Welcome to Vivid AI Solutions (referred to as "we," "us," or "our"). We provide AI consultation and AI-powered marketing services to our clients (the "Services"). This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you visit our website at vividaisolution.com , engage us for consultation or marketing services, or otherwise interact with us.
This Policy is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's federal private-sector privacy law, and, where applicable, substantially similar provincial legislation (e.g. Quebec's Law 25, Alberta's PIPA, and British Columbia's PIPA). If you are located outside Canada, additional local laws may also apply to you, and we encourage you to review this Policy alongside any jurisdiction-specific notices we provide.
By using our website or engaging our Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use our website or Services.
We collect personal information in the following categories:
Identity and Contact Information: name, email address, phone number, business name, job title, and mailing/billing address.
Business and Engagement Information: information you provide during consultations, onboarding forms, discovery calls, or strategy sessions, including details about your business operations, marketing goals, and existing systems.
Payment and Billing Information: billing address and payment details, processed through third-party payment processors (we do not store full payment card numbers on our own servers).
Technical and Usage Data: IP address, browser type, device information, referring URLs, and pages visited, collected automatically through cookies and similar tracking technologies.
AI Tool Interaction Data: inputs, prompts, files, or data you submit to any AI tools, chatbots, or automation systems we build, configure, or manage on your behalf, and outputs generated as a result.
Communications: records of correspondence, including emails, form submissions, call notes, and support requests.
We collect this information directly from you (e.g., when you fill out a form, book a consultation, or sign a service agreement), automatically through your use of our website, and in some cases from third parties such as GoHighLevel, Meta, Google.
We use the personal information we collect to:
Provide, operate, and improve our AI consultation and marketing services;
Design, configure, and manage AI tools, automations, and marketing campaigns on your behalf;
Process payments and complete transactions;
Communicate with you about your account, appointments, service updates, or support requests;
Send marketing communications, where you have provided consent, and always with an option to opt out
Analyze website and service usage to improve performance, features, and client experience
Comply with legal, regulatory, tax, and accounting obligations; and
Detect, investigate, and prevent fraud, unauthorized access, or misuse of our Services.
Consent: We only collect, use, or disclose personal information with your knowledge and consent, except where otherwise permitted or required by law. Consent may be express (e.g., checking a consent box) or implied by the context of our relationship. You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting us using the details in Section 10.
We do not sell your personal information. We may share it with:
Service Providers: third-party vendors who support our operations, such as payment processors, CRM and marketing automation platforms (e.g.GoHighLevel), email service providers, cloud hosting providers, and AI infrastructure or model providers used to deliver our Services.
Professional Advisors: accountants, lawyers, and consultants where necessary for our business operations.
Legal and Regulatory Disclosures: where required by law, court order, or governmental request, or to protect our rights, property, clients, or safety.
Business Transfers: in connection with a merger, acquisition, financing, or sale of all or a portion of our business assets.
Cross-Border Transfers: Some of our service providers (including certain AI, hosting, and marketing platforms) may store or process personal information outside Canada, including in the United States. Where this occurs, information may be subject to the laws of that jurisdiction, including lawful access by foreign authorities. We take reasonable steps, including contractual safeguards, to ensure a comparable level of protection is maintained.
Because our Services involve artificial intelligence tools, we want to be transparent about the following:
Data you submit to AI tools we configure (including chatbots, content generators, or automation workflows) may be processed by third-party AI model providers as part of generating outputs.
We take reasonable steps to avoid submitting sensitive personal information to AI systems unless necessary and disclosed to you, and we recommend you avoid submitting sensitive personal information (e.g., health, financial account numbers, government ID numbers) through AI-powered tools unless specifically instructed that it is required and secure.
AI-generated outputs (e.g., marketing copy, chatbot responses, recommendations) may be reviewed by our team before use, but are generated using automated processing and may not always be error-free.
We do not use your confidential business data to train third-party foundation models without your consent, except where a provider's standard terms otherwise apply; we encourage you to review the terms of any AI platforms disclosed to you as part of your engagement.
We use cookies, pixels, and similar tracking technologies to operate our website, remember preferences, analyze traffic, and support marketing efforts (including retargeting). You can control or disable cookies through your browser settings; however, disabling cookies may affect the functionality of our website.
We retain personal information only as long as necessary to fulfill the purposes described in this Policy, to satisfy our contractual and legal obligations, or as required by applicable law (including tax and accounting record requirements). Client project and consultation records are generally retained for 1 year following the end of our engagement, after which they are securely deleted or anonymized.
We implement reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Subject to applicable law, you have the right to:
Access the personal information we hold about you;
Request correction of inaccurate or incomplete information;
Withdraw consent to certain uses of your information, subject to legal or contractual limitations;
Request deletion of your personal information, subject to our legal and legitimate business retention needs;
Opt out of marketing communications at any time (e.g., via the unsubscribe link in our emails or by contacting us directly); and
File a complaint with the Office of the Privacy Commissioner of Canada (OPC), or the applicable provincial privacy regulator, if you believe your privacy rights have been violated.
To exercise any of these rights, contact our Privacy Officer using the details in Section 12. We will respond to requests within the timeframe required by applicable law.
Our Services are intended for business clients and are not directed at individuals under the age of 18. We do not knowingly collect personal information from minors.
Our website and communications may contain links to third-party websites or platforms. We are not responsible for the privacy practices or content of those third parties, and we encourage you to review their privacy policies directly.
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. Updates will be posted on this page with a revised "Last updated" date. Material changes will be communicated to active clients where required by law.
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, or wish to reach our Privacy Officer, please contact us at:
VividAI Solutions
Mailing Address: [email protected]
Website: vividaisolution.com