Privacy Policy/Terms of Use
Effective Date: January 1, 2026 | Last Updated: May 31, 2026
Governing Law: State of Wisconsin, United States of America
PART I: PRIVACY POLICY
This Privacy Policy describes how Vivaro HR LLC ("Company," "we," "us," or "our"), a Wisconsin limited liability company, collects, uses, discloses, and protects personal information obtained through our website at https://www.vivarohr.com (the "Site") and related services. This policy applies to all visitors, prospective clients, current clients, and anyone who contacts us through the Site or by other means.
By using our Site, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with any part of this policy, please do not use our Site or services.
1. INFORMATION WE COLLECT
We collect information in the following categories:
A. Information You Provide Directly
When you contact us, complete a form, schedule a consultation, or engage our services, we may collect:
Full name
Business name and job title
Email address
Phone number
Mailing address
Contact and communication preferences
Information submitted through our Calendly scheduling tool or contact forms
B. Information Collected Automatically
When you visit the Site, we and our service providers (including Squarespace) may automatically collect:
IP address and approximate geographic location
Browser type, version, and settings
Device type and operating system
Pages visited, time spent, and referring URLs
Cookies and similar tracking technologies placed by Squarespace's platform
This information does not identify you personally and is used for site analytics, security, and improving user experience. Squarespace's own privacy policy governs how it processes this data on our behalf.
C. Payment Information
Vivaro HR LLC does not directly collect or store credit card numbers, debit card numbers, or banking credentials. Payment processing is handled through third-party processors (currently Assembly). We may retain records of transaction amounts, dates, and invoice references for billing and legal compliance purposes.
D. Sensitive Information
We do not intentionally collect sensitive personal information such as Social Security numbers, government identification numbers, health or medical information, genetic data, biometric data, racial or ethnic origin, religious beliefs, sexual orientation, or immigration status through our Site. If you provide such information in the course of engaging our HR consulting services, it is governed by our separate client service agreement and applicable confidentiality obligations.
2. HOW WE USE YOUR INFORMATION
We process personal information only for legitimate business purposes. The legal basis for each processing activity is identified below for compliance with the EU General Data Protection Regulation (GDPR) and UK GDPR, where applicable.
We use the information we collect to:
Respond to your inquiries and provide requested information about our services. Legal basis: Legitimate interest (GDPR Art. 6(1)(f)); contractual necessity where a service engagement exists (Art. 6(1)(b)).
Schedule and conduct discovery calls and consultations. Legal basis: Contractual necessity; legitimate interest.
Deliver HR consulting and fractional HR services. Legal basis: Performance of a contract (GDPR Art. 6(1)(b)).
Send transactional and administrative communications, including service updates, invoices, and policy changes. Legal basis: Contractual necessity; legitimate interest.
Send marketing and promotional communications about our services, resources, and events, where you have opted in or where permitted by applicable law. Legal basis: Consent (GDPR Art. 6(1)(a)); legitimate interest under CAN-SPAM where applicable. You may opt out at any time.
Maintain, improve, and secure our Site and services. Legal basis: Legitimate interest.
Comply with applicable legal obligations, including Wisconsin Statutes, federal law, and applicable international law. Legal basis: Legal obligation (GDPR Art. 6(1)(c)).
Establish, exercise, or defend legal claims. Legal basis: Legitimate interest; legal obligation.
We do not sell your personal information to third parties. We do not use your data for automated decision-making or profiling in ways that produce legal or similarly significant effects on you.
3. HOW LONG WE RETAIN YOUR INFORMATION
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law. Our general retention guidelines are as follows:
Contact and inquiry records: up to 3 years from last contact, or as required to fulfill any resulting engagement.
Client engagement records: 7 years following the end of the engagement, consistent with Wisconsin business record retention requirements and potential legal claim periods.
Financial and billing records: 7 years, consistent with IRS guidance and Wisconsin tax record requirements.
Marketing consent records: retained for the duration of the marketing relationship, plus 3 years to document compliance.
Site analytics and log data: up to 13 months, consistent with Squarespace platform defaults.
When data is no longer needed, we delete or anonymize it using commercially reasonable methods. Physical records containing personal information are disposed of in a secure manner consistent with Wis. Stat. section 134.97.
