Privacy Policy

Virtual EstimateAI, Inc.

Virtual EstimateAI, Inc. ("VirtualEstimate," "Company," "we," "us," or "our") provides an AI-powered estimating and customer relationship management platform for moving companies, available at https://virtualestimate.ai (the "Website") and through our web-based application, customer portals, and related services (collectively, the "Services").

This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our Website, create an account, or otherwise interact with our Services. By using the Website or Services, you acknowledge that you have read and understood this Privacy Policy.

1. Our Two Roles: Business and Service Provider

VirtualEstimate handles personal information in two distinct capacities:

(a) As a business (data controller). We determine how and why personal information is processed when it relates to: (i) visitors to our Website; (ii) individuals who contact us, request demos, or subscribe to communications; and (iii) our customers — moving companies and their authorized users who register for and use the Services ("Customers").

(b) As a service provider (data processor). Our Customers use the Services to manage their own clients — the individuals and businesses requesting moving estimates and services ("End Users"). When End Users submit information through a Customer's branded portal, upload videos of their homes or belongings, sign documents, or make payments, we process that information ("End User Data") solely on behalf of and under the instructions of the relevant Customer. The Customer, not VirtualEstimate, is responsible for its own privacy practices toward its End Users. If you are an End User, please direct privacy questions and requests to the moving company you are working with. We will assist that company in responding to your request as required by law and our agreements.

2. Information We Collect

2.1 Information You Provide Directly

• Account and registration data: name, business name, email address, phone number, job title, password, and company details provided when you create an account or start a free trial.
• Billing and payment data: subscription plan, billing address, and payment card details. Payment card information is collected and processed directly by our payment processor, Stripe, Inc.; we do not store full card numbers.
• Communications: information you provide when you contact us, request a demo, respond to surveys, or communicate with our support team, including by email, contact forms, chat, or SMS.
• Marketing preferences: your choices regarding newsletters and promotional communications.

2.2 Information Collected Automatically

When you visit the Website or use the Services, we and our third-party providers automatically collect:

• Device and usage data: IP address, browser type and version, operating system, device identifiers, pages viewed, links clicked, referring URLs, date/time stamps, and session activity.
• Cookies and similar technologies: we use cookies, pixels, tags, and local storage as described in Section 6 (Cookies and Tracking Technologies).
• Log and security data: server logs, error reports, and security event data, including data processed by Cloudflare for content delivery, performance, and protection against malicious traffic.

2.3 End User Data Processed on Behalf of Customers

Depending on how a Customer configures and uses the Services, End User Data may include:

• contact details (name, email, phone number), move origin and destination addresses, move dates, and inventory details;
• videos, photographs, and recordings of homes, offices, and personal belongings submitted for AI-assisted inventory and estimate generation;
• documents such as estimates, bills of lading, contracts, and electronic signatures;
• identification documents uploaded through the customer portal where the Customer requires identity verification;
• payment and deposit information processed through Stripe on the Customer's behalf;
• SMS message content and delivery data exchanged between the Customer and its End Users.

We process End User Data only to provide the Services to the relevant Customer and as described in our agreement with that Customer. We do not sell End User Data or use it for our own marketing.

3. Artificial Intelligence Processing

A core feature of the Services is AI-assisted video analysis: videos and images submitted by End Users are analyzed to identify household items and generate inventories, cubic footage/weight estimates, and pricing suggestions for the Customer's review.

To provide these features, we use enterprise AI services from third-party providers, which may include Anthropic (Claude), OpenAI (ChatGPT/GPT models), and Google (Gemini). These providers process content submitted through the Services solely to deliver AI functionality to us pursuant to our agreements with them, and are contractually restricted from using such content for their own purposes, including training of their generally available models, in accordance with their respective enterprise/API data usage terms.

AI-generated outputs (such as inventories and estimates) are suggestions subject to review and confirmation by the Customer. Automated processing within the Services does not produce legal or similarly significant effects concerning individuals without human involvement.

4. How We Use Personal Information

We use personal information (in our capacity as a business) to:

• provide, operate, maintain, and secure the Website and Services;
• create and administer accounts, process subscriptions, and collect payments;
• generate estimates, inventories, documents, schedules, and communications requested through the Services;
• send transactional messages (e.g., account notices, security alerts, billing confirmations, "magic link" access messages);
• respond to inquiries and provide customer support;
• send marketing communications about our products, features, and offers, where permitted (you may opt out at any time);
• analyze usage and improve the Website, Services, and user experience;
• detect, investigate, and prevent fraud, abuse, security incidents, and violations of our terms;
• comply with legal obligations and enforce our agreements; and
• complete corporate transactions such as a merger, acquisition, financing, or sale of assets.

We use End User Data only as described in Section 1(b) and Section 2.3.

5. How We Disclose Personal Information

We do not sell personal information for money. We disclose personal information in the following circumstances:

(a) Service providers and subprocessors. We share information with vendors that perform services on our behalf under contractual confidentiality and data protection obligations, including:

(b) Integrations you enable. When a Customer connects third-party integrations (e.g., QuickBooks, Google Calendar/iCal, Gmail), we share the data necessary to operate the integration. Use of connected third-party services is governed by those services' own terms and privacy policies.

(c) Advertising partners. As described in Section 6, third-party advertising cookies and pixels on our Website may collect identifiers and browsing activity. Under some U.S. state laws this is considered "sharing" of personal information for cross-context behavioral advertising, and you may opt out (Section 8).

(d) Legal and safety. We may disclose information to comply with applicable law, regulation, legal process, or governmental request; to enforce our terms; or to protect the rights, property, and safety of VirtualEstimate, our Customers, End Users, or others.

