in Florida, no later than 30 days after we determine a breach occurred). We keep a record of every breach of our safeguards, whether or not it met that threshold, for at least two years, and give it to the regulator on request.
9. Your rights and choices
Wherever you live, you can ask us to tell you what personal information we hold about you, to correct it, to delete it (subject to records we must keep by law), to stop using it for a purpose you no longer agree to, and to explain how we handle it. You can also complain to us, and we will answer.
If you are in Canada. You have the rights of access and correction under the Personal Information Protection and Electronic Documents Act or the substantially similar law of your province. We respond within 30 days. If you are not satisfied with our answer, you may complain to the Office of the Privacy Commissioner of Canada or to the Texas Attorney General. If you are in Quebec, you may also ask us to give you the personal information you provided in a structured, commonly used technological format, and to stop disseminating it.
If you are in the United States. If a state consumer privacy law applies to us, you have the rights it gives: to know and access, to delete, to correct, to obtain a portable copy, to opt out of the sale or sharing of personal information and of targeted advertising, to limit the use of sensitive personal information, and not to be discriminated against for exercising a right. We do not sell or share personal information, do no targeted advertising, and collect no sensitive personal information, so there is nothing to opt out of. We honour these rights whether or not a threshold in a given state makes them mandatory for a business of our size. We respond within 45 days, and if we need longer we tell you why. If we decline a request, you may ask us to reconsider by replying to our decision, and you may contact your state attorney general. You may use an authorized agent if the agent can show us your written permission. We treat a Global Privacy Control signal from your browser as a request to opt out of sale and sharing.
How to ask. Email philip@vivasystems.net. We verify a request by replying to the email address we hold for you, and we may ask for more only if that is not enough to be sure it is you. We do not charge for a request unless it is manifestly unfounded or repetitive, and we tell you first.
10. Marketing messages
We send marketing email only to people who have given us express consent, and we keep a record of that consent. Every marketing message names Viva Vendind AI LLC, doing business as Viva Systems, gives our postal address and a way to contact us, and carries an unsubscribe link that works for at least 60 days and takes effect within 10 business days. Replies to your enquiry, booking confirmations and messages about an engagement are not marketing; we send them because you asked us to. Every email we send, those included, identifies Viva Vendind AI LLC, doing business as Viva Systems, gives a way to contact us, and tells you how to stop receiving anything beyond the messages your enquiry needs.
11. Children
The Site is not directed to anyone under the age of majority where they live, and never to anyone under 18. We do not knowingly collect personal information from a minor. If you believe a minor has given us information, contact us and we will delete it.
12. Links to other sites
The booking service's pages and any site we link to are run by others. Their privacy practices are their own.
13. Changes to this policy
When we change this policy we update the effective date at the top. If a change is material, we post a notice on the Site before it takes effect and, where we hold a recent email address for you, we tell you by email. Continuing to use the Site after the effective date means you accept the change, except that a material change to how we use information already collected needs your consent where the law requires it.
14. Contact us
Philip Silva, Owner
Viva Vendind AI LLC, doing business as Viva Systems
McKinney, Texas, United States
philip@vivasystems.net
Rider A: additional notice for residents of Canada
Include this rider on every site that serves Canadian visitors.
Accountability. Philip Silva, Owner is accountable for our compliance with Canadian privacy law and is the person to contact with any question or complaint.
Purposes are identified before or at collection. The intake form tells you why we ask for each field. We collect nothing beyond what section 2 lists, and we do not require you to consent to anything beyond what is needed to answer your enquiry as a condition of answering it.
Openness. This policy, our retention periods and the list of our service providers are published here and available on request in another form if you need one.
Quebec. Philip Silva, Owner is our person in charge of the protection of personal information under the Act respecting the protection of personal information in the private sector. The Site uses no technology that identifies, locates or profiles you, so no consent prompt is needed for such technology. A French-language version of this policy will be provided where the law of your province requires it. We keep a register of confidentiality incidents, notify the Commission d'accès à l'information and the people affected when an incident presents a risk of serious injury, and before sending personal information outside Quebec we assess the privacy factors of the transfer and put it under a written agreement. If you are dissatisfied with our handling of a request, you may complain to the Commission d'accès à l'information du Québec.
Rider B: additional notice for residents of the United States
Include this rider on every site that serves United States visitors.
Categories of personal information. In the twelve months before the effective date we collected these categories, from you directly and from your device automatically, for the business purposes in section 3, and disclosed them only to the service providers in section 5:
| Category | Examples | Source |
|---|---|---|
| Identifiers | Name, business email, company name, city, IP address | You; your device |
| Commercial information | The services you enquired about, and any engagement that followed | You |
| Internet or network activity | Pages requested, browser type, timestamps | Your device |
We collected no sensitive personal information, no biometric, geolocation, health, financial-account or inference data, and no information about anyone under 16. We sold no personal information and shared none for cross-context behavioural advertising. We do not use or disclose personal information for purposes incompatible with those disclosed.
State-specific notes. If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah or Virginia, the rights in section 9 are how we apply your state's law. Where your state gives a right of appeal, our reconsideration in section 9 is that appeal, and the decision we send you will explain how to contact your state attorney general.