Document 01 / Privacy
Privacy Policy
This Privacy Policy explains what information Vividly Built collects, why we collect it, how we use and share it, and the choices and rights available to you.
1. Overview
Vividly Built (“Vividly Built,” “we,” “us,” or “our”) is a luxury interior design and architectural design studio operating out of California, with project work nationwide. This Policy applies to vividlybuilt.com, our project intake forms, our estimates and proposal portals, our scheduling tools, and any other digital experience that links to this Policy (collectively, the “Services”).
By using our Services, requesting an estimate, booking a consultation, or engaging us for a project, you acknowledge that you have read and understood this Policy. If you do not agree, please do not use the Services.
2. Information We Collect
We collect information in three ways: information you give us, information we collect automatically, and information we receive from third parties.
2.1 Information you give us
- Contact details - name, email, phone number, project address, billing address.
- Project information - property type, scope, style preferences, budget, timeline, photos, plans, surveys, and any other materials you share through our intake forms, email, or our shared project workspace.
- Estimate & proposal data - line items, allowances, sign-offs, and notes generated when we prepare and send you a written estimate, change order, or proposal.
- Communications - emails, text messages, call records, voicemails, meeting notes, and any other correspondence you exchange with our team.
- Payment information - invoicing details, ACH or wire information, or tokenized card data processed by our payment providers. We do not store full card numbers on our systems.
- Account & portal data - login identifiers and preferences if you use our client portal, render review tool, or VR walkthrough.
2.2 Information we collect automatically
- Device & usage data - IP address, browser type and version, operating system, language, referring/exit pages, pages viewed, time on page, scroll depth, and click events.
- Cookies & similar technologies - small files placed on your device for authentication, preferences, and our own first-party analytics. See our Cookie Policy for full detail.
- Approximate location - derived from IP address (city / region level), used to route inquiries to the closest studio.
- Estimate engagement - when we send you a digital estimate or proposal, we track open events, time spent on each page or line item, sign-off status, and download events. This helps us follow up at the right moment and improve future proposals.
- Call recording - inbound and outbound business calls with our team may be recorded and transcribed for quality assurance, training, dispute resolution, and to maintain an accurate record of project decisions. Where required by law, we will announce the recording at the start of the call. You may ask us to stop recording at any time.
2.3 Information from third parties
- Referral partners, builders, and architects who refer you to us (with your consent or where permitted by law).
- Public records and property data services that we use to verify property attributes during scoping.
- Advertising and analytics partners (e.g., Google, Meta) that help us measure campaign performance.
- Reviews, testimonials, or social profiles you have made publicly available.
3. How We Use Information
| Purpose | What We Use |
|---|
| Deliver the Services - respond to inquiries, prepare estimates, schedule consultations, run your project. | Contact details, project information, communications, payment data. |
| Track estimates & proposals - know when you have received and reviewed our materials, follow up appropriately, and refine pricing tools. | Estimate engagement events, account data. |
| Quality & training - review call recordings and project notes to improve service and resolve any disputes. | Call recordings, transcripts, communications. |
| Site analytics - understand which pages and projects resonate, fix bugs, plan content. | Device & usage data, cookies, approximate location. |
| Marketing - send you newsletters and project updates you explicitly opt into. We do not run third-party ad pixels or targeted advertising. | Contact details (for email you opt into). |
| Security & fraud prevention - protect our systems and your account, prevent abuse, comply with law. | All categories, as needed. |
| Legal & compliance - meet our obligations, respond to lawful requests, protect our rights. | All categories, as needed. |
4. How We Share Information
We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We share information only in the limited circumstances below:
- Project partners - builders, architects, engineers, contractors, vendors, and trades working on your project. We share only what is needed to deliver the work.
- Service providers - software platforms we rely on to run the studio: hosting (e.g., AWS), email (e.g., Google Workspace), CRM and proposal tools, scheduling, payment processors, e-sign, accounting, customer support, call platform and recording, project management, and rendering / VR services.
- Analytics providers - Google Analytics, Microsoft Clarity, and CallRail, used solely for our own first-party site analytics and call attribution, subject to your cookie choices. We do not share your information with advertising networks or use it for cross-context behavioral advertising.
- Legal & protective - to comply with subpoenas, court orders, or other legal process; to enforce our agreements; to protect the rights, property, or safety of Vividly Built, our clients, or others.
- Business transfers - in connection with a merger, acquisition, financing, or sale of assets, with reasonable confidentiality protections.
- With your consent - for any other purpose disclosed at the time of collection.
5. How Long We Keep Information
We retain information for as long as needed to provide the Services, run our business, and comply with our legal, accounting, and contractual obligations. Typical defaults:
- Inquiry & estimate records - up to 36 months after last contact, then archived or deleted.
- Active client project records - for the duration of the project and at least 7 years after final completion or final invoice, consistent with construction-industry standards and statutes of repose.
- Call recordings - typically 12 months for general business calls; longer if the call is part of an active project file or relates to a dispute.
- Marketing email records - until you unsubscribe, then minimal records to honor your preference.
- Analytics data - aggregated and retained per the platform’s defaults (typically 14–26 months for identifiable, indefinite for aggregate).
6. Your Rights & Choices
Depending on where you live, you may have the right to:
- Know what personal information we hold about you.
- Request a copy or portability of that information.
- Correct information that is inaccurate.
- Delete your information, subject to legal exceptions (e.g., active project, accounting records).
- Opt out of targeted advertising and certain “sharing” for cross-context behavioral advertising.
- Withdraw consent at any time where we rely on consent.
- Designate an authorized agent to act on your behalf.
- Appeal a denial of your request.
To exercise any of these rights, email [email protected] or write to the address in Section 12. We will not discriminate against you for exercising your rights.
6.1 California residents (CCPA / CPRA)
California residents have the additional rights to know the categories and specific pieces of personal information we have collected, the categories of sources, the business purposes for collection, and the categories of third parties with whom we share. We do not sell or share your personal information, including for cross-context behavioral advertising. You can manage analytics cookies at any time via the “Cookie Settings” link in our footer or our Cookie Policy.
6.2 Other U.S. states
Residents of Virginia, Colorado, Connecticut, Utah, Texas, and other states with comprehensive privacy laws have substantially similar rights. We honor opt-out preference signals (such as Global Privacy Control) where required.
7. Communications & Marketing
If you give us your email or phone number, we may send you project updates, transactional messages, scheduling reminders, and occasional marketing about our work. You can opt out of marketing email at any time by clicking “unsubscribe” in any email we send, or by replying STOP to any marketing SMS. Transactional and project-related messages are not affected by marketing opt-outs.
8. Call Recording & Two-Party Consent
California, Florida, and several other states require all parties to a call to consent to recording. We comply by:
- Announcing at the beginning of recorded calls that the call may be recorded for quality and training.
- Stopping the recording on request.
- Restricting access to recordings to staff who need them for the project, dispute resolution, or coaching.
- Storing recordings encrypted at rest with a defined retention window.
If you would prefer your call not be recorded, just say so - we will switch to notes only.
9. Security
We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit (TLS), encryption at rest for sensitive stores, role-based access, single sign-on with multi-factor authentication for staff, and routine review of vendors with access to client data. No system is perfectly secure; please report any suspected vulnerability to [email protected].
10. Children
Our Services are intended for adults. We do not knowingly collect personal information from children under 16. If you believe a child has provided us information, please contact us so we can delete it.
11. International Visitors
We operate from the United States. If you visit our Services from outside the U.S., your information will be transferred to and processed in the U.S., which may have different data protection laws than your jurisdiction. By using the Services, you consent to that transfer.
12. Changes & Contact
We may update this Policy from time to time. The “Last Updated” date at the top reflects the most recent revision. Material changes will be highlighted on the Services or sent to active clients by email.
Document 02 / Terms
Terms of Service
These Terms govern your use of vividlybuilt.com and any quotes, estimates, proposals, and design services provided by Vividly Built. They are not a substitute for the signed agreement that governs paid project work.
1. Acceptance of Terms
By accessing the Services, requesting an estimate, or engaging Vividly Built, you agree to these Terms and to our Privacy Policy. If you are using the Services on behalf of an entity (such as a property owner LLC or a household trust), you represent that you have authority to bind that entity.
2. Eligibility
You must be at least 18 years old and able to enter into binding contracts in your jurisdiction to use the Services. Our project work is offered to property owners and authorized agents of property owners.
3. Description of Services
Vividly Built provides interior design, architectural design, visualization (renderings, 360 walkthroughs, VR), and project consulting. Marketing pages, estimates, proposals, and concept materials are provided for discussion and planning purposes and do not represent a contract for construction. A binding scope, fee, and schedule for any project is established only in a separately signed Design Services Agreement (“DSA”) or written change order.
4. Estimates & Proposals
- Validity - estimates are valid for the period stated on the document (default: 30 days). After expiration, line items may be re-priced based on current vendor pricing and market conditions.
- Tracking - we track when you open and review estimates, proposals, and change orders. This helps us follow up at the right time and improve our pricing tools. See our Privacy Policy for detail.
