Legal Privacy Policy

Privacy Policy

Easy Retention, LLC (“Easy Retention,” “we,” “us,” or “our”) respects your privacy and is committed to protecting it through this Privacy Policy.

Last updated: February 3, 2026

Key points (plain English):

• We do not sell your personal information.

• We use information to provide the Platform, support customers, prevent fraud, and improve performance.

• We share limited data with vetted providers (e.g., hosting, payments, analytics, email/SMS delivery) under contracts.

• SMS/A2P: We do not share text-message opt-in data or consent for marketing. You can opt out anytime via STOP.

This summary is for convenience only. Please read the full Policy below for details.

1) Overview

This Privacy Policy (“Policy”) describes how we collect, use, disclose, and otherwise process personal information when you visit our website, communicate with us, or use our products and services (collectively, the “Platform”).

By accessing or using the Platform, you acknowledge that you have read and understood this Policy. If you do not agree, please do not use the Platform.

2) Controller vs. Processor

Controller: When you interact directly with Easy Retention (e.g., browsing our site, requesting a demo, subscribing, or contacting us), we act as a controller of your personal information.

Processor / Service Provider: When our customers use Easy Retention to process information about their own customers (e.g., to request reviews, send appointment reminders, run messaging campaigns, or manage loyalty programs), we act as a processor/service provider on behalf of our customers. In those cases, our customers’ privacy notices govern their processing.

3) Information We Collect

Information you provide

• Contact & Account: name, email, phone number, company, role, and credentials when you sign up, subscribe, book a meeting, request a demo, or contact us.

• Business content: locations, offers, campaign settings, review links, messaging templates, and materials you upload.

• Communications: emails, chats, support tickets, survey responses, and feedback.

• Billing: transaction metadata (plan, billing history, partial card details such as last 4 digits). Full card number/CVV/expiry are handled directly by our PCI DSS–compliant processor (e.g., Stripe) and are not stored on Easy Retention systems.

Information from third parties

• Vendors & partners: marketing partners, event hosts, and data enrichment providers may provide professional/business contact information.

• Integrations: if you connect third-party services (e.g., Google, Meta, Calendly, Stripe, CRM tools), we receive information permitted by your settings and their policies.

Information collected automatically

• Usage & device: IP address, device/browser type, pages viewed, actions taken, timestamps, and referrers to operate, secure, and improve the Platform.

• Cookies & similar tech: cookies, local storage, pixels for essential functions, analytics, and (where enabled) advertising. See “Cookies & Tracking.”

• Google User Data: If you connect Google, our use/transfer of data from Google APIs adheres to Google API Services User Data Policy (Limited Use). We do not use Google Workspace data to train public, general-purpose AI models.

4) How We Use Information

• Provide & operate the Platform: deliver services, enable features, manage accounts, and process transactions.

• Support & onboarding: respond to requests, troubleshoot, and provide training.

• Improve & develop: analyze performance, debug issues, and improve user experience.

• Security & fraud prevention: protect against abuse, unauthorized access, and security incidents.

• Communications: service notices, updates, and—where permitted—marketing (you can opt out any time).

• AI-powered features: enable AI-based functions you choose to use. We do not use your data to train public, general-purpose AI models.

• Legal & compliance: comply with law and enforce agreements.

5) How We Share Information

We do not sell your personal information. We disclose personal information only as needed to operate the Platform, comply with law, and provide services—subject to appropriate safeguards and contractual restrictions.

• Service providers: hosting, infrastructure, analytics, customer support, auditing, email/SMS delivery, and payment processing providers (e.g., Stripe). Providers are authorized to use data only to perform services for us.

• Integrations & connected apps: if you connect third-party services (e.g., Google, Meta, Calendly), you authorize sharing per that provider’s terms. You may revoke access via the provider’s settings.

• Business transfers: merger, acquisition, financing, reorganization, bankruptcy, or sale of all/part of the business.

• Legal, safety, and compliance: to comply with law or legal process, respond to lawful requests, or protect rights, safety, and property.

• With your direction: when you request or consent to sharing.

Mobile Information & SMS Consent

No mobile information will be shared with third parties/affiliates for marketing or promotional purposes. This includes text messaging originator opt-in data and consent; such data will not be shared with any third parties, except as necessary to provide messaging services (e.g., via authorized SMS delivery providers) under strict contractual safeguards.

6) SMS / A2P Messaging (Text Messages)

If you provide your phone number and opt in to receive text messages, you consent to receive SMS messages related to the Platform, such as account alerts, appointment confirmations, support communications, onboarding messages, and (if you separately opt in) marketing messages.

