Privacy Policy

1. Information We Collect

We collect information you voluntarily provide to us when you register for an account, express interest in obtaining information about our services, participate in activities on our platform, or contact us. The personal information we collect may include:

• Name and contact details (email address, phone number, company name)
• Billing and payment information (processed securely via third-party payment processors)
• Account credentials (username, password)
• Usage data and preferences within the platform
• Communications you send us (support tickets, emails, chat messages)

We also automatically collect certain information when you visit our website, including your IP address, browser type, operating system, referring URLs, pages viewed, and the dates and times of your visits. This data is collected via cookies and similar tracking technologies (see Section 7 below).

2. Data Privacy Regulations & Compliance Frameworks

Because our clients operate across multiple jurisdictions and industries — including healthcare and legal intake — we design our data handling workflows to align with the regulatory frameworks most relevant to modern web applications and AI-driven services. The following frameworks inform how we collect, process, store, and delete personal data.

GDPR (General Data Protection Regulation)

For individuals located in the European Economic Area and United Kingdom, we process personal data under a documented legal basis (consent, contract performance, or legitimate interest), honor data subject access and erasure requests, and maintain records of processing activity in line with GDPR Articles 6, 15, and 17.

CCPA / CPRA (California Consumer Privacy Act)

California residents have the right to know what personal information we collect, request deletion, opt out of the sale or sharing of personal information, and be free from discrimination for exercising these rights. We do not sell personal information as defined under CCPA/CPRA.

Industry-Specific Compliance (HIPAA & Legal Intake)

Where our services support healthcare or legal intake workflows, we implement additional administrative and technical safeguards consistent with HIPAA and applicable bar-association confidentiality standards. Data collected through those specialized workflows is handled with heightened access controls, encryption, and audit logging beyond our baseline security practices described in Section 5.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our services and platform
• Process transactions and send related information (confirmations, invoices, receipts)
• Manage your account and provide customer support
• Send administrative information, product updates, and service announcements
• Send marketing and promotional communications (with your consent where required)
• Analyze usage patterns to improve our website and services
• Detect, prevent, and address technical issues, fraud, and abuse
• Comply with legal obligations and enforce our agreements
• Respond to legal requests and prevent harm

We will not use your personal information for purposes other than those disclosed in this policy without obtaining your prior consent.

4. Data Sharing and Disclosure

We may share your information in the following circumstances:

• Service Providers: We share data with third-party vendors and service providers who perform services on our behalf (e.g., payment processing, data analytics, email delivery, hosting). These providers are contractually bound to use your information only as directed by us.
• Business Transfers: In connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business, your information may be transferred.
• Legal Requirements: We may disclose your information where required by law or in response to valid legal process (subpoenas, court orders, government requests).
• Protection of Rights: We may disclose information when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
• With Your Consent: We may share your information with your explicit consent for any other purpose.

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

5. Data Security

We implement appropriate administrative, technical, and physical security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption for all data transmissions
• Access controls limiting employee access to personal data on a need-to-know basis
• Regular security assessments and penetration testing
• Secure, encrypted storage of sensitive data at rest
• Incident response procedures for data breach notification

While we take reasonable precautions, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security and encourage you to use strong, unique passwords and notify us immediately of any suspected unauthorized access to your account.

6. Your Rights and Choices

Depending on your location, you may have the following rights with respect to your personal data:

• Access: Request a copy of the personal information we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your personal data, subject to certain legal exceptions.
• Restriction: Request that we limit the processing of your data in certain circumstances.
• Portability: Request a machine-readable copy of your data for transfer to another service.
• Objection: Object to processing of your data based on legitimate interests or for direct marketing.
• Opt-out of Marketing: Unsubscribe from promotional emails at any time via the unsubscribe link in our emails or by contacting us.

To exercise any of these rights, please contact us at the address provided in Section 11. We will respond to verified requests within the timeframe required by applicable law (typically 30 days).

7. Cookies and Tracking Technologies

We use cookies, web beacons, pixel tags, and similar tracking technologies to collect and store information about how you interact with our website. Types of cookies we use include:

• Strictly Necessary Cookies: Required for the website to function properly (session management, security, preferences).
• Analytics Cookies: Help us understand how visitors interact with the site (e.g., Google Analytics, Hotjar).
• Functional Cookies: Enable enhanced functionality and personalization.
• Advertising/Targeting Cookies: Used to deliver relevant advertisements and track campaign performance.

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our website. For more information about managing cookies, visit www.allaboutcookies.org.

8. AI Services & Automated Data Processing

Several of our offerings — including the APEX Engine™ automation suite, AI-driven answer engine optimization, and AI intake tools built for healthcare and legal clients — rely on automated and AI-assisted data processing. We apply the following practices to those workflows:

• Purpose Limitation: Data submitted to AI intake or optimization tools is used only to deliver the requested service (e.g., generating structured data, summarizing intake responses, or benchmarking content against retrieval patterns).
• Human Oversight: Outputs from automated systems that affect account status, billing, or reporting are reviewable by our team on request.
• Model Training: We do not use client-submitted personal data to train third-party large language models without explicit authorization.
• Vendor Safeguards: AI infrastructure providers we rely on are contractually bound to the same confidentiality and security obligations described in Section 5.

For AI-assisted intake workflows on our HIPAA-compliant medical intake and legal intake products, additional data handling terms apply and are detailed in the service agreement referenced in our Terms of Service.

9. Third-Party Links

Our website may contain links to third-party websites and services. We are not responsible for the privacy practices or content of those third parties. We encourage you to review the privacy policies of any third-party sites you visit. Inclusion of a link does not imply endorsement or any association with that third party.

10. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have inadvertently collected such information, we will take steps to delete it promptly. If you believe we may have any information from or about a child under 16, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by updating the "Last Updated" date at the top of this policy and, where required by law, by sending you a direct notification. We encourage you to review this policy periodically to stay informed about how we are protecting your information. Your continued use of our services following the posting of changes constitutes acceptance of those changes and of the accompanying Terms of Service.

12. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We aim to respond to all privacy-related inquiries within 30 days. For GDPR or CCPA requests, please include your jurisdiction so we can process your request appropriately. For questions about how these terms interact with your use of the platform, review our Terms of Service or visit our contact page.

13. Compliance Snapshot

The table below summarizes how our practices map to the major frameworks referenced throughout this policy, for quick reference.

This snapshot is a convenience reference only; the full obligations for each framework are described in Section 2 above and are updated as regulations evolve.