Privacy Policy

Information We Collect

• Name, email address, phone number and business details you give us on a call, on a form, or by email
• The appointment you book with us and how it turned out
• Replies you send to our text messages
• Recordings and transcripts of sales calls and video meetings (see below)
• Basic analytics data, such as pages visited, device type and browser

Call and Meeting Recordings

Our phone calls and Zoom meetings may be recorded and transcribed. We do this for quality, for training our team, and to prepare your road map after a review. If you do not want a call recorded, tell us at the start and we will not record it.

How We Use Information

• Book, confirm and remind you of appointments
• Answer your questions and follow up on your request
• Prepare proposals, agreements and your road map
• Build, run and improve the services we provide to clients
• Keep our site working well and understand how people use it

Text Messages (SMS)

We send text messages in two cases only:

• Appointment texts. If you book an appointment with us and give us your mobile number for the confirmation, we send a short series of texts about that appointment: a confirmation with the meeting link and a few reminders before the call.
• Replies when you text us first. If you text our number first, we may send a short reply asking when is a good time to call you back. We send no more than two replies per conversation.

We never send marketing texts, and we do not text anyone who has not booked with us or texted us first.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

Reply STOP at any time to stop the texts. Reply HELP for help. Message and data rates may apply. See our Terms for the full program details.

Data We Handle for Clients

When you are a client, we handle some data on your behalf so we can run your services. This can include:

• Contact details of your leads and customers from your website forms
• Conversations with the AI assistant on your website
• Job-site photos and video you send us
• Access to your ad accounts and Google Business Profile

We process this data only to deliver your services. You own your data. We do not sell it or use it for anyone else.

AI Tools

We use AI tools from third-party providers to write, build and run our services, for example to draft content, build websites and power the AI assistants on client sites. We send data to these providers only as needed to do the work. We do not sell your data to them or anyone else.

Signing Agreements Online

When you sign an agreement with us online, we keep a signature record: the name you typed, the date and time you signed, your IP address, and the device and browser you used. We keep this record with the signed agreement and email you a copy.

Payments

Payments are processed by Stripe. We do not see or store your full card or bank account numbers. Stripe handles them under its own privacy policy.

Third-Party Services

We use other companies to run our business, including hosting, analytics, forms, calendar booking, video meetings, a phone and text messaging carrier, AI providers and Stripe. They process data only to provide their service to us and follow their own privacy policies.

Cookies and Analytics

Our website uses cookies and similar tools to keep the site working and to count visits, see which pages are useful, and spot problems. We do not use this data to build advertising profiles about you. You can block or clear cookies in your browser settings; the site will still work.

Data Protection

We use reasonable technical and organizational measures to protect your data, and we limit access to the people who need it. We do not sell or rent personal information.

How Long We Keep Data

We keep information only as long as we need it for the reasons above. Prospect details and call recordings are kept while we are in contact and for a reasonable time after. Client records, signed agreements and payment records are kept for as long as the law and our accounting require. When we no longer need data, we delete it.

Your Rights

You can ask to see, correct or delete the personal data we hold about you at any time. Email chase@avalonwebsystems.com or call (470) 791-5455. We will answer within 30 days. Some records, such as signed agreements and payment records, may need to be kept to meet legal requirements.

Changes to This Policy

If we change this policy, we will post the new version here and update the date at the top.

Contact

Avalon Web Systems, LLC · (470) 791-5455 · chase@avalonwebsystems.com