• Consent & opt-in: We send messages only when you (or your authorized representative) provide consent, or when messages are needed to deliver requested services (e.g., transactional/service messages) consistent with applicable law.

• Opt-out: You can opt out at any time by replying STOP. You may receive a final confirmation message. For help, reply HELP or contact us using the information below.

• Message frequency: Message frequency varies based on your activity and preferences.

• Rates: Message and data rates may apply depending on your mobile carrier plan.

• Delivery providers: We use authorized service providers to deliver SMS (and related logs) solely to provide the messaging service. They may process limited information (e.g., phone number, message metadata, delivery status) on our behalf.

• No sale of SMS data: We do not sell SMS opt-in data or consent.

• Accurate number: You represent that you are the subscriber/owner of the number provided or have authority to opt in for that number.

7) Cookies & Tracking

We use cookies, local storage, and similar technologies for: (a) essential functionality (e.g., sessions and security), (b) analytics (e.g., understanding usage), and (c) advertising (where enabled).

You can control cookies via your browser settings. Some features may not function properly without essential cookies. Where available, you may also manage cookie preferences using our cookie controls/banner.

8) Analytics & Advertising

We may use analytics tools (e.g., Google Analytics) and advertising/measurement partners (e.g., Google Ads, Meta) that set cookies or pixels to measure performance and deliver/measure ads. These partners may combine information from our Services with data from other sites, subject to their policies.

You can opt out of some interest-based ads via industry sites like aboutads.info.

9) Legal Bases (EEA/UK)

Where required by law, we identify a lawful basis before processing personal information. Depending on context, we rely on:

• Contract – to provide the Platform you requested.

• Legitimate interests – to secure, improve, and market the Platform proportionately.

• Consent – for certain cookies/marketing; you can withdraw consent at any time.

• Legal obligation – to comply with applicable laws.

When we act as a processor/service provider for customers, we process data per their instructions and agreements (e.g., DPA).

10) Your Privacy Rights

Depending on where you live, you may have rights to:

• Access, correct, or delete personal information.

• Port your data (where applicable).

• Opt out of targeted advertising and certain profiling (where applicable).

• Withdraw consent (where processing is based on consent).

• Appeal a denied request (for certain US state laws) and lodge a complaint with a regulator (EEA/UK).

To exercise your rights, contact us at privacy@easyretention.com. We may verify your request and respond within the time required by law. Authorized agents may submit requests where permitted.

11) US State Privacy Notices

Some US states provide additional rights (e.g., opting out of targeted advertising, access, deletion, and appeal). We honor applicable rights requests as described in “Your Privacy Rights.”

• No sale: We do not sell personal information.

• Targeted advertising: If we engage in targeted advertising (where enabled), you may have the right to opt out where applicable.

• How to request: Email privacy@easyretention.com with “Privacy Request” in the subject line.

If you operate as a business customer using Easy Retention to contact your customers, you are responsible for your own privacy notices, consent collection, and compliance with applicable laws, including SMS/telemarketing rules.

12) Security

We implement reasonable administrative, technical, and organizational safeguards to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. No method of transmission or storage is 100% secure.

Payment Security

We process payments using PCI DSS–compliant third-party providers (such as Stripe). Payment card details are transmitted directly to the processor and are not stored on Easy Retention systems. We do not store full card numbers or CVV codes.

13) Data Retention

We retain personal information only as long as reasonably necessary to fulfill the purposes described in this Policy, including to comply with legal, regulatory, tax, accounting, or reporting requirements, resolve disputes, and enforce agreements.

In some cases, we may anonymize or aggregate information (so it no longer identifies you) for research or statistics and may use that information indefinitely.

14) Children’s Privacy

We do not knowingly collect, use, disclose, sell, or share personal information from children under 16. If we learn we collected such information, we will take steps to delete it as soon as reasonably possible.

15) Links to Other Websites and Services

The Platform may contain links to third-party websites or services. We are not responsible for the privacy or security practices of those third parties. Your use of third-party services is governed by their policies, not this Policy.

16) Do Not Track

Some browsers include a “Do Not Track” (DNT) signal. At this time, the Platform does not respond to DNT signals. You can manage cookies and tracking technologies via browser settings and our cookie controls where available.

17) International Transfers

We may transfer, store, and process information in countries outside your own. Where required, we use appropriate safeguards such as Standard Contractual Clauses.

18) Privacy Policy Updates

We may change this Policy at any time, at our discretion. We will notify you of changes if required by law. Continued use of the Platform after changes means you accept the updated Policy.

19) Governing Law

This Policy and your use of the Platform are governed by the laws of the State of Oregon, without regard to conflict of laws principles.

20) Contact Us

Privacy requests: privacy@easyretention.com
Legal notices: legal@easyretention.com