The typical implementation process for VTS software:
Kick-Off & Goal Setting: Conduct workshop sessions with client teams to define rollout objectives, measure outcomes, and assign success metrics.
Dedicated Implementation Manager Assigned: A project manager from VTS oversees the onboarding timeline, ensuring smooth integration, data collection, and stakeholder coordination.
Portfolio Onboarding & Configuration: Import and structure existing leasing and asset management data; configure workflows suited to client processes.
Workflow Mapping: Customize “lead-to-lease” workflows and tenant relationship management pathways; define approval chains and data flows.
Integration Setup: Connect VTS to existing systems (e.g., ERP, CRM, financial, or property management tools) using standard integration methods.
Data Audit & Quality Review: Validate and clean imported data; remove duplicates (tenant records, listings, assets) to ensure accurate reporting.
User Training & Enablement: Conduct live webinar sessions and optional tailored one-day training for users and super-users on platform operations.
Go-Live Preparation: Complete configuration verification, content uploads (e.g., marketing visuals, building pages), and internal review before launch.
VTS platform is highly customizable to align with specific business requirements across commercial real estate portfolios. It offers configuration flexibility, open APIs, and integration options that let organizations tailor functionality, workflows, and data flows to their operational models.
Configurable Workflows; VTS allows users to modify approval processes, leasing stages, and pipeline structures directly within the system, adapting to unique portfolio or organizational workflows.
Custom Dashboards and Reporting:
Teams can design their own dashboards and use custom filters to measure performance indicators such as leasing velocity, tenant retention, and marketing ROI.
PDF reports, such as leasing activity summaries, can be fully customized to reflect company branding and specific KPIs.
API & Integration Flexibility:
VTS supports integrations with leading CRE systems like MRI, Yardi, and Salesforce through both standardized and direct API frameworks.
It provides a secure Sandbox testing environment for building and validating custom integrations before production deployment.
Personalized Tenant Experiences: Through VTS Activate, organizations can create branded mobile apps for tenants and residents, customize digital touchpoints (notifications, QR codes, in-app events), and configure property-level experiences.
Custom Roles and Permissions: Administrators can fine-tune access levels for different teams (leasing, asset management, marketing) ensuring alignment with internal governance policies.
Flexible Data Governance and Change Management: The platform’s data model can be adjusted to support evolving organizational structures, with options to define field mappings, naming conventions, and recurring sync schedules.
VTS provides structured onboarding led by implementation specialists plus ongoing, multi‑channel enablement through a Help Center, Academy courses, and certification, backed by standard support with documented service levels. New users get self‑paced learning, live enablement during rollout, and continuing access to resources for skills growth and troubleshooting.
Dedicated implementation/project management to coordinate data migration, configuration, integrations, and stakeholder alignment during rollout.
Defined an enablement plan during go‑live that includes a role‑based ramp for leasing, asset management, and marketing users.
Central knowledge base with step‑by‑step articles, how‑to videos, and product guidance for all VTS solutions.
Continuously updated content with quick answers for administrators and end users.
Structured e‑learning paths that teach best practices from inquiry‑to‑lease, tenant retention, and data‑driven decision making.
Formal VTS Certification program to validate proficiency and earn badges that signal product expertise.
Unified destination combining Help Center resources and Academy courses to accelerate onboarding and upskill existing users.
Courses and exercises covering deal pipeline habits, tenant risk insights, and portfolio health scenarios tailored to CRE roles.
In‑app and admin guidance for tenant engagement capabilities such as events, communications, surveys, and amenity bookings.
Feature‑level documentation that helps teams configure branded experiences and measure engagement.
Standard customer support with documented online availability targets of 99.5% monthly uptime, excluding scheduled maintenance and force majeure.
VTS reserves the right to adjust support modalities over time while maintaining overall service functionality during the subscription term.
User management and role‑based access configuration resources to onboard teams and govern permissions.
Integration and data‑sync guidance provided during implementation, with resources for testing and change management.
Pre‑go‑live sessions led by implementation teams, followed by role‑based training and access to VTS Learn for self‑paced reinforcement.
VTS implements an enterprise‑grade security framework combining encryption, regulatory compliance, independent audits, and internal secure‑coding practices to safeguard customer and tenant data across all platform layers. Its security posture is built around privacy laws such as GDPR and CCPA, cloud standards, and third‑party certifications.
