Privacy Policy

Information you provide through forms. Depending on the form, we may collect your first and last name, business email address, business name, business website, role or job title, language preference, phone number, and any message or other information you choose to provide. We may also maintain the date, source, and status of the request or subscription.

Meeting scheduling information. When you schedule through Cal.com, we receive the information you enter in the booking flow, which may include your name, email address, business information, phone number, language preference, responses to booking questions, meeting type, selected date and time, time zone, guest information, and cancellation or rescheduling information.

Email subscription information. We use MailerLite to collect and manage subscription information and send ViaROS updates. This may include your name, email address, business information, language preference, subscription and confirmation status, signup source, delivery or bounce information, unsubscribe status, and campaign engagement information such as opens or link clicks when those features are used. Our current ViaROS subscription form is configured to require email confirmation before the subscription becomes active.

Business contact information from other sources. We may receive professional contact information through existing business relationships, referrals, introductions, events, or publicly available professional sources. We do not treat the public availability of an email address or a referral as permission to add someone to a marketing subscription list.

Website and technical information. Our hosting, security, and related technology providers may process technical information needed to deliver and protect the website, such as IP address, browser and device information, requested pages, timestamps, referring pages, and security or diagnostic events.

Meeting materials. With the consent described in Section 5, a meeting may produce a recording, transcript, or AI-generated meeting notes containing participant names, voices, images, statements, shared-screen content, and action items. Ordinary email and meeting correspondence may be retained even when recording or AI notes are not used.

Please do not submit passwords, financial-account information, government identifiers, sensitive personal information, confidential production records, or another person’s information unless you are authorized to do so and we have agreed on an appropriate method for handling it.

We use personal information to:

• respond to inquiries and understand the business need or request;
• schedule, conduct, document, and follow up on requested meetings and demonstrations;
• maintain appropriate business communications and relationships;
• administer subscriptions, language preferences, consent records, and unsubscribe requests;
• send ViaROS Perspectives, company and product news, webinar or event invitations, and other requested marketing communications;
• operate, troubleshoot, secure, and improve the website and related services;
• understand website use through permitted analytics when those tools are enabled;
• comply with legal obligations, establish or exercise legal rights, and investigate security or misuse concerns.

We do not use website inquiries to make solely automated decisions that produce legal or similarly significant effects. We do not sell personal information, and we do not disclose personal information for cross-context behavioral advertising or targeted advertising.

Where applicable law requires a legal basis, the basis may include consent, steps taken at your request before entering an agreement, performance of a contract, compliance with legal obligations, or our legitimate interests in relevant business communications, security, administration, and improvement of our public business services.

Booking a meeting, sending an inquiry, or being referred to ViaROS does not by itself subscribe you to marketing emails. Subscription is separate. Our current MailerLite signup flow uses email confirmation before the subscription is activated.

Each marketing email includes an unsubscribe method. You may also contact info@viaros.com to stop marketing or change your preferences. Opting out of marketing does not prevent replies to a request you made or communications that are necessary for an existing business relationship.

MailerLite processes information needed to manage subscriptions and deliver email, including confirmation, delivery, bounce, complaint, and unsubscribe events. Depending on the settings used for a particular campaign, MailerLite may also collect engagement information such as opens and link clicks. We use this information to administer our communications, maintain deliverability, and understand engagement. We do not use the mailing list for unrelated third-party marketing.

ViaROS uses Cal.com for public meeting scheduling. Cal.com processes attendee and booking information on our behalf for bookings made through our ViaROS scheduling links. Cal.com may also process information for its own independent purposes as described in its privacy notices. Cal.com is a separate service, and its terms and privacy notices also apply when you use its website.

Cal.com may connect with ViaROS-managed calendars and meeting services so availability can be shown and meetings can be created. A booking does not enroll you in marketing communications and does not create a paid customer engagement.

ViaROS uses company-managed Google Workspace services, including Google Meet for online meetings and Google services for related correspondence and files. Google processes information under the arrangements applicable to those services and may also apply its own notices to information it handles for independent purposes.

We obtain the agreement of participants before enabling meeting recording, transcription, or built-in AI-generated notes. Late arrivals are informed and their agreement is obtained before their participation is captured. If a participant does not agree, the meeting can proceed without those features. A participant may also ask the host to stop them during the meeting.

When meeting materials are created, we use them to document the conversation and support follow-up. We do not use meeting recordings or transcripts to train our own AI models. AI-generated notes can contain errors and should be reviewed before they are relied on for important decisions.

Meeting recordings, transcripts, or notes may be shared with people included on the meeting invitation, including invited guests who do not attend, depending on the sharing permissions configured for the file.

Please review the guest list and raise any concern before recording or AI notes begin. Recipients may retain their own copies, which ViaROS may not be able to recall after they have been independently downloaded or saved.

At the date of this Policy, the ViaROS website uses a necessary technology to remember a visitor’s language selection. We do not currently use advertising or retargeting cookies on the ViaROS website.

ViaROS plans to use Google Analytics to understand how visitors use the public website. When enabled, Google Analytics may use first-party cookies or similar technologies and may collect information such as page views, session activity, approximate geographic information, browser and device characteristics, and interactions with public website controls. We will not intentionally send names, email addresses, phone numbers, or the contents of website forms to Google Analytics.

Where applicable law requires a choice before non-essential analytics is used, we will provide that choice and will not activate optional analytics for that visitor until the required permission has been obtained. If a cookie or privacy-settings control is provided, you can use it to change your future analytics preference. Withdrawing permission does not automatically erase analytics information already collected before withdrawal.

We currently do not use Google Analytics for advertising personalization, retargeting, or customer-list advertising. If our analytics or advertising practices materially change, we will update this Policy and provide any additional choices required by law.

We may disclose personal information to the following categories of recipients when reasonably necessary for the purposes described above:

• service providers that support our website, security, scheduling, email, meetings, file storage, analytics, and business administration, including Cal.com, Google Workspace, MailerLite, and Google Analytics when enabled;
• ViaROS personnel, contractors, and consultants who need access for their work and are subject to appropriate confidentiality or data-handling obligations;
• professional advisers such as legal, accounting, tax, or compliance advisers;
• government authorities or other parties when required by law, valid legal process, or reasonably necessary to protect rights, security, or safety;
• a buyer, investor, successor, or other appropriate party in connection with a proposed or completed financing, reorganization, merger, sale, or transfer of all or part of our business, subject to appropriate protections;
• meeting invitees and other recipients when meeting materials are shared as described above;
• other recipients at your direction or with your permission.

We do not sell contact lists or provide personal information to unrelated third parties for their own direct marketing.

ViaROS operates through offices in the United States and Mexico and uses service providers that may process information in other countries. Personal information may therefore be transferred to or processed in a country whose privacy laws differ from those in your location. Where applicable law requires specific safeguards for an international transfer, we use appropriate contractual or other lawful mechanisms.

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, to maintain appropriate business records, to honor communication preferences, to meet legal or security requirements, or to establish or protect legal rights. The applicable period depends on the type of record and the relationship.

For example, inquiry and meeting records may be retained while a business conversation remains relevant and for a reasonable period afterward; subscription information is retained while the subscription is active; and a limited suppression record may be kept after an unsubscribe so we can continue honoring the opt-out. Meeting recordings, transcripts, and AI notes are retained only for as long as reasonably needed for the conversation, follow-up, or a legitimate business or legal requirement. Analytics information, when Google Analytics is enabled, is retained according to the settings configured for our Analytics property and Google’s applicable retention rules.

Legal holds, disputes, security investigations, contractual requirements, backup cycles, or statutory obligations may require a longer period. When information is no longer needed, we delete it, de-identify it, or otherwise dispose of it as appropriate. We cannot delete copies independently retained by meeting guests or other independent recipients.

We use reasonable administrative, technical, and organizational safeguards intended to protect personal information, including company-managed accounts, access controls, and controlled file sharing. No website, transmission, or storage method can be guaranteed completely secure.

Depending on your location and applicable law, you may have rights to request access to personal information, correction, deletion or cancellation, portability, restriction or limitation of use, withdrawal of consent, objection to certain processing, and information about disclosures or transfers. You may also have rights to opt out of certain sale, sharing, targeted advertising, or profiling activities. ViaROS does not currently sell personal information or use it for targeted advertising.

For personal information subject to Mexican privacy law, applicable rights include access, rectification, cancellation, and opposition, commonly referred to as ARCO rights, as well as other rights provided by applicable law.

To make a privacy request, email info@viaros.com or write to either postal address in Section 14. Describe the request and provide enough information for us to locate the relevant records. We may take reasonable steps to verify your identity or the authority of a representative. Do not send sensitive identity documents unless we arrange an appropriate method. We will respond within the period required by applicable law and will explain any lawful limitation or denial.

You may withdraw marketing consent at any time by using the unsubscribe link in a marketing email. You may withdraw consent to future meeting recording or AI notes by telling the meeting host. Withdrawal does not invalidate processing that occurred lawfully before the withdrawal.

The website is directed to business professionals and is not intended for children. We do not knowingly seek personal information from children. If you believe a child has provided personal information through the website, contact us so we can address it appropriately.

The website may link to third-party websites and services. Those third parties have their own privacy practices, and this Policy does not govern their independent processing. We encourage you to review the notices of a third-party service before providing information directly to it.

We may update this Privacy Policy as our practices, technology, or legal requirements change. We will post the revised version and update the date above. Where required, we will provide additional notice or obtain new permission before a materially different use begins.

Privacy contact

info@viaros.com

ViaROS, LLC U.S. office

3232 McKinney Ave, Suite 500, Dallas, Texas 75204, United States

Mexico office

Juan Vázquez de Mella 481-200, Polanco, CDMX 11510, Mexico