1. Overview
Viral Mind Technologies develops, operates, and advises on digital assets, media properties, creator infrastructure, software tools, workflow systems, and related internet-native businesses.
This Privacy Policy explains how personal information is handled through viralmindtech.com, related forms, newsletters, paid products, Workflow Assessments, Portfolio Growth Reviews, Private Advisory engagements, and direct business communications.
Viral Mind Technologies acts as the controller for personal information collected through these activities, except where a third-party provider acts under its own privacy terms.
2. Information We Collect
We may collect information that you provide directly, including:
- Name, email address, role, organization, and website
- Contact, partnership, licensing, acquisition, product, or advisory inquiry details
- Newsletter subscription and communication preferences
- Purchase, invoice, payment-status, scheduling, and service records
- Business goals, project scope, timelines, team information, and budget context
- Workflow descriptions, task volumes, tools, handoffs, bottlenecks, and prior implementation attempts
- Digital asset, audience, traffic, revenue-model, positioning, distribution, monetization, licensing, and portfolio information
- Documents, links, screenshots, reports, templates, analytics summaries, and other materials you choose to provide
- Call recordings, transcripts, meeting notes, written feedback, and correspondence
Website and security providers may collect technical information such as IP address, browser, device, referring page, pages viewed, request logs, cookie preferences, and security events.
3. How We Use Information
We may use personal information to:
- Respond to inquiries and assess fit for a product, service, partnership, or transaction
- Prepare proposals, invoices, contracts, schedules, and project communications
- Conduct Workflow Assessments, Portfolio Growth Reviews, and Private Advisory engagements
- Review workflows, digital assets, portfolios, supporting materials, and business context
- Prepare reports, recommendations, action plans, and client-specific deliverables
- Process purchases, subscriptions, access requests, cancellations, and refund reviews
- Send newsletter editions or requested updates
- Maintain, secure, test, and improve the website and related systems
- Detect spam, fraud, abuse, unauthorized access, or policy violations
- Maintain accounting, contractual, legal, and dispute records
4. Legal Bases for Processing
Where data-protection law requires a legal basis, we may rely on:
- Your consent, such as a newsletter subscription or an agreed call recording
- Steps requested before entering into a contract
- Performance of a product purchase, service agreement, or advisory engagement
- Legitimate interests in operating, securing, documenting, and improving our business
- Compliance with accounting, tax, legal, regulatory, or dispute-resolution duties
Where processing relies on consent, you may withdraw that consent at any time. Withdrawal does not affect processing completed before the request.
5. Strategic Inquiries and Submissions
When you submit an inquiry, you confirm that the information is accurate and that you have the right to share it.
Submitting an inquiry does not create a confidential, advisory, fiduciary, partnership, or client relationship. Contractual confidentiality starts only when stated in an accepted written agreement.
Do not send trade secrets, passwords, API keys, payment-card details, private keys, health data, regulated personal data, confidential customer records, or unnecessary third-party information through public forms or ordinary email.
6. Advisory Services and Client Materials
For a Workflow Assessment, Portfolio Growth Review, or Private Advisory engagement, we may process the business information and materials needed to review the agreed subject and prepare the stated deliverables.
Where submitted material contains personal information about employees, contractors, customers, partners, or other people, you confirm that the disclosure is lawful and limited to what the engagement requires.
We may ask you to remove, redact, anonymize, or replace material that creates unnecessary privacy, security, contractual, or regulatory risk.
7. Calls, Recordings, Transcripts, and AI-Assisted Tools
Workflow Assessment discovery calls are intended to be recorded and transcribed. Other calls may be recorded when stated in the booking notice, proposal, or service agreement. Participants will be informed before recording starts, and consent will be requested where required.
We may use video-conferencing, transcription, cloud-storage, document-production, research, and AI-assisted tools to organize information, prepare notes, compare options, identify patterns, and draft working material. Client-facing deliverables are reviewed before delivery.
We do not use solely automated processing to make decisions that produce legal or similarly significant effects about individuals.
8. Newsletter Communications
When you subscribe to Notes From The Field or another newsletter, we use your email address to send the requested publication and related company updates.
You can unsubscribe through the link in an email or by contacting us. We may retain a minimal suppression record so that an unsubscribed address is not added again by mistake.
9. Forms, Hosting, Security, and Infrastructure
Forms may be processed through Web3Forms, Airtable, or a similar form and record-management service. Website delivery, security, bot protection, logs, and performance services may be provided through Cloudflare or related infrastructure.
These providers may process submitted or technical data for delivery, storage, security, abuse prevention, and service operation under their applicable terms and privacy practices.
10. Payments, Scheduling, and External Providers
Payments, invoices, bookings, video calls, file delivery, email, and related service functions may be handled through third-party providers. These providers may receive the information needed to complete the requested function.
Payment-card details are handled by the payment provider and are not intended to be collected through our public forms or ordinary email.
11. Cookies and Analytics
The website may use essential cookies or local storage for security, form protection, consent preferences, and core site functions. Optional analytics or measurement tools may be used where permitted and, where required, after consent.
You can manage available choices through the cookie banner or browser settings. Blocking certain technologies may affect some site functions.
12. How We Share Information
We do not sell personal information.
We may disclose information to:
- Website hosting, security, form, storage, email, newsletter, payment, scheduling, and communication providers
- Video-conferencing, transcription, research, document, and AI-assisted service providers used for client work
- Contractors or professional collaborators engaged for an accepted project under suitable obligations
- Accountants, lawyers, insurers, auditors, or other professional advisers
- Authorities, courts, or counterparties where disclosure is required or needed to protect legal rights
- A buyer, investor, successor, or adviser involved in a proposed business or asset transaction, subject to suitable safeguards
13. International Processing
Some providers may process information outside the country where you live. Where required, we use an available legal transfer mechanism or rely on a provider that offers an applicable transfer safeguard.
14. Data Retention
We keep information for the period needed for the purpose for which it was collected. The period depends on the type of record, the status of an inquiry or engagement, contractual and accounting needs, legal duties, security requirements, and potential disputes.
Inquiry records may be retained to manage communications and assess future fit. Client records, reports, invoices, agreements, and correspondence may be retained after an engagement for legal, accounting, support, and dispute purposes. Recordings, transcripts, and working files are deleted, anonymized, or access-restricted when they are no longer needed for delivery or a legitimate record.
15. Data Security
We use reasonable administrative, technical, and operational measures intended to protect personal information. Access is limited according to role and operational need where practicable.
No online transmission, storage system, or service can be guaranteed to be completely secure. Use appropriate redaction and secure transfer methods when sharing business material.
16. Your Rights and Choices
Depending on the law that applies, you may have rights to receive information about processing, access personal data, correct inaccurate data, request deletion, restrict processing, object to certain processing, receive portable data, or withdraw consent.
You may have the right to complain to the competent data-protection authority in your country or in the jurisdiction where Viral Mind Technologies is established.
Send requests to the contact address below. We may request information needed to verify identity and protect the rights of other people.
17. Children’s Privacy
This website and its services are intended for adult business, professional, creator, and operator audiences. We do not knowingly collect personal information from children through these services.
18. Third-Party Links and Portfolio Properties
The website may link to portfolio properties, social platforms, checkout providers, external tools, or other third-party services. Those services operate under their own privacy practices, and we are not responsible for their independent handling of information.
19. Changes to This Privacy Policy
We may update this Privacy Policy when our services, providers, processes, or legal obligations change. The revised version will be posted on this page with a new update date.
20. Contact
For privacy questions or data requests, contact Viral Mind Technologies.