Privacy Policy

This Policy applies to personal information we collect when we act as the "controller" of such information, meaning when we determine the purposes and means of processing. This includes information collected through our Site, when you inquire about or engage our Services, when you register for or participate in our webinars, events, or marketing activities, and when you otherwise interact with us.

When we provide our compliance consulting Services to our business clients, we may process personal information on behalf of those clients. In such cases, we act as a "processor" or "service provider" and our clients are responsible for their own privacy practices with respect to that information. This Policy does not apply to personal information we process on behalf of our clients. If you have questions about how a Voss Intelligence client uses your personal information, please contact that client directly.

By accessing our Site, engaging our Services, or otherwise providing personal information to us, you acknowledge that you have read and understood this Policy. If you do not agree with our privacy practices as described in this Policy, please do not use our Site or Services.

1. Personal Information We Collect

We collect personal information in various ways, including when you provide it directly to us, when third parties provide it to us, and when it is collected automatically through your use of our Site.

1.1 Information You Provide Directly

We collect personal information that you voluntarily provide to us, including:

Contact and Account Information: When you inquire about our Services, submit an intake form, request a consultation, or otherwise contact us, we collect your name, email address, phone number, company name, job title, and any other information you choose to provide. This information is necessary for us to communicate with you and provide our Services.

Business and Project Information: When you engage our Services, we collect information about your business, including company size, industry, technology infrastructure, existing policies and procedures, security controls, and other information necessary to perform our compliance consulting services. This may include documents, policies, technical configurations, and other materials you provide for assessment purposes.

Payment Information: When you make a payment for our Services, we collect billing information such as your billing address and bank account information for ACH transfers. Payment processing is handled by our third-party payment processors, and we do not store complete bank account numbers on our systems.

Communications: When you communicate with us via email, phone, or other channels, we collect the contents of those communications along with any information you choose to provide.

Marketing Preferences: When you subscribe to our newsletter, register for webinars, or opt in to receive marketing communications, we collect your email address and communication preferences.

1.2 Information Collected Automatically

When you visit our Site, we automatically collect certain information about your device and your use of the Site, including:

Device and Browser Information: We collect information about the device and browser you use to access our Site, including device type, operating system, browser type and version, screen resolution, and device identifiers.

Usage Information: We collect information about how you interact with our Site, including the pages you visit, the links you click, the time and date of your visit, the duration of your visit, the referring website or source, and your navigation path through the Site.

Location Information: We collect approximate geographic location information based on your IP address. We do not collect precise geolocation information.

Cookies and Similar Technologies: We use cookies, web beacons, pixels, and similar tracking technologies to collect information about your browsing activities. Please see Section 6 "Cookies and Tracking Technologies" below for more information.

1.3 Information from Third Parties

We may receive personal information about you from third parties, including:

Referral Partners: If you are referred to us by a business partner, professional contact, or other referral source, we may receive your contact information from that source.

Publicly Available Sources: We may collect information about you from publicly available sources, such as your company's website, LinkedIn, or other professional networking platforms, for business development and marketing purposes.

Analytics Providers: We receive information about Site visitors from our analytics providers, including Google Analytics and Microsoft Clarity, which provide aggregated and individual-level data about Site usage and visitor behavior.

2. How We Use Your Personal Information

We use the personal information we collect for the following purposes:

2.1 To Provide and Improve Our Services

We use your personal information to provide our compliance consulting Services, including to process your intake form submissions, communicate with you about your engagements, deliver the work product you have engaged us to provide, respond to your inquiries and support requests, and improve the quality of our Services. The legal basis for this processing is the performance of our contract with you and our legitimate business interests in providing and improving our Services.

2.2 To Process Payments

We use your payment information to process transactions, send invoices, and maintain financial records. The legal basis for this processing is the performance of our contract with you and compliance with our legal obligations to maintain financial records.

2.3 To Communicate With You

We use your contact information to communicate with you about your engagements, respond to your inquiries, send service-related announcements, provide technical notices and security alerts, and send administrative communications. The legal basis for this processing is the performance of our contract with you and our legitimate business interests in communicating with our clients.

2.4 For Marketing and Promotional Purposes

With your consent where required by applicable law, we use your contact information to send you marketing communications about our Services, industry insights, webinars, events, and other information that may be of interest to you. You may opt out of receiving marketing communications at any time by clicking the "unsubscribe" link in any marketing email or by contacting us at the address provided below. The legal basis for this processing is your consent or our legitimate business interests in marketing our Services.