4. HOW WE SHARE YOUR INFORMATION
We do not sell, rent, or trade your personal information. We may share information in the following limited circumstances:
A. Service Providers and Data Processors
We use third-party service providers who process personal data on our behalf. These providers are contractually required to protect your data and use it only for the purposes we direct. Current service providers include:
Squarespace, Inc. (website hosting and analytics)
Calendly LLC (appointment scheduling)
HubSpot, Inc. (CRM and contact management)
Apollo.io (sales outreach and prospecting)
Assembly (client portal, billing, and contract management)
Wave Financial Inc. (bookkeeping and invoicing)
Google LLC (email, calendar, and productivity tools)
CapCut / ByteDance (video content creation)
HeyGen, Inc. (video production)
This list may be updated from time to time as our technology stack evolves. The current list is maintained at this policy page.
B. Legal Requirements
We may disclose personal information if required to do so by law, court order, or lawful governmental request, or when we believe in good faith that disclosure is necessary to protect our rights, prevent fraud, or protect the safety of any person.
C. Business Transfers
In the event of a merger, acquisition, reorganization, sale of assets, or dissolution of Vivaro HR LLC, personal information may be transferred as part of that transaction. We will notify affected individuals as required by law.
D. With Your Consent
We may share your information with third parties for any other purpose with your explicit consent.
5. COOKIES AND TRACKING TECHNOLOGIES
Our Site is hosted on Squarespace, which uses cookies and similar tracking technologies to operate and improve the Site. Cookies are small text files placed on your device. Squarespace may use:
Essential cookies necessary for the Site to function (e.g., session management).
Analytics cookies to understand how visitors use the Site.
Marketing cookies if advertising integrations are enabled.
You may configure your browser to refuse cookies or alert you when cookies are being sent. Please note that disabling cookies may affect the functionality of some parts of the Site. Because our Site is hosted on Squarespace's infrastructure, the specific cookies used are governed in part by Squarespace's Cookie Policy, available at https://www.squarespace.com/privacy.
We do not currently operate a separate cookie consent management platform. Visitors from the EU or UK may contact us at info@vivarohr.com to request information about cookies used on the Site.
6. HOW WE PROTECT YOUR INFORMATION
We implement commercially reasonable technical and organizational security measures to protect personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:
Email authentication (DMARC, DKIM, and SPF) for our vivarohr.com domain.
Use of HTTPS for all Site traffic.
Access controls limiting data access to authorized personnel.
Use of third-party service providers with their own security certifications and compliance programs.
No method of electronic transmission or storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security. In the event of a data breach that creates a material risk of identity theft or fraud to Wisconsin residents, we will provide notice within 45 days of discovery, consistent with Wis. Stat. section 134.98.
7. YOUR RIGHTS AND CHOICES
Depending on your location and applicable law, you may have the following rights with respect to your personal information:
A. All Users
Access: You may request confirmation of whether we hold personal information about you and request a copy.
Correction: You may request that we correct inaccurate or incomplete information.
Deletion: You may request deletion of your personal information, subject to our legal retention obligations.
Opt-Out of Marketing: You may unsubscribe from marketing emails at any time by clicking the unsubscribe link in any email we send, replying STOP to any SMS, or contacting us directly at info@vivarohr.com.
B. EEA and UK Residents (GDPR and UK GDPR)
If you are located in the European Economic Area or the United Kingdom, you have the following additional rights under GDPR and UK GDPR:
Right to restrict processing: You may request that we limit how we use your data in certain circumstances.
Right to data portability: You may request a copy of your data in a structured, machine-readable format.
Right to object: You may object to processing based on legitimate interests or for direct marketing purposes.
Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
Right to lodge a complaint: You have the right to lodge a complaint with your local supervisory authority. A list of EU supervisory authorities is available at https://edpb.europa.eu/about-edpb/about-edpb/members_en. The UK supervisory authority is the Information Commissioner's Office at https://ico.org.uk.
International Data Transfers: Vivaro HR LLC is based in the United States. If you are located in the EEA or UK, your personal information will be transferred to and processed in the United States, which may not provide the same level of data protection as your home jurisdiction. We rely on Standard Contractual Clauses and, where applicable, adequacy decisions as transfer mechanisms for any such transfers. You may contact us to request further information about the safeguards in place.
C. Canadian Residents
If you are located in Canada, we collect and use your personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws, including Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Law 25). You have the right to access your personal information and challenge its accuracy. To exercise your rights, contact us using the information in Section 10 below.
To exercise any of the rights described above, please contact us at info@vivarohr.com or by mail at the address in Section 10. We will respond to verified requests within 30 days, or within the timeframe required by applicable law. We may need to verify your identity before processing your request.
