Privacy Policy
Last Updated: January 2026
1. Introduction and Scope
This Privacy Policy describes how VorixMedia ("Company," "we," "us," or "our") collects, uses, discloses, and protects personal information when you access our website, engage our services, or interact with our digital marketing platforms. This policy applies to all users, clients, and visitors. By using our services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection and processing of your information as described herein. If you do not agree with this policy, please do not use our services.
2. Information We Collect
We collect several types of information to provide and improve our services:
Information You Provide Directly: When you contact us, request a quote, sign up for services, or engage with our team, we collect personal information including full name, email address, phone number, company name, job title, business address, website URL, social media handles, payment information, project requirements, brand assets, marketing goals, budget information, and any other information you choose to provide in forms, emails, or consultations.
Automatically Collected Information: When you visit our website, we automatically collect IP address, browser type and version, operating system, device information, referring website URLs, pages viewed and time spent on pages, click-stream data, geolocation data, cookies and similar tracking technologies, and website interaction patterns through analytics tools.
Client Account Access Information: When you authorize us to manage your digital marketing campaigns, we may access social media account credentials, analytics platform access tokens, advertising account information, email marketing platform access, website CMS credentials, payment processor data, customer lists and audience data, and performance metrics from third-party platforms.
3. How We Use Your Information
We use collected information for the following purposes:
Service Delivery: To execute marketing campaigns, manage social media accounts, create and publish content, analyze campaign performance, provide strategic recommendations, communicate about project status, and deliver contracted services.
Business Operations: To process payments and invoices, maintain client relationships, respond to inquiries and support requests, schedule meetings and consultations, send project updates and reports, improve service quality, and maintain accurate business records.
Marketing and Communications: To send newsletters and industry insights, provide case studies and success stories, offer promotional materials about our services, send event invitations and webinar announcements, and share relevant marketing tips and strategies. You can opt out of marketing communications at any time.
Analytics and Improvement: To analyze website traffic and user behavior, improve website functionality and user experience, develop new service offerings, identify trends in digital marketing, optimize our internal processes, and conduct market research.
Legal and Compliance: To comply with applicable laws and regulations, respond to legal requests and prevent fraud, enforce our Terms of Service, protect our rights and property, and resolve disputes.
4. Cookies and Tracking Technologies
Our website uses cookies, web beacons, pixels, and similar technologies to enhance user experience and collect usage data.
Types of Cookies We Use:
Essential Cookies: Required for website functionality, including session management, security features, and load balancing. These cannot be disabled without affecting site performance.
Analytics Cookies: Track website usage, visitor behavior, traffic sources, and page performance through tools like Google Analytics. These help us understand how users interact with our site.
Functionality Cookies: Remember your preferences, language settings, and customization choices to provide a personalized experience.
Marketing Cookies: Used to deliver relevant advertisements, track ad campaign performance, and measure marketing effectiveness across platforms.
You can control cookies through your browser settings. Most browsers allow you to refuse cookies or delete existing cookies. However, disabling cookies may limit website functionality and prevent access to certain features. Third-party cookies from analytics and advertising partners are governed by their respective privacy policies.
5. Information Sharing and Disclosure
We do not sell, rent, or trade your personal information to third parties. We may share information in the following circumstances:
Service Providers and Partners: We engage trusted third-party vendors to assist in service delivery, including cloud hosting providers (AWS, Google Cloud), email service providers (Mailchimp, SendGrid), analytics platforms (Google Analytics, Mixpanel), payment processors (Stripe, PayPal), social media platforms (Meta, TikTok, LinkedIn, Twitter), advertising platforms (Google Ads, Meta Ads Manager), customer relationship management tools (HubSpot, Salesforce), project management software, and AI automation tools. All service providers are contractually obligated to maintain confidentiality and use information only for specified purposes.
Legal Requirements: We may disclose information when required by law, court order, subpoena, or government investigation, to protect our legal rights and property, to prevent fraud or illegal activity, to enforce our Terms of Service, or in connection with business transfers such as mergers or acquisitions.
With Your Consent: We may share information with other parties when you explicitly authorize us to do so, such as when integrating with additional marketing platforms or collaborating with your other service providers.
6. Data Security and Protection
We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Our security practices include:
Technical Safeguards: SSL/TLS encryption for data transmission, encrypted data storage, secure authentication protocols, regular security audits and vulnerability assessments, firewall protection and intrusion detection, access controls and permission management, and secure backup systems.
Organizational Safeguards: Employee confidentiality agreements, limited access to personal information on a need-to-know basis, regular security training for staff, incident response procedures, and vendor security assessments.
Despite our best efforts, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your personal information using industry-standard practices, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials and should notify us immediately of any unauthorized access.
7. Data Retention
We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements. Specific retention periods include:
Client Information: Active client data is retained for the duration of the service relationship plus 7 years for accounting and legal compliance purposes.
Marketing Communications: Contact information for newsletter subscribers is retained until you unsubscribe or request deletion.
Website Analytics: Aggregate analytics data is retained for 26 months in accordance with Google Analytics settings.
Payment Records: Financial transaction data is retained for 7 years to comply with tax and accounting regulations.
Correspondence: Email communications and project files are retained for 5 years after project completion for reference and legal purposes.
