Privacy Policy & Terms of Use

Part 1

Privacy Policy

We collect what we need to quote, proof, produce, deliver and bill your work, and to answer you when you reach out. We do not sell personal information, we do not run ad retargeting, and we do not send text messages.

1. Who we are

VE Signs Inc (“VE Signs”, “we”, “us”) is a sign, print and graphics company at 9950 Indiana Ave., Unit 3, Riverside, CA 92503. This policy applies to:

• Our website at www.vesigns.com and its subdomains.
• Prism, our customer portal at prism.vesigns.com, where you view quotes, approve proofs, pay deposits and follow orders.
• Email, phone and in-person contact about quotes and orders.

Questions about this policy go to mail@vesigns.com or 951-789-0843.

2. What we collect

Information you give us.

• Contact and account details: name, company, email, phone, billing and delivery addresses, and a portal password if you set one.
• Project details: what you want made, sizes, quantities, materials, due dates, delivery or installation site details, and messages you send us.
• Artwork and files: logos, brand files, drawings, photos and any other files you upload or email us.
• Approvals: your proof approvals, rejections and change requests, with the time they were made and who made them.
• Tax information: resale or exemption certificates if you provide them.

Information collected automatically.

• Portal activity: sign-ins, pages viewed within Prism, and the IP address and browser type on sign-in attempts and when a secure email link is used. Failed sign-in attempts are logged by email address and IP address to block password guessing.
• Email engagement: whether an email we sent was delivered, opened or had a link clicked, through our email provider's tracking pixel and link tracking.
• Website analytics: page views, approximate location, device and browser information, and referring site, collected through Google Analytics and Cloudflare.
• Technical logs: standard web server logs with IP address, request time and URL, kept for security and troubleshooting.

Information from others. If you pay a deposit, our payment processor sends us a confirmation and a transaction reference. We do not receive your full card number. If a colleague adds you as a contact on their company's account, we receive your name and email from them.

3. How we use it

• To prepare quotes and respond to requests.
• To produce proofs, record approvals and manufacture, deliver or install your order.
• To invoice you, collect deposits and balances, and keep accounting records.
• To send order updates: quote ready, proof ready, approval reminders, payment reminders, shipping and pickup notices.
• To run Prism: keep you signed in, authenticate secure links, and stop abuse.
• To keep your artwork and specifications on file so reorders match the original.
• To improve our website and understand which services people look for.
• To meet legal obligations, including tax and contractor-licensing records.

4. Cookies and tracking

Website (vesigns.com). The site itself sets no cookies of its own. Third parties we load may set them:

• Google Analytics (when enabled) uses cookies and similar identifiers to measure site traffic. Google's use of this data is described in Google's privacy policy. You can opt out with the Google Analytics opt-out add-on.
• Cloudflare hosts the site and may set a cookie for bot protection (Turnstile) on the contact form, and collects aggregate, cookieless performance analytics.
• Google Maps is embedded on our contact page and is subject to Google's privacy policy.

Prism (prism.vesigns.com). Prism sets a session cookie that keeps you signed in while you use it. It expires when you close your browser or sign out. These cookies are strictly necessary; the portal does not work without them. Prism does not use advertising or cross-site tracking cookies.

Do Not Track. Our sites do not currently respond to browser “Do Not Track” signals, because there is no agreed standard for how to honor them. We do not track you across other companies' sites either way.

5. Who we share it with

We share personal information only with providers that help us run the business, and only what they need:

• Stripe processes card payments for deposits and balances paid online.
• Intuit QuickBooks Online is our accounting system. Customer name, billing details and invoice line items are synced there. QuickBooks is the system of record for invoices and payments.
• Plunk sends our transactional and account email and reports delivery, opens and clicks back to us.
• Cloudflare hosts the website, provides DNS and bot protection, and proxies traffic to Prism.
• Google provides analytics, the embedded map, and fonts and scripts loaded from Google and public content delivery networks (jsDelivr, cdnjs). Those providers see your IP address when your browser fetches those files.
• Shipping carriers (for example FedEx, UPS, USPS) receive the recipient name, address and phone needed to deliver a shipment.
• Installers and subcontractors receive site contact details when an order includes installation or work we subcontract.
• Internal tools such as Slack, where our team receives notifications that may include your name and order number.
• Professional advisers and authorities when required by law, to enforce our terms, or to protect the rights and safety of VE Signs, our customers or others.