8. THIRD-PARTY WEBSITES AND LINKS
Our Site may contain links to third-party websites, tools, and platforms. These links are provided for convenience only. We do not control and are not responsible for the privacy practices, content, or security of third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.
9. CHILDREN'S PRIVACY
Our Site and services are intended for adults and business professionals. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have collected personal information from a minor, we will take prompt steps to delete it. If you believe we have inadvertently collected information from a minor, please contact us at info@vivarohr.com.
10. CONTACT US ABOUT THIS POLICY
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact:
Vivaro HR LLC
Attn: Samantha Martin, Privacy and Data Compliance
905 George St. #136
De Pere, Wisconsin 54115
Phone: 920-215-1388
Email: info@vivarohr.com
Website: https://www.vivarohr.com
11. UPDATES TO THIS POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or technology. When we make material changes, we will update the "Last Updated" date at the top of this document. We encourage you to review this policy periodically. Your continued use of the Site after any changes constitutes acceptance of the updated policy.
Note: Wisconsin does not currently have a comprehensive consumer data privacy statute. Assembly Bills AB 172 and Senate Bill SB 166 have been introduced in the 2025-2026 legislative session but have not been enacted as of the date of this policy. We will update this policy if and when such legislation becomes effective.
PART II: TERMS OF USE
1. AGREEMENT TO TERMS
These Terms of Use ("Terms") constitute a legally binding agreement between you, whether personally or on behalf of a business entity ("you" or "User"), and Vivaro HR LLC, a Wisconsin limited liability company ("Company," "we," "us," or "our"), governing your access to and use of the website located at https://www.vivarohr.com and any related media, channels, or linked pages (collectively, the "Site").
BY ACCESSING OR USING THE SITE, YOU CONFIRM THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO BE BOUND BY THESE TERMS. IF YOU DO NOT AGREE, YOU MUST IMMEDIATELY DISCONTINUE USE OF THE SITE.
We reserve the right to modify these Terms at any time. Changes become effective when posted. Your continued use of the Site after changes are posted constitutes acceptance of the revised Terms. We recommend reviewing these Terms periodically.
2. USE OF THE SITE
The Site is intended for informational purposes and to facilitate engagement with our HR consulting services. You agree to use the Site only for lawful purposes and in a manner consistent with these Terms and all applicable federal, state, and local laws.
You agree NOT to:
Use the Site for any unlawful purpose or in violation of any applicable law or regulation.
Attempt to gain unauthorized access to any portion of the Site or its related systems.
Upload or transmit viruses, malware, or other harmful code.
Use automated tools (bots, scrapers, crawlers, scripts) to collect data from the Site without our prior written consent.
Impersonate any person or entity or misrepresent your affiliation with any person or entity.
Harass, threaten, or harm any other user or our personnel.
Systematically compile Site content into databases or directories without written permission.
Use Site content for any commercial purpose other than engaging directly with Vivaro HR's services.
Circumvent, disable, or interfere with security features of the Site.
3. INTELLECTUAL PROPERTY
All content on the Site, including but not limited to text, graphics, logos, images, video, and software (collectively, "Content"), is the proprietary property of Vivaro HR LLC or its licensors and is protected by United States and international copyright, trademark, and intellectual property laws.
You are granted a limited, non-exclusive, non-transferable license to access and view the Site and its Content solely for personal, non-commercial informational purposes. No Content may be copied, reproduced, republished, uploaded, distributed, sold, or otherwise exploited for any commercial purpose without our prior written consent.
All trademarks, service marks, and trade names displayed on the Site are the property of Vivaro HR LLC or their respective owners. Nothing in these Terms grants you any right to use our trademarks or trade dress.
4. USER SUBMISSIONS
If you submit questions, comments, feedback, ideas, or other materials through the Site ("Submissions"), you grant Vivaro HR LLC a non-exclusive, royalty-free, perpetual, irrevocable, worldwide license to use, reproduce, modify, and distribute those Submissions for any lawful business purpose, without compensation to you.
You represent and warrant that your Submissions are your original work, do not infringe any third-party rights, and do not contain unlawful, harmful, or offensive content. You remain solely responsible for the content of your Submissions.
5. DISCLAIMER OF WARRANTIES
THE SITE AND ALL CONTENT ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SITE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.