Upon request, we will delete your personal information subject to legal and contractual retention requirements. Some information may remain in backup systems for a limited time after deletion requests are processed.
8. Your Privacy Rights
Depending on your location, you may have specific rights regarding your personal information:
General Rights: You have the right to access your personal information and request a copy of data we hold about you, correct inaccurate or incomplete information, request deletion of your personal information (subject to legal retention requirements), object to or restrict certain processing activities, withdraw consent for data processing where consent was the legal basis, and opt out of marketing communications at any time.
California Privacy Rights (CCPA/CPRA): If you are a California resident, you have additional rights including the right to know what personal information we collect, use, and disclose, the right to delete personal information (with certain exceptions), the right to opt out of the sale of personal information (we do not sell personal information), the right to non-discrimination for exercising your privacy rights, and the right to correct inaccurate personal information. To exercise these rights, contact us at [email protected] with "California Privacy Request" in the subject line.
European and UK Privacy Rights (GDPR): If you are located in the European Economic Area or United Kingdom, you have rights under the General Data Protection Regulation including the right to data portability, the right to lodge a complaint with a supervisory authority, the right to object to automated decision-making, and additional transparency regarding the legal basis for processing.
To exercise any of these rights, contact us at [email protected]. We will respond to verified requests within 30 days. We may require additional information to verify your identity before processing requests.
9. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at [email protected]. If we become aware that we have collected information from a child under 18 without parental consent, we will take steps to delete that information promptly.
10. International Data Transfers
VorixMedia is based in the United States. If you access our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States and other countries where our service providers operate. These countries may have data protection laws that differ from your jurisdiction. By using our services, you consent to the transfer of your information to the United States and other countries. We implement appropriate safeguards to protect your information in accordance with this Privacy Policy and applicable law.
11. Third-Party Platforms and Social Media
When we manage your social media accounts or advertising campaigns, we access third-party platforms on your behalf. Each platform has its own privacy policy and terms of service that govern how your data is handled. Key platforms we work with include Meta (Facebook, Instagram), TikTok, LinkedIn, Twitter/X, Google (Ads, Analytics, YouTube), Pinterest, Snapchat, and email marketing platforms. We recommend reviewing the privacy policies of these platforms. We are not responsible for the privacy practices of third-party platforms, though we use your data on these platforms only for authorized marketing purposes.
12. Third-Party Links and Websites
Our website may contain links to third-party websites, tools, or resources. We are not responsible for the privacy practices, content, or security of these external sites. We encourage you to review the privacy policies of any third-party websites you visit. The inclusion of a link does not imply endorsement of the linked site by VorixMedia.
13. Email Communications and Unsubscribe
When you engage our services or sign up for our newsletter, you may receive various types of email communications:
Transactional Emails: Project updates, invoices, service notifications, and account-related messages. These are necessary for service delivery and cannot be opted out of while you remain a client.
Marketing Emails: Newsletters, case studies, promotional offers, industry insights, and event invitations. You can unsubscribe from marketing emails at any time by clicking the "Unsubscribe" link at the bottom of any marketing email or by contacting [email protected].
We respect your communication preferences and will process unsubscribe requests within 10 business days. Even after unsubscribing from marketing emails, you may still receive transactional emails related to active service agreements.
14. Do Not Track Signals
Some web browsers incorporate a "Do Not Track" (DNT) feature that signals to websites you visit that you do not want to have your online activity tracked. Our website does not currently respond to DNT signals due to lack of industry-wide standards for DNT implementation. You can control tracking through cookie settings and browser privacy controls as described in the Cookies section of this policy.
15. Data Breach Notification
In the event of a data breach that compromises your personal information, we will notify affected individuals and relevant authorities as required by applicable law. Notification will be provided without unreasonable delay and will include the nature of the breach, types of information affected, steps we are taking to address the breach, recommendations for protecting your information, and contact information for questions. We maintain an incident response plan to quickly identify, contain, and remediate security incidents.
16. Business Transfers
In the event VorixMedia is involved in a merger, acquisition, asset sale, bankruptcy, or other business transaction, your personal information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy. The acquiring entity will be required to continue to honor the commitments made in this Privacy Policy.
17. Changes to This Privacy Policy
We reserve the right to modify this Privacy Policy at any time to reflect changes in our practices, services, legal requirements, or for other operational reasons. When we make material changes, we will notify active clients via email and update the "Last Updated" date at the top of this policy. We will also post a notice on our website for 30 days following significant changes. Your continued use of our services after changes become effective constitutes acceptance of the updated Privacy Policy. We encourage you to review this policy periodically to stay informed about how we protect your information.
18. Contact Information and Privacy Requests
For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Email: [email protected]
Phone: +1 (360) 329-2330
Business Hours: Monday - Friday, 9 AM - 6 PM EST
For privacy-related requests (access, deletion, correction, or opt-out), please include "Privacy Request" in your email subject line and provide sufficient information to verify your identity. We will respond to all verified requests within 30 days.
19. Consent and Acceptance
By accessing our website, engaging our services, or providing your personal information to VorixMedia, you acknowledge that you have read, understood, and agree to this Privacy Policy. You consent to the collection, use, disclosure, and processing of your information as described in this policy. If you do not agree with any part of this Privacy Policy, please do not use our services or provide us with your personal information.
