Privacy Policy

1. Information We Collect

We collect information you provide directly to us, including your first and last name, business name, email address, phone number, details about your lead database and sales process, and any information you submit through our booking forms, questionnaires, or communications with our team.

We also collect limited technical information automatically, such as IP address, browser type, device type, referring pages, and pages visited on our website.

2. How Information Is Used

We use the information we collect to schedule and prepare for consultations, respond to inquiries, deliver the services you request, configure and operate automation and CRM systems on your behalf, send appointment reminders and service communications, improve our website and offerings, and comply with legal obligations.

SmartSiteSystems does not sell, rent, or trade your information to any third party under any circumstances.

3. Cookies and Analytics

Our website may use cookies and similar technologies to remember preferences, measure traffic, and understand how visitors interact with our pages. Analytics providers may process aggregated, non-identifying usage data on our behalf. You can disable cookies in your browser settings, though some parts of the site may not function as intended.

4. CRM and AI Platform Usage

Information you submit is stored in our customer relationship management (CRM) platform and may be processed by artificial intelligence systems we use to draft messages, qualify inquiries, schedule appointments, and summarize conversations. AI-assisted communications are supervised by our team, and sensitive matters are escalated to a human. We do not use your data to train publicly available AI models.

5. Email Communications

By providing your email address, you consent to receive emails from SmartSiteSystems related to your inquiry, appointments, onboarding, and services, as well as occasional educational or promotional content. You may unsubscribe from marketing email at any time using the link in any message. Transactional messages related to an active engagement may continue.

6. SMS Communications

By providing your phone number and checking the consent box on our forms, you agree to receive phone calls and conversational SMS text messages from SmartSiteSystems regarding your inquiry, appointments, and services. Message and data rates may apply and message frequency varies. Reply STOP to opt out at any time or HELP for assistance. You may also contact us directly at (614) 756-6795.

Mobile opt-in information and consent are never shared with or sold to third parties for their own marketing purposes.

7. Data Retention

We retain information for as long as needed to provide our services, maintain business records, and meet legal, tax, or accounting requirements. When information is no longer required, it is deleted or de-identified. You may request deletion of your information at any time using the contact details below.

8. Data Security

We use industry-standard safeguards including encrypted connections, access controls, and vetted service providers to protect information in our care. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Third-Party Service Providers

We rely on trusted vendors to operate our business, including CRM and marketing automation platforms, telephony and SMS providers, email delivery services, calendar and scheduling tools, hosting providers, and analytics services. These providers may process your information only to perform services for us and are bound by confidentiality obligations.

10. User Rights

Depending on your location, you may have the right to access, correct, export, restrict, or delete the personal information we hold about you, and to withdraw consent for marketing communications. To exercise any of these rights, contact us using the information below. We will respond within a reasonable timeframe.

11. Children's Privacy

Our website and services are intended for businesses and are not directed to children under 13. We do not knowingly collect information from children. If we learn that we have collected such information, we will delete it promptly.

12. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The revised version will be posted on this page with an updated effective date, and continued use of our website or services constitutes acceptance of the updated policy.

13. Contact Information

Questions about this Privacy Policy or your information? Contact SmartSiteSystems at hello@smartsitesystems.io or (614) 756-6795. See also our Terms of Service.