Privacy Policy

1. Company information

This Privacy Policy applies to the website and services operated by VovidaSolutions LLC.

2. Scope of this Privacy Policy

This Privacy Policy explains how VovidaSolutions collects and uses personal information when you:

• Visit the website;
• Submit a quote request or contact form;
• Communicate with VovidaSolutions by email or other channels;
• Request consulting, training, demo environment, private AI server, or technical services;
• Become a client or prospective client.

This policy does not apply to external websites or third-party services that may be linked from this website.

3. Personal information we may collect

Depending on how you interact with the website or services, VovidaSolutions may collect the following categories of information:

• Identity information, such as your name and company or organization;
• Contact information, such as email address, phone number, country, and preferred language;
• Professional information, such as your role, company context, HRIS environment, project need, or service interest;
• Quote request information, including selected service, project description, timeline, budget indication, systems involved, and technical requirements;
• Training or certification preparation information, such as target module, current level, audience, and expected timeline;
• Demo environment details, such as platform, purpose, scenarios, target audience, and whether a demo tenant exists;
• Private AI server details, such as use case, hosting preference, number of users, expected technical profile, document types, and GPU needs;
• Communications exchanged by email, form submission, or other professional channels;
• Technical information, such as IP address, browser, device information, source URL, submission date, and website usage information.

4. Sensitive information

If a project requires access to sensitive HR, payroll, employee, or technical data, VovidaSolutions will first discuss the appropriate exchange method and scope of use.

VovidaSolutions may delete, reject, or ask you to resend information through a safer method if the information appears unnecessary, excessive, or inappropriate for the communication channel used.

5. Why we use personal information

VovidaSolutions may use personal information for the following purposes:

• To receive and review quote requests;
• To respond to contact messages and service inquiries;
• To understand the client’s needs, project context, and technical requirements;
• To prepare proposals, quotes, invoices, and service documents;
• To deliver consulting, training, demo environment, private AI server, and technical services;
• To communicate about ongoing projects, deliverables, clarifications, and support requests;
• To maintain internal business records, accounting records, service history, and commercial evidence;
• To improve website content, service presentation, and internal workflows;
• To protect the website, prevent spam, abuse, fraud, or security issues;
• To comply with legal, accounting, tax, regulatory, or dispute-resolution obligations where applicable.

6. Legal bases for processing

Depending on your location and the context, VovidaSolutions may rely on one or more of the following legal bases:

• Your consent, for example when you submit information through a form or agree to be contacted;
• Pre-contractual steps, when you request a quote, proposal, or service information;
• Contract performance, when services are agreed and delivered;
• Legitimate business interests, such as responding to inquiries, managing clients, keeping business records, and protecting the website;
• Legal obligations, such as tax, accounting, compliance, dispute, or recordkeeping requirements.

7. Quote request forms

When you submit a quote request form, the information is stored in the website form system and may also be sent by email to VovidaSolutions for review.

Form submissions may include technical metadata such as submission ID, submission date, source page, IP address, browser, and platform information. This information helps with business recordkeeping, spam prevention, security, and follow-up.

Form entries may be kept as commercial records to support client communication, proposal preparation, invoicing, payment verification, service delivery, dispute handling, and financial institution review if needed.

8. Client portal and invoices

If a client portal is used, VovidaSolutions may process login information, user account details, documents uploaded for the client, invoices, quotes, project documents, and delivery records.

Client portal access should be used only by authorized users. Clients are responsible for keeping their login credentials secure and informing VovidaSolutions if access should be changed or removed.

9. Cookies and similar technologies

The website may use cookies or similar technologies for basic website functionality, security, form operation, analytics, or user experience.

More details are provided in the Cookie Policy.

10. Sharing personal information

VovidaSolutions does not sell personal information.

Personal information may be shared only when necessary with:

• Website hosting providers and technical service providers;
• Email, form, CRM, invoicing, accounting, or payment service providers;
• Professional advisers, such as accountants, legal advisers, or compliance advisers;
• Third-party platforms selected or approved by the client for project delivery;
• Authorities, courts, regulators, banks, payment providers, or financial institutions when required or reasonably necessary for legal, accounting, dispute, compliance, or verification purposes.

When third-party providers are used, their own privacy and security practices may also apply.

11. International transfers

VovidaSolutions LLC is registered in Wyoming, United States. If you contact VovidaSolutions from another country, including the European Union, your information may be processed or stored in the United States or in other countries where service providers operate.

When appropriate, VovidaSolutions takes reasonable steps to use service providers and processes that support confidentiality, security, and lawful processing of personal information.

12. Data retention

VovidaSolutions keeps personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy.

Retention periods may depend on:

• The type of request or service;
• Whether a quote, proposal, invoice, contract, or project was created;
• Accounting, tax, legal, compliance, or dispute requirements;
• Whether information is needed for business records, service history, or proof of commercial activity;
• Security, spam prevention, and website maintenance needs.

Quote requests that do not become client projects may be deleted or archived after a reasonable business review period. Client records may be kept longer when necessary for accounting, tax, legal, dispute, or financial verification purposes.

13. Security

VovidaSolutions uses reasonable technical and organizational measures to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

These measures may include access control, secure website configuration, limited access to form entries, email security practices, backups, and careful handling of client documents.

No website, email system, hosting provider, server, or online transmission method can be guaranteed to be completely secure. Clients should avoid sending passwords, unnecessary sensitive data, or confidential documents through public forms or unsecured channels.

14. Your rights and choices

Depending on your location and applicable law, you may have rights regarding your personal information, such as the right to:

• Request access to personal information held about you;
• Request correction of inaccurate or incomplete information;
• Request deletion of information where applicable;
• Object to or restrict certain processing where applicable;
• Withdraw consent where processing is based on consent;
• Request a copy of certain information in a portable format where applicable;
• Complain to a competent data protection authority where applicable.

To exercise privacy rights, contact VovidaSolutions at:

VovidaSolutions may need to verify your identity before responding to a privacy request. Some requests may be limited by legal, accounting, tax, contractual, dispute, security, or legitimate business recordkeeping obligations.

15. Email communications

If you submit a form or contact VovidaSolutions, you may receive emails related to your request, quote, project, invoice, or service delivery.

VovidaSolutions may also send administrative or service-related communications where necessary. Marketing emails, if used in the future, will include an appropriate unsubscribe or opt-out mechanism where required.

16. Children’s privacy

The website and services are intended for business, professional, and adult users. VovidaSolutions does not knowingly collect personal information from children.

If you believe a child has provided personal information through the website, contact VovidaSolutions so the information can be reviewed and deleted where appropriate.

17. Third-party links

The website may include links to external websites, platforms, or resources. VovidaSolutions is not responsible for the privacy practices, security, content, or policies of third-party websites.

18. Changes to this Privacy Policy

VovidaSolutions may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised date.

Continued use of the website after changes are posted may indicate acceptance of the updated policy, unless otherwise required by law.

19. Contact

For questions about this Privacy Policy or the handling of personal information, contact: