Privacy Policy

1Information We Collect

1.1 Information You Provide to Us

We collect information that you voluntarily provide when engaging with our services:

• Business Information: Company name, business type (HVAC, Plumbing, Roofing), service area, contact name, email address, and phone number
• Lead Data: Customer lists, CRM exports, Excel/Google Sheets files containing past leads, contact information, service inquiries, and interaction history
• Communication Data: Information from discovery calls, strategy sessions, support requests, and responses to our reactivation campaigns
• Payment Information: Billing details and payment information for verified leads and booked appointments (processed securely through third-party payment processors)

1.2 Information Collected Automatically

1.3 Information from Your Leads and Customers

Through our lead reactivation campaigns, we process information about your past customers and leads:

• Contact Information: Names, phone numbers, email addresses, and physical addresses
• Service History: Previous inquiries, service requests, job types, and interaction history
• Response Data: Replies to SMS, email, and voice campaigns, booking requests, and appointment scheduling information
• Geolocation Data: Service area and zip code information to ensure local targeting

2How We Use Your Information

We use collected information for the following purposes:

• Lead Reactivation Services: To organize, analyze, and re-engage your past leads through automated SMS, email, and voice campaigns
• Performance-Based Delivery: To verify lead quality, confirm appointments, track conversions, and process payments for qualified leads only
• Campaign Optimization: To improve message effectiveness, follow-up timing, and conversion rates
• Customer Support: To respond to inquiries, provide technical assistance, schedule discovery calls, and resolve issues
• Notifications: To send instant alerts when leads respond, book appointments, or request quotes
• Service Communications: To send system updates, campaign reports, performance metrics, and service-related information
• Analytics and Reporting: To generate lead recovery reports, conversion analytics, and ROI tracking for your account
• Legal Compliance: To comply with TCPA regulations, GDPR, CCPA, and other applicable laws governing SMS/email marketing

3SMS and Email Marketing Compliance

3.1 TCPA Compliance

SystemizedLeadz complies with the Telephone Consumer Protection Act (TCPA) requirements for SMS marketing:

• Prior Express Consent: We only contact leads who have previously provided their contact information to your business, establishing prior business relationship
• Opt-Out Mechanisms: Every SMS message includes clear opt-out instructions. We honor all opt-out requests immediately, including variations like "STOP," "UNSUBSCRIBE," "END," or any reasonable request to cease communication
• Identification: All messages clearly identify your business as the sender
• Frequency Disclosure: Lead reactivation campaigns run on a defined schedule with transparent frequency expectations

3.2 Email Marketing Compliance

Our email campaigns comply with CAN-SPAM Act requirements:

• Accurate "From" and subject lines identifying your business
• Clear identification of messages as advertisements when applicable
• Valid physical postal address in every email
• One-click unsubscribe mechanism in all marketing emails
• Opt-out requests honored within 10 business days

4How We Share Your Information

We may share information in the following limited circumstances:

4.1 Service Providers

We work with trusted third-party providers to deliver our services:

• SMS/Email Delivery Services: To send reactivation campaigns and notifications
• CRM and Automation Platforms: Including GoHighLevel (GHL) for lead management and workflow automation
• Voice Communication Providers: For voice campaign delivery and call tracking
• Payment Processors: To handle billing for verified leads and booked appointments
• Analytics Services: To measure campaign performance and generate reports
• Cloud Hosting Providers: For secure data storage and platform operations

4.2 With Your Customers (Lead Recipients)

When leads respond to reactivation campaigns, we facilitate communication between you and your past customers to schedule appointments and book jobs.

4.3 Legal Requirements

We may disclose information when required by law, court order, legal process, or to protect the rights, property, and safety of SystemizedLeadz OS, our clients, or others.

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, and you will be notified of any such change.

5Data Retention

We retain your information for the following periods:

• Active Client Data: For the duration of our service relationship plus 90 days after termination
• Lead Campaign Data: Until campaigns complete or client requests deletion, typically 30-90 days
• Opt-Out Records: Permanently maintained to honor unsubscribe requests and prevent future contact
• Performance Metrics: Aggregated, anonymized data may be retained indefinitely for service improvement
• Legal Compliance Records: As required by applicable laws, typically 3-7 years

6Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data transmitted between your device and our servers uses SSL/TLS encryption protocols
• Access Controls: Restricted access to client and lead data with role-based authentication
• Secure Storage: Lead data stored on secure cloud servers with backup and disaster recovery protocols
• Data Minimization: We only collect and retain data necessary for service delivery
• Regular Audits: Security assessments and monitoring to detect vulnerabilities
• Third-Party Vetting: All service providers undergo security compliance verification

While we implement robust security measures, no method of electronic transmission or storage is 100% secure. We continuously work to maintain reasonable safeguards but cannot guarantee absolute security.

7Your Privacy Rights

7.1 Access and Portability

You have the right to request access to your business data and lead information we hold, and receive a copy in a portable format (CSV, Excel, etc.).

7.2 Correction

You may request correction of inaccurate or incomplete information about your business or lead data.

7.3 Deletion

You may request deletion of your account and associated lead data, subject to legal retention requirements and ongoing campaign obligations.

7.4 Opt-Out Rights

• SMS Opt-Out: Reply "STOP" to any SMS message to unsubscribe from that campaign
• Email Opt-Out: Click the unsubscribe link in any marketing email
• Voice Call Opt-Out: Request removal during any voice campaign call
• Marketing Communications: Contact us to opt out of service-related marketing

7.5 California Residents (CCPA/CPRA)

California residents have additional rights:

• Right to know what personal information is collected and how it's used
• Right to delete personal information (with certain exceptions)
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising privacy rights

7.6 European Residents (GDPR)

If you are in the European Economic Area, you have rights under GDPR including:

• Right to access, rectification, erasure, and data portability
• Right to restrict or object to processing
• Right to withdraw consent at any time
• Right to lodge a complaint with a supervisory authority

8Lead Data from Your Customers

When you provide us with your past customer and lead lists, you represent and warrant that:

• You have the legal right to share this information with SystemizedLeadz OS
• These individuals have a prior business relationship with your company
• You have obtained any necessary consents for SMS/email marketing under applicable laws
• The data provided is accurate and up-to-date to the best of your knowledge

You remain the data controller for your customer information. SystemizedLeadz OS acts as a data processor, following your instructions to re-engage these leads on your behalf.

9Cookies and Tracking Technologies

We use cookies and similar technologies on our website:

• Essential Cookies: Required for website functionality and security
• Analytics Cookies: To understand how visitors interact with our website (Google Analytics)
• Marketing Cookies: To deliver relevant advertising and measure campaign effectiveness (Facebook Pixel, LinkedIn Insight Tag)
• Preference Cookies: To remember your settings and preferences

You can manage cookie preferences through your browser settings. Note that disabling certain cookies may limit website functionality.

10Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

11Children's Privacy

SystemizedLeadz OS services are intended for business use only and not directed at individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child without parental consent, we will delete it promptly.

12International Data Transfers

Your information may be transferred to and processed in the United States or other countries where our service providers operate. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable data protection laws.

13Updates to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, regulatory requirements, or business operations. We will notify you of material changes by:

• Posting the updated policy on our website with a new "Last Updated" date
• Sending email notification to active clients
• Providing prominent notice on our platform

Continued use of our services after changes constitutes acceptance of the updated policy. We recommend reviewing this policy periodically to stay informed about how we protect your information.

Last Updated: December 9, 2025