<img alt="" src="https://secure.365smartenterprising.com/789965.png" style="display:none;">

Privacy Policy

Last Modified: January 21, 2026

Introduction

Software Solutions, Inc. (“Company” “SSI,” “us,” “we” or “our”) respects your privacy and is committed to protecting it through this policy. SSI values the confidence of users of our Software, and believe it is important for you to know how we handle the information we receive from or about you.

This policy describes the types of information we may collect from you or that you may provide when you use our services, visit our website at https://www.mysoftwaresolutions.com/ (the “Website”), or access our software, the Visual Intelligence Portfolio (VIP) Suite, including VIP Accounting, VIP Analytics, VIP Payroll & HR, VIP Utility Billing, VIP AP Automation, or VIP Employee Portal, related application tools, or other services (collectively with the Website, the “Software”), as discussed in our terms of use (the “Terms of Use”), which are incorporated by reference herein. This policy applies to information we collect through our Software, including on or through any website or application, via email, text, and other electronic messages, when you interact with our customer support or sales teams, or when you interact with our advertising and applications on third-party websites and services, if those applications or advertising include links to this policy.

It does not apply to information collected by any third party, including through any application or content (including advertising) that may link to or be accessible from the Software.

Please read this policy carefully to understand our policies and practices regarding your information and how we will treat it. If you do not agree with our policies and practices, your choice is not to use our Software. By accessing or using this Software, you agree to this privacy policy.

This policy may change from time to time. Your continued use of this Software after we make changes is deemed to be acceptance of those changes, so please check the policy periodically for updates.

What Information Do We Collect?

We collect the following information:

  • Information you provide to us, including your name, address, billing information, and email address

  • Information collected automatically through technology when you use our Software, such as IP address; browser type and language; operating system; domain server; type of computer or device; and other information about the device you use to access our Site or utilize our Software; as well as internet or other electronic network activity information, including, but not limited to, browsing history, search history, and information regarding your interaction with our Site, Software or advertisements

  • Professional or employment information, such as your place of work, title, department

Where do we collect information from?

As you interact with us, we may collect information about you from the following sources:

  • Directly from you, through interactions such as setting up an account, adding your company information, submitting documents, and data through the Software or when you use the Software, or if you report a problem with our Software.

  • From automated tracking technology in connection with the Software.

  • From third parties or public sources.

  • We use customer relationship management (CRM) and marketing automation service providers to manage customer communications and business records (such as HubSpot).

We may combine information that we receive from the sources described in this policy, including third party sources and public sources, and use or disclose it for the purposes described below.

How We Use Your Information

We use information that we collect about you or that you provide to us, including any personal information:

  • To present our Software and its contents to you.

  • To fulfill any other purpose for which you provide it.

  • To provide you with notices about your account or subscription, including expiration and renewal notices.

  • To carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including for billing and collection.

  • To notify you about changes to our Software or any products or services we offer or provide through it.

  • In any other way we may describe when you provide the information.

  • For any other purpose with your consent.

Accessing and Correcting Your Information

You can review and change your personal information by logging into the Software and visiting your account profile page.

You may also send us an email to request access to, correct or delete any personal information that you have provided to us. We cannot delete your personal information except by also deleting your user account. We may not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect.

Use of Artificial Intelligence and Automated Processing

SSI may use proprietary and third-party artificial intelligence and machine-learning technologies to support, enhance, and deliver its services, including by generating business analytics, insights, forecasts, recommendations, and other outputs for founders, owners, and portfolio companies (collectively, “AI Services”).

A. What information is processed?

In connection with the AI Services, SSI may process any of the information described above, such as:

    • Information provided by you, including prompts, queries, uploaded materials, documents, files, and feedback;

    • Publicly available information, including information obtained from public records, company websites, news articles, and publicly available professional or social media profiles;

    • Support site knowledge base articles and training video transcripts (provided that the articles or videos do not include identifiable client information)

    • Public website information;

    • Business, operational, and usage data generated through interaction with the AI Services, including performance metrics and system logs; and

    • Aggregated, anonymized, or de-identified data derived from the foregoing.

i. Sensitive Information

SSI does not intentionally collect or process sensitive personal information (as defined under applicable U.S. state privacy laws). You may not submit sensitive information into the AI Services.

