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Privacy Policy

Last Updated: December 1, 2025

 

Introduction

 

Virtualdojo LLC (“Virtual Dojo,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, platform, and related services (“Services”).

 

By accessing or using Virtual Dojo, you agree to the collection and use of information in accordance with this Privacy Policy.


1. Information We Collect

 

Information You Provide

 

Account Information

  • Name, email address, and phone number

  • Company name and business profile

  • Billing and payment details (we do not store full credit card numbers)

  • Login credentials (username and password)

 

Business Data

  • CRM records (contacts, accounts, opportunities)

  • Quotes, pricing, and deal data

  • Documents you create, upload, or store

  • Communication preferences

  • Support tickets and correspondence

 

Information Collected Automatically

 

Usage & Device Data

  • IP address, browser type, and pages viewed

  • Operating system, device identifiers

  • Cookies and tracking technology data

  • Time zone and approximate location

  • Feature usage, click paths, and interaction metrics

 

AI Agent Activity

  • Prompts, queries, and uploaded materials

  • AI responses and generated outputs

  • Token consumption and usage patterns

  • Model performance and learning metrics

 

Information From Third Parties

 

CRM Integrations

  • Data synced from platforms like Salesforce, HubSpot, etc.

  • Contact information and interaction history

 

Payment Processors

  • Transaction confirmations and payment status (not full card details)


2. How We Use Your Information

 

We use your information to:

 

Provide and Improve Our Services

  • Operate and maintain the Virtual Dojo platform

  • Process payments and manage subscriptions

  • Deliver technical support

  • Develop and enhance AI models and platform features

  • Improve overall performance and reliability

 

Communicate With You

  • Service updates, alerts, and announcements

  • Responses to support requests

  • Marketing communications (with your consent)

  • Billing notifications and invoices

 

Analytics and Research

  • Usage trend analysis

  • Performance benchmarking

  • Feature optimization

 

Legal and Security Purposes

  • Compliance with applicable laws

  • Enforcement of our Terms of Service

  • Fraud detection and prevention

  • Protection of our rights, systems, and users


3. How We Share Your Information

 

We do not sell your personal information.

 

We may share information only in the following situations:

 

Service Providers

 

Trusted providers who deliver services such as:

  • Cloud hosting (e.g., AWS, Google Cloud)

  • Payment processing (e.g., Stripe)

  • Email delivery

  • Analytics and monitoring

  • Customer support tools

 

These providers must safeguard your data and use it only as instructed.

 

Business Transfers

 

If Virtual Dojo undergoes a merger, acquisition, or asset sale, your information may be transferred with proper notice.

 

Legal & Compliance

 

We may disclose information when necessary to:

  • Comply with laws or legal requests

  • Respond to government inquiries

  • Protect safety, rights, or property

  • Investigate security issues or fraud

 

With Your Consent

 

You control optional integrations and data-sharing requests.

 

Aggregated Data

 

We may share anonymized, non-identifiable data for analytics, research, or industry insights.


4. Data Retention

 

We retain your information for as long as your account is active or as needed to provide the Services.

 

After account termination:

  • You have 30 days to export your data

  • Data is deleted within 90 days, except where law requires otherwise

  • Backup copies may persist for up to 90 additional days


5. Data Security

 

We implement industry-standard measures, including:

 

Technical Safeguards

  • Encryption in transit and at rest

  • Secure data centers with physical protections

  • Regular penetration testing and security reviews

  • Multi-factor authentication options

 

Organizational Safeguards

  • Strict employee access controls

  • Security and privacy training

  • Incident response procedures

  • SOC 2 Type II compliance (in progress)

 

While we strive to protect your data, no system is completely secure.


6. Your Privacy Rights

 

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

  • Access your personal information

  • Export data in machine-readable format

  • Correct inaccurate information

  • Delete your data (with some legal exceptions)

  • Restrict or object to processing

  • Withdraw consent for marketing communications

 

To exercise these rights, contact: privacy@virtualdojo.com


7. Cookies and Tracking Technologies

 

We use cookies and related technologies for:

  • Authentication

  • Preferences and personalization

  • Analytics and performance

  • Advertising (with consent)

 

You may control cookie settings in your browser, though doing so may affect functionality.


8. Third-Party Links

 

Our Services may link to third-party websites. We do not control or take responsibility for their privacy practices. We encourage you to review their policies.


9. Children’s Privacy

 

Virtual Dojo is not intended for individuals under 18.

We do not knowingly collect children’s data.

If such data is discovered, we will promptly delete it.


10. International Data Transfers

 

Your information may be stored or processed outside your home country.

We use legally recognized safeguards such as:

  • Standard Contractual Clauses

  • Adequacy decisions

  • Privacy frameworks where applicable


11. California Privacy Rights (CCPA)

 

If you are a California resident, you have rights to:

  • Know what personal information we collect

  • Request deletion

  • Opt out of data sale (we do not sell information)

  • Not face discrimination for exercising your rights

 

Submit requests to: info@virtualdojo.com


12. European Privacy Rights (GDPR)

 

If you are in the EEA or UK, you have rights under GDPR, including:

 

Legal Basis for Processing

  • Contract performance

  • Legitimate interests

  • Legal obligations

  • Consent

 

Data Protection Officer: info@virtualdojo.com

Right to File a Complaint: Your local supervisory authority


13. Government Contractor Compliance

 

For customers operating under DFARS, CMMC, or federal procurement requirements:

  • FedRAMP-compatible security controls

  • U.S.-based data storage

  • Support for compliance reporting

  • Segregated handling of government data


14. AI and Machine Learning Practices

 

How We Use AI

  • Process user prompts and business data

  • Generate automated assistance

  • Improve model performance and accuracy

 

Data for Model Improvement

  • Aggregated, anonymized data may be used to improve AI

  • Your specific business data is not used to train shared models

  • You may opt out of model training by contacting us


15. Changes to This Privacy Policy

 

We may update this policy occasionally. If material changes occur, we will notify you via:

  • Email

  • Prominent notice within the Services

  • Updated effective date at the top of this page

 

Continued use of our Services indicates acceptance of the updated policy.


16. Contact Us

 

Virtualdojo LLC (DBA Quotely)

161 Fort Evans Rd NE, Suite 255

Leesburg, VA 20176

 

Privacy Contact: info@virtualdojo.com

General Inquiries: info@virtualdojo.com

Phone: (703) 340-1116

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