Privacy Policy

01. Overview & Scope

Virtual Sys Technologies ("Virtual Sys", "we", "our", or "us") operates as an international technology consultancy, delivering custom software development, UI/UX architecture, e-commerce engineering, system integrations, and managed digital solutions. We operate globally across offices and engineering hubs in the United States, Canada, the European Union, India, and the United Arab Emirates.

This Privacy Policy applies to personal information collected through our official websites (including virtualsystec.com), project intake forms, client collaboration portals, and direct communications with our technical and account leadership teams.

02. Information We Collect

Depending on the nature of your interaction with Virtual Sys, we may collect the following categories of information:

A. Information You Provide Voluntarily

• Contact & Identification Data: Full name, professional email address, phone number, company name, job title, and geographic location submitted via our inquiry forms.
• Project Specifications: Technical scopes, project requirements, architectural diagrams, repository URLs, and timeline constraints shared during consultations.
• Contractual & Billing Data: Corporate billing addresses, tax identifiers (EIN, VAT), accounts payable contact details, and banking information for invoice processing.

B. Information Collected Automatically

• Technical Telemetry: IP address, browser type and version, operating system, approximate geographic origin, referral source, and visit duration.
• System Logs: Non-invasive server logs recording request timestamps, HTTP response codes, and error telemetry to maintain cybersecurity and uptime.

03. How We Use Information

We use the information we collect strictly for legitimate business and engineering purposes, including:

• Project Scoping & Estimation: Reviewing incoming technical challenges, evaluating feasibility, and preparing tailored statements of work (SOW).
• Service Delivery & Milestone Execution: Coordinating design sprints, software engineering deliverables, code reviews, and production deployments.
• Customer Support & Timezone Sync: Providing continuous technical assistance, incident resolution, and account management across global delivery hubs.
• Security & Fraud Prevention: Protecting our infrastructure, repositories, and client environments against unauthorized access, malicious attacks, and bots.
• Regulatory & Tax Compliance: Maintaining audited corporate books, meeting export controls, and adhering to financial reporting requirements.

04. Lawful Basis for Processing (GDPR)

Under the European Union General Data Protection Regulation (GDPR) and UK GDPR, we process personal data under the following legal frameworks:

• Performance of a Contract (Article 6(1)(b)): Processing necessary to execute service agreements, deliver contracted software, and manage milestone invoicing.
• Legitimate Interests (Article 6(1)(f)): Processing essential to respond to business inquiries, secure web platforms, prevent abuse, and enhance service efficiency.
• Legal Obligation (Article 6(1)(c)): Processing required to comply with statutory accounting, anti-money laundering, and corporate tax regulations.
• Consent (Article 6(1)(a)): Where explicitly requested, such as opting into technology whitepapers or direct newsletters, which may be withdrawn at any time.

05. Data Sharing & Subprocessors

We do not sell, rent, or lease personal information to brokers or advertisers. We share data only with verified third-party subprocessors who meet rigorous data security, confidentiality, and SOC 2 / ISO 27001 compliance standards:

06. International Data Transfers

As an international digital partner with operations spanning North America, Europe, India, and the Middle East, personal and project data may be accessed by authorized team members across these locations.

For data originating in the European Economic Area (EEA) or the United Kingdom transferred to other jurisdictions, we implement appropriate safeguards in compliance with Chapter V of the GDPR, including:

• Standard Contractual Clauses (SCCs): Incorporating European Commission-approved clauses into all inter-entity and vendor agreements.
• Technical Protections: Enforcing end-to-end encryption in transit (TLS 1.3), encryption at rest (AES-256), and role-based access restrictions.

07. Retention & Disposal

We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by applicable law:

• General Inquiries: Non-contractual contact inquiries are retained for up to 24 months to support follow-up discussions before being securely purged.
• Contractual & Project Data: Retained for the active duration of the client relationship plus statutory limitation periods (typically 6–7 years for financial records).
• Secure Disposal: Digital records scheduled for deletion are permanently sanitized using cryptographic erasure protocols.

08. Your Privacy Rights

Depending on your jurisdiction (including the EU, UK, Canada, and California), you possess specific legal rights regarding your personal information:

• Right to Access: You may request copies of the personal information we hold concerning you.
• Right to Rectification: You may request the correction of inaccurate or incomplete personal records.
• Right to Erasure ("Right to Be Forgotten"): You may request the deletion of your data where statutory retention grounds no longer apply.
• Right to Restrict or Object: You may object to or restrict processing based on legitimate interests.
• Right to Data Portability: You may request your data in a structured, machine-readable format.
• Non-Discrimination: We will never discriminate against you for exercising any statutory privacy rights.

To exercise any of these rights, please contact our privacy office at info@virtualsystec.com. We respond to all verified requests within thirty (30) days without charge.

09. Cookies & Telemetry

Our website uses strictly necessary and functional cookies essential for site navigation, security token generation, and form submission integrity. We do not deploy third-party cross-site advertising trackers, consumer remarketing pixels, or data profiling mechanisms.

You can manage or disable cookie preferences directly through your browser settings at any time without impacting core informational access to our website.

10. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data protection standards, please reach out to our legal and data security team: