Legal Policies

1. Information We Collect

Information you provide directly: Name, email address, phone number, and message content when you contact us, book a call, complete our Gap Analyzer or Legacy Protection Quiz, download a guide, or subscribe to our newsletter.

Information collected automatically: When you visit our site, we and our third-party analytics providers automatically collect browser type, device type, pages visited, time on page, referring URL, and general geographic location (city/region level). This data is collected via cookies and similar tracking technologies.

Interactive tool data: Responses you submit through our Gap Analyzer, Trust vs. LLC Comparator, or Legacy Protection Quiz are processed to generate your personalized results. This data may be associated with your email if you provide it to receive your report.

2. How We Use Your Information

• To respond to your inquiries and deliver the educational consulting services you requested.
• To send you your requested guides, quiz results, or personalized action plans.
• To send our newsletter and educational content (only if you opt in; you may unsubscribe at any time).
• To improve our website, tools, and content based on aggregated usage data.
• To measure the effectiveness of our marketing and educational outreach.
• To comply with applicable legal obligations.

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

3. Third-Party Service Providers

Vermilion Vitez partners with Registered Agents Inc to provide Registered Agent and related business compliance services. When you purchase a Registered Agent service through our platform, the service is fulfilled by Registered Agents Inc, which serves as the official Registered Agent of record with the state. Vermilion Vitez does not act as the Registered Agent.

We use the following third-party services to operate our website and deliver our services. Each operates under its own privacy policy:

We only share the minimum data necessary for each provider to perform their function. We do not authorize these providers to use your data for their own marketing.

4. Cookies & Tracking Technologies

We use cookies and similar technologies to operate the site and understand how visitors use it. Types of cookies we use:

• Essential cookies: Required for site functionality (session management, security). These are always active and are not covered by the choice below.
• Analytics cookies: Google Analytics 4 and Microsoft Clarity use cookies to track page views, session duration, and user behavior in aggregate.
• Advertising cookies: Google Ads and similar platforms use cookies to measure ad conversions and personalize advertising.
• Preference cookies: Remember settings such as your search preferences.

How we ask, and where you are. Privacy law differs by country, and so does our prompt. We determine your country from your IP address at the moment you load a page; if we cannot determine it, we apply the stricter option below.

• Visitors in the United States: analytics and advertising cookies are active when you arrive, which US privacy law permits. We show a notice with an Opt Out button, and you may opt out at any time. Microsoft Clarity session recording is the exception — it never runs unless you actively click Accept.
• Visitors outside the United States: nothing beyond essential cookies runs until you choose. We show a prompt that asks you to decide before any analytics or advertising cookie is set. You must make a choice, but both choices give you complete access to the site — declining does not restrict any feature, service, or page.

In either case you can accept all, decline all, or turn the Analytics and Advertising categories on and off individually.

Changing your mind. Your choice is saved in your browser and can be changed at any time using the Cookie Settings link at the bottom-left of every page. Withdrawing consent is as easy as giving it, and takes effect immediately.

Before you choose. For visitors outside the United States, Google Analytics and Google Ads load with Google Consent Mode v2 set to denied, meaning that until you accept, they receive only anonymous, cookie-less signals and cannot identify or personalize you. Microsoft Clarity, which records session replays and heatmaps, does not load at all — anywhere in the world — unless you explicitly accept analytics cookies.

Global Privacy Control. If your browser or extension sends a Global Privacy Control (GPC) signal, we treat it as a request to decline analytics and advertising cookies. We honor it automatically and will not prompt you.

You can also control cookies via your browser settings. Disabling analytics cookies will not affect your ability to use the site, but will prevent us from improving based on your usage.

5. Data Retention

We retain your personal information for as long as necessary to provide our services and comply with legal obligations:

• Contact & inquiry data: Retained for up to 3 years after last contact.
• Newsletter subscribers: Retained until you unsubscribe, then deleted within 30 days.
• Interactive tool responses: Retained for up to 12 months to allow follow-up; anonymized or deleted thereafter.
• Transaction records: Retained for 7 years to comply with tax and financial recordkeeping requirements.
• Analytics data: Google Analytics data is retained for 14 months per our GA4 settings. Clarity session data is retained per Microsoft's standard policy.

6. Your Rights (GDPR & CCPA)

Depending on your location, you may have the following rights regarding your personal data:

To exercise any of these rights, contact us at admin@vermilionvitez.com. We will respond within 30 days. We may need to verify your identity before processing your request.

7. Children's Privacy

Our website and services are intended for adults (18+). We do not knowingly collect personal information from minors. If you believe we have inadvertently collected data from a minor, contact us immediately and we will delete it.