B. Training

Subject to the safeguards described below, SSI may use information processed through the AI Services to train, refine, validate, monitor, and improve the AI Services and related AI models, algorithms, and systems, including to improve accuracy, performance, reliability, safety, and relevance of outputs.

To the extent information is used for training or improvement purposes, such use is conducted in an aggregated, anonymized, or de-identified manner where reasonably practicable; and SSI does not use personal information to train AI models in a manner that identifies, profiles, or targets an individual in violation of applicable law.

SSI does not permit the AI Services to independently learn from or retain identifiable personal information in a manner that would result in the disclosure of such information to other users.

C. Selling or Sharing Data

SSI does not sell or share personal information processed through the AI Services for purposes of cross-context behavioral advertising, targeted advertising, or similar activities, as defined under applicable U.S. state privacy laws.

D. No Reliance

AI-generated outputs provided are:

    • Generated algorithmically and probabilistically, and may be incomplete, inaccurate, or outdated;

    • Intended to support business analysis and decision-making, not to replace professional judgment; and

    • Subject to human oversight, validation, and review.

SSI does not use the AI Services to make decisions that produce legal or similarly significant effects concerning individuals without meaningful human involvement.

All outputs, insights, analyses, recommendations, summaries, forecasts, or other content generated by the AI Services or any other artificial intelligence or automated tools provided through the Software (collectively, “AI Outputs”) are provided “AS-IS” and “AS-AVAILABLE,” without warranties of any kind, whether express, implied, or statutory.

AI Outputs are generated based on probabilistic models and available inputs and may be incomplete, inaccurate, outdated, or biased. You acknowledge and agree that you are solely responsible for evaluating and verifying AI Outputs before relying on them, and that AI Outputs are not a substitute for professional, legal, financial, or other expert advice.

WITHOUT LIMITING THE FOREGOING, SSI EXPRESSLY DISCLAIMS ANY WARRANTIES OF ACCURACY, COMPLETENESS, RELIABILITY, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR THAT THE AI OUTPUTS WILL BE ERROR-FREE OR SUITABLE FOR ANY PARTICULAR USE OR DECISION-MAKING PURPOSE.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, SSI SHALL HAVE NO RESPONSIBILITY OR LIABILITY FOR ANY DECISIONS, ACTIONS, OR OMISSIONS TAKEN IN RELIANCE ON AI OUTPUTS.

E. Data Protection of AI

SSI maintains administrative, technical, and physical safeguards designed to protect information processed by the AI Services against unauthorized access, use, disclosure, or loss, consistent with industry standards and applicable law. Access to AI training environments and systems is restricted to authorized personnel and service providers subject to confidentiality and data protection obligations.

F. Your AI-Related Rights

To the extent required by applicable U.S. state privacy laws, you may have the right to:

    • Request information about how personal information is used in connection with AI Services;

    • Access, correct, or delete personal information processed by SSI; and

    • Opt out of certain forms of automated processing or profiling, where applicable.

Requests may be submitted as described below.

SSI use of artificial intelligence technologies is intended to comply with all applicable U.S. state privacy and data protection laws, including laws governing transparency, purpose limitation, data minimization, security safeguards, and individual rights. Nothing in this section is intended to expand SSI’s use of personal information beyond what is permitted under applicable law.

Retention of Your Information

Your information is retained while you are a current or past user of the Software and for as long as is reasonably necessary and proportionate to provide our services, operate and improve the Software, comply with applicable legal, regulatory, accounting, or reporting obligations, resolve disputes, maintain security and fraud prevention, and enforce our legal agreements and policies and as reasonably necessary and proportionate to provide our services and to achieve the purposes discussed herein.

Retention periods vary depending on the nature of the information, the purposes for which it was collected, and applicable legal requirements. We will take reasonable steps to delete, de-identify, or anonymize personal information when it is no longer required for the purposes described above, unless retention is required or permitted by law.

We may also retain usage data for internal analysis purposes. Usage data is generally retained for a shorter period of time, except when this data is used to strengthen the security of the Software, to detect or prevent fraud or abuse, to train, refine, or improve our services and AI systems, or when we are legally obligated to retain this data for longer time periods.
You may request deletion of your data by contacting us at the contact information provided below. Please note that we may retain certain information as required or permitted by law, or where retention is reasonably necessary for legitimate business purposes.

