Privacy Policy

1. Introduction

Vista Media (“Vista Media,” “we,” “our,” or “us”) provides professional real estate photography, videography, drone services, 3D virtual tours, and related media production for real estate agents and brokerages operating in the Washington DC, Maryland, and Virginia metropolitan area. Our website is located at vistamedia.ai.

This Privacy Policy explains what personal information we collect when you visit our website or interact with us, how we use and share that information, and the choices available to you. By using our website or submitting a form, you agree to the practices described in this policy.

If you have questions about this policy, contact us at info@vistamedia.ai.

2. Information We Collect

2.1 Information You Provide Directly

We collect personal information you voluntarily provide through our website’s contact forms, the lead-capture popup, and any inquiry or booking submission. This includes:

• Name — to address you personally and associate your request with an account in our systems.
• Email address — to respond to inquiries, send booking confirmations, and deliver promotional communications you have opted into.
• Phone number — to schedule shoots, confirm logistics, and contact you regarding your booking.

When you submit a form on our website, you may receive a promotional discount offer (currently 15% off your first booking) by email. You can opt out of these emails at any time using the unsubscribe link included in every marketing message.

2.2 AI Chat Transcripts

Our website includes an AI-powered chat widget that allows you to ask questions about our services. Conversations you initiate through this widget are processed by OpenAI’s API. Chat transcript content may be reviewed by our team to improve service quality. We do not use chat transcripts for advertising purposes.

2.3 Automatically Collected Information

When you visit our website, certain information is collected automatically through cookies, pixels, and similar technologies, including:

• Usage data — pages viewed, time spent on site, referring URL, browser type, operating system, and IP address.
• Meta Pixel data — we use the Meta (Facebook) Pixel to measure the effectiveness of our advertising on Facebook and Instagram. The Pixel may track actions you take on our site (such as page views and form submissions) and associates them with your Meta account if you are logged into Meta services.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Responding to inquiries — to reply to questions about our services, availability, and pricing.
• Booking and fulfillment — to schedule shoots, coordinate logistics, and deliver completed media files.
• Promotional communications — to send you a one-time discount offer and, where you have not opted out, occasional updates about our services.
• CRM management — to maintain accurate records of client relationships in Follow Up Boss, our customer relationship management platform.
• Analytics and advertising measurement — to understand how visitors find and use our website, and to measure the performance of paid advertising via Meta Pixel.
• Service improvement — to understand prospective client needs and improve how we communicate about our services.
• Legal compliance — to comply with applicable laws, regulations, and legal processes.

4. Third-Party Service Providers

We share your information with trusted third-party service providers who assist us in operating our business. Each provider processes your information only as necessary to perform their function.

We do not sell your personal information to third parties. We do not share your information with advertisers or data brokers outside of the analytics relationship with Meta described above.

5. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies for the following purposes:

• Essential cookies — required for the website to function correctly, including form submissions and navigation.
• Analytics cookies — help us understand aggregate website usage patterns so we can improve the site.
• Advertising / pixel — the Meta Pixel places cookies that allow Meta to measure ad performance and show you relevant ads on Facebook and Instagram.

Most browsers allow you to control cookie behavior through their settings. Disabling certain cookies may affect website functionality. You can also opt out of Meta’s advertising tracking through your Meta ad preferences.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, or as required by applicable law:

• Client and lead records — retained in Follow Up Boss for the duration of our business relationship and a reasonable period afterward to handle any follow-up inquiries or disputes.
• Email correspondence — retained in accordance with standard email retention practices.
• Chat transcripts — retained for quality assurance purposes and deleted when no longer needed for that purpose.

You may request deletion of your personal information at any time by contacting us at info@vistamedia.ai. We will honor deletion requests to the extent permitted by applicable law.

7. Your Rights and Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Access — you can request a copy of the personal information we hold about you.
• Correction — you can request that we correct inaccurate or incomplete information.
• Deletion — you can request that we delete your personal information, subject to legal retention requirements.
• Opt-out of marketing emails — every marketing email we send includes an unsubscribe link. You can also contact us directly to be removed from our mailing list.
• Opt-out of Meta Pixel tracking — you can opt out through your Meta account’s ad settings or by using a browser extension that blocks tracking pixels.

To exercise any of these rights, contact us at info@vistamedia.ai. We will respond within a reasonable timeframe.

8. Children’s Privacy

Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately at info@vistamedia.ai and we will delete it promptly.

9. Security

We take reasonable technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, and destruction. These measures include encrypted data transmission (HTTPS), access controls on systems that store personal data, and limiting access to information on a need-to-know basis.

No method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security, but we are committed to protecting your information using commercially reasonable means.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we do, we will revise the “Last updated” date at the top of this page. We encourage you to review this page periodically. Your continued use of our website after any changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please reach out: