Via Frame LLC Privacy Policy
Last Updated: January 1, 2026
Via Frame LLC (“Via Frame,” “we,” “us,” or “our”) provides an independent, secure platform for individuals to report ethical concerns, compliance violations, and whistleblower feedback regarding their organizations. We recognize that the sensitivity of the information you share requires the highest standard of privacy, confidentiality, and data security.
By accessing our website (https://hotline-test.via-frame.com) or utilizing our specialized web-reporting forms (collectively, the “Services”), you acknowledge the terms of this Privacy Policy.
1. SCOPE AND INDEPENDENCE
Via Frame acts as an independent intake provider. We receive reports and facilitate their secure transmission to the designated compliance officers, legal counsel, or authorized administrators of the respective organization you are reporting on (the “Reporting Entity”).
- Third-Party Links: Our Services may contain links to resources not operated by us. We are not responsible for the privacy practices of third-party websites.
- Independent Custody: While we secure the transmission of your report, the subsequent internal investigation by your employer is governed by their corporate policies and applicable labor laws.
2. CONFIDENTIALITY AND ANONYMOUS REPORTING
The core of our Service is the protection of the reporter.
- Anonymous Option: If you choose to submit a report anonymously, Via Frame’s system is designed to shield your identity. In such cases, we do not collect your name, personal email, or phone number.
- Anonymity Shielding: We utilize technical silos to ensure that if you select "Total Anonymity," your digital identifiers are stripped before the report is delivered to the Reporting Entity.
3. CATEGORIES OF PERSONAL INFORMATION COLLECTED
To maintain a functional and secure hotline, we collect the following categories of Personal Information (“PI”):
| Category | Source | Examples |
|---|---|---|
| A. Identifiers | Voluntary | Name, personal email, or phone number (only if you waive anonymity). |
| B. Professional Context | As provided | Employer name, department, office location, or job title (provided to the extent possible to ensure the report reaches the correct internal department). |
| C. Technical Metadata | Automatic (System-Generated) | IP address, browser type, and timestamps (collected by our infrastructure providers strictly for security, spam prevention, and system stability). |
| D. Narrative Content | User-Provided | Facts, descriptions, and uploaded evidence (documents/photos) regarding the alleged incident. |
Note on Evidence: Please be aware that documents or photos uploaded as evidence may contain metadata (such as GPS location data or author names). Users are encouraged to remove metadata before uploading to maintain anonymity.
4. PURPOSES FOR PROCESSING
We process PI only for purposes strictly related to ethical reporting:
- Report Routing: Facilitating the secure delivery of your concerns to the appropriate Reporting Entity, or directly to Via Frame’s intake specialists, based on the reporting structure selected by the user.
- Follow-up Communication: Allowing a secure, "masked" two-way dialogue. Depending on your selection and the engagement terms, this dialogue may occur directly with Via Frame's independent specialists, or with the designated internal investigators of the Reporting Entity. Even in cases where you communicate with the Reporting Entity, your identity remains protected through our platform's shielding technology unless you explicitly choose to disclose it.
- System Integrity: Detecting and preventing malicious "bot" activity, spam, or duplicate reports intended to disrupt the Service.
- Legal Obligations: To comply with a valid court order, subpoena, or specific whistleblower protection regulations (e.g., applicable federal and state whistleblower protection laws and regulations).
5. DISCLOSURE OF INFORMATION
Via Frame does not sell, share, rent, or trade your Personal Information for commercial or advertising purposes. Disclosure is limited to:
- Designated Recipients: We disclose the report narrative and evidence to either the Reporting Entity (the organization you are reporting on) or to Via Frame’s independent intake specialists, depending on the service model engaged. If you have selected an anonymous path, personal identifiers are redacted or withheld from the final report provided to the Reporting Entity.
- Trusted Suppliers: We utilize encrypted cloud hosting and cybersecurity vendors to support our infrastructure. These partners are contractually bound to maintain strict confidentiality.
- Corporate Transactions: In the event of a merger, acquisition, or sale of assets, your data may be transferred as a business asset, subject to the same privacy protections.
6. DATA SECURITY AND ENCRYPTION
As a provider of sensitive compliance tools, we implement rigorous security protocols:
- Encryption: We utilize industry-standard encryption protocols to protect data both in transit and at rest.
- Access Control: Access to our database is restricted to authorized personnel who require access for critical system maintenance only.
- Breach Notification: In the unlikely event of a security breach, we will notify you and the relevant regulators as required by law.
7. DATA RETENTION
We retain Personal Information only for the duration necessary to:
- Facilitate the investigation of the submitted report.
- Satisfy legal retention periods required by whistleblower and employment laws.
- Protect our legal position in the event of litigation or regulatory inquiry.
8. COOKIES AND TRACKING
We use "Strictly Necessary" cookies to manage your reporting session and ensure the form functions correctly.
- No Marketing Tracking: We do not use advertising cookies, nor do we track your behavior across other websites for marketing purposes.
- Analytics: We use analytics with IP Anonymization enabled to monitor site performance without identifying individual users.
9. YOUR PRIVACY RIGHTS (CA, CO, VA, TX, and others)
Depending on your residency, you may have the following rights:
- Right to Know/Access: To request a copy of the PI we hold about you.
- Right to Delete: To request deletion of your PI (subject to legal retention exceptions).
- Right to Correct: To request the correction of inaccurate data.
To exercise these rights, please email: info@via-frame.com
10. CONTACT US
If you have questions, concerns, or wish to report a security issue regarding this Privacy Policy, please contact us:
Via Frame LLC
Attn: Privacy Officer
Email: info@via-frame.com