1. Introduction

CloudVista Systems (“we,” “us,” or “our”) is committed to protecting the privacy and security of our clients, business partners, and website visitors. As a managed IT services provider, we understand the critical importance of data protection and handle all personal information with the highest level of care and professionalism.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at https://cloudvistasystems.com/ or engage with our services. This policy has been designed to comply with applicable United States federal laws and specifically the Virginia Consumer Data Protection Act (VCDPA), ensuring transparency and protecting your privacy rights.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

We collect information that you provide directly to us and information that is gathered automatically when you interact with our website.

Personal Information

When you contact us through our website forms, request services, or communicate with our team, we may collect the following personal information:

• Name (First and Last)
• Business Email Address
• Phone Number
• Company Name
• Job Title
• Service Inquiry Details

This information is collected voluntarily when you submit contact forms, request consultations, or engage with our lead generation processes.

Technical Information

We automatically collect certain technical information when you visit our website, including:

• IP Address
• Browser Type and Version
• Device Information (type, operating system)
• Operating System
• Pages Visited and Time Spent
• Referring Website/Source
• Date and Time of Access

This data is collected through cookies, log files, and similar tracking technologies to help us understand how visitors use our website.

3. How We Use Your Information

CloudVista Systems uses the collected information for legitimate business purposes, including:

• Service Delivery: To provide, maintain, and improve our managed IT services, cybersecurity solutions, and cloud infrastructure support to our B2B clients.
• Client Communication: To respond to your inquiries, provide technical support, send service updates, and communicate regarding your account or services.
• Business Operations: To process transactions, manage client relationships, and fulfill contractual obligations.
• Website Improvement: To analyze website usage patterns, enhance user experience, optimize our digital presence, and improve the functionality of our online platforms.
• Marketing Communications: To send relevant information about our services, industry insights, and updates (only with your consent, where required).
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.

Our Commitment to Your Privacy

We do not sell, trade, or rent your personal identification information to others. CloudVista Systems respects your privacy and will never monetize your personal data. We only use your information for the purposes outlined in this policy and to deliver the professional IT services you expect from us.

4. Data Security

As a managed IT services provider specializing in cybersecurity and data protection, CloudVista Systems takes data security with the utmost seriousness. We understand that our clients trust us with sensitive business information, and we employ comprehensive security measures to protect your data against unauthorized access, alteration, disclosure, or destruction.

Our security protocols include:

• SSL/TLS Encryption: All data transmitted between your browser and our website is encrypted using industry-standard Secure Socket Layer (SSL) and Transport Layer Security (TLS) protocols.
• Advanced Encryption: Sensitive personal information is encrypted both in transit and at rest using strong encryption algorithms.
• Firewall Protection: Our network infrastructure is protected by enterprise-grade firewalls to prevent unauthorized access.
• Access Controls: We implement strict role-based access controls, ensuring that only authorized personnel have access to personal information on a need-to-know basis.
• Regular Security Audits: We conduct regular security assessments, vulnerability scans, and penetration testing to identify and address potential security risks.
• Employee Training: Our team members receive ongoing training on data privacy, security best practices, and compliance requirements.
• Incident Response: We maintain a comprehensive incident response plan to address any potential data security events promptly and effectively.

While we implement robust security measures, please understand that no method of electronic transmission or storage is 100% secure. We continuously work to maintain and improve our security infrastructure to protect your information.

5. Sharing of Information

CloudVista Systems respects your privacy and limits the sharing of your personal information. We do not sell or rent your data to third parties. However, we may share your information in the following circumstances:

Trusted Service Providers

We may share your information with carefully selected third-party service providers who assist us in operating our business and delivering services to you. These partners include:

• Cloud Hosting Providers: For website hosting and data storage
• Email Service Providers: For business communications and marketing platforms
• Analytics Services: For website performance and user behavior analysis
• Payment Processors: For secure transaction processing
• IT Infrastructure Partners: For technical support and service delivery

All third-party service providers are bound by strict confidentiality agreements and are contractually obligated to use your information only for the specific purposes we authorize. They are required to maintain appropriate security measures and comply with applicable privacy laws.

Legal Requirements

We may disclose your information when required to do so by law, or in response to:

• Valid legal processes (court orders, subpoenas, warrants)
• Government or regulatory requests
• Protection of our legal rights and property
• Prevention of fraud or illegal activities
• Protection of the safety of our clients, employees, or the public

Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and how it affects your personal information.

6. Your Rights Under Virginia VCDPA

If you are a Virginia resident, the Virginia Consumer Data Protection Act (VCDPA) provides you with specific rights regarding your personal information. CloudVista Systems is committed to honoring these rights and making it easy for you to exercise them.

Right to Access

You have the right to confirm whether we are processing your personal data and to access the categories and specific pieces of personal data we have collected about you.

Right to Correct

You have the right to request that we correct any inaccurate personal information we maintain about you. We will make reasonable efforts to verify the accuracy of the information before making corrections.

Right to Delete

You have the right to request the deletion of your personal data that we have collected from you, subject to certain exceptions required by law or for legitimate business purposes (such as completing transactions, detecting security incidents, or complying with legal obligations).

Right to Opt-Out

You have the right to opt out of:

• The processing of your personal data for targeted advertising purposes
• The sale of your personal data (Note: CloudVista Systems does not sell personal data)
• Profiling in furtherance of decisions that produce legal or similarly significant effects

Right to Non-Discrimination

We will not discriminate against you for exercising any of your VCDPA rights, including by denying services, charging different prices, or providing a different level of service quality.

How to Exercise Your Rights

To exercise any of these rights, please contact us at:

Email: info@cloudvistasystems.com
Subject Line: “VCDPA Privacy Rights Request”

Please include your full name, contact information, and a detailed description of your request. We will respond to your request within 45 days as required by the VCDPA. If we need additional time, we will notify you of the extension and the reason for it.

We may request additional information to verify your identity before processing your request to ensure the security of your personal information.

Appeals Process

If we decline to take action on your request, you have the right to appeal our decision. We will provide you with information on how to submit an appeal in our response to your request.

7. Cookies & Tracking Technologies

CloudVista Systems uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and understand user behavior patterns.

What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us remember your preferences and understand how you interact with our site.

Types of Cookies We Use

• Essential Cookies: Necessary for the website to function properly and provide core features.
• Analytics Cookies: Help us understand how visitors use our website by collecting anonymous usage data (e.g., Google Analytics).
• Functional Cookies: Remember your preferences and settings to enhance your experience.

Your Cookie Choices

You have full control over cookies. You can:

• Browser Settings: Adjust your browser settings to refuse all cookies or alert you when cookies are being sent. Please note that disabling cookies may affect the functionality of our website.
• Opt-Out Tools: Use browser extensions or opt-out mechanisms provided by third-party analytics services.

Most web browsers automatically accept cookies, but you can modify your browser settings if you prefer. For more information about managing cookies, visit your browser’s help section.

Third-Party Analytics

We use third-party analytics services like Google Analytics to help us understand website usage. These services may use cookies to collect information about your online activities across different websites. To learn more about Google Analytics and how to opt out, visit Google Analytics Opt-out Browser Add-on.

8. Children’s Privacy

CloudVista Systems provides B2B managed IT services and does not knowingly collect personal information from children under the age of 13. Our website and services are designed for business professionals and are not directed to children.

If we learn that we have inadvertently collected personal information from a child under 13 without proper parental consent, we will take immediate steps to delete that information from our systems. If you believe we have collected information from a child under 13, please contact us immediately at info@cloudvistasystems.com so we can address the issue promptly.

9. Changes to This Privacy Policy

CloudVista Systems reserves the right to update, modify, or revise this Privacy Policy at any time to reflect changes in our practices, services, legal requirements, or for other operational reasons. We are committed to keeping you informed about how we protect your information.

When we make changes to this Privacy Policy:

• We will update the “Last Updated” date at the top of this page
• For material changes that significantly affect your rights or how we handle your personal information, we will provide prominent notice on our website or send you a direct notification via email
• Your continued use of our website and services after any modifications indicates your acceptance of the updated Privacy Policy

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. The most current version will always be available on our website at https://cloudvistasystems.com/privacy-policy.

10. Contact Us

CloudVista Systems values transparency and is committed to addressing any questions, concerns, or requests you may have regarding this Privacy Policy or our data practices.

If you have any questions about this Privacy Policy, wish to exercise your privacy rights, or need assistance with any privacy-related matter, please contact us:

Email: info@cloudvistasystems.com
Mailing Address:
CloudVista Systems
Virginia, United States

Response Time: We strive to respond to all inquiries within 2 business days and will address privacy rights requests within the timeframes required by applicable law (45 days for VCDPA requests).

For urgent security or privacy concerns, please clearly mark your communication as “Urgent – Privacy Matter” in the subject line.

CloudVista Systems – Protecting Your Data, Powering Your Business