The information on the Site is for general informational purposes only and does not constitute legal, HR, employment, or compliance advice specific to your situation. You should consult a qualified professional before acting on any information from this Site.
6. LIMITATION OF LIABILITY
TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, VIVARO HR LLC, ITS MEMBERS, MANAGERS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE TO YOU FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE, OR EXEMPLARY DAMAGES ARISING OUT OF OR RELATED TO YOUR USE OF OR INABILITY TO USE THE SITE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
Our total liability to you for any claim arising out of or related to these Terms or your use of the Site shall not exceed one hundred U.S. dollars ($100.00) or the amount you paid us in the six (6) months preceding the claim, whichever is greater.
Some jurisdictions do not allow the exclusion of certain warranties or the limitation of certain damages. If those laws apply to you, some of the above exclusions or limitations may not apply, and you may have additional rights.
7. INDEMNIFICATION
You agree to defend, indemnify, and hold harmless Vivaro HR LLC and its members, managers, employees, contractors, and agents from and against any claims, liabilities, damages, judgments, awards, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to: (a) your use of the Site in violation of these Terms; (b) your violation of any applicable law or regulation; (c) your violation of any third-party rights; or (d) any content you submit through the Site.
8. THIRD-PARTY LINKS AND CONTENT
The Site may contain links to third-party websites or embed third-party content. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites. Links do not constitute our endorsement of those sites or their content. Your access to third-party sites is at your own risk.
9. SITE AVAILABILITY AND MODIFICATIONS
We reserve the right to modify, suspend, or discontinue the Site or any portion of it at any time without notice. We are not liable to you or any third party for any such modification, suspension, or discontinuance. We do not guarantee uninterrupted availability of the Site.
10. GOVERNING LAW AND JURISDICTION
These Terms are governed by and construed in accordance with the laws of the State of Wisconsin, without regard to its conflict of law provisions. Any legal action or proceeding arising under or related to these Terms shall be brought exclusively in the state or federal courts located in Brown County, Wisconsin, and you hereby irrevocably consent to the personal jurisdiction and venue of such courts.
11. DISPUTE RESOLUTION
A. Informal Resolution
Before initiating formal proceedings, you agree to contact us at info@vivarohr.com to describe the dispute and attempt to resolve it informally. We will attempt to resolve any dispute within 30 days of receiving notice.
B. Binding Arbitration
If informal resolution fails, any dispute, claim, or controversy arising out of or relating to these Terms or the Site (excluding claims described in Section 11.D below) shall be resolved by binding arbitration administered by the American Arbitration Association ("AAA") under its Consumer Arbitration Rules, as modified by these Terms. The arbitration shall be conducted in Brown County, Wisconsin, or remotely by mutual agreement. The arbitrator's decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.
C. Class Action Waiver
All claims must be brought in your individual capacity and not as a plaintiff or class member in any purported class, collective, or representative action. The arbitrator may not consolidate more than one person's claims and may not preside over any form of class or representative proceeding.
D. Exceptions to Arbitration
The following disputes are not subject to binding arbitration and may be brought in court: (a) claims to enforce or protect intellectual property rights; (b) claims related to theft, piracy, unauthorized use, or invasion of privacy; and (c) claims for injunctive or other equitable relief to prevent imminent harm.
E. Governing Law of Arbitration
The substantive law of the State of Wisconsin shall govern any arbitration proceeding. The Federal Arbitration Act governs the interpretation and enforcement of this arbitration provision.
12. ELECTRONIC COMMUNICATIONS
By using the Site, submitting forms, or sending us emails, you consent to receive electronic communications from us. You agree that all agreements, notices, disclosures, and other communications we provide to you electronically satisfy any requirement that such communications be in writing, to the extent permitted by applicable law.
13. USER DATA
You are solely responsible for any data you transmit to or through the Site. We are not liable for any loss or corruption of such data. You waive any right of action against us arising from loss or corruption of data you transmit.
14. CORRECTIONS
The Site may contain typographical errors, inaccuracies, or omissions. We reserve the right to correct any errors and to update information at any time without prior notice.
15. ENTIRE AGREEMENT AND SEVERABILITY
These Terms, together with our Privacy Policy and any applicable client service agreement, constitute the entire agreement between you and Vivaro HR LLC with respect to the Site and supersede all prior agreements and understandings. If any provision of these Terms is found to be unlawful, void, or unenforceable, that provision is severable and does not affect the validity and enforceability of the remaining provisions.
Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.
