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Privacy Policy

SMS, Text Messaging, and Microsoft Teams Communication Privacy Policy

Effective Date: April 2026

1. Introduction

This SMS & Text Messaging Privacy Policy ("Policy") describes how [Company Name] ("Company," "we," "our," or "us") collects, uses, discloses, and protects personal information in connection with our text messaging and SMS communications (the "Messaging Services," which include SMS, MMS, and communications conducted via Microsoft 365 tools such as Microsoft Teams, including chat, SMS integration, and calling features). This Policy is intended to comply with applicable U.S. federal and state laws, including but not limited to the Telephone Consumer Protection Act (TCPA), CAN-SPAM Act (where applicable), and relevant privacy laws.
By opting into our Messaging Services, you agree to the terms of this Policy.

2. Information We Collect

When you use our Messaging Services, including SMS and Microsoft Teams communications, we may collect the following types of information:

  • Phone Number: Your mobile and/or electronic VOIP telephone number.
  • Consent Records: Date, time, method, and source of your opt-in consent.
  • Message Interaction Data: Delivery status, timestamps, and engagement (e.g., responses, clicks where applicable).
  • User-Provided Information: Any information you provide in replies (e.g., names, preferences, or inquiries).

We do not knowingly collect sensitive personal information via SMS unless explicitly required for a service and disclosed to you.

3. How We Use Your Information

  • We may use the information collected through SMS and Microsoft Teams communications for the following purposes
  • To send transactional or informational text messages
  • To provide customer service and respond to inquiries
  • To improve our Messaging Services and user experience
  • To maintain records of consent and compliance
  • To comply with legal and regulatory obligations

4. Consent to Receive Messages

Vicinia Living collects opt-in consent verbally at our locations or over the phone. When a customer is registered for the first time, they are asked to provide a phone number, and staff will ask whether the customer would like to opt-in for SMS-based notifications.
You will be informed at the time of opt-in that message and data rates may apply, message frequency may vary, you can text HELP for support or more information, and you can text STOP to unsubscribe at any time. Consent is not a condition of purchase.
You acknowledge that:

  • Standard message and data rates may apply
  • Consent may be revoked at any time

You may opt out of SMS at any time by texting STOP. After opting out, you will receive a final confirmation message, and no further SMS messages will be sent unless you re-enroll.
For support or more information, text HELP.
You may discontinue communication by notifying the sender directly. You may adjust your notification or communication preferences within your Microsoft Teams settings. You may request that we cease communication via Teams by contacting us. Note that operational or account-related communications via Microsoft Teams and our resident facing portal may continue where necessary to provide services. You may also opt out of receiving messages by contacting us at Legal@ViciniaLiving.com.

6. Sharing and Disclosure of Information

We do not sell or rent your personal information collected through SMS or Microsoft Teams communications. We may share your information with:

  • Service Providers: Third-party vendors that assist with messaging delivery, analytics, or customer support
  • Legal Authorities: When required to comply with applicable law, regulation, legal process, or governmental request
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • All third-party service providers are contractually obligated to protect your information.

7. Data Retention

We retain SMS and Microsoft Teams communication data only for as long as necessary to:

  • Fulfill the purposes outlined in this Policy
  • Maintain compliance with legal obligations (including TCPA recordkeeping)
  • Resolve disputes and enforce agreements

8. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your information. Communications conducted through Microsoft 365 services, including Microsoft Teams, are subject to Microsoft’s security and compliance frameworks in addition to our own safeguards. However, no transmission of data over wireless or internet-based networks can be guaranteed to be 100% secure.

9. Your Privacy Rights

Depending on your state of residence (e.g., California, Virginia, Colorado), you may have rights including:

  • Access to your personal information
  • Request deletion of your personal information
  • Request correction of inaccurate information
  • Opt-out of certain data uses
  • To exercise your rights, contact us at Legal@ViciniaLiving.com

10. Children’s Privacy

Our Messaging Services are not intended for individuals under the age of 13. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Policy from time to time. Any changes will be posted with an updated "Effective Date." Continued use of the Messaging Services constitutes acceptance of the revised Policy.

You will also be informed that your phone number will not be shared with third parties for marketing or promotional purposes.