8. Data Security

We implement industry-standard security measures including HTTPS encryption, Cloudflare's security layer, and access controls to protect your personal information. However, no method of internet transmission is 100% secure, and we cannot guarantee absolute security.

Authorized staff may access documents you upload or sign through our platform (for example, e-signature documents) when necessary for customer support, fraud prevention, dispute resolution, or legal and regulatory compliance. This access is limited to what's needed for these purposes, and staff access to another member's document is logged for accountability.

9. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. We will update the "Last updated" date at the top of this page. Continued use of our site after changes constitutes acceptance of the updated policy. For significant changes, we will notify active subscribers by email.

10. Contact Us

For any privacy-related questions, requests, or concerns:

Your Mail & Message Content

When you send, receive, or store email through Vitezmail, that mail — including message bodies, subject lines, and attachments — lives on the mail server we operate ourselves, rather than being routed through a third-party mailbox provider. We do not scan the content of your messages to build an advertising profile, and we do not sell message content or metadata to anyone.

AI-Assisted Writing Features

Smart Compose, AI Suggested Reply, and Vitez Scribe (thread summaries) are optional tools you have to actively trigger — they don't run in the background. When you use one, the relevant message text is sent to our AI provider to generate that one suggestion or summary, then discarded; it isn't stored for model training or used for any other purpose.

Account, Calendar & Document Data

Your contacts, calendar events, tasks, notes, filters, email templates, and signature settings are stored in our database. Uploaded files — documents, profile pictures, signature logos, and e-signature attachments — are stored in our cloud file storage. None of it is shared with advertisers.

Search

Searching your mail runs the search directly against your mailbox at the moment you search — we don't keep a copy of your search terms or search history anywhere.

Domains, Letters & E-Signature

If you register a domain or send a physical letter through Vitezmail, that purchase is processed by our payment and registrar/mailing partners, and the resulting order or registration record is kept as a financial and legal record even if you later delete your Vitezmail account — the same way any purchase receipt would be. If you send a document for e-signature, the signer may be asked to verify their identity (a one-time code, security questions, or a photo ID) before they can sign; access to that data is logged.

Video Calls

Video and audio in Vitezmail calls travel directly between the two people on the call. Our servers only relay the small setup messages needed to connect the call, never the audio or video itself.

Notifications

If you enable push notifications, we store a device token — an anonymous identifier for your phone or browser — so Apple, Google, or your browser's push service can deliver it. We use this only to tell you new mail has arrived.

Security

Your Vitezmail password is your actual mailbox password — we don't keep a separate copy of it. It's stored, encrypted, only inside your own signed-in session, and is never logged or written to a database in plain text. You can add two-factor authentication or a passkey (Face ID, Touch ID, Windows Hello, or a security key) for extra protection. Vermilion Vitez staff can access mail or documents stored in Vitezmail only when necessary for support, fraud prevention, or legal compliance, and that access is logged.

To keep Vitezmail from being used to send spam or abusive mail, we log the IP address a Vitezmail account is created from and use it to limit how many accounts can be created from the same network, and to block networks with a history of abuse. We also monitor delivery signals — bounces and spam complaints — associated with outgoing mail to protect deliverability for everyone on the platform and to detect abuse; this monitoring covers delivery metadata, not the content of your messages.

Deleting Your Account

You can permanently delete your Vitezmail account yourself, at any time, from the app: Manage your account → Personal info → Delete account. You'll confirm with your password or a passkey. This removes your mailbox and everything in it — mail, contacts, calendar, documents, e-signatures, drafts, and uploaded files — immediately, and can't be undone. We keep a short record that the deletion happened (your email address, the date, and the network it came from) for accountability, but not the content that was deleted. If you have an active domain registration or a letter still in progress, we'll ask you to resolve that first, so nothing you've paid for is orphaned. If you'd rather we do it for you, email admin@vermilionvitez.com.

Children's Privacy

Vitezmail is intended for adults 18 and older, consistent with the rest of our services — see Children's Privacy above.

Using Vitezmail

Vitezmail is for your own lawful, personal or business email, calendar, and document use — don't use it to send spam, unsolicited bulk mail, malware, or anything abusive or illegal; accounts used this way may be suspended or terminated. To keep the platform trustworthy for everyone, each mailbox has a per-hour sending limit, and accounts are subject to the anti-abuse controls described in Security above. Optional paid add-ons (domain registration, physical letters, and Vitezmail Workspace) are separate purchases, governed by the Refund & Return Policy above where applicable.

Questions or Requests

For anything about your Vitezmail account or data — including help deleting your account — contact admin@vermilionvitez.com.