Privacy Policy

ViolationScan Pro ("we", "us", "our") provides workflow software for credit-service businesses in the United States. The Service helps subscribers manage client files, review credit information, generate dispute and related letters, and, when enabled, send physical mail.

This Privacy Policy explains how we collect, use, and share information when you use our website, web application, and related services (collectively, the "Service"). By using the Service, you agree to the practices described here.

If you are a business subscriber, you may upload information about your own clients. You own that workspace and client information. We process it only to provide the Service to you, and we do not use it to independently contact or market to those clients. You are responsible for having a lawful basis to submit that information.

The information we collect depends on how you use the Service and which features you enable.

• If you create an account, we collect your name, email address, organization name, and authentication information through our identity provider to create your workspace and sign you in.
• Letter generation is part of the signed-in Service. Unsaved drafts you enter in the letter generator stay in your browser session and are not stored in our database. They are cleared when you refresh or close the page, unless you save them to a client file. Saved letters, workflows, and mailing history are stored as workspace data.
• Workspace data you or your team add after you start a trial or subscription, including client profiles, documents, identity images, saved letters, letter workflows, mailing history, messages, and related files.
• Credit-monitoring information you connect through a provider you enable, such as imported credit-file data used to populate client records and generate letters. If you save provider credentials or API keys in the Service, we store them so we can import reports and related data that you request, based on consent you obtain from the client.
• Cookies and similar technologies used to keep you signed in, remember preferences, operate the Service, and understand how the site is used.
• If you subscribe, our payment processor handles card and billing details. We do not store full payment card numbers on our servers.
• Technical information such as IP address, browser type, device information, pages viewed, and timestamps, used to operate, protect, and improve the Service.

• To operate the Service, including accounts, client workspaces, letter generation, letter workflows, and optional physical mailing.
• To import and display credit-file information when you connect a credit-monitoring provider.
• To store letters, documents, and related files so you can retrieve, send, or resend them.
• To maintain security, prevent abuse, and resolve technical issues.
• To communicate with you about your account, billing, and policy updates.
• To process subscription and mailing-credit payments through a payment processor.
• To analyze aggregated or de-identified usage patterns and improve the Service.
• We do not use client files submitted by a subscriber to market our Service to those clients.

We share information with service providers that process it on our behalf to operate the Service, and only as needed for that purpose. Those categories include:

• Identity and authentication providers.
• Payment processors.
• Cloud hosting and encrypted file storage for letters, contracts, identity documents, and similar files.
• Credit-monitoring providers you choose to connect, so we can import credit-file data you request.
• Print-and-mail vendors, when you send a letter, including the letter content and the names and addresses needed for delivery.
• Language-model providers, when a feature you use generates or suggests letter text.
• Email delivery and similar operational communications providers.

We also share information at your direction when you use an integration, such as connecting a credit-monitoring provider or sending a letter through a print-and-mail vendor. Those providers have their own terms and privacy policies. We may suspend or disable an integration if needed to operate or protect the Service.

We may also share information when required by law, to protect rights and safety, or in connection with a business transaction, subject to appropriate confidentiality obligations. We may share aggregated or de-identified information that does not reasonably identify you.

We do not sell personal information for money or share it with third parties for their own direct marketing purposes.

We keep information only as long as needed to provide the Service, comply with law, resolve disputes, and enforce our Terms. Current windows:

• Unsaved letter-generator drafts stay in your browser session and are cleared when you refresh or close the page. Letters you save to a client file are kept with your workspace data.
• If you create an account and organization but never start a free trial or paid subscription, we may delete that unused account, organization, and related signup data after 30 days. We may send a reminder before deletion.
• If you start a free trial or paid subscription, we keep your account, organization, workspace data, and stored files while the account exists, including after you cancel, so you can return. You may request deletion by contacting us.
• If we suspend or ban an account for a Terms violation, we may keep limited identifying information (such as email and a ban record) as needed to enforce the ban and prevent repeat signup.

You may access or update certain profile and organization information in the Service, and you may request deletion of your account by contacting us. Unsaved letter-generator drafts can be cleared by closing or refreshing the page. Unused accounts that never start a trial or subscription may be deleted automatically as described above. You may unsubscribe from marketing emails using the link in those messages. We may still send account, billing, and service emails.

If you are a U.S. resident, the privacy law of your state may give you additional rights in personal information we hold, such as the right to request access, correction, or deletion, to appeal a denied request, and to opt out of a sale or share of personal information. We do not sell personal information. To exercise a right, contact us using the information in the "Contact Us" section below. If we deny a request, you may appeal by writing to the same address.

If your information was submitted by a business that uses the Service (for example, you are that business's client), please contact that business first. We process that information to provide the Service to them.

The Service is intended for adults and businesses. It is not directed to children under 18. We do not knowingly collect personal information from children under 18. If we become aware that a child under 18 has provided us with personal information, we will take steps to delete it.

We use reasonable administrative, technical, and physical safeguards designed to protect the information we handle, including encryption in transit and encrypted storage of files such as letters and supporting documents. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

The Service is intended for users and businesses located in the United States, including all 50 states and U.S. territories. If you access the Service from outside the U.S., you understand that your information may be transferred to, stored, and processed in the United States.

We may update this Privacy Policy from time to time. When we do, we will change the "Last updated" date above and, when required by law, provide additional notice. Your continued use of the Service after any changes become effective means you accept the updated Policy.

If you have questions about this Privacy Policy, want to exercise a privacy right, or want to appeal a request we denied, you can contact us at:

Email: contact@violationscanpro.com