Privacy Policy

Our Commitment to Your Privacy

At Viralox, we understand that trust forms the foundation of every successful business relationship. When you work with us on test case development and execution projects, you're sharing sensitive information about your systems, processes, and business operations. We take this responsibility seriously.

This privacy policy explains in plain language how we collect, use, protect, and manage your personal and business information. We believe you deserve to know exactly what happens with your data—no legal jargon that obscures our practices.

Information We Collect

The type of information we collect depends on how you interact with our services. Here's what we typically gather and why we need it:

Website Usage Information

When you visit our website, we automatically collect certain technical information including your IP address, browser type, pages visited, and time spent on our site. This helps us improve our website performance and understand which information is most valuable to our visitors.

We use Google Analytics to track website usage patterns, but we've configured it to anonymize IP addresses and respect your privacy preferences. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

How We Use Your Information

Every piece of information we collect serves a specific purpose in delivering quality IT testing services. Here's exactly how we use different types of data:

• Service Delivery: We use your business and technical information to develop comprehensive test cases, execute testing procedures, and provide detailed reporting on your system performance.
• Communication: Your contact information allows us to send project updates, discuss technical requirements, schedule meetings, and provide ongoing support throughout our engagement.
• Service Improvement: We analyze project patterns and outcomes (without identifying specific clients) to enhance our testing methodologies and develop better service offerings.
• Legal Compliance: In rare cases, we may need to use or disclose information to comply with legal obligations, protect our rights, or respond to valid legal requests.

We never use your information for unsolicited marketing campaigns or share it with other companies looking to sell you their services. If we want to tell you about new testing capabilities or industry insights that might benefit your business, we'll ask for your explicit consent first.

Data Sharing and Disclosure

We operate on a principle of minimal data sharing. Your information stays within our organization except in these specific, limited circumstances:

Service Providers

We work with carefully selected third-party service providers who help us deliver our testing services—cloud hosting providers for secure data storage, communication platforms for project collaboration, and specialized testing tools when your project requires them.

These providers are bound by strict confidentiality agreements and can only use your information for the specific services they provide to us. They cannot use your data for their own business purposes or share it with other parties.

Legal Requirements

We may disclose your information if required by law, court order, or other legal process. We may also share information to protect our rights, property, or safety, or that of our clients or others, when we have a good faith belief that disclosure is necessary.

Business Transfers

If Viralox is acquired by or merged with another company, your information may be transferred as part of that transaction. We would notify you before your information becomes subject to a different privacy policy.

Data Security Measures

Protecting your information isn't just a legal requirement for us—it's fundamental to maintaining the trust you place in us when sharing sensitive business data.

Technical Safeguards

• All data transmission occurs over encrypted connections using industry-standard SSL/TLS protocols
• Client data is stored on secure servers with enterprise-grade encryption both at rest and in transit
• Our systems undergo regular security updates and vulnerability assessments
• Access to client information is restricted to team members who need it for specific project work

Administrative Controls

Our team members receive ongoing training on data privacy and security best practices. We maintain detailed access logs and regularly review who has access to what information. When team members leave the company, their access is immediately revoked.

While we implement robust security measures, no system is completely immune to security breaches. In the unlikely event of a data incident that affects your information, we'll notify you promptly and take immediate steps to minimize any potential impact.

Your Privacy Rights

You have meaningful control over your personal information. Here are the rights you can exercise and how to use them:

Access and Portability

You can request a copy of all personal information we have about you. We'll provide this information in a commonly used, machine-readable format so you can review it or transfer it to another service provider if you choose.

Correction and Updates

If any of your personal information is inaccurate or outdated, you can ask us to correct it. We want to ensure our records are accurate, so please let us know about any changes to your contact information or business details.

Deletion Rights

You can request that we delete your personal information, subject to certain limitations. We may need to retain some information for legal compliance, legitimate business purposes, or to complete services you've requested.

Marketing Preferences

You can opt out of receiving marketing communications from us at any time. Each marketing email includes an unsubscribe link, or you can contact us directly to update your preferences.

To exercise any of these rights, simply contact us using the information provided at the end of this policy. We'll respond to your request within 30 days and walk you through any necessary steps.

Data Retention

We don't keep your information longer than necessary. Our retention practices are designed to balance your privacy with legitimate business and legal requirements:

• Active Projects: We retain all necessary project information throughout our engagement and for 90 days after project completion to address any questions or provide additional support.
• Financial Records: Billing and payment information is kept for seven years to comply with tax and accounting requirements.
• Marketing Contacts: If you've consented to receive marketing communications, we'll keep your contact information until you unsubscribe or ask us to delete it.
• Website Analytics: Anonymous website usage data is retained for 26 months to help us analyze trends and improve our services.

When we no longer need your information, we securely delete it from our systems. For highly sensitive data, we use multi-pass deletion methods to ensure it cannot be recovered.

International Data Transfers

Viralox operates primarily within the United States, and our primary data storage and processing facilities are located in the US. However, some of our service providers may process information in other countries.

When we transfer data internationally, we ensure appropriate safeguards are in place through standard contractual clauses, adequacy decisions, or other approved transfer mechanisms. We work only with service providers who can demonstrate adequate protection for your information.

If you're located outside the United States and choose to work with us, please understand that your information will be transferred to and processed in the US, where our primary operations are based.

Changes to This Privacy Policy

As our business grows and privacy laws evolve, we may need to update this privacy policy. We don't make changes lightly, and when we do, we'll make sure you know about them.

For minor changes that don't affect how we use your information, we'll update the "last updated" date at the top of this policy. For significant changes that materially affect your privacy or our data practices, we'll notify you directly by email and may ask for your renewed consent where required by law.

We encourage you to review this policy periodically, especially before starting a new project with us or if you have concerns about how your information is being handled.