Privacy Policy

last update 24 May, 2018

Clearer language: We've revised our Privacy Policy to be simpler to read.

More control: We've made it even easier for you to tell us what personal data you'd like us to keep, delete or change.

GDPR compliance: We're updating our websites and services to ensure we're compliant with the requirements of GDPR.

The updated privacy policy applies to all data we previously collected, and by continuing to use our services, you agree that it also applies to any new data we collect on or after May 25, 2018.

If you have any questions for us, feel free to contact us anytime at

1. Introduction

This privacy policy tells you how VPiX takes care of your personal data when you visit our websites, or chat with us over social media or call us.

Our new privacy policy gives all customers certain rights by law and how you are protected with any communications you have with VPiX or any of our trusted VPiX partner sites and affiliate offices.

2. Our website and the VPiX group of companies

Our Websites including,,,,, and our six worldwide VPiX affiliate offices sell virtual tour camera gear, on-site photo/video VR services and provide 360 digital content and management systems. Our target buyers are businesses, hotels, restaurants, automobile companies, advertising agencies, police and military organizations that create and produce 360 AR, VR and MR content. While our site does not offer gaming or pornographic content of any kind, we are not intended to be of any use to children.

VPiX is a privately held, Colorado C-Corporation. Our headquarters is in Monument Colorado. We license and support remote office-affiliates in Georgia, Canada, Mexico, Norway, New Zealand and South Africa.

Our company mailing address is:

590 West Highway 105
Suite 276
Monument, CO 80132

3. Personal data which we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We collect a variety of information about our wonderful customers (you!) and visitors to the VPiX website. This personal data falls into these categories:

Identity Data includes title, first name, last name, username or similar identifier and an encrypted version of your login/password. If you interact with us through social media, this may include your social media user name.

Contact Data includes billing address, delivery address, email address and telephone numbers.

Financial Data includes payment card details.

Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

Profile Data includes your username and password, purchases or orders made by you, preferences, feedback and survey responses, as well as any profile data which we have added (for example, using analytics and profiling).

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

Usage Data includes information about how you use our website, products and services.

Tracking Data includes information we or others collect about you from cookies and similar tracking technologies, such as web beacons, pixels, and mobile identifiers.

Marketing and Communications Data includes your preferences in receiving direct marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. To provide better content and service, VPiX websites may use Google Analytics, VisiStat, HubSpot and HotJar. HotJar records mouse actions and scrolling movements as a heat map. HotJar does not track your browsing habits across other third-party websites and all information about you. For more information on HotJar's privacy policy, please visit their Website at HubSpot records every date and time you visit a VPiX website and keeps track of which web pages you visited. For more information on HubSpot, we encourage you to visit their Website at

However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. If you use any of these types of personal data on products you design or create on, we will not be able to tell. We will treat all the personal data included in designs or products as ordinary personal data.

Remember, if you choose not to share personal data with us, or refuse certain contact permissions, we might not be able to provide the products and services you’ve asked for.

4. How is personal data collected?

We use various methods to collect data from anyone that accesses VPiX through direct and indirect means.

Method 1: HubSpot CRM.

HubSpot uses Javascript to identify who you are the instant you visit any VPiX website. This tracks your incoming IP#, and if you have any public information stored in any public repository like Lexis Nexis or Hoovers, that data about you, including your address and phone # are instantly saved along with a date-time stamp of your visit and the pages you viewed.

This information is used to contact you via email, social media or phone calls.

Once you tell us you are no longer interest in being a part of VPiX for any future contact, you will need to submit a Privacy Policy Remove ticket. This is located at our Website and under our Contact tab.

In the event you do not wish to be tracked or contacted by VPiX or any VPiX affiliate, you must let us know by completing the form.


Once you sign up and ask for more information, you will receive drip emails at the rate of no more than two or three per week. By unsubscribing to the newsletter which is a link on the bottom of any newsletter, you will still be listed in the HubSpot CRM and you may be contacted from time to time by a VPiX representative.

To remove yourself from all VPiX contacts, you will need to notify us by filling out the Privacy Remove form which is located on any VPiX site and under our Contact Us Section.

