Privacy Policy

Last updated: April 13, 2026

Your Syndicate ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at www.yoursyndicate.com, use our client portal at app.yoursyndicate.com, or engage our services.

1. Information We Collect

Information You Provide

When you fill out our intake form, contact us, sign a proposal or contract, pay an invoice, or otherwise use our services, we may collect:

Name (first and last)
Email address
Phone number
Company or business name
Business type, industry, and marketing goals
Budget, timeline, and service preferences
Electronic signature data (typed legal name when signing contracts)
Payment information (processed securely by Stripe; we do not store card numbers)
Any other information you choose to provide in forms, calls, or messages

Information Collected Automatically

When you visit our website or client portal, we may automatically collect:

IP address and approximate geographic location
Browser type, device type, and operating system
Pages visited, time spent on pages, and referring URLs
Advertising click identifiers (Facebook click IDs, Google click IDs, TikTok click IDs)
UTM parameters and campaign tracking data
Cookies and similar tracking technologies (detailed below)

Document Interaction Data

When you view, accept, sign, or pay documents we send you (proposals, contracts, invoices), we record:

Timestamp of each view and action
IP address at the time of the action
Browser and device information (user agent)
The specific action taken (viewed, accepted, declined, signed, payment initiated)

This data is collected to maintain accurate business records, provide evidence of agreed-upon terms, and protect both parties in the event of a billing dispute.

2. How We Use Your Information

We use the information we collect to:

Respond to your inquiries and provide our services
Contact you about your inquiry via phone, email, or SMS
Qualify and score leads using AI-powered analysis to match you with the right services
Measure advertising effectiveness and optimize campaigns
Send attribution data back to advertising platforms (Meta, Google, TikTok) to improve ad targeting and measure conversions
Sync your contact information with our CRM (HubSpot) for relationship management
Process payments and manage billing through Stripe
Send you proposals, contracts, and invoices electronically
Record and verify electronic signatures on contracts
Maintain activity logs for billing dispute resolution and chargeback defense
Improve our website, services, and user experience through analytics
Comply with legal obligations

3. Advertising & Attribution

We use closed-loop attribution to measure the effectiveness of our advertising campaigns. This means:

If you arrive at our site via an ad (Meta, Google, TikTok, etc.), we capture the click identifier associated with that ad
When you submit a form, we may send a cryptographically hashed (SHA-256) version of your email or phone number back to the advertising platform to confirm the conversion
This data is transmitted securely using each platform's official server-side API (Meta Conversions API, Google Ads Offline Conversions, TikTok Events API)
We maintain a server-side event mirror alongside the browser-based pixel to ensure accurate measurement and deduplication
Attribution data is source-isolated: data from Meta ads is only sent to Meta, Google ads data only to Google, and TikTok ads data only to TikTok

PII Hashing

Before any personal information is shared with advertising platforms, it is irreversibly hashed using the SHA-256 algorithm. This means your actual email, phone number, or name is never transmitted in readable form. The hashed data can only be used for matching purposes and cannot be reversed to recover your original information.

4. AI-Powered Services

We use artificial intelligence to enhance our services. This includes:

Lead scoring and qualification: AI analyzes your inquiry to determine the best service fit
AI voice assistant: We may use an AI-powered voice system (via Vapi) to conduct initial phone outreach or appointment reminders. These calls are clearly identified as AI-assisted
Communication drafting: AI may help draft follow-up messages, proposals, and reports
Campaign optimization: AI analyzes performance data to recommend campaign improvements

AI providers (Anthropic and OpenAI) process data under strict data processing agreements and do not use your information to train their models.

5. SMS, Phone & Voice Communications

If you provide your phone number and consent to receive communications:

We may send you SMS messages related to your inquiry via Twilio
We may call you to discuss your business needs, including calls initiated by our AI voice assistant
Phone calls may be recorded for quality assurance and training purposes. You will be notified at the start of any recorded call
Call recordings and transcripts may be analyzed by AI for lead qualification
Message and data rates may apply
You can opt out at any time by replying STOP to any SMS message
Your consent is recorded with a timestamp, IP address, user agent, and the exact consent language shown to you

6. Email Communications

We use SendGrid to deliver transactional and service-related emails including proposals, contracts, invoices, and follow-up communications. When we send you a document via email:

