Privacy Policy

1. Introduction

Defined Collective ("we," "us," or "our") is committed to protecting the privacy of our website visitors, clients, and users. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with our marketing communications across voice, email, and SMS channels.

By accessing or using our services, you consent to the practices described in this policy. If you do not agree, please discontinue use of our services immediately.

2. Information We Collect

2.1 Personal Information You Provide

• Full name, email address, phone number, and company name when you fill out contact forms, register for events, or request proposals
• Billing and payment information processed through our third-party payment processor (Stripe)
• Any content you provide in messages, proposals, or communications with us
• Voice call recordings and transcripts when you engage with our voice communications (with prior consent)

2.2 Information Collected Automatically

• Device and browser information (type, version, operating system)
• IP address, approximate geographic location, and timezone
• Pages visited, time spent on pages, click patterns, and referral sources
• Cookies, pixel tags, and similar tracking technologies (see our Cookies Policy)

2.3 Information from Third Parties

• Analytics data from Google Analytics 4 (GA4), including demographics, interests, and behavior flow
• Social media platforms when you interact with our ads or pages
• Marketing and advertising partners who provide lead and conversion data

3. How We Use Your Information

• To provide, maintain, and improve our consulting and technology services
• To process transactions, send invoices, and manage client proposals
• To send marketing communications via email, SMS, and voice channels, including promotional offers, event invitations, newsletters, and service updates
• To personalize your experience and deliver targeted content and advertising
• To analyze website usage and optimize our digital properties using GA4 and similar tools
• To comply with legal obligations, resolve disputes, and enforce our agreements
• To detect and prevent fraud, spam, and unauthorized access

4. Marketing Communications (Voice, Email & SMS)

4.1 Email Marketing

We may send you email communications including newsletters, promotional offers, event invitations, and service-related updates. Each marketing email will contain an "unsubscribe" link allowing you to opt out at any time. Transactional emails (such as proposal notifications and event confirmations) are not marketing and will continue even after opt-out.

4.2 SMS Marketing

With your express consent, we may send SMS messages for appointment reminders, event notifications, promotional offers, and service updates. Message frequency varies. Message and data rates may apply. Reply STOP to any SMS to opt out. Reply HELP for assistance. We comply with the Telephone Consumer Protection Act (TCPA) and all applicable regulations.

4.3 Voice Communications

We may conduct voice calls for client consultations, sales outreach, and service follow-ups. Calls may be recorded for quality assurance and training purposes with prior notice and consent. You may opt out of marketing voice calls at any time by contacting us directly. We comply with the TCPA, the FTC Telemarketing Sales Rule, and applicable Do Not Call regulations.

5. Tracking & Analytics

We use Google Analytics 4 (GA4) to collect anonymous data about how visitors interact with our website. GA4 collects information such as page views, session duration, bounce rate, traffic sources, device type, and geographic region. This data helps us improve our website and marketing efforts.

We may also use Meta Pixel (Facebook), LinkedIn Insight Tag, Google Ads conversion tracking, and similar technologies to measure advertising effectiveness and retarget visitors. For details on cookies and tracking technologies, please review our Cookies Policy.

6. Data Sharing & Disclosure

We do not sell your personal information. We may share data with:

• Service providers: hosting (Vercel), database (Supabase), payment processing (Stripe), email delivery, SMS platforms, and analytics providers
• Legal compliance: when required by law, subpoena, court order, or to protect our rights
• Business transfers: in connection with a merger, acquisition, or sale of assets
• With your consent: when you explicitly authorize sharing for a specific purpose

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce agreements. Client data is retained for the duration of the business relationship and for a period of 7 years thereafter for compliance purposes. Marketing opt-out records are maintained indefinitely to honor your preferences.

8. Data Security

We implement industry-standard security measures including encryption in transit (TLS/SSL), encrypted databases, role-based access controls, secure authentication, and regular security audits. While no method of electronic transmission or storage is 100% secure, we strive to protect your personal information using commercially acceptable means.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access, correct, or delete your personal information
• Opt out of marketing emails, SMS, and voice communications
• Restrict or object to certain processing activities
• Data portability (receive your data in a structured, commonly used format)
• Withdraw consent at any time where processing is based on consent
• Lodge a complaint with a supervisory authority

California residents (CCPA/CPRA): You have the right to know what data we collect, request deletion, opt out of the sale or sharing of personal information, and not be discriminated against for exercising your rights.

EU/EEA residents (GDPR): You have the right to access, rectification, erasure, restriction, data portability, and to object to processing. Our lawful bases for processing include consent, contract performance, legitimate interests, and legal obligation.

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected data from a minor, please contact us immediately and we will promptly delete the information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised "Last Updated" date. Your continued use of our services after such changes constitutes acceptance of the revised policy.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us at: