Quick Summary for Visitors 

At Virima, we respect your privacy and are committed to protecting your personal data. Here’s what you need to know in simple terms:

  • What we collect: When you interact with our website (e.g., request a demo, fill out a form, or subscribe), we may collect your name, email, phone number, IP address, and similar details.
  • Why we collect it: To deliver the services you request, improve our website, personalize your experience, and communicate with you (only if you opt in).
  • How we protect it: We use secure systems, encryption (SSL), and limit access to authorized staff only.
  • Cookies: We use cookies for site functionality, analytics, and—only with your consent—for advertising. You can adjust preferences any time.
  • Sharing: We don’t sell your data. We only share with trusted service providers (like hosting or analytics) who follow strict privacy safeguards.
  • Your rights (GDPR/EEA/UK visitors): You can access, correct, delete, or restrict your data; object to certain uses (like marketing); withdraw consent; or request a copy of your data. You also have the right to complain to your local authority.
  • Children: We don’t knowingly collect data from children under 16 in the EU (13 in the U.S.).
  • Breach response: If something goes wrong, we’ll notify regulators within 72 hours (GDPR) and affected individuals without undue delay.
  • How to contact us: Email [email protected]

Program Organization

This privacy policy has been compiled to better serve those who are concerned with how their ‘Personally Identifiable Information’ (PII) is being used online. PII, as described in U.S. privacy law and information security, is information that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context. Please read this policy carefully to understand how Virima collects, uses, protects, and handles personal information in accordance with applicable laws, including the EU General Data Protection Regulation (GDPR).

What Personal Information Do We Collect?

When registering on our site, you may be asked to enter:
  • Name
  • Email address
  • Phone number
  • IP address
  • Other details to help you with your experience

When Do We Collect Information? 

We collect information when you:

  • Fill out a form
  • Enter information on our site
  • Subscribe to communications or request a demo
  • Interact with our site (cookies, analytics)

How Do We Use Your Information?

We may use the information we collect from you in the following ways:

  • To personalize your experience and deliver content and product offerings of interest
  • To improve our website and services
  • To respond to customer service requests
  • To process transactions quickly
  • To send emails regarding products, services, or updates
  • To follow up after correspondence (live chat, email, phone)

How Do We Protect Your Information?

  • Your personal information is contained behind secured networks and is only accessible by a limited number of authorized persons who are required to keep the information confidential. 
  • All sensitive/credit information you supply is encrypted via Secure Socket Layer (SSL) technology. 
  • We implement a variety of security measures when a user enters, submits, or accesses their information to maintain its safety. 
  • We use regular malware scanning. 

Cookies & Tracking

Yes, we use cookies. Cookies are small files transferred to your device that enable systems to recognize your browser and capture information.

We use cookies to:
  • Help remember and process items in your cart (if applicable)
  • Understand preferences based on past or current activity
  • Compile aggregate data about site traffic and interactions to improve user experience

In the EU/UK, we use a cookie banner to let you consent to or manage cookie categories:

  • Essential Cookies – required for the website to function
  • Analytics Cookies – help us understand site use
  • Advertising/Targeting Cookies – only used with your consent
You can manage cookie preferences at any time through your browser or our cookie settings tool.

Third-Party Disclosure

We do not sell, trade, or otherwise transfer your Personally Identifiable Information to outside parties. 
We may share data with trusted third-party service providers (e.g., hosting, CRM, analytics) who process data on our behalf under strict confidentiality and security obligations. 

Third-Party Links

We do not include or offer third-party products or services on our website. 

Analytics

We, along with vendors such as Google, use cookies and identifiers (e.g., Google Analytics, DoubleClick) to compile data about interactions with ads and site usage. 

GDPR & EU Data Protection

If you are located in the European Economic Area (EEA) or the UK, the following provisions apply:

Legal Basis for ProcessingWe process personal data based on:
  • Consent – e.g., marketing emails, non-essential cookies
  • Contract – providing requested services
  • Legal Obligation – compliance with applicable laws
  • Legitimate Interests – improving services, ensuring security, preventing fraud

Your Rights

You have the right to:
  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion (“right to be forgotten”)
  • Restrict processing in certain cases
  • Request data portability
  • Object to processing, including direct marketing
  • Withdraw consent at any time
  • Lodge a complaint with a supervisory authority

To exercise these rights, contact us at [email protected]
Data Retention
We retain data only as long as necessary for the purposes described, including legal and reporting requirements. After this, data is securely deleted or anonymized.
International Transfers
If data is transferred outside the EEA/UK (e.g., to U.S.-based providers), we implement safeguards such as Standard Contractual Clauses (SCCs) or rely on adequacy decisions.
Children’s Privacy
Our services are not directed at children. We do not knowingly collect data from anyone under 16 years old (or lower if permitted by local law, never below 13).
Breach Notification
In case of a data breach:

  • We notify regulators within 72 hours, where required
  • We notify affected individuals without undue delay if the breach poses a high risk

California Online Privacy Protection Act (CalOPPA)

  • Users can visit our site anonymously
  • Privacy Policy link is on the homepage and includes the word “Privacy” 
  • You will be notified of any changes on this page 
  • You can change your personal information by contacting us 

Do Not Track Signals

We honor Do Not Track signals and do not plant cookies or use advertising when such mechanisms are enabled. 

Third-Party Behavioral Tracking

We do not allow third-party behavioral tracking. 

COPPA (Children’s Privacy – U.S.)

We do not market to children under the age of 13. 

Fair Information Practices

Should a data breach occur, we will notify users via in-site notification within 7 business days (or sooner if required by GDPR). 
We adhere to the Individual Redress Principle, ensuring enforceable rights against non-compliance. 

CAN-SPAM Act

We collect your email address to:

  • Send information, respond to inquiries, and other requests
  • Send service updates or marketing communications (with opt-out rights)

We agree to:

  • Not use false or misleading subjects or addresses
  • Include our business address in communications
  • Monitor third-party email marketing services
  • Honor opt-out requests quickly
  • Provide unsubscribe links in every email

Violations

Any violation of this policy may result in disciplinary action, up to and including termination of employment. Virima reserves the right to notify law enforcement in cases of unlawful activity. 

Definitions

  • Computer Emergency Response Team (CERT): A trained group handling security incidents 
  • Incident: An event jeopardizing confidentiality, integrity, or availability of systems/data 
  • Malicious Code: Unauthorized software with harmful impact 
  • Malware: Software inserted with intent to compromise systems or data 
  • Partner: Any non-employee contractually providing services to Virima 

References

  • ISO/IEC 27002 – Information Security Incident Management