Privacy Policy

Varia Suite values your privacy and is committed to protecting your personal information. This policy explains how we collect, use, store, and safeguard your data when you interact with our website, request services, or use our AI-powered tools. Please read it carefully to understand your rights and how we handle your information.

Effective Date: June 19, 2025
Last Updated: June 19, 2025

1. Introduction

VariaSuite (“we,” “us,” or “our”) respects your privacy and is committed to protecting the information you share with us. This Privacy Policy explains how we collect, use, store, and share your data when you use our website, book services, or work with us to create AI assistants, websites, or digital assets.

This applies to all VariaSuite services, including but not limited to:

• Custom AI assistants for Instagram, WhatsApp, and websites
• Demo showroom experiences
• Web design, technical setup, and brand development
• Automated workflows and integrations

2. Information We Collect

We collect personal and business-related data when you fill out forms, engage with our tools, or purchase services. This includes:

• Full name
• Email address
• Phone number
• Business name and description
• Branding assets (logo, colors, style guides)
• Website content (text, images, copy provided by you)
• Company FAQs, responses, scripts, product info (used to train AI agents)
• Social media handles or links
• Payment details (handled via third-party processors)
• Messages exchanged with our support team or AI chat
• Customer support scripts or query samples
• IP address and browser data (via tracking tools)

If you use our AI assistant or chatbot interfaces—whether through our site or a deployed version for your business—we may also collect interaction logs and performance data to improve quality.

3. How We Use & Protect Your Data

a. We use your information to:

• Create and configure your AI assistant(s)
• Populate your website, chatbot, or online business experience
• Provide ongoing support, updates, or troubleshooting
• Deliver demo previews and interactive experiences
• Process payments securely
• Monitor and improve service performance
• Analyze trends for internal reporting and product development
• Contact you regarding updates or feedback

b. How we protect your information:

1. Secure Platforms:
We use trusted third-party platforms that offer built-in encryption, secure data centers, and advanced security protocols.

2. SSL Encryption:
Our website is SSL-secured, which means all data transmitted between you and our site is encrypted and protected from interception.

3. Limited Access:
Only authorized team members have access to client data and only for the purpose of fulfilling your service. Access is removed after completion or cancellation of services.

4. Password Safety:
We strongly encourage clients to use temporary passwords when sharing login credentials for domain transfers or email setups. Clients are responsible for updating these passwords once our task is complete.

5. No Unnecessary Data Storage:
We do not store client credentials, personal data, or content beyond the completion of your project unless explicitly required for ongoing services. All project-related data is deleted after 30 business days if a service is canceled or inactive.

6. AI Training Boundaries:
Your data is used only to configure and train your specific AI assistant or website project. We do not share, resell, or use your business data to train general-purpose AI models.

7. Payment Security:
All payments are made through secure, third-party processors. We do not collect or store your financial details on our site. If you choose to save a card or payment method during checkout, the payment platforms we utilize are PCI-DSS compliant, meaning they meet global standards for secure card storage and handling. You may manage or remove saved payment methods at any time by logging into your account with the respective payment provider.

We strongly encourage users to review the Privacy Policies and Terms of Use of any third-party platforms they engage with through our services. By using our services, you acknowledge and agree that your data may be processed in accordance with the terms set by those third-party providers.

4. Sharing Your Data

We do not sell your personal data.

However, we may share it with trusted third-party service providers to operate and deliver our services effectively. These include:

• JotForm – used for AI assistant onboarding, form collection, and backend data input
• OpenAI or similar AI providers – for generating assistant responses
• Automation tools (e.g., Zapier, Make) – to connect various services and workflows
• Email and scheduling services (e.g., Google Calendar, Google Workspace) – to organize client tasks or communications
• Payment processors (e.g., Stripe, PayPal) – to process transactions
• Website hosts and analytics services (e.g., Wix, Google Analytics, Meta Pixel) – to monitor site traffic, performance, and experience

We only share the minimum necessary data required to perform the intended service.

5. AI Content & Limitations

Our AI assistants deployed for client businesses are built using:

• Information provided by the client (including brand voice, FAQs, tone, and goals)
• Any approved data, links, or content explicitly submitted for assistant training
• External sources where applicable, based on current AI models and client parameters

While we strive to maintain accuracy and relevance in all AI interactions, you acknowledge the following:

• AI responses are not guaranteed to be error-free
• AI is an evolving technology and may occasionally fail or misinterpret prompts
• We actively monitor and improve AI performance, but limitations exist due to the ever-evolving nature of AI systems and infrastructure
• AI assistants do not provide legal, medical, financial, or professional advice
• Clients are responsible for reviewing and approving content output and responses generated by their AI assistant.

6. AI Ownership & Retention Policy

If you discontinue services with VariaSuite:

• Your AI assistant and backend configuration will be deleted from our platform within 30 days
• We will provide a final performance report summarizing the assistant’s activity, including recent user queries and bot responses
• Backend logic, prompts, or training workflows remain proprietary to VariaSuite and cannot be transferred elsewhere
• As AI Assistants are hosted and trained by our team, upon service cancellation, the assistant cannot be migrated by the client

This ensures both service integrity and intellectual property protection.

7. Cookies & Tracking

We use cookies and tracking tools to improve user experience and analyze behavior. This may include:

• Remembering login preferences or form progress
• Analyzing site traffic via tools like Google Analytics
• Retargeting ads via Meta Pixel or other pixels

You may opt out of cookies by adjusting your browser settings, though doing so may impact functionality.

8. Data Retention

We retain your data only as long as necessary to:

• Fulfill your service or active project
• Provide performance analytics, follow-up, or continuity
• Meet legal, tax, or contractual obligations

After service termination, we retain your personal and assistant data for 30 days. After this period, your data will be securely deleted, except for anonymized usage data or business records we’re required to keep.

9. Your Rights

Depending on your region, you may have the right to:

• Access, update, or correct your personal data
• Request deletion of your data
• Withdraw consent for marketing or tracking
• Request a copy of your stored information

To exercise your rights, contact us at contact@variasuite.com.

10. Governing Law

These Terms are governed by the laws of Jamaica, without regard to its conflict of law principles.

11. Changes to This Policy

We may update this Privacy Policy at any time to reflect legal or service changes. The latest version will always be available at www.variasuite.com.

12. Contact Us

For any questions or requests related to privacy, data, or this policy, please contact:

Email: admin@variasuite.com
Website: www.variasuite.com

By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by these Terms of Use.