Privacy Policy
Your privacy is important to us. This policy explains how VaiSoft collects, uses and protects your information.
Effective date: October 2, 2026 · Last updated: October 2, 2026
Table of Contents
1. Who We Are and What This Policy Covers
VaiSoft ("VaiSoft," "we," "us," or "our") is a search engine optimization, digital marketing, web development and AI agent company based in Pittsford, New York (Greater Rochester area).
This Privacy Policy explains what personal information we collect through our website www.vaisoft.net, our contact forms, email, phone calls, text messages, social media pages, advertisements and consultations. It also explains how we use that information and the choices you have.
The short version: we use your information to respond to you, to provide our services, and to market our own services to you. We do not sell your personal information. We do not rent it, trade it, or give it to other companies for their own marketing.
By using our website or contacting us, you acknowledge this Privacy Policy. If you do not agree with it, please do not use the website.
2. Information We Collect
Information you give us directly
Contact and consultation forms: full name, email address, company or organization, phone number, your message, and how you heard about us.
Free SEO audits and consultations: your business name, website address, location, services, goals, and anything else you choose to tell us.
Clients: billing contact details, business information, invoices and payment records, and any account access you grant us (for example your website, Google Business Profile, Google Ads or Meta Business accounts).
Communications: the content of emails, calls, text messages and chats you have with us.
Payments: if you pay us online, your payment is handled by our payment processor. We do not store full card numbers on our systems.
Information collected automatically
When you visit our website, we and our service providers automatically collect your IP address, browser and device type, pages viewed, the site that referred you, approximate location (city or region based on IP address), and the date and time of your visit. We collect this through cookies and similar technologies (see Section 5).
Information from other sources
Publicly available business information (such as your website, Google Business Profile and online reviews) that we review when preparing an audit or proposal.
Referral partners or clients who introduce you to us.
Social media and advertising platforms, for example when you submit a lead form on one of our Facebook or Instagram ads.
Information we do not want
We do not intentionally collect sensitive information such as Social Security numbers, driver's license numbers, bank account numbers, health or medical information, or biometric data. Please do not send this type of information through our forms, email or chat.
3. How We Use Your Information
We use personal information only for the following purposes:
To respond to you: answering inquiries, preparing free audits, and scheduling consultations.
To provide our services: delivering SEO, marketing, website and AI agent services, managing projects, sending invoices, providing support, and administering our ranking guarantee.
To market our own services: sending you information about VaiSoft services, offers, case studies and blog updates by email, phone or text message (subject to Section 4), and showing you ads for VaiSoft on platforms such as Google, Facebook and Instagram.
To improve our website and services: understanding how visitors use our site and which marketing is effective.
To protect our business and users: preventing spam, fraud and abuse, and keeping our systems secure.
To meet legal obligations: keeping records required for tax and accounting purposes and responding to lawful requests.
What we will never do with your information
We do not sell your personal information to anyone.
We do not rent, trade or license your personal information.
We do not share your personal information with other companies so they can market their own products to you.
We do not use your information for marketing anything other than VaiSoft's own services.
4. Email, Phone and Text Message Marketing
Email. Our marketing emails include our business address and an unsubscribe link. You can unsubscribe at any time, and we will process your request within 10 business days. Even after you unsubscribe, we may still send non-marketing messages about an active project, invoice or inquiry.
Text messages and calls. We only send marketing text messages, or make marketing calls using automated technology or prerecorded voices, if you have given us your prior express written consent (for example, by checking a consent box on our form). Giving consent is never a condition of buying our services.
Reply STOP to any text message to opt out, or HELP for help.
Message frequency varies. Message and data rates may apply.
Mobile phone numbers and text messaging consent are never shared with or sold to third parties for their marketing purposes.
You can also opt out of any marketing by emailing contact@vaisoft.net or calling +1 (585) 203-1531.
6. When We Share Information
We share personal information only in these situations, and never by selling it:
| Who we share with | Why |
|---|---|
| Service providers (website hosting, email delivery, CRM, scheduling, payment processing, analytics, advertising platforms, and AI and voice technology providers) | WhyTo run our business and deliver our services. They may use the information only to perform services for us. |
| Law enforcement, courts or government agencies | WhyWhen required by law, subpoena or court order, or to protect the rights, safety or property of VaiSoft, our clients or others. |
| A buyer or successor business | WhyIf VaiSoft is involved in a merger, acquisition or sale of assets. This Privacy Policy will continue to protect your information, and we will notify you of any change. |
| Anyone else, with your permission | WhyWhen you ask us to or agree to it. |
We may also share information that has been combined or de-identified so that it no longer identifies you, such as overall website traffic statistics.
7. Information We Handle for Our Clients
When we provide services to a business client, we may handle information about that client's own customers. Examples include calls answered by an AI phone receptionist, website chat and social media messages, appointment bookings, and leads from ad campaigns.
We handle this information on behalf of our client and according to their instructions. The client's own privacy policy governs how it is used.
AI agent calls and chats may be recorded and transcribed so the agent can respond and so the client can review conversations.
We do not use our clients' customer information to market VaiSoft, and we never sell it.
If you are a customer of one of our clients and have a question about your information, please contact that business directly. We will help them respond to your request.
8. How Long We Keep Information and How We Protect It
Retention. We keep personal information only as long as we need it for the purposes in this policy.
| Information | How long we keep it |
|---|---|
| Inquiries and leads who do not become clients | How long we keep itUp to 24 months after our last contact |
| Client records, contracts and invoices | How long we keep itFor the length of the relationship, plus up to 7 years for tax, accounting and legal purposes |
| Marketing email and text lists | How long we keep itUntil you unsubscribe. We keep a record of your opt-out so we do not contact you again. |
| Website analytics data | How long we keep itAccording to each tool's retention settings |
Security. As required by New York's SHIELD Act (General Business Law § 899-bb), we maintain reasonable administrative, technical and physical safeguards to protect personal information. These include:
HTTPS encryption on our website and forms
Access limited to team members who need the information for their work
Strong passwords and two-factor authentication on business accounts
Choosing service providers that protect data appropriately
Securely deleting information we no longer need
No website or electronic storage is 100% secure, so we cannot guarantee absolute security.
Data breaches. If a security breach affects your private information, we will notify you and the appropriate New York State authorities as required by New York General Business Law § 899-aa.
9. Your Choices and Rights
No matter where you live, you can ask us to:
Tell you what personal information we have about you and give you a copy
Correct information that is wrong
Delete your information, unless we must keep it for legal, tax or contract reasons
Stop sending you marketing messages
To make a request, email contact@vaisoft.net with the subject line "Privacy Request." We may need to verify your identity before acting on it. We will respond within 30 days. We will not treat you differently for making a request.
If you live in a state with its own consumer privacy law, you may have additional rights. Contact us and we will honor them as required.
10. Children's Privacy
Our website and services are intended for businesses and adults. They are not directed to anyone under 18, and we do not knowingly collect personal information from anyone under 18. If you believe a minor has given us personal information, contact us and we will delete it.
11. Links to Other Websites
Our website may link to other websites and social media platforms. We are not responsible for their privacy practices, so please review their privacy policies.
12. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will change the "Last updated" date at the top. If we make significant changes, we will post a notice on our website or email clients before the changes take effect.
13. Contact Us
If you have questions about this Privacy Policy or how we handle your information, contact us:
VaiSoft
Email: contact@vaisoft.net
Phone: +1 (585) 203-1531
Mailing Address
VaiSoft
55 Meadow Cove Rd, FL 2
Pittsford, NY 14534
United States