We record that the email was sent, the recipient address, and the timestamp (delivery receipt)
These delivery records serve as proof of communication in the event of a dispute
You may opt out of marketing communications at any time; however, transactional emails related to active services or billing cannot be opted out of

7. Payment Processing

We use Stripe to process payments. When you pay an invoice:

Your payment card information is collected and processed directly by Stripe. We never see or store your full card number
Stripe may set its own cookies and collect device information as described in Stripe's Privacy Policy
We record the timestamp, IP address, and device information when you initiate a payment for our billing records
Payment confirmations are received via Stripe webhooks and recorded in our system

8. Information Sharing

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

Service providers: CRM platforms (HubSpot), communication tools (Twilio), email delivery (SendGrid), analytics services (PostHog, Google Analytics), payment processing (Stripe), voice AI (Vapi), and hosting providers (Vercel, AWS) that help us operate our business
Advertising platforms: Meta, Google, and TikTok receive hashed conversion data for attribution as described above
AI providers: Anthropic and OpenAI process data for lead scoring, communication drafting, and analysis under data processing agreements
Legal requirements: When required by law, regulation, subpoena, or legal process
Dispute resolution: In the event of a payment dispute or chargeback, we may share relevant activity logs, delivery receipts, and signed agreements with payment processors

9. Cookies & Tracking Technologies

We use the following cookies and tracking technologies:

Essential cookies: Required for website and client portal functionality, authentication, and security
Analytics: Google Analytics (GA4) and PostHog to understand how visitors use our site, including page views, scroll depth, and form interactions
Advertising: Meta Pixel sets _fbp (browser ID) and _fbc (click ID) cookies to measure ad effectiveness. We also maintain a server-side event mirror to ensure accurate conversion tracking
Session recording: PostHog may record anonymized session replays (mouse movements, clicks, page scrolling) to help us improve the user experience. Session recording is disabled by default and requires explicit enablement per account

You can control cookies through your browser settings. Disabling cookies may affect website functionality and the accuracy of our advertising attribution.

10. Data Security

We implement appropriate technical and organizational security measures to protect your information, including:

Encryption in transit (HTTPS/TLS) for all data transmission
Encrypted database connections with row-level tenant isolation
Secure access controls and authentication for our client portal
PII hashing (SHA-256) before transmission to third-party advertising platforms
Circuit breakers and rate limiting on all outbound API calls
Regular security reviews and monitoring

However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

11. Data Retention

We retain your information according to the following schedule:

Active leads: Retained while your inquiry is active and for the duration of any resulting business relationship
Lost or unqualified leads: Personal information is anonymized after 30 days of inactivity
Active clients: Full data retained while services are active
Former clients: Data retained for 90 days after contract completion, then anonymized except where longer retention is required by law
Billing and tax records: Invoices, payment records, and contracts are retained for 7 years as required by tax regulations
Activity logs and evidence records: Retained for the duration of any applicable dispute resolution period (typically 120 days for chargebacks, plus a reasonable buffer)
Deletion requests: Processed within 72 hours of verification, subject to legal retention requirements

12. Your Rights

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

Access the personal information we hold about you
Request correction of inaccurate information
Request deletion of your information (subject to legal retention requirements)
Opt out of SMS/phone communications by replying STOP
Opt out of marketing emails via the unsubscribe link
Request a copy of your data in a portable format
Withdraw consent for data processing at any time

To exercise any of these rights, contact us at info@yoursyndicate.com.

California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

Right to Know: You may request details about the categories and specific pieces of personal information we have collected about you in the preceding 12 months
Right to Delete: You may request deletion of personal information we have collected, subject to certain exceptions
Right to Opt Out of Sale: We do not sell your personal information. However, sharing data with advertising platforms for targeted advertising may be considered a "sale" under CCPA. You may opt out by contacting us at info@yoursyndicate.com
Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights

We apply Meta's Limited Data Use (LDU) flag to all server-side advertising events originating from California-based users, restricting how Meta processes that data.

13. International Data Transfers

Our services are hosted in the United States. If you access our services from outside the United States, your information may be transferred to, stored, and processed in the United States where our servers and service providers are located. By using our services, you consent to such transfer.

14. 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 we learn that we have collected information from a child under 18, we will delete it promptly.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. If we make significant changes to how we handle personal information, we will provide additional notice (such as email notification for active clients).

16. Contact Us

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

Your Syndicate
Email: info@yoursyndicate.com
Website: www.yoursyndicate.com