Automated technologies or interactions. As you interact with us, including via the website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We may also collect Tracking Data when you use our website, or when you click on one of our adverts (including those shown on third party websites).

Third parties data collection agencies which provide services via subscription or public sources. We receive personal data about you from various types of third parties, including, but not necessarily limited to;

Technical Data and/or Tracking Data from analytics providers, advertising networks such as DoubleClick, Arbitron, Nielsen and other search information providers;

Contact, Financial and Transaction Data from credit card providers of payment and fraud prevention services;

Identity and Contact Data from data partners; and Data from any third parties who are permitted by law or have your permission to share your personal data with us, such as social media and review sites like Yelp, TripAdvisor, and many consumer review/reporting sites. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following way:

5. How we use your personal data

Generally, we do not rely on consent as a legal basis for processing your personal data other than where the law requires it, for example in relation to sending certain direct marketing communications. Where our legal basis is consent, you have the right to withdraw consent any time.

See Explaining the legal bases we rely on to process personal data to find out more about the types of lawful basis that we will rely on to process your personal data.

6. Explaining the legal bases we rely on to process personal data

This section explains the description of all the ways we plan to use personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.

We do not carry out any automated decision making.

If you ever have any questions about this, all you have to do is ask. See How to contact VPiX about privacy below.

7. Advertising, marketing and your communications preferences

We may use your Identity, Contact, Technical, Tracking, Usage and Profile Data to form a picture of what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you and tell you about them. This is what we call direct marketing.

We may carry out direct marketing by email, phone, text or post. For example, you might have the VPiX Newsletter(s) hit your inbox or a cool promotion land on your door mat.

On our website, we always try hard to make it really clear what we are doing and what communications you will be sent, whether it’s you deciding to sign up to the VPiX Newsletter(s) or as part of creating an account or the purchase journey – and you have a right at any time to change your mind and say no thank you and opt out (but we’d be really sorry to see you go, so please gives us a chance by fine tuning your preferences before really leaving us!). The easiest way to opt out is to use the unsubscribe link at the bottom of the communication.

We have established a privacy centre where you can view and make certain decisions about your personal data use

Of course, there are lots of different ways you’ll see adverts for VPiX out and about, and not all of these are based on using personal data – sometimes we just buy good old-fashioned advertising space in the real world and websites and social media. If you see VPiX’s adverts on websites and in social media, these may not be directed specifically at you, we might just have bid for the space. But here’s some things we may do that may be specifically directed at you:

We also work with partners to try and promote the reach of our adverts and use analytics and retargeting for this reason. We use Tracking Data to deliver relevant online advertising, including via websites and social media.

Tracking Data, and in particular cookies, help us to deliver website and social advertising that we believe is most relevant to you and to potential new customers of VPiX. The cookies used for this purpose are often placed on our website by specialist organisations – and this is also why when you’ve been on the website, you might see that lovely business card design again. This includes retargeting.

Cookies can also tell us if you have seen a specific advert, and how long it has been since you have seen it. This is helpful, because it means we can control the effectiveness of our adverts and control the number of times people might be shown our adverts (you know, before we risk become annoying). Cookies also help us understand if you’ve opened a marketing email because we don’t want to send you things you don’t read.

If you want more information about Tracking Data, in particular cookies, see Cookies below.

Almost all the cookies that relate to advertising are part of third party online advertising networks. If you’d like to read about how you can control which adverts you see online, see opt-out programs established by the Digital Advertising Alliance (United States), the Digital Advertising Alliance of Canada and the European Interactive Digital Advertising Alliance. We do not control cookies which are set by advertising networks.

8. Cookies

You can see from Advertising, marketing and your communications preferences above, that cookies are a tool which we (and everyone one else who operates online) uses for advertising. That is just part of why cookies are used. Generally, they are pretty clever.

Cookies help work better and provide lots of help in the background to make the process of being a customer a lot easier. You’d miss a lot of these things if they were gone – like it being easy to log in and move from page to page, and things staying in your cart while you go off and look at other pages.

Other cookies collect information about how visitors use, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don't collect information that identifies a visitor. All information these cookies collect is aggregated and used to improve how works.

There are also cookies that allow to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog.

There are cookies that collect information about your browsing habits in order to make advertising delivered to you more relevant to you and your interests (see Advertising, marketing and your communications preferences above). They are usually placed by advertising networks with our permission. They remember that you have visited a website and this information is shared with other organisations such as advertisers. Quite often targeting or advertising cookies will be linked to site functionality provided by the other organisation.

When you use, your device or browser may be sent cookies from third parties, for example when using embedded content and social network links. It's important for you to know that we have no access to or control over cookies used by these companies or third-party websites. We suggest you check the third-party websites for more information about their cookies and how to manage them.

You can see more information about the cookies we use here, including who they belong to, their ID and why they are used. We’ve also included links to the third-party websites where you can go to find out more.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

9. Disclosures of your personal data to 3rd parties

We may share your personal data with the parties set out below for the purposes as set out in this privacy policy. We may also share your personal data if the law otherwise allows it.

We must share limited personal data with the following categories third parties:

Unless you have opted in on 3rd party sharing with third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets, your data will never be shared with any 3rd party outside of merchant processors, government requests or through a court of law order.

If you have opted in for 3rd party marketing details, we ask and require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

10. Payment information

VPiX uses third party payment processors (Intuit) QuickBooks and PayPal to process payments for VPiX subscription services and any 360 hardware (gear) you may buy from us. All online payments will be conducted in accordance with Payment Card Industry (PCI) data security standards and your billing information (which is only used by these payment processors for the purpose of performing fraud protection) is encrypted before being communicated to them. Subject to the below exceptions, your credit card details are communicated directly from your browser to these payment processors - VPiX never sees your full Permanent Account Number (PAN). This means that the payment form is either off-site or displayed in a frame on the payment page.

For Intuit (QuickBooks) payments: We maintain full records of your bill to and ship to address, phone number and email(s). We keep and maintain your credit card type, but not the full 16-digit number. We only have the last 4-digits and the CVV/CSC number. At no time do we keep your full 16-digit card number on any server.

For PayPal we only store the tokens required to identify the transaction with PayPal, issue refunds and identify transactions made using PayPal.

11. International transfers

Whenever we transfer your personal data out of the EEA, we will comply with applicable data protection law. Some of the mechanisms we may choose to use when undertaking an international transfer are:

We share your personal data within the VPiX Group, which will involve transferring your data outside the European Economic Area. We do this using the EU Model Clauses.

Many of our external third-party providers are based outside the EEA, so their processing of your personal data will involve a transfer of data outside the EEA.

12. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

13. Third-party links

This website may include links to third-party websites, plug-ins and applications (for example, the ability to sign in with Facebook). Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

14. Data retention

We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers for tax purposes.

We also make a promise to you that you can come back at any time in the future and re-print products you have ordered from us in the past. So, unless you actively delete this information, we keep it, so we can keep our promise to you.

In some circumstances you can ask us to delete your data; see Your legal rights below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

15. Your legal rights

If the General Data Protection Regulation applies to you because you are in the European Union, you have rights under data protection laws in relation to your personal data:

These rights are subject to certain rules around when you can exercise them. You can see a lot more information on them, if you are interested, on the UK Information Commissioner’s Office website.

If you wish to exercise any of the rights set out above, please contact us (see How to contact VPiX about privacy).

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details in How to contact VPiX about privacy below.

You have the right to make a complaint at any time to the Information Commissioner's Office (“ICO”), the UK supervisory authority for data protection issues ( We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

16. How to contact VPiX about privacy

If you have any questions about this privacy policy, or would like to exercise any of your rights, please write to us with your letter addressed to: Data Privacy Manager, Virtual Pictures Corp, 590 Highway 105 Suite # 276, Monument, CO 80132.

17. A little request from VPiX to you

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. You can do this by updating your account. Thank you

18. Changes to this privacy policy

The General Data Protection Regulation is new and it will evolve to better protect the privacy of our valued customers, vendors and partners. Because we like the GDPR so much, VPiX has already employed the GDPR for all global customers. We will be updating our GDPR Privacy Policy from time to time, and we encourage you to read the updates from time to time.

© Virtual Pictures Corp 2021