If VE Signs is sold or merged, customer records would transfer to the successor under this policy. We do not sell or rent personal information, and we do not share it for third-party advertising.

6. Payments and invoicing

Online payments are entered on a page served by Stripe. Your card number goes directly to Stripe and is never stored on our servers. We keep the amount, date, last four digits and card brand, and a Stripe reference so we can match the payment to your order and process a refund if needed. Invoices and the official record of what you owe and have paid live in QuickBooks. Documents you download from Prism are quotes and order confirmations, not invoices.

7. Email from us

Most email we send is about your work: quotes, proofs, approvals, deposits, pickup and shipping. You cannot opt out of those while you have open quotes or orders, because they are how the work gets done. Some of those emails contain a secure link that opens your quote or order without a password. Treat them like a key: do not forward them to people who should not see your order.

We may occasionally send marketing email about services and promotions. Every marketing email has an unsubscribe link, and you can also ask us to turn marketing off at any time. Our email provider records opens and link clicks so we know which messages were received; we use this to follow up on unanswered proofs and payment reminders, not for advertising.

8. Artwork and files

Files you upload or email become part of your job record. Our prepress team and production staff access them to check, prepare and produce your order. We keep your artwork, colors and specifications after the job so reorders match. If you want a file removed after an order is complete, ask us and we will delete it unless we need to keep it for a warranty, dispute or legal reason.

9. How long we keep it

• Quotes, orders, proofs, approvals and invoices: kept as business and tax records, generally at least seven years.
• Artwork and specifications: kept while you remain a customer, so reorders match, unless you ask us to delete them.
• Portal account: kept until you ask us to close it. Closed accounts are deactivated rather than erased when there are orders attached, so the order history stays intact.
• Sign-in and security logs: failed sign-in records expire within hours; server and access logs are kept for a limited period for security.
• Email engagement data: kept with the order it relates to.

10. Security

Prism is served over HTTPS. Passwords are stored as salted hashes, never in plain text. Sign-ins are rate-limited, portal sessions are protected with secure, HTTP-only cookies, and secure email links expire or are tied to a specific quote or order. Staff access to customer records is limited to people who need it to do their jobs. No system is perfectly secure, so if you believe your account or a secure link has been misused, tell us right away at mail@vesigns.com.

11. Your choices and rights

You can, at any time:

• See and correct your contact details in Prism, or by asking us.
• Request a copy of the personal information we hold about you.
• Ask us to delete your personal information or artwork. We will do so unless we must keep it for accounting, legal, warranty or dispute reasons, in which case we will tell you what we are keeping and why.
• Unsubscribe from marketing email using the link in any such email.
• Close your portal account.

Send requests to mail@vesigns.com with the subject “Privacy request”, or call 951-789-0843. We will confirm your identity, usually by replying to the email address on the account, and respond within 45 days. We will not treat you differently for making a request.

12. California residents

VE Signs is a California business and most of our customers are too. Whether or not the California Consumer Privacy Act applies to a business of our size, we honor the rights it describes: to know what personal information we collect and how we use and share it (sections 2 through 5 above), to request access or deletion (section 11), to correct inaccurate information, and not to be discriminated against for exercising those rights. We do not sell or share personal information as those terms are defined under California law, so there is nothing to opt out of. You may designate an authorized agent to make a request on your behalf; we will ask for proof of that authorization.

Personal information we have collected in the preceding 12 months falls into these categories: identifiers (name, email, phone, address, IP address); commercial information (quotes, orders, payments); internet activity (portal and website usage, email engagement); professional information (company and job title where you give it); and the contents of files and messages you send us. We collect it from you directly, from your devices, and from our payment processor. We disclose it for business purposes to the providers listed in section 5.

13. Children

Our website and Prism are for businesses and adults. We do not knowingly collect personal information from anyone under 16. If you believe a minor has given us information, contact us and we will delete it.

14. Changes to this policy

When we change this policy we update the effective date at the top of this page. If a change materially affects how we use information you have already given us, we will tell portal account holders by email before it takes effect.

Part 2

Terms of Use & End User License Agreement

These terms govern your use of vesigns.com and the Prism customer portal, and set the ground rules for quotes, proofs, orders and payment. Anything written on a specific quote, proof or order confirmation controls over these terms where the two differ.

