Privacy Policy

Last Updated: June 1, 2025 | Effective Date: June 1, 2025

1. Introduction and Scope

SiteSignalHQ LLC (“SiteSignalHQ,” “we,” “us,” or “our”) operates the SiteSignalHQ AI Revenue Recovery Platform, available at sitesignalhq.com. This Privacy Policy describes how we collect, use, disclose, and protect information when you use our services as a business client (“Client”) and when your customers (“End Users”) interact with our AI systems on your behalf.

This Policy applies to: (a) information collected through our website at sitesignalhq.com; (b) information collected through our Service platform; (c) information processed on behalf of Clients through our AI call answering and lead capture services.

By using our Service, you acknowledge that you have read and understood this Privacy Policy. If you are a Client, you are responsible for ensuring that your use of our Service to process End User data complies with all applicable privacy laws.

2. Information We Collect

We collect several types of information in connection with our Service:

Client Account Information: When you create an account, we collect your name, business name, email address, phone number, billing address, and payment information. Payment processing is handled by our payment processor and we do not store complete credit card numbers.

Service Configuration Data: Information you provide to configure and personalize your AI service, including business hours, service offerings, staff information, frequently asked questions, and call routing preferences.

Call and Interaction Data: When your customers call your business through our Service, we collect call recordings (where permitted), call transcripts, caller identification information provided by the caller, appointment requests, lead qualification information, and call outcome data. This data is processed on your behalf and you are the data controller for your customers’ information.

Usage and Analytics Data: Information about how you use our platform, including login activity, features accessed, dashboard interactions, and system performance metrics.

Technical Data: IP addresses, browser type, device information, and cookies collected when you visit our website or use our platform.

3. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Process payments and manage your subscription
• Configure and train your AI system based on your business specifications
• Generate analytics and performance reports for your dashboard
• Send service-related communications including receipts, account alerts, and technical notices
• Respond to your support requests and inquiries
• Improve and develop new features of the Service
• Detect, prevent, and address technical issues and fraudulent activity
• Comply with legal obligations

We do not use your customers’ call data for any purpose other than providing the Service to you. We do not use End User data for our own marketing purposes.

4. Data Sharing and Disclosure

We do not sell, trade, or rent your information or your customers’ information to third parties. We may share information only in the following limited circumstances:

Service Providers: We engage trusted third-party providers to help us deliver the Service, including cloud hosting, payment processing, telecommunications, and analytics services. These providers are contractually required to protect your information and may only use it to provide services to us.

Legal Requirements: We may disclose information if required by law, subpoena, court order, or other legal process, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, Client information may be transferred as part of that transaction. We will notify affected Clients before information is transferred and becomes subject to a different privacy policy.

With Your Consent: We may share information for any other purpose with your explicit consent.

5. Call Recording and Consent

Our Service may record calls between your AI system and your customers. As the Client, you are responsible for:

• Ensuring that your customers are informed that calls may be recorded
• Obtaining any required consents under applicable state and federal call recording laws
• Including required disclosures in your call handling configuration
• Complying with all applicable laws in jurisdictions where your customers are located

SiteSignalHQ can configure automatic call recording disclosures at the start of each call upon your request. We strongly recommend enabling this feature to ensure compliance with two-party consent state laws.

6. Data Retention

We retain your account information for as long as your account is active and for a reasonable period thereafter to comply with our legal obligations and resolve disputes. Specifically:

• Active account data: retained for the duration of your subscription
• Call recordings and transcripts: retained for 90 days by default (configurable)
• Analytics and aggregated data: retained for up to 2 years
• Billing records: retained for 7 years for accounting purposes
• Data following account cancellation: available for export for 30 days, then deleted

7. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

To exercise these rights, contact us at partners@sitesignalhq.com. We will respond to your request within 30 days.

8. California Privacy Rights (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights regarding your personal information. Under the CCPA, California consumers have the right to know what personal information is collected, the right to know whether personal information is sold or disclosed, the right to opt out of the sale of personal information, the right to access personal information, and the right to equal service and price.

SiteSignalHQ does not sell personal information as defined under the CCPA. To submit a CCPA request, contact us at partners@sitesignalhq.com with “CCPA Request” in the subject line.

9. Data Security

We implement industry-standard technical and organizational security measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit (TLS/SSL), encryption of sensitive data at rest, regular security assessments, access controls and authentication requirements, employee security training, and incident response procedures.

While we implement appropriate security measures, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.

10. Cookies and Tracking

Our website uses cookies and similar tracking technologies to enhance your experience, analyze usage, and improve our services. We use:

• Essential cookies: Required for the website to function properly
• Analytics cookies: Help us understand how visitors use our website
• Preference cookies: Remember your settings and preferences

You can control cookie preferences through your browser settings or our cookie consent banner. Disabling certain cookies may affect the functionality of our website.

11. Third-Party Links

Our website and Service may contain links to third-party websites. This Privacy Policy does not apply to those websites, and we are not responsible for the privacy practices of third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

12. Children’s Privacy

Our Service is intended for businesses and is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have collected personal information from a person under 18, we will take steps to delete such information.

13. International Data Transfers

SiteSignalHQ is based in the United States. If you are accessing our Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States. By using our Service, you consent to the transfer of your information to the United States.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email to your registered address or by posting a prominent notice on our website at least 30 days before the changes take effect. Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Policy.

15. Contact Us

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

• Email: partners@sitesignalhq.com
• Phone: +1 (717) 727-2176
• Website: sitesignalhq.com/contact

We are committed to resolving privacy complaints and will respond to all inquiries within 30 days.