2.5 To Operate and Improve Our Site

We use the information we collect automatically to operate, maintain, and improve our Site, analyze trends and usage patterns, monitor the effectiveness of our marketing efforts, diagnose technical issues, and enhance the security of our Site. The legal basis for this processing is our legitimate business interests in operating and improving our Site.

2.6 For Legal and Compliance Purposes

We use your personal information to comply with applicable laws, regulations, and legal processes, to enforce our Terms of Service and other agreements, to protect our rights, privacy, safety, or property, and to respond to lawful requests from government authorities. The legal basis for this processing is compliance with our legal obligations and our legitimate interests in protecting our business and legal rights.

2.7 For Business Operations

We use your personal information for internal business purposes, including maintaining business records, conducting audits, managing vendor relationships, and for other general administrative and operational purposes. The legal basis for this processing is our legitimate business interests in operating our business.

3. How We Share Your Personal Information

We do not sell your personal information for monetary consideration. We may share your personal information in the following circumstances:

3.1 Service Providers

We share personal information with third-party service providers who perform services on our behalf, including payment processors, email service providers, cloud hosting providers, analytics providers, and customer relationship management platforms. These service providers are contractually obligated to use personal information only for the purposes of providing services to us and to maintain appropriate security measures to protect such information.

3.2 Professional Advisors

We may share personal information with our professional advisors, including attorneys, accountants, auditors, and consultants, who need access to such information to provide professional services to us.

3.3 Business Partners

We may share personal information with business partners for joint marketing activities, referral arrangements, or other collaborative business purposes, subject to appropriate confidentiality obligations.

3.4 Legal Requirements and Protection of Rights

We may disclose personal information if we believe in good faith that such disclosure is necessary to: (a) comply with applicable law, regulation, legal process, or governmental request; (b) enforce our Terms of Service or other agreements; (c) protect the rights, property, or safety of Voss Intelligence, our clients, or others; (d) detect, prevent, or address fraud, security, or technical issues; or (e) respond to claims that any content violates the rights of third parties.

3.5 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or other corporate transaction, personal information may be transferred to the acquiring entity or successor. We will provide notice before your personal information becomes subject to a different privacy policy.

3.6 With Your Consent

We may share your personal information with third parties when you have given us your consent to do so.

4. Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. The retention period may vary depending on the context of the processing and our legal obligations.

Contact Information: We retain your contact information for as long as we have an ongoing business relationship with you and for a reasonable period thereafter to maintain our business records, comply with legal obligations, and contact you about our Services unless you request deletion.

Project Materials and Deliverables: We retain client project materials and engagement documentation for ninety (90) days following completion of the engagement, unless you request earlier deletion or unless we are required to retain such information for a longer period to comply with legal obligations or defend legal claims. Clients may request extended retention or earlier deletion by contacting us.

Payment Records: We retain payment records and financial transaction information for seven (7) years to comply with tax laws and accounting requirements.

Marketing Information: We retain marketing preferences and communication history until you opt out of marketing communications or request deletion.

Website Analytics: We retain website analytics data for twenty-six (26) months.

When personal information is no longer needed for the purposes for which it was collected, we will securely delete, anonymize, or aggregate the information in accordance with our data retention procedures.

5. Data Security

We implement appropriate technical and organizational security measures designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. These measures include:

Encryption: We use encryption to protect personal information in transit (TLS/SSL) and implement appropriate encryption for sensitive data at rest.

Access Controls: We restrict access to personal information to employees, contractors, and service providers who have a legitimate business need to access such information. Access is granted on a least-privilege basis and is subject to confidentiality obligations.

Secure Infrastructure: We host our systems on secure cloud infrastructure provided by reputable service providers who maintain appropriate security certifications and compliance programs.

Security Monitoring: We implement monitoring and logging mechanisms to detect and respond to security incidents.

However, no method of transmission over the Internet or electronic storage is completely secure. While we strive to use commercially reasonable means to protect your personal information, we cannot guarantee its absolute security. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately using the information provided below.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your browsing activities and to distinguish you from other users of our Site. This helps us provide you with a better experience and allows us to improve our Site.

6.1 Types of Cookies We Use

Essential Cookies: These cookies are strictly necessary for the operation of our Site. They enable core functionality such as security, network management, and accessibility. You cannot opt out of these cookies as the Site cannot function properly without them.

