Updated: July 9, 2026

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ViaVision Hotline ("ViaVision," "we," "our," or "us") is committed to protecting the privacy and confidentiality of individuals who use our secure reporting platform.

This Privacy Policy explains what information we collect through www.viavisionhotline.com, how we use that information, when it may be shared, and the choices available to individuals who use our services.

ViaVision Group LLC serves as an independent third-party provider of workplace reporting services for client organizations. We are committed to maintaining the security, confidentiality, and integrity of information submitted through our platform.

Information We Collect
The information we collect depends on how you choose to use the hotline.

Information You Voluntarily Provide
When submitting a report, you may choose to provide information including:

• Your name and contact information (if you choose to identify yourself)

• The names of individuals involved

• Witness information

• Descriptions of workplace concerns or incidents

• Dates, locations, and supporting details

• Documents, photographs, recordings, or other files you upload

• Messages exchanged through the secure reporting portal

Providing identifying information is voluntary.

Information Collected Automatically
When you access our website, we may automatically collect limited technical information necessary to operate, secure, and maintain the platform, including:

• Date and time of access

• General website usage information

• Cookie preferences

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This information is used to maintain website functionality, security, and performance.

Anonymous Reporting
ViaVision does not require you to provide your name or contact information in order to submit a report.

However, information you voluntarily include within your report, such as names, job titles, events, or other details, may unintentionally reveal your identity. While ViaVision takes reasonable measures to preserve the anonymity of reporters who choose to remain anonymous, absolute anonymity cannot be guaranteed if identifying information is voluntarily disclosed or reasonably inferred during an investigation.

How We Use Information
Information submitted through the hotline is collected, used, and disclosed only as necessary to:

• Receive and document reports

• Communicate with reporters through the secure portal when applicable

• Facilitate intake, assessment, and case management

• Forward reports to authorized representatives of the client organization

• Conduct or support workplace investigations when engaged to do so

• Maintain the security and integrity of our reporting platform

• Comply with applicable legal or contractual obligations

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We do not use hotline reports for advertising or marketing purposes.

How Reports Are Shared
Reports submitted through ViaVision Hotline are shared only with individuals who have a legitimate business or legal need to know.

Depending on the circumstances, information may be shared with:

• Authorized representatives of the client organization

• ViaVision personnel involved in case management or investigative services

• Legal counsel

• External investigators or subject matter experts retained by the client organization

• Government agencies or law enforcement when required by law

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ViaVision does not sell personal information collected through the hotline.

Confidentiality and Security
We maintain administrative, technical, and physical safeguards designed to protect information submitted through our reporting platform. 

Access to reports is limited to authorized individuals whose job responsibilities require access to the information.

 
While no security program can eliminate every possible risk, we are committed to maintaining reasonable safeguards designed to protect the confidentiality, integrity, and availability of the information we receive.

Cookies and Website Technologies
Our website uses cookies and similar technologies that are necessary to operate the reporting platform and enhance website functionality.

These technologies help us maintain website security, remember user preferences where applicable, and improve the overall user experience.

You may configure your browser to refuse cookies; however, doing so may affect certain features of the website.

Data Retention
We retain information submitted through the hotline only for as long as reasonably necessary to:

• Complete investigations

• Provide contracted services

• Comply with applicable laws

• Meet contractual obligations

• Resolve disputes

• Enforce legal rights

When information is no longer required, it is securely deleted or otherwise disposed of in accordance with our retention practices. Retention periods may vary depending on the client organization's contractual requirements, the nature of the report, and applicable legal obligations.

Your Privacy Rights
Depending on your jurisdiction, you may have rights regarding your personal information, including the right to request access to, correction of, or deletion of personal information where permitted by law.

Requests may be submitted using the contact information provided below. Certain information may be retained where required by law, contractual obligations, or legitimate business purposes.

Changes to this Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our services, legal requirements, or privacy practices.

The updated version will be posted on this page with a revised Effective Date.