1. Acceptance

By using our website, signing in to Prism, opening a secure link we email you, approving a proof, paying a deposit or placing an order, you agree to these terms on your own behalf and on behalf of the company you represent. If you do not agree, do not use the website or portal and contact us another way to discuss your project.

2. Portal license (EULA)

Prism is software we own and operate. We grant you a limited, revocable, non-exclusive, non-transferable license to access and use Prism through a web browser, solely to view and manage quotes and orders placed with VE Signs by you or your company. Prism is licensed, not sold. We retain all rights in Prism, its design, code, templates, documents and data structures, and nothing in these terms transfers any of them to you.

You may not copy, modify, reverse engineer, decompile, frame, scrape, or create derivative works from Prism or the website; probe, scan or test their security without our written permission; use automated tools to access them except ordinary search engine indexing of the public website; or use them to build a competing product. We may update, change or discontinue any feature of Prism at any time.

3. Accounts and access links

You are responsible for everything done under your Prism account and any secure links sent to your email address. Keep your password private and your email account secure. Secure links in our emails open your quote or order without a password; forwarding one is the same as handing over your login. Tell us immediately if you believe your account or a link has been used without authorization.

If you are using Prism for a company, you confirm that you are authorized to request, approve and pay for work on its behalf. Approvals and payments made under your account bind the company. Ask us to add or remove contacts when people join or leave.

4. Acceptable use

You agree not to upload or submit content that you do not have the right to use, that is unlawful, defamatory or infringing, or that contains malware. We may decline any job in our discretion, including jobs we consider deceptive, hateful, or unsafe to produce or install.

5. Quotes

Quotes are estimates based on the information you give us and are valid for the period stated on the quote. After that, or if specifications, quantities, materials, artwork or site conditions change, we may requote. Pricing on a quote does not include sales tax, permits, shipping or installation unless the quote says so. A quote becomes an order when you approve it in Prism, approve it in writing, or pay a deposit against it.

6. Proofs and approvals

We will send a proof for your approval before production. You are responsible for checking the proof completely: spelling, numbers, dates, contact details, layout, sizes, colors, materials, quantities and the order in which items are listed. When you approve a proof in Prism or by email, you are approving it exactly as shown, and production starts on that basis. Errors that are present on an approved proof are not our responsibility and corrections after approval are billed as a new job or change order.

Approvals, rejections and change requests made through Prism or by email are electronic records and signatures under the federal E-SIGN Act and the California Uniform Electronic Transactions Act, and have the same effect as a signed paper approval. We keep a log of who approved what and when.

Color on screen and on home or office printers differs from printed output. We match PMS colors as closely as the chosen material and process allow; reasonable variance in color, finish and dimension is normal in print and sign manufacturing and is not a defect. If exact color is critical, ask for a physical sample or press proof before approving; a fee may apply.

7. Orders, deposits and payment

• Deposits. Most orders require a deposit before production begins, in the amount stated on the quote. Custom work is not scheduled until the deposit is received and the proof is approved.
• Balance. Unless we have agreed credit terms in writing, the balance is due before pickup, delivery or installation is scheduled.
• Invoices. Invoices and payment records are issued through QuickBooks Online. Documents in Prism are quotes and order confirmations and are not invoices.
• Payment methods. We accept online card payments through Stripe, and check, ACH or cash arranged with us. Card payments may carry a processing fee if stated on the quote.
• Late payment. Past-due balances may accrue interest at the lesser of 1.5% per month or the maximum allowed by law, plus reasonable collection costs. We may hold shipment, pickup or installation, and pause other work, until an account is current.
• Taxes. California sales tax applies unless you provide a valid resale or exemption certificate before the order is invoiced.
• Title. Title to finished goods passes to you when paid in full. Until then we retain title and a security interest in them.

8. Changes and cancellations

Changes after a proof is approved may require re-approval and may change the price and schedule. If you cancel after approval, you are responsible for materials ordered, work performed and any non-refundable costs incurred up to the cancellation, and the deposit may be applied to those costs. Finished custom goods cannot be returned. Due dates are good-faith estimates based on approval and deposit timing, material availability and site readiness; we will tell you if something moves.