Data Security

We endeavor to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure by implementing reasonable administrative, technical, and physical safeguards designed to protect personal information in our possession or control. However, the safety and security of your information also depend on you. Where we have given you (or where you have chosen) a password for access to certain parts of our Software, you are responsible for keeping this password confidential. We ask you not to share your password with anyone. We urge you to be careful about giving out information in public areas of the Software like message boards. The information you share in public areas may be viewed by any user of the Software.

Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to our Software. Any transmission of personal information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Software.

Data Transfers

This Software is intended for use only by persons located in the United States, as described in our Terms of Use. We are headquartered in the United States and may use service providers that also operate in the U.S. or in other countries outside the country in which you reside. Therefore, your personal information may be transferred to countries which may not provide for the same level of data protection as guaranteed under the applicable data protection laws of the country in which you reside. For all such transfers we ensure that these countries are either considered adequate according to the applicable data protection law or that appropriate safeguards are in place, such as standard contractual clauses or other legally recognized transfer mechanisms.

Minors Under the Age of 18

Our Software is not intended for children under 18 years of age. No one under age 18 may provide any information to the Software. We do not knowingly collect personal information from children under 18. If you are under 18, do not use or provide any information on this Software, register on the Software, make any purchases through the Software, use any of the interactive or public comment features of this Software, or provide any information about yourself to us, including your name, address, telephone number, email address, or any screen name or username you may use. If we learn we have collected or received personal information from a child under 18 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 18, please contact us at help@mysoftwaresolutions.com.

Disclosure of Your Information

We may disclose aggregated information about our users, and information that does not identify any individual, without restriction. We may disclose personal information that we collect or you provide to:

  • Service providers. We may transmit or share your personal information to service providers, third-party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and other technology and services required to design, improve, operate and maintain the Software, as well as other third-party services, such as payment and fulfillment services, analytics providers, customer support platforms, customer relationship management, and communication tools.

  • Professional Advisors. We may share your information with our accountants, lawyers, auditors, and other professional advisers that assist us in carrying out our business activities.

  • For legal, safety and security reasons. We may disclose your information to respond to subpoenas, court orders, or legal process, or to establish or exercise our legal rights or defend against legal claims. We also may share such information if we believe it is necessary in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our Terms of Service, or as otherwise required by law.

  • With third parties regarding corporate changes. We might buy or sell businesses or assets. In the event of a corporate sale, merger, reorganization, sale of assets, dissolution, or similar event, the information we collect may be part of the transferred assets.

  • Consent. We may share personal information that we hold about you with your consent or at your direction.

Choices About How We Use and Disclose Your Information

We strive to provide you with choices regarding the personal information you provide to us. Where applicable, we may provide you with the following control over your information:

  • Tracking Technologies and Advertising. You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent. If you disable or refuse Cookies, please note that some parts of this site may then be inaccessible or not function properly.

  • Targeted Advertising. If we plan to use information that we collect or that you provide to us to deliver advertisements according to our advertisers’ target-audience preferences, we will provide you the option to opt-out by adjusting your user preferences in your account profile or by sending us an email stating your request to the contact information below.

We do not control third parties’ collection or use of your information to serve interest-based advertising. However, these third parties may provide you with ways to choose not to have your information collected or used in this way.

Accessing and Correcting Your Information

You can review and change your personal information by logging into the Software, contacting us at the email below, or submitting a support ticket. Users can also update their notification preferences through HubSpot.

You may also send us an email at the contact information below to request access to, correct or delete any personal information that you have provided to us. There may be instances in which we cannot delete certain personal information except by also deleting your user account. We may not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect.

Your Rights

You may have the right to:

  • Access your information;

  • Correct your information;

  • Delete your information;

  • Opt out of certain processing of your information;

  • Obtain a portable copy of your information;

  • Opt out of sales of your information;

  • Opt out of processing of your sensitive data;

  • Initiate a private cause of action for data breaches;

  • Opt out or control use of automated decision making of your information, and

  • Not be discriminated against for exercising one or more of these rights.

