Introduction

Thoughtful Agency Inc. ("SmartSite," "we," "us," or "our") values your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, share, and protect your information when you use SmartSite as a business customer ("Tenant") or when your customers interact with a SmartSite-powered page. By using SmartSite you consent to the data practices described in this Privacy Policy. If you do not agree with any part of this policy please discontinue use of the Service immediately.

Information We Collect

From SmartSite business customers (Tenants): When you sign up for SmartSite we collect your full name, business name, email address, phone number, business address, hours of operation, and service information. If you make payment through SmartSite we collect billing details processed securely through Stripe. We do not store full credit card numbers on our servers. We may retain payment history for billing and support purposes.

‍From visitors and customers interacting with SmartSite-powered pages: When a visitor interacts with a SmartSite-powered page through the AI chatbot or lead capture forms the following information may be collected on behalf of the Tenant. Name, phone number, email address, the nature of their inquiry, service interest, urgency level, and responses to intake questions. This information is stored in the Tenant's lead dashboard and belongs to the Tenant.

‍Automatically collected information: We collect standard analytics data including page views. This information is used to improve the Service and is not linked to individual identities.

‍Communications: When you contact our support team we may collect records of your interactions including emails and support tickets to provide assistance and improve our Service.

How We Use Your Information

Tenant information is used to deliver and manage your SmartSite, process payments, send service notifications, provide customer support, communicate billing updates, and send lead alerts and operational notifications.

‍Visitor and customer lead data is collected on behalf of the Tenant and stored in their dashboard for their exclusive use. SmartSite does not use visitor lead data for our own marketing or sales purposes.

‍Analytics data is used to understand how the Service is used and to make product improvements. It is never sold to third parties.

‍Compliance:  to comply with legal and regulatory requirements we may process and share your data as required by applicable law enforcement or government authorities.

Third-Party Services

Google Calendar Integration

If you choose to connect your Google Calendar account to SmartSite, we may access limited Google Calendar data to enable booking synchronization, appointment scheduling, and calendar event management within the platform. This access is used solely to provide and support the requested functionality and is not used for advertising or sold to third parties.

SmartSite only accesses the minimum necessary calendar information required to create, update, and display booking-related events connected to your account. You may revoke SmartSite’s access to your Google account at any time through your Google account security settings.

Google API Services User Data Policy

SmartSite’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

SmartSite only accesses Google user data that is necessary to provide the features explicitly requested by the user, including Google Calendar integration and appointment synchronization services.

Users may revoke SmartSite’s access to their Google account at any time through their Google Account permissions settings or by disconnecting their Google account within SmartSite.

Email Communications

SmartSite sends email communications to Tenants related to account activity, onboarding, billing updates, booking alerts, lead summaries, and platform notices. Customers who interact with SmartSite-powered pages may receive transactional emails related to their booking request or service inquiry. SmartSite does not send unsolicited marketing emails. You may opt out of non-essential email communications at any time using the unsubscribe link in applicable emails or by contacting support@yoursmartsite.com.

SMS Communications

SmartSite uses SMS messaging strictly to notify business owners of activity on their SmartSite account.

‍What We Send and Who We Send It To

‍SmartSite sends SMS notifications exclusively to business owners ("Tenants") who have registered for the SmartSite platform. When a Tenant provides their phone number during account setup they consent to receive operational SMS notifications from SmartSite related to their account activity. These notifications include new lead alerts, new booking alerts, account notices, and service-related updates. SmartSite does not send SMS messages to visitors, customers, or any individuals who submit booking requests, lead inquiries, or contact forms through a SmartSite-powered page. Communication between a business owner and their customers via SMS is not facilitated by SmartSite.

‍How We Collect Consent

‍Tenant consent to receive SMS notifications is collected at the point of account registration when the business owner provides their phone number and agrees to our Terms of Service. Consent is explicit, informed, and recorded.

‍Opting Out

‍Tenants may opt out of SMS notifications at any time by replying STOP to any SmartSite message. Reply HELP for assistance. Message and data rates may apply depending on the Tenant's mobile carrier and plan.

‍Consent Records

‍SmartSite retains records of Tenant SMS consent including timestamps, phone numbers, and account registration details for compliance and security purposes. This data is never sold or shared with third parties.

How We Share Your Information

SmartSite does not sell or rent personal information to any third party. We share data only in the following limited circumstances. With service providers who help us operate SmartSite — including our hosting provider, payment processor Stripe, email service provider Resend, and SMS provider.

These providers are contractually obligated to protect your data and use it only to provide services to us. With regulatory authorities, law enforcement, or government entities when required by law or to protect our legal rights. In the event SmartSite undergoes a merger, acquisition, or business sale, user data may be transferred as part of the transaction. Users will be notified of any such business changes in accordance with applicable laws.

Data Retention and Security

SmartSite retains Tenant account and business data for as long as the subscription is active and for 30 days following cancellation. Lead and customer data is retained for the same period. After 30 days following cancellation all data associated with the account is permanently deleted.

We implement industry standard security measures including encryption for data storage and transmission, access controls to limit unauthorized access, and monitoring for suspicious or fraudulent activity. While we take every precaution to safeguard data no system is completely secure. Users are encouraged to use strong passwords and maintain the confidentiality of their login credentials. We will notify affected users promptly in the event of any data breach.

Account Deletion and Personal Data

Tenants may request permanent account deletion by contacting support@yoursmartsite.com. Upon deletion all personal and account related data will be permanently removed from our active systems within 30 days. This process is irreversible. Users are advised to export any necessary data before requesting deletion.

Your Rights and Choices

You have the right to access the personal information we hold about you. You have the right to correct inaccurate information. You have the right to request deletion of your personal data. You have the right to opt out of email communications using the unsubscribe link in any email. You have the right to opt out of SMS communications by replying STOP to any message.To exercise any of these rights contact us at support@yoursmartsite.com.

International Data Transfers

SmartSite operates in the United States. Users outside the United States should be aware that their data may be transferred and processed in the United States. We apply appropriate safeguards to comply with international data protection laws and ensure user data is handled securely regardless of location.

Children's Privacy

SmartSite is intended for business owners and individuals aged 18 and older. We do not knowingly collect personal data from children under 18. If we become aware that a minor has provided personal information we will take steps to delete that data immediately. If you believe a child has provided us with personal information please contact us at support@yoursmartsite.com.

Changes to This Policy

SmartSite reserves the right to update this Privacy Policy as necessary. Any modifications will be posted to our website and where legally required we will notify users via email. The effective date at the top of this document will reflect the date of the most recent update. Continued use of the Service after updates constitutes acceptance of the revised Privacy Policy.

Contact Information

For questions or concerns regarding this Privacy Policy or to exercise any of your rights please contact us at:Thoughtful Agency Inc. support@yoursmartsite.com