(e) Business transfers. In connection with a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or part of our assets, personal information may be transferred as part of that transaction, subject to this Privacy Policy or successor terms with equivalent protection.

(f) With your consent or at your direction.

Text messaging disclosure: No mobile opt-in information or SMS consent data will be shared with or sold to third parties or affiliates for their own marketing or promotional purposes. SMS opt-in data is used solely to deliver the messages you or your moving company have requested.

6. Cookies and Tracking Technologies

We and our partners use the following categories of technologies on the Website:

• Strictly necessary: required for the Website to function, including security services provided by Cloudflare and Google reCAPTCHA (subject to Google's Privacy Policy and Terms of Service), which protects our forms from spam and abuse.
• Analytics: Google Analytics and Microsoft/Bing tools help us understand how visitors use the Website. We also use Google Search Console data to monitor search performance (aggregate, non-identifying).
• Advertising: the Meta Pixel and the LinkedIn Insight Tag help us measure ad performance and reach audiences on those platforms. These partners may combine data collected on our Website with other information they hold.

You can manage cookies through your browser settings, and opt out of interest-based advertising through:

• Google: https://adssettings.google.com
• Meta: https://www.facebook.com/adpreferences
• LinkedIn: https://www.linkedin.com/psettings/advertising
• Industry tools: https://optout.aboutads.info and https://optout.networkadvertising.org

To opt out of "sharing" for cross-context behavioral advertising under applicable state law, see Section 8. Our Website also honors browser-based opt-out preference signals such as Global Privacy Control (GPC) where required by law.

7. SMS / Text Messaging Program

Customers and End Users may receive SMS messages through the Services (delivered via Twilio), including account access links ("magic links"), estimate and appointment notifications, and, where separately consented, marketing messages.

• Consent to receive text messages is not a condition of any purchase.
• Message frequency varies; message and data rates may apply.
• Reply STOP to cancel at any time, or HELP for assistance. You may also contact us at [email protected].
• Carriers are not liable for delayed or undelivered messages.
• As stated in Section 5, mobile information and SMS consent are never sold or shared with third parties for their marketing purposes.

8. Your U.S. State Privacy Rights

Depending on your state of residence (including California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and others with comprehensive privacy laws), you may have the right to:

• Know/Access the personal information we have collected about you, including categories, sources, purposes, and disclosures;
• Correct inaccurate personal information;
• Delete personal information, subject to legal exceptions;
• Portability — receive a copy of your personal information in a usable format;
• Opt out of (i) the sale of personal information, (ii) sharing/processing for targeted (cross-context behavioral) advertising, and (iii) certain profiling;
• Limit the use of sensitive personal information, where applicable; and
• Non-discrimination for exercising your rights.

How to exercise your rights: email us at [email protected] with the subject line "Privacy Request," or write to the address in Section 14. We will verify your identity (for example, by confirming information associated with your account or email address) before acting on a request, and we will respond within the timeframe required by applicable law. You may use an authorized agent, in which case we may require proof of the agent's authority.

Opt out of sale/sharing: email [email protected] with the subject "Do Not Sell or Share My Personal Information," use the cookie/advertising controls in Section 6, or enable a Global Privacy Control signal in your browser.

California notice at collection (summary): In the preceding 12 months we have collected the categories of personal information described in Section 2 (identifiers; customer records; commercial information; internet/network activity; geolocation inferred from IP; audio/visual data in End User Data; professional information; and inferences) from the sources described in Section 2, for the purposes described in Section 4, and disclosed them to the categories of recipients described in Section 5. We do not sell personal information for money; our use of advertising pixels may constitute "sharing" under the CPRA, which you may opt out of as described above. We do not use or disclose sensitive personal information for purposes requiring a right to limit under the CPRA. We do not knowingly sell or share the personal information of consumers under 16 years of age.

End Users: if we hold your information solely as a service provider for a moving company, we will forward your request to that company or direct you to it, as required by law.

If we deny your request, you may appeal by replying to our decision email; where applicable, you may also contact your state Attorney General.

9. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer period is required or permitted by law:

• Customer account data: for the duration of the Customer's subscription and for a reasonable period thereafter for legal, accounting, and dispute-resolution purposes.
• End User Data, including videos and images: retained for as long as the relevant Customer's account remains active, unless the Customer deletes it earlier or instructs us to do so. Upon account termination, End User Data is deleted or returned in accordance with our agreement with the Customer, subject to routine backup cycles and legal retention obligations.
• Billing records: as required by tax and accounting laws.
• Marketing data: until you opt out or the data is no longer needed.

10. Security

We implement administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls, network protection (including Cloudflare security services), and vendor due diligence. Payment card data is handled by Stripe in accordance with PCI-DSS. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. Please protect your account credentials and notify us immediately at [email protected] of any suspected unauthorized access.

11. Children's Privacy

The Website and Services are intended for businesses and adults. We do not knowingly collect personal information from children under 13 (or under the age required by applicable law), and the Services are not directed to them. If you believe a child has provided us personal information, contact us at [email protected] and we will delete it.

12. Third-Party Websites and Services

The Website and Services may contain links to, or integrations with, third-party websites and services (including Stripe checkout pages, Google services, QuickBooks, Meta, and LinkedIn). We are not responsible for the privacy practices of third parties. We encourage you to review their privacy policies.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The "Last Updated" date above indicates when it was last revised. Material changes will be communicated by posting the updated policy on the Website and, where appropriate, by additional notice (such as email to account holders). Your continued use of the Website or Services after the effective date of an updated policy constitutes acceptance of the changes.