- Allowances - allowance line items are placeholders, not fixed costs. Final selections may be higher or lower; differences are reconciled by change order.
- Conditions - estimates assume reasonable site access, accurate as-builts, and standard conditions. Concealed conditions (structural surprises, hazardous materials, etc.) may change the scope and price.
5. Fees, Invoicing & Payment
Fees and a payment schedule are stated in your DSA. Standard practice:
- A retainer is due to begin work; balances are billed against milestones or on a schedule.
- Invoices are due within the period stated on the invoice (default: net 15).
- Past-due balances may bear interest at 1.5% per month (or the maximum permitted by law) and may pause work until paid.
- Reimbursable expenses (travel, prints, third-party renderings, samples, permits paid on your behalf) are billed at cost or with a stated markup.
- Sales and use tax is added where required.
6. Deliverables, Revisions & Sign-Off
Each project phase ends with a defined deliverable (e.g., schematic design package, design development set, finish schedule, VR walkthrough). The number of revision rounds is set in your DSA. Additional revisions, scope changes, and post-sign-off edits are billed by change order. Once a phase is signed off, downstream work proceeds against the approved package; later changes typically have downstream cost and schedule impact, which we will quote in writing.
7. Intellectual Property
- Our IP - the website, brand, photos, drawings, renderings, models, VR scenes, plans, specifications, processes, methodologies, and software (including our patent-pending visualization workflow) are owned by Vividly Built or our licensors. You may not copy, redistribute, scrape, or use them outside the project for which they were prepared without our written consent.
- Your project license - on full payment, we grant you a non-exclusive, non-transferable license to use the design documents and renderings for the construction, occupancy, and resale marketing of the specific project at the specific address. We retain the right to display the work in our portfolio, marketing, and case studies.
- Your content - you keep ownership of materials you provide (photos, plans, surveys). You grant us a license to use them as needed to deliver the project.
- Trademarks - “Vividly Built” and our logos are our marks. You may not use them without our written consent.
8. Acceptable Use
When using the Services, you agree not to:
- Reverse engineer, scrape, or systematically harvest our materials.
- Use the Services to violate any law, infringe IP, or harass anyone.
- Upload malicious code, attempt to bypass security, or probe for vulnerabilities without authorization.
- Misrepresent your identity or authority on a project.
9. Third-Party Links & Vendors
Our Services may link to third-party websites or rely on third-party vendors (renderers, fabricators, builders, software). We do not control and are not responsible for third-party content, products, or services. Your dealings with any third party are between you and that third party.
10. Disclaimers
The Services and any free materials are provided “as is” and “as available” without warranty of any kind, express or implied, to the maximum extent permitted by law. We do not warrant that the Services will be uninterrupted or error-free, that defects will be corrected, or that the Services are free of viruses. Renderings, VR scenes, and conceptual visuals are illustrative only; actual built results may vary based on site conditions, finishes, lighting, and trade execution.
11. Limitation of Liability
To the maximum extent permitted by law, Vividly Built and its officers, employees, and contractors will not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or goodwill, arising out of or in connection with the Services or these Terms. Our total liability for any claim arising out of these Terms or the Services will not exceed the fees paid by you to Vividly Built for the specific Services giving rise to the claim during the 12 months preceding the claim. Project-specific liability and insurance are governed by the DSA.
12. Indemnification
You will indemnify and hold harmless Vividly Built from any claims arising out of (a) your breach of these Terms, (b) your violation of law, (c) materials you provide to us, or (d) the construction or use of the project by parties other than Vividly Built.
13. Termination
We may suspend or terminate your access to the Services at any time, with or without notice, for conduct we reasonably believe violates these Terms or harms us, our clients, or third parties. You may stop using the Services at any time. Project termination is governed by the DSA.
14. Governing Law & Disputes
These Terms are governed by the laws of the State of California, without regard to its conflict-of-laws principles. The parties agree to submit any dispute arising out of these Terms to the exclusive jurisdiction of the state and federal courts located in Los Angeles County, California. The parties will first attempt to resolve any dispute through good-faith negotiation, then non-binding mediation in Los Angeles, before filing suit. Project-specific dispute resolution is governed by the DSA.
15. Miscellaneous
- Entire agreement - these Terms, together with the Privacy Policy, Cookie Policy, and any DSA or written change order, constitute the entire agreement between you and Vividly Built regarding the Services.
- Severability - if any provision is found unenforceable, the rest remain in effect.
- No waiver - a delay or failure to enforce any term is not a waiver.
- Assignment - you may not assign these Terms without our consent; we may assign them in connection with a merger or sale of assets.