Specifically, you may have additional or complementary rights under one or more state or local laws, including but not limited to:

  • California Consumer Privacy Act of 2018 (CCPA) as amended by the California Privacy Rights Act of 2020 (CPRA) – Effective January 1, 2023

  • Colorado Privacy Act, C.R.S. § 6-1-1301 et seq. – Effective July 1, 2023

  • Connecticut Data Privacy Act, Conn. Gen. Stat. § 42-471 et seq. – Effective July 1, 2023

  • Delaware Personal Data Privacy Act, 6 Del. C. Ch. 12A – Effective January 1, 2025

  • Florida Digital Bill of Rights, F.S. Ch. 501, Part II – Effective July 1, 2024

  • Iowa Consumer Data Protection Act, Iowa Code § 715C – Effective January 1, 2025

  • Montana Consumer Data Privacy Act, Mont. Code Ann. § 30-14-201 et seq. – Effective October 1, 2024

  • Oregon Consumer Privacy Act, Or. Rev. Stat. § 646A.600 et seq. – Effective July 1, 2024

  • Texas Data Privacy and Security Act, Tex. Bus. & Com. Code Ch. 521 – Effective July 1, 2024

  • Utah Consumer Privacy Act, Utah Code § 13-61-101 et seq. – Effective December 31, 2023

  • Virginia Consumer Data Protection Act, Va. Code § 59.1-575 et seq. – Effective January 1, 2023

  • Indiana Consumer Data Protection Act, Ind. Code § 24-4.9 – Effective January 1, 2026

  • Tennessee Information Protection Act, Tenn. Code § 47-18-2101 et seq. – Effective July 1, 2025

  • Washington My Health My Data Act, Wash. Rev. Code § 70.02.010 et seq. – Effective 2023–2024

  • Nebraska Data Privacy Act, Neb. Rev. Stat. § 87-1101 et seq. – Effective January 1, 2025

  • New Jersey Data Privacy Act, N.J. Stat. Ann. § 56:8-161 et seq. – Effective January 15, 2025

  • Minnesota Consumer Data Privacy Act, Minn. Stat. § 325O – Effective July 31, 2025

  • Maryland Online Data Privacy Act, Md. Code Ann., Com. Law § 14-4601 et seq. – Effective October 1, 2025

  • Kentucky Consumer Data Protection Act, Ky. Rev. Stat. § 367.3611 et seq. – Effective January 1, 2026

  • Rhode Island Data Transparency and Privacy Protection Act, R.I. Gen. Laws § 6-48 – Effective January 1, 2026

Please note that references to specific privacy laws in this policy does not imply that such laws apply to all users or consumers, nor that SSI is necessarily subject to these laws. The applicability of certain laws depends on your jurisdiction, and your rights under those laws may vary accordingly. It is your responsibility to review the laws that govern your rights based on your location and circumstances.

a. European Union’s General Data Protection Regulations (“GDPR”)

While the Software is intended only for use in the United States, European residents may have certain rights under the European Union’s GDPR 2016/679. The GDPR is a complex regulatory scheme and we do not intend to provide every detail here. The GDPR provides the right, where applicable, to (a) access, (b) publication, (c) erasure, (d) restrict processing, (e) object to processing, (f) data portability, (g) complain to a supervisory authority, and (h) withdraw consent. You may have one or more of these rights if you are a European Resident. This Software is intended for use in the United States, and we do not offer services or support specifically designed to meet the requirements of the GDPR for European residents. Nothing in this Privacy Policy should be construed as providing any guarantee of compliance with the GDPR.

To Exercise Your Rights:

You may exercise any of your rights in relation to your Personal Data, or ask questions regarding these practices by emailing us at help@mysoftwaresolutions.com or by submitting a request through your account settings. To protect your privacy and security, we may take reasonable steps to verify your identity before granting access to or making changes to your personal information.

Changes to Our Privacy Policy

It is our policy to post any changes we make to our privacy policy on this page with a notice that the privacy policy has been updated on the Software home page. If we make material changes to how we treat our users’ personal information, we will notify you by email to the email address specified in your account or through a notice on the Software home page. The date the privacy policy was last revised is identified at the top of the page. You are responsible for ensuring we have an up-to-date active and deliverable email address for you, and for periodically visiting our Software and this privacy policy to check for any changes.

This Policy was last updated January 21, 2026.

Contact Information

To ask questions or comment about this privacy policy and our privacy practices, contact us at:

help@mysoftwaresolutions.com

Software Solutions Inc.
8534 Yankee St Suite2B
Dayton, OH 45458