Communication Policy
Effective Date: August 11, 2025
Last Updated: August 11, 2025
At Vista Estate, operated by Tritanium Global LLC, professional, transparent, and respectful communication is central to how we serve clients, partners, and team members.
This Communication Policy defines the standards, principles, and procedures governing all communication across email, phone, messaging apps, meetings, and digital platforms. Our goal is to ensure all communications are handled professionally, promptly, and in compliance with applicable laws and regulations.
1. Purpose of the Policy
This Policy ensures that communication:
Is clear, accurate, and respectful.
Promotes transparency and accountability in service delivery.
Uses approved communication channels for different scenarios.
Provides escalation paths for resolving misunderstandings or disputes.
Meets all applicable privacy, advertising, and consumer protection laws.
2. Core Principles of Communication
Vista Estate follows five guiding principles:
Clarity – Messages are concise, accurate, and free of unnecessary jargon.
Transparency – All relevant and truthful information is provided.
Responsiveness –
General inquiries: 24–48 business hours.
Urgent matters: Same business day.
Respect – No offensive, discriminatory, or aggressive language.
Confidentiality – Sensitive information is safeguarded under GDPR, CCPA, TCPA, and related laws.
3. Internal Communication Guidelines
Approved Channels: Company email, secure messaging platforms, and scheduled meetings.
Documentation: Key decisions and approvals must be recorded in writing.
Feedback: Constructive feedback is encouraged and documented via performance reviews or surveys.
Conflict Resolution: Internal disputes should be resolved privately and respectfully; HR or management may mediate.
Meetings: Each meeting must include an agenda, stay focused, and end with clear action items.
4. External Communication Guidelines Clients
Use approved templates for updates and confirmations.
Provide written confirmation for service updates, lead/referral delivery, or agreements.
Acknowledge all client inquiries within 1 business day.
Vendors & Partners
Maintain written contracts and document all changes.
Provide timely updates on deadlines, deliverables, and scope adjustments.
Social Media & Marketing
Public content must reflect Vista Estate’s brand tone and compliance standards.
No exaggerated or misleading claims.
Advertising must comply with FTC, TCPA, and CAN-SPAM rules.
Complaints
Acknowledge within 24 hours.
Provide resolution or next steps within 3–5 business days.
Clients are encouraged to use Vista Estate’s official support channels for dispute resolution.
5. Preferred Communication Channels
Purpose Primary Channel Secondary Channel
Client updates & contracts Email Phone call
Urgent service matters Phone call Secure messaging
Internal daily updates Messaging app Email
Formal announcements Email Internal portal
Public engagement Social media Website/Blog
6. Compliance & Legal Requirements
Vista Estate complies with:
GDPR & CCPA – Data privacy and protection.
TCPA & CAN-SPAM – SMS, telemarketing, and email rules.
FTC Truth-in-Advertising – No false or misleading claims.
Applicable real estate marketing regulations (state and federal).
All personal data shared in communication is:
Collected lawfully and with consent.
Stored securely with encryption.
Accessible only to authorized staff.
Retained only as long as required by law or business needs.
Clients agree that all billing or service concerns should be submitted directly to support@vistaestate.us
for resolution.
(Note: Clients always retain the right to contact their bank or payment provider; however, we strongly encourage resolving matters directly with Vista Estate first to ensure faster, more efficient handling.)
7. Data Handling in Communication
User Responsibility: Clients and partners must have lawful rights to share any third-party data.
Data Security: We use secure IT systems to prevent unauthorized access or data loss.
Retention & Deletion: Data is retained only as required by law or business need. Clients may request deletion by contacting privacy@vistaestate.us
.
8. Policy Review & Updates
This Policy is reviewed annually, or earlier if required by regulatory or business changes. Updates will be posted with a new Effective Date. Continued use of Vista Estate services after updates constitutes acceptance.
9. Contact Information
Vista Estate (powered by Tritanium Global LLC)
5900 Balcones Dr STE 100, Austin, TX 78731
Email: support@vistaestate.us
Phone: +1 (512) 566-0340
Website: www.vistaestate.us