End‑to‑end e: Data is encrypted in transit and at rest, leveraging industry standards such as TLS 1.2+ for communications and AES‑256 for stored data for protection against interception or unauthorized access.
SOC2 TypeII attestation: VTS undergoes independent SOC2 audits that assess the security, confidentiality, and availability of its systems. External auditors validate controls for logging, access management, and incident response.
Data Privacy Framework (EU‑U.S., UK, and Swiss‑U.S.): Certified by the U.S. Department of Commerce under the Data Privacy Framework, ensuring lawful cross‑border data transfers while adhering to EU‑GDPR principles of transparency, purpose limitation, and minimization.
Role‑based access control: Platform permissions are granted based on organizational roles, limiting access to property or lease data by job function. Multi‑factor authentication (MFA) is available for administrative accounts.
Application security program: The internal Security Engineering team “shifts security left” by embedding secure‑coding checks (SAST, DAST, SCA, IAST) within CI/CD pipelines to detect and fix vulnerabilities before production deployment.
Secure cloud infrastructure: Hosted on Microsoft Azure, benefiting from Azure’s ISO27001‑certified data centers, network segmentation, intrusion detection, and automated backups for business continuity.
Employee security training: All employees receive periodic training on data protection, phishing prevention, and secure handling of customer information, reinforcing a privacy‑first company culture.
Data retention and subject rights: Personal data is stored no longer than seven years from the last interaction unless legally required otherwise. Users can request deletion, correction, or data portability in machine‑readable formats (XML, JSON, CSV).
Incident monitoring and reporting: Continuous vulnerability scanning, audit logging, and intrusion detection help detect anomalies in real time. Any breach or unauthorized access is managed under a documented incident response plan aligned with SOC2 requirements.
VTS follows a structured, quarterly release cadence complemented by smaller patch updates and continuous security monitoring. Updates are managed through a coordinated change and release management process designed to minimize disruption and maintain platform stability.
Quarterly major releases
VTS typically issues three to four major platform updates each year (Spring, Summer, Fall, and Winter), each introducing new AI capabilities, workflow automations, or improvements in modules such as Lease, Market, Data, and Activate.
Each release cycle includes new product innovations, interface enhancements, and ecosystem integrations reflecting user feedback and evolving CRE trends.
Between major releases, incremental updates are deployed for performance tuning, bug fixes, and security improvements. These are applied automatically within VTS’s managed cloud infrastructure.
Preview and testing: Clients using enterprise contracts receive early access previews or sandbox testing environments before global deployment, enabling controlled UAT (User Acceptance Testing).
Automated lifecycle handling: Updates are rolled out in phases across data centers to ensure continuity and reduce the likelihood of downtime. Updates are managed with rollback protection and monitored version control.
Communication and release notes: Detailed release documentation is published for every cycle, summarizing new features, API changes, and usability enhancements. Example: “Fall 2025 Release Notes” detail AI‑powered lease extraction, expanded work order reporting, and tenant‑admin chat.
Customer enablement: VTS Learn and the Help Center publish on‑demand “What’s New” tutorials and role‑specific update guides for leasing, asset management, and marketing teams immediately upon release.
Availability service levels: The platform maintains documented uptime commitments (99.5% monthly), including scheduled maintenance windows during off‑peak hours to apply changes with minimal user disruption.
VTS grants clients full ownership of the data they upload or generate within the platform while providing structured export and portability options aligned with global privacy regulations such as GDPR and CCPA. The company’s policy clearly distinguishes between Client Content, which belongs entirely to the customer, and Usage or Aggregate Data, which VTS retains only for system optimization and analytics.
Client retains ownership
All data and content uploaded, transmitted, or created by a client within the VTS platform are treated as Client Content.
VTS explicitly states that “as between VTS and Client, the Client is the sole owner of all right, title, and interest” in its data, including related intellectual property.
VTS cannot take any action inconsistent with the client’s ownership rights and uses this data only to deliver or support services defined in the subscription agreement.
VTS’s limited rights
VTS is granted a temporary, non‑exclusive license to process and host client data solely for service provision, analytics, and customer support purposes.
Derived or anonymized insights (Aggregate Data and Usage Data) remain VTS’s property for improving platform performance and benchmarking but contain no personally identifying information.
Export options
Clients can request a full export of their data in machine‑readable formats such as XML, JSON, CSV, or text files, enabling migration to other systems or offline backup.
Automated nightly and monthly data refreshes and exports can also be configured through APIs or built‑in integration services, ensuring sustained data portability.
Privacy law compliance
Under GDPR and related frameworks, VTS functions as a Data Processor, while the client acts as the Data Controller responsible for determining lawful use of data.
Individuals may exercise rights to access, correction, deletion, or portability through their client organization; requests for portability are fulfilled in an “open format” (e.g., CSV, XML, JSON).
Retention and deletion: Personal data is retained only for as long as necessary for legitimate business use—no longer than seven years from the last user interaction—after which deletion or anonymization occurs unless legal obligations require otherwise.
VTS’s contract renewal and cancellation terms are defined in its Subscription Services Agreement, which applies to all cloud-based solutions under the VTS Platform. These terms outline renewal procedures, termination rights, data return timelines, and financial obligations upon contract end.
Each client contract specifies its own Subscription Term in the service order form (usually 12 months or multi‑year, based on portfolio size).
The master agreement remains active until all individual orders have expired or been terminated.
Auto-Renewal
Unless otherwise stated in the service order, subscriptions automatically renew on the same terms and for the same period as the initial term.
VTS notifies clients ahead of renewal and allows renewal modifications during the notice window.
Clients can renegotiate renewal pricing, seat counts, and modules before the new term begins.
Renewal typically includes ongoing product updates, API access, and upgraded functionality released during the subscription year.
Either party may terminate the agreement if the other is in material breach and fails to cure it within 30 days of written notice.
Immediate termination is permitted if a party becomes subject to insolvency, receivership, or bankruptcy proceedings.
Suspension Rights
VTS may temporarily suspend services or remove data if:
A client violates legal or contractual usage restrictions.
Payments are more than 30 days overdue after written notice.
Client-Initiated Cancellation
Clients may cancel subscriptions at the end of the current term by providing written notice before renewal.
Early termination during an active term does not result in refunds; all committed fees remain due.
Data Return Period
Upon contract termination, clients may request a data export within 60 days. VTS provides data in flat file formats (.csv, .xls, .txt, etc.) suitable for migration.
After 60 days, VTS may delete all client data from active servers but retain archival copies solely for compliance purposes.
Data Retention and Destruction
VTS meets multiple international compliance standards centered on data protection, privacy, and operational transparency for commercial real estate (CRE) technology. Its compliance framework combines independent audits, global privacy certifications, and adherence to major regulatory models.
SOC2 TypeII Attestation
Independently audited under the SOC2 framework by certified third-party assessors.
Evaluates the platform on the five Trust Services Criteria—Security, Availability, Processing Integrity, Confidentiality, and Privacy—ensuring customer data is managed securely and reliably.
Demonstrates continuous control monitoring across system access, encryption, and data handling.
ISO27001 Alignment
Operational processes align with ISO27001 Information Security Management System (ISMS) standards.
The system undergoes yearly surveillance audits and full recertification every three years to demonstrate ongoing improvement and control effectiveness.
EU–U.S., UK, and Swiss–U.S. Data Privacy Frameworks (DPF)
Officially certified with the U.S. Department of Commerce for compliance with transatlantic data transfer principles.
Ensures lawful cross-border transfers of personal data while protecting individual rights under GDPR and UK data protection laws.
General Data Protection Regulation (GDPR)
Serves as a Data Processor for all client data within the VTS Platform, following GDPR Article28 standards.
Permits clients (Data Controllers) to fully exercise data subject rights, including access, portability, deletion, and correction requests.
California Consumer Privacy Act (CCPA)
Complies with California’s privacy framework for U.S. users, guaranteeing rights to disclosure, deletion, and opt-out of data sales or sharing.
Offers clients contract clauses supporting state-level privacy requirements.
VTS Activate supports governance compliance through transparent communication with tenants and stakeholders, aligning with frameworks such as GRESB and LEED governance benchmarks for reporting operational accountability.
Data Retention and Incident Management
Maintains policies consistent with SOC2 data retention and security incident response control families.