- Force majeure - neither party is liable for delays caused by events beyond reasonable control (natural disasters, fires, civil unrest, supply-chain disruption, government action).
- Notices - we may send notices by email to the address you provide. You may send notices to [email protected].
Document 03 / Cookies
Cookie Policy
This Policy explains what cookies and similar technologies are, which ones we use on vividlybuilt.com, and how you can control them.
1. What are cookies?
Cookies are small text files stored on your device by your browser when you visit a website. They are widely used to make websites work, to make them work more efficiently, and to provide information to the site owner. We also use related technologies such as local storage, session storage, pixels, SDKs, and tags. Throughout this Policy we refer to all of these as “cookies” for simplicity.
Cookies set by us are called first-party cookies. Cookies set by domains other than ours (e.g., analytics or ad providers) are third-party cookies.
2. Categories we use
| Category | Purpose | Examples | Can be disabled? |
|---|
| Strictly necessary | Make the site function: load pages, secure your session, remember your cookie preferences, route requests, prevent abuse. | Session cookies, CSRF tokens, load balancer routing, the cookie consent itself. | No - site won’t work without them. |
| Functional | Remember preferences (e.g., portfolio view mode, dismissed banners) and improve your experience. | UI preference cookies, language hints, recently viewed projects. | Yes, in your browser. |
| Analytics | Understand how visitors use the site so we can improve it. Mostly aggregate - how many people viewed a project, how long, what they clicked. | Google Analytics 4 (_ga, _ga_*), Microsoft Clarity, server-side page logs. | Yes - via “Cookie Settings” in the footer. |
| Estimate & proposal tracking | Track when you open and review the digital estimates, proposals, and change orders we send you, so we follow up at the right time and improve future quotes. | First-party tracking cookies on our proposal portal; pixel-style open events on emailed PDFs and links. | You can request a non-tracked PDF copy - email [email protected]. |
| Embedded content | Power third-party content embedded on our pages (videos, maps, forms). | YouTube/Vimeo (video), Google Maps (locations), Calendly (scheduling), Fillout (intake forms). | Yes, by not interacting with the embed; some are blocked until consent. |
3. Detailed cookies list
The exact list of cookies on the site can change as we add or remove tools. The most common cookies you will see on vividlybuilt.com:
| Name | Provider | Purpose | Type | Duration |
|---|
vb-consent-v1 | Vividly Built | Stores your cookie choice (Accept / Decline) in your browser’s local storage. | 1st-party | Until cleared |
vb_view_mode | Vividly Built | Remembers your preferred portfolio layout (Ribbons / Spotlight / Editorial). | 1st-party | 6 months |
vb_session | Vividly Built | Authenticates your client portal session. | 1st-party | Session |
vb_estimate_seen | Vividly Built | Tracks open and review of digital estimates and proposals. | 1st-party | 24 months |
_ga, _ga_* | Google Analytics 4 | Aggregate site analytics. | 3rd-party | 2 years |
_gid | Google Analytics | Distinguishes users for analytics. | 3rd-party | 24 hours |
_clck, _clsk | Microsoft Clarity | Heatmaps and session replay (sampled). | 3rd-party | 1 year / session |
YSC, VISITOR_INFO1_LIVE | YouTube | Embedded video playback. | 3rd-party | Session / 6 months |
4. Session replay & call recording
To improve the site, we use sampled session replay (Microsoft Clarity) that records anonymized interactions on our pages - mouse movement, clicks, scroll, and form interactions. This loads only after you accept analytics cookies (and is off by default for visitors in the EU/UK until they opt in). We mask sensitive fields (such as anything inside a form input) by default. We also record business calls; see Section 8 of the Privacy Policy for the full detail.
5. How to control cookies
- On our site - use the cookie banner to accept or decline analytics cookies. You can re-open it at any time using the “Cookie Settings” link in the site footer.
- In your browser - most browsers let you block or delete cookies through their settings. Search your browser’s help for “clear cookies.”
- Global Privacy Control - we honor GPC opt-out signals where required by law.
- Targeted ads - we do not run third-party advertising pixels or sell/share data for targeted advertising, so there is nothing to opt out of on the ad-network side.
- Do Not Track - browsers’ DNT signals are not standardized; we respond to GPC instead, which is.
Note: blocking strictly-necessary cookies may break parts of the site (login, forms, secure checkout). Blocking analytics will not affect functionality but limits our ability to improve the experience.
6. Changes to this Policy
We may update this Cookie Policy as we add or remove tools. The “Last Updated” date at the top reflects the most recent revision.
Cookies contact
Email [email protected] with any questions, or to ask for a non-tracked copy of an estimate or proposal.
