Privacy Policy

1. About this Policy

This Privacy Policy applies to all visitors, users, and others who access the Site or contact us. We are committed to protecting your personal information and your right to privacy in compliance with applicable laws including the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other privacy laws.

If you have any questions or concerns about this Privacy Policy or our practices regarding your personal information, please contact us at privacy@varfechxolutions.com.

2. Who We Are

Varfech Xolution is a software development and design business operated from 2018 156th Avenue Northeast, Bellevue, WA 98007, United States. For privacy inquiries, our designated point of contact is reachable at privacy@varfechxolutions.com.

3. Information We Collect

We collect personal information that you voluntarily provide to us, as well as some information automatically collected when you visit the Site.

3.1 Information you provide

• Contact form submissions: when you submit our contact form, we collect your name, email address, phone number (optional), company name (optional), the service you are interested in, your budget range, and the contents of your message.
• Newsletter signups: if you subscribe to our newsletter, we collect your email address.
• Communications: if you email us directly, we receive the contents of your email, your email address, and any other information you choose to include.

3.2 Information collected automatically

• Technical and usage data: IP address, browser type and version, operating system, device type, screen resolution, language preference, referring website, pages viewed, time spent on pages, and timestamps of visits. This information is collected via standard web server logs.
• Cookies and similar technologies: see Section 6 below for full details.

3.3 Information from third parties

We do not obtain personal information about you from third-party data brokers. If we work with analytics or advertising service providers, the information they collect is governed by their respective privacy policies.

4. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your inquiries, requests, and questions.
• To provide and deliver the services you request.
• To send you our newsletter and other communications you have opted in to receive.
• To improve, personalize, and optimize the Site and our services.
• To understand how visitors use the Site and to measure the effectiveness of our content.
• To detect, prevent, and address technical issues, fraud, or security incidents.
• To comply with our legal obligations and enforce our Terms of Service.
• For any other purpose with your consent.

Legal bases for processing (GDPR users): We process your personal data on the legal bases of consent, performance of a contract, our legitimate business interests, and compliance with legal obligations.

5. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share your information in the following limited circumstances:

• Service providers: we may share information with third-party vendors and service providers that perform services on our behalf, such as website hosting, email delivery, customer support, and analytics. These service providers are contractually obligated to use your information only as needed to perform services for us.
• Legal compliance: we may disclose information if required to do so by law, regulation, subpoena, or court order, or if we believe disclosure is necessary to protect our rights, the safety of users, or to investigate fraud.
• Business transfers: if we are involved in a merger, acquisition, financing, or sale of business assets, your information may be transferred as part of that transaction. We will notify you via email or a prominent notice on the Site before your information becomes subject to a different privacy policy.
• With your consent: we may share your information with third parties when you have given us explicit consent to do so.

6. SMS / Text Messaging and Mobile Information

No mobile information (including phone numbers) will be shared with third parties or affiliates for marketing or promotional purposes. All other categories of information exclude text messaging originator opt-in data and consent; this information will not be shared with any third party.

If you provide your mobile phone number to us (for example, through our contact form), the following applies:

6.1 How we use your mobile number

• To respond to your inquiry by phone or text message if you have requested contact via that channel.
• To send service-related messages (e.g., appointment confirmations, project updates) only if you have explicitly opted in to receive text messages from us.
• To verify your identity if needed for account-related communications.

6.2 Sharing of mobile information

We do not share customer mobile phone numbers, opt-in information, or consent records with any third parties for marketing, promotional, or any other purpose, except as required by law. Mobile phone numbers collected for SMS purposes are not sold, rented, leased, or transferred to any third party, affiliate, or partner.

6.3 Consent and opt-out

• Consent: we will only send you text messages if you have explicitly opted in. Consent is not a condition of any purchase.
• Message frequency: message frequency varies depending on the purpose of communication. Standard message and data rates may apply.
• Opt-out: you can opt out of receiving SMS messages from us at any time by replying STOP to any message we send. After you reply STOP, we will send one final confirmation message and will not send any further messages unless you opt back in.
• Help: for assistance, reply HELP to any message, or contact us at privacy@varfechxolutions.com.

6.4 Carrier disclaimer

Carriers are not liable for delayed or undelivered messages. Standard message and data rates may apply for any messages sent to you from us and to us from you. Your wireless carrier may prohibit or restrict certain wireless features, and certain wireless features may be incompatible with your carrier or wireless device.

7. Cookies and Tracking Technologies

The Site uses cookies and similar technologies to provide and improve our services. Cookies are small text files placed on your device by your web browser.

7.1 Types of cookies we use

• Essential cookies: required for the Site to function properly (e.g., remembering form field values, keeping you signed in to admin areas).
• Analytics cookies: we may use first-party analytics to understand how visitors use the Site, including the number of visitors, the pages they visit, and the duration of their visit. This data is aggregated and does not personally identify you.
• Advertising and marketing cookies: we and our advertising partners use cookies and similar technologies (such as Google Ads conversion tracking, Google Analytics, the Meta Pixel from Facebook, the LinkedIn Insight Tag, and other advertising partners) to measure ad performance, deliver relevant ads, and engage in remarketing and retargeting campaigns. These services may collect information about your visit to our Site and other websites to provide targeted advertising.

7.2 Your cookie choices

You can control and manage cookies in several ways:

• Browser settings: most browsers let you refuse all cookies, accept only certain cookies, or notify you when a cookie is being set. See your browser's help pages for instructions. Note that if you disable cookies entirely, some parts of the Site may not function correctly.
• Do Not Track: some browsers offer a "Do Not Track" (DNT) signal. We currently do not respond differently when DNT signals are received, but we treat all visitors with the same minimal data collection.
• Advertising opt-out: you can opt out of personalized advertising from many networks at aboutads.info/choices (US), youronlinechoices.eu (EU), and through individual provider opt-out pages such as Google (adssettings.google.com) and Meta (in your Facebook/Instagram ad settings).

8. Third-Party Services and Links

The Site may contain links to third-party websites and services that we do not own or operate (for example, our social media profiles on Twitter, LinkedIn, GitHub, and Instagram). This Privacy Policy does not apply to those third-party sites. We encourage you to review the privacy policies of any third-party site you visit.

When we use third-party analytics or advertising services, those providers may collect information through their own technologies governed by their own privacy policies. Examples of providers we may engage include Google (Google Analytics, Google Ads), Meta Platforms (Facebook, Instagram), LinkedIn, and similar advertising and analytics networks.

9. International Data Transfers

We are based in the United States. If you are located outside the United States, please be aware that the information we collect may be transferred to, stored, and processed in the United States or other countries where our service providers operate. The data protection laws in these countries may differ from those in your country of residence.

For users in the European Economic Area (EEA), United Kingdom, or Switzerland: when we transfer personal data outside the EEA/UK/Switzerland, we rely on appropriate safeguards such as Standard Contractual Clauses approved by the European Commission.

10. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements.

• Contact form submissions: retained for up to 24 months, unless you request earlier deletion or the inquiry results in an ongoing business relationship.
• Newsletter subscriptions: retained until you unsubscribe.
• Server logs: typically retained for 90 days for security and diagnostic purposes.
• Legal obligations: some information may be retained longer where required by law.

11. Data Security

We implement reasonable and appropriate technical, administrative, and physical safeguards to protect your personal information from unauthorized access, use, alteration, or disclosure. These measures include encryption of data in transit (HTTPS), encryption of data at rest where applicable, access controls, and regular security reviews. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.

12. Your Privacy Rights

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

12.1 Rights for all users

• Access: request a copy of the personal information we hold about you.
• Correction: request that we correct inaccurate or incomplete information.
• Deletion: request that we delete your personal information.
• Opt-out of marketing: unsubscribe from our newsletter at any time using the unsubscribe link in any email, or by contacting us.

12.2 Additional rights for EEA, UK, and Swiss residents (GDPR)

• Object to our processing of your data.
• Restrict processing in certain circumstances.
• Data portability: receive your data in a structured, commonly used, machine-readable format.
• Withdraw consent at any time where processing is based on consent.
• Lodge a complaint with your local data protection authority.

12.3 Additional rights for California residents (CCPA / CPRA)

• Right to know what personal information we collect, use, disclose, and sell.
• Right to delete personal information we have collected.
• Right to correct inaccurate personal information.
• Right to opt out of the sale or sharing of personal information. We do not sell or share your personal information for cross-context behavioral advertising.
• Right to limit the use of sensitive personal information.
• Right to non-discrimination for exercising your privacy rights.

To exercise any of these rights, please contact us at privacy@varfechxolutions.com. We will respond to your request within 30 days (or as required by applicable law). We may need to verify your identity before fulfilling your request.

13. Children's Privacy

The Site is not directed to children under the age of 13 (or 16 in the EEA/UK), and we do not knowingly collect personal information from children. If we learn that we have collected personal information from a child without verifiable parental consent, we will delete that information as quickly as possible. If you believe we may have any information from or about a child, please contact us at privacy@varfechxolutions.com.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will post the updated policy on this page with a new "Last updated" date and, where appropriate, notify you by email or a prominent notice on the Site. We encourage you to review this Policy periodically.

15. Contact Us

If you have questions, comments, or complaints about this Privacy Policy or our privacy practices, you can contact us at: