Privacy Policy

Summary of key points

• What personal information do we process? Information you give us when you create an account and configure your smart assistant, and limited technical information collected automatically.
• Do we process sensitive personal information? No. We ask you not to place sensitive personal information into your smart assistant's knowledge base.
• Do we receive information from third parties? We receive billing and subscription information from our payment processor and authentication information if you sign in with Google.
• How do we process your information? To provide, improve and administer the Services, to communicate with you, for security and fraud prevention, and to comply with law.
• Do we sell your information? No. We do not sell or rent personal information.
• What are your rights? Depending on where you live, you may request access to, correction of, or deletion of your personal information.

1. What information do we collect?

Information you disclose to us. We collect the information you provide when you register and configure a smart assistant, including your name or business name, email address, business phone number, service area, service description, suggested questions, approved domains, and the knowledge base text you write for your smart assistant to use.

Payment data. We collect data necessary to process your subscription payment, such as your payment instrument number and security code. All payment data is stored and handled by our payment processor, and we never store full card numbers.

Social sign-in data. If you register using Google, we receive the profile information that provider shares with us, such as your name and email address.

Information collected automatically. We automatically collect certain technical information when you use the Services, such as IP address, browser and device characteristics, referring URLs, pages viewed, and timestamps. We use this for security, abuse prevention, and internal analytics.

Visitor conversations. When a visitor chats with a smart assistant installed on a customer's website, the messages are matched against the answers that account's owner saved. We record that a visitor tapped a text, email or "Send us your info" button, along with the page path and time, so the account owner can see lead activity. We do not operate an inbox: the visitor's enquiry message itself is delivered from the visitor's own device to the business's own phone number or email address.

2. How do we process your information?

• To create and manage your account and authenticate you.
• To deliver and facilitate the Services, including matching visitor questions to saved answers and serving your responder on approved domains.
• To bill and manage your subscription.
• To respond to your support requests and send you service-related communications.
• To protect the Services, prevent abuse, enforce domain restrictions and monitor usage against your monthly allowance.
• To comply with our legal obligations.

3. What legal bases do we rely on?

Where required by law, we process your personal information on the basis of your consent, our performance of a contract with you, our legitimate interests in operating and securing the Services, and compliance with legal obligations. You may withdraw consent at any time by contacting us.

4. When and with whom do we share information?

We share information only with service providers who help us operate the Services, and only as far as needed to perform their function. This includes our cloud hosting and database provider, our payment processor (to bill your subscription), and email delivery providers. We may also share information in connection with a business transfer, or where required by law or to protect our rights.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

5. Do we use cookies and tracking technologies?

On retainleads.com we use cookies and local storage to keep you signed in, to remember basic preferences (including whether you have dismissed our cookie notice), for analytics, and for advertising and respectful retargeting — for example, showing you a reminder about RetainLeads.com on other sites after you have visited ours. Advertising and analytics cookies may be set by partners such as Google or Meta and are subject to those partners' own policies. You can decline non-essential cookies in our cookie notice, clear them in your browser at any time, and opt out of interest-based advertising through your browser or device settings and industry opt-out tools. Our embeddable smart assistant itself does not place cookies on your visitors' devices unless you, the account owner, turn on an optional retargeting or analytics feature for your own site; where offered, such features are off by default and enabled only by you.

Attribution link. The widget shows a small "Powered by RetainLeads.com" link on the pages where it is installed. That link carries the address of the website it appears on (for example site=example.com) so we can see which installations send visitors to retainleads.com. It contains no information about the visitor, and the link itself sets no cookie. If a visitor follows it to our site, our normal cookie notice applies from that point.

Invisible bot protection. We use Cloudflare Turnstile to distinguish human visitors from bots before allowing a chat message or lead submission through our widget. Turnstile runs invisibly: real visitors see no checkbox, puzzle or badge under normal circumstances. To provide this protection, Cloudflare processes limited technical signals such as the visitor's IP address, TLS fingerprint, User-Agent header, Turnstile sitekey and the origin of the request. Cloudflare does not use these signals to identify, profile or target individual visitors; they are processed solely to detect and block malicious automated traffic. Cloudflare acts as a data processor for the bot-detection purpose and as a data controller when it uses signals to improve Turnstile's detection capabilities. For more information, see Cloudflare's Turnstile Privacy Addendum at https://www.cloudflare.com/privacypolicy/ (Turnstile supplement) and Cloudflare's main Privacy Policy. Questions about Cloudflare's processing may be directed to Cloudflare's Data Protection Officer at dpo@cloudflare.com.

If you enable AI Smart Assistant mode, the text a visitor types into your assistant, together with the business information and saved answers you configured, is sent to a third-party AI model provider (ours, or the one whose key you supplied) solely to generate the reply. We do not use visitor messages to train models. If you supply your own AI key it is stored encrypted and used only to make requests on your behalf.

Because your smart assistant code is licensed to your account and locked to the website registered to it, each time the code loads we record technical request details — the website address (domain) it loaded on, the time, and a count of requests. We use this only to confirm the code is installed, to enforce your domain lock and prevent someone else reusing your code, and for billing and support. We do not build advertising profiles of your website's visitors from these technical records.

6. How long do we keep your information?

We keep your account and assistant configuration for as long as your account is active, and for a reasonable period afterward to meet legal, accounting and dispute-resolution requirements. Lead activity records are retained while your account is active. When you delete your account, we delete or anonymize your data unless retention is legally required.

7. How do we keep your information safe?

We use organizational and technical measures, including encrypted transport, row-level database access rules and domain locking, to protect your personal information. However, no electronic transmission or storage technology can be guaranteed to be 100% secure, so we cannot promise that unauthorized third parties will never defeat our security.

8. Do we collect information from minors?

We do not knowingly solicit data from or market to children under 18 years of age. If we learn that personal information from a user under 18 has been collected, we will deactivate the account and delete that data promptly.

9. What are your privacy rights?

Depending on your location, you may have the right to request access to, correction of, or deletion of your personal information, to object to or restrict processing, to data portability, and to withdraw consent. You may also unsubscribe from marketing emails at any time. To exercise a right, email us at support@retainleads.com.

If you are a resident of California, Colorado, Connecticut, Utah, Virginia or another state with a comprehensive privacy law, you may have additional rights, including the right to confirm whether we process your personal data and to appeal a refused request. We do not discriminate against you for exercising any of your rights.

10. Do-Not-Track features

Most browsers include a Do-Not-Track ("DNT") feature. No uniform technology standard for recognizing DNT signals has been finalized, so we do not currently respond to them. If a standard is adopted, we will update this notice.

11. Updates to this notice

We may update this privacy notice from time to time. The updated version will be indicated by a revised "Last updated" date and will be effective as soon as it is accessible.

12. How can you contact us?

Questions or comments about this notice may be sent by email to support@retainleads.com, or to Life More Abundantly LLC, the parent company of RetainLeads.com.