Analytics Cookies: We use analytics cookies to collect information about how visitors use our Site, including which pages are visited most often, how visitors navigate between pages, and whether visitors encounter error messages. We use this information to improve our Site and understand user behavior. We use Google Analytics and Microsoft Clarity for this purpose.

Functional Cookies: These cookies enable enhanced functionality and personalization, such as remembering your preferences and settings. If you do not allow these cookies, some or all of these features may not function properly.

Marketing Cookies: These cookies may be set by our advertising partners to build a profile of your interests and show you relevant advertisements on other sites. They work by uniquely identifying your browser and device.

6.2 Your Cookie Choices

Most web browsers are set to accept cookies by default. You can usually choose to set your browser to remove or reject browser cookies. Please note that if you choose to remove or reject cookies, this could affect the availability and functionality of our Site.

Browser Settings: You can manage cookies through your browser settings. The "Help" feature on most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie, and how to disable cookies altogether.

Google Analytics Opt-Out: You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on available at https://tools.google.com/dlpage/gaoptout.

6.3 Do Not Track Signals

Some web browsers have a "Do Not Track" feature that signals to websites that you do not want to have your online activity tracked. Our Site does not currently respond to "Do Not Track" signals, as there is no common industry standard for handling such signals.

7. Your Privacy Rights

Depending on your location and applicable law, you may have certain rights regarding your personal information. These rights may include:

Right to Access: You may have the right to request access to the personal information we hold about you and to receive a copy of such information.

Right to Correction: You may have the right to request that we correct inaccurate or incomplete personal information about you.

Right to Deletion: You may have the right to request that we delete your personal information, subject to certain exceptions.

Right to Data Portability: You may have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit that information to another controller.

Right to Object: You may have the right to object to certain types of processing, including processing for direct marketing purposes.

Right to Restrict Processing: You may have the right to request that we restrict the processing of your personal information in certain circumstances.

Right to Withdraw Consent: Where we rely on your consent to process your personal information, you may have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us using the information provided in Section 13 below. We will respond to your request in accordance with applicable law. We may need to verify your identity before processing your request. If we are unable to verify your identity, we may be unable to fulfill your request.

8. Additional Information for California Residents

This section provides additional information for California residents pursuant to the California Consumer Privacy Act of 2018 as amended by the California Privacy Rights Act of 2020 ("CCPA").

8.1 Categories of Personal Information

In the preceding twelve (12) months, we have collected the following categories of personal information as defined by the CCPA:

Identifiers: Name, email address, phone number, IP address, and other similar identifiers.

Customer Records Information: Name, company name, address, phone number, and payment information.

Commercial Information: Records of services purchased, obtained, or considered.

Internet or Other Electronic Network Activity: Browsing history, search history, and information regarding your interaction with our Site.

Geolocation Data: Approximate location based on IP address.

Professional or Employment-Related Information: Job title and employer information.

Inferences: Inferences drawn from the above categories to create a profile about you reflecting your preferences and interests.

8.2 Sources of Personal Information

We collect personal information from the following categories of sources: directly from you; automatically through your use of our Site; from referral partners and business contacts; and from publicly available sources.

8.3 Purposes for Collection and Use

We collect and use personal information for the business and commercial purposes described in Section 2 of this Policy.

8.4 Disclosure of Personal Information

In the preceding twelve (12) months, we have disclosed personal information to the categories of third parties described in Section 3 of this Policy, including service providers, professional advisors, and business partners.

8.5 Sale and Sharing of Personal Information

We do not "sell" personal information as that term is defined under the CCPA. We may "share" personal information (as defined by the CCPA) with third-party advertising partners for cross-context behavioral advertising purposes. California residents have the right to opt out of the "sharing" of their personal information by contacting us at the address provided below or by using our cookie preference controls.

8.6 California Privacy Rights

If you are a California resident, you have the following rights under the CCPA:

Right to Know: You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources from which we collected personal information, the business or commercial purposes for collecting or sharing personal information, and the categories of third parties with whom we share personal information.

Right to Delete: You have the right to request that we delete personal information we have collected from you, subject to certain exceptions.

Right to Correct: You have the right to request that we correct inaccurate personal information we maintain about you.

Right to Opt Out of Sale/Sharing: You have the right to opt out of the "sale" or "sharing" of your personal information.

Right to Limit Use of Sensitive Personal Information: If we collect sensitive personal information, you have the right to limit our use of such information.