9. Your artwork and content

You keep ownership of the artwork, logos, text and files you give us (“Your Content”). You confirm that you own Your Content or have permission to use it, including any trademarks, photos, fonts and licensed designs it contains, and that producing it does not infringe anyone's rights or violate any law. You grant us a license to store, modify, reproduce and use Your Content as needed to prepare proofs, produce your order, keep it on file for reorders, and show finished work in our portfolio, website and social media. If you do not want a job shown publicly, tell us before or at approval and we will keep it private.

We may reject files that are low resolution or otherwise unsuitable, and may charge for prepress work to fix them. We do not proofread or fact-check Your Content beyond what we point out on a proof.

10. Our designs and intellectual property

Designs, layouts, mockups, renderings, production files and templates we create remain our property, including after you pay for the finished goods, unless a written agreement transfers them. Paying for a sign or print buys the physical product, not the source files. We are happy to quote a buyout of production files on request. Our name, logo, website content and Prism are protected by copyright and trademark law and may not be used without permission.

11. Production, delivery and installation

Delivery and risk. For shipped orders, risk of loss passes to the carrier on pickup; we will help with claims for damage in transit. For local delivery or pickup, risk passes on handover. Inspect goods on receipt and report shortages or damage within 5 business days.

Installation. VE Signs is a licensed California sign contractor (CSLB Lic. #C-1110856). Installation pricing assumes normal site conditions, safe and timely access, and a surface suitable for the work. Permits, engineering, electrical work beyond final hookup, and conditions not visible during the site survey are extra unless the quote includes them. You are responsible for obtaining landlord or HOA approvals and for marking underground utilities or hidden services.

Materials and care. Material life ratings are manufacturer estimates and depend on environment and care. Care guidance we publish, such as our vehicle magnet care instructions, is part of the product's expected use.

12. Warranty and disclaimers

We warrant that finished goods will match the approved proof and be free from defects in materials and workmanship for 90 days from delivery or installation, unless a longer period is stated on the quote or by the material manufacturer. Our sole obligation under this warranty is to repair or replace the defective item, or refund the price paid for it, at our option. This warranty does not cover damage from misuse, improper installation by others, vandalism, weather beyond design conditions, normal fading or wear, or failure to follow care instructions.

Except as stated above, the website, Prism and our goods and services are provided “as is”, and we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the website or Prism will be uninterrupted or error-free.

13. Limitation of liability

To the fullest extent permitted by law, VE Signs will not be liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, lost business or lost data, arising from the website, Prism, or any quote, order or service, even if we were told they were possible. Our total liability for any claim relating to an order is limited to the amount you paid for that order. Our total liability relating to the website or Prism, apart from an order, is limited to one hundred dollars. Some jurisdictions do not allow certain limitations, so some of these may not apply to you.

14. Indemnity

You will defend, indemnify and hold VE Signs and its owners, employees and contractors harmless from claims, losses and expenses, including reasonable attorneys' fees, arising from Your Content, your breach of these terms, or your use of goods we produce for you in violation of any law or third-party right.

15. Suspension and termination

We may suspend or close a Prism account, or decline further work, if these terms are breached, an account is past due, or we believe the account is being misused. You may close your account at any time by asking us. Closing an account does not cancel open orders or outstanding balances. Sections 7, 9, 10 and 12 through 17 survive termination.

16. Governing law and disputes

These terms are governed by the laws of the State of California, without regard to conflict-of-law rules. Any dispute that cannot be resolved by talking it through will be brought in the state or federal courts located in Riverside County, California, and you consent to their jurisdiction. In any action to enforce these terms, the prevailing party may recover reasonable attorneys' fees and costs.

17. General terms

These terms, together with the quote, proof and order confirmation for a given job, are the entire agreement between us for that job and replace any prior discussions. Terms printed on your purchase orders do not apply unless we sign them. If a provision is held unenforceable, the rest remains in effect. Our not enforcing a provision is not a waiver of it. You may not assign these terms or your account without our consent. Neither party is liable for delay caused by events beyond its reasonable control, including material shortages, carrier delays, weather, utility failures or government action.

18. Changes to these terms

We may update these terms by posting a new version here with a new effective date. The version in effect when you approve a proof or pay a deposit governs that order. Continued use of the website or Prism after a change means you accept the updated terms.

19. Contact