Right to Non-Discrimination: You have the right not to receive discriminatory treatment for exercising your CCPA rights.

To exercise your California privacy rights, please contact us using the information provided in Section 13 below. We will verify your identity before processing your request. You may also designate an authorized agent to make a request on your behalf by providing written authorization.

We will respond to verifiable consumer requests within forty-five (45) days, or ninety (90) days if we notify you of the need for an extension.

9. Additional Information for Residents of Other U.S. States

Residents of certain other U.S. states, including Virginia, Colorado, Connecticut, Utah, and other states that have enacted comprehensive privacy laws, may have similar rights to those described above for California residents. These rights may include the right to access, correct, and delete personal information, the right to data portability, the right to opt out of targeted advertising and sales of personal information, and the right to appeal our decisions regarding your privacy requests.

Virginia Consumer Data Protection Act (VCDPA): Virginia residents have rights to access, correct, delete, and obtain a copy of their personal data, as well as the right to opt out of targeted advertising, sale of personal data, and profiling.

Colorado Privacy Act (CPA): Colorado residents have similar rights to access, correct, delete, and obtain a portable copy of their personal data, as well as opt-out rights for targeted advertising, sale, and profiling.

Connecticut Data Privacy Act (CTDPA): Connecticut residents have rights to access, correct, delete, and obtain a portable copy of their personal data, as well as opt-out rights.

Utah Consumer Privacy Act (UCPA): Utah residents have rights to access and delete their personal data and to opt out of the sale of personal data and targeted advertising.

To exercise your rights under these state privacy laws, please contact us using the information provided in Section 13 below. If we deny your request, you may have the right to appeal our decision by contacting us.

10. International Data Transfers

Voss Intelligence is based in the United States. If you access our Site or Services from outside the United States, please be aware that your personal information will be transferred to, stored in, and processed in the United States, where data protection laws may be different from those in your country of residence.

By providing personal information to us, you consent to the transfer of your personal information to the United States and the processing of your personal information in accordance with this Policy. We will take appropriate steps to ensure that your personal information receives an adequate level of protection in the jurisdictions in which we process it.

10.1 European Economic Area, United Kingdom, and Switzerland

If you are located in the European Economic Area ("EEA"), United Kingdom ("UK"), or Switzerland, we process your personal information in accordance with the General Data Protection Regulation ("GDPR"), the UK GDPR, and the Swiss Federal Act on Data Protection, as applicable.

Legal Bases for Processing: We process your personal information based on the following legal bases: (a) performance of a contract with you; (b) our legitimate interests, which are not overridden by your data protection interests; (c) your consent, where applicable; and (d) compliance with our legal obligations.

International Transfers: When we transfer personal information from the EEA, UK, or Switzerland to the United States or other countries, we use appropriate transfer mechanisms, including Standard Contractual Clauses approved by the European Commission or UK Information Commissioner's Office, as applicable.

Data Subject Rights: In addition to the rights described in Section 7, you may have the right to lodge a complaint with a supervisory authority in your country of residence if you believe that our processing of your personal information violates applicable data protection laws.

10.2 Data Protection Officer

For inquiries regarding our data protection practices, please contact us using the information provided in Section 13 below.

11. Children's Privacy

Our Site and Services are not directed to individuals under the age of sixteen (16), and we do not knowingly collect personal information from children under sixteen. If we learn that we have collected personal information from a child under sixteen, we will take steps to delete such information as soon as possible. If you believe that we may have collected personal information from a child under sixteen, please contact us using the information provided below.

12. Third-Party Links and Services

Our Site may contain links to third-party websites, applications, or services that are not operated or controlled by Voss Intelligence. This Policy does not apply to the privacy practices of those third parties. We encourage you to review the privacy policies of any third-party websites or services that you visit. We are not responsible for the privacy practices, content, or security of any third-party websites, applications, or services.

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

For privacy-related requests from California residents, you may also call us at (786) 929-2211.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our privacy practices, legal requirements, or business operations. When we make material changes to this Policy, we will notify you by posting the updated Policy on our Site with a new "Last Updated" date. We may also notify you of material changes by email or other means if required by applicable law.

We encourage you to review this Policy periodically to stay informed about how we collect, use, and protect your personal information. Your continued use of our Site or Services after the posting of any changes to this Policy constitutes your acceptance of such changes.

By using our Site or engaging our Services, you acknowledge that you have read and understood this Privacy Policy.