Privacy Policy-R3 Marketing Systems

1. Introduction

R3 Marketing Systems ("we," "us," "our") respects your privacy and is committed to protecting the personal information of our clients and their customers. This Privacy Policy explains what data we collect, how we use it, and your rights regarding that data.

Website: r3marketingsystems.com Contact: [email protected] Business Address: Providence, RI

2. What Information We Collect

From Clients (collision/auto body shops and similar businesses we serve):

Business name, address, phone number, email

Business operational details (hours, services offered, pricing)

Payment information (processed via Stripe)

Communications between Client and R3 Marketing Systems

From End Customers (Client's customers who interact with the AI System):

Name, phone number, email address (as provided during calls, texts, or form submissions)

Call recordings and chat/SMS transcripts generated during AI System interactions

Appointment and scheduling information

Any information voluntarily provided during AI System interactions (e.g., vehicle details, insurance information relevant to collision repair inquiries)

Automatically Collected:

Website analytics (via Google Analytics or similar tools)

Cookies (see Section 8)

3. How We Use Information

To configure, train, and operate AI Systems on behalf of Clients

To provide appointment scheduling, reminders, and follow-up communications

To process payments and manage Client accounts

To improve our Services and AI System performance

To comply with legal obligations

AI-Specific Data Usage: Call recordings and transcripts may be used to review and improve AI System accuracy and performance for the specific Client. We do not use Client or End Customer data to train AI models for use by unrelated third parties without explicit consent.

4. Data Retention

We retain Client and End Customer data for as long as necessary to provide Services and comply with legal obligations. Call recordings and transcripts are retained for twelve (12) months unless a shorter or longer period is required by Client agreement or applicable law. Upon request, data may be deleted sooner, subject to legal retention requirements.

5. 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

Opt out of marketing communications

Request a copy of your data in a portable format

To exercise these rights, contact us at [email protected].

6. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect personal information, including secure data storage via [AWS/Google Cloud/GoHighLevel infrastructure] and restricted access to sensitive data. However, no system is completely secure, and we cannot guarantee absolute security.

7. Third-Party Data Sharing

We share data with the following categories of third parties as necessary to deliver Services:

GoHighLevel (CRM and automation platform)

Telephony/SMS providers (to enable calls and text messaging)

AI language model providers (to power AI System conversations)

Payment processors (Stripe)

We do not sell personal information to third parties for their own marketing purposes.

8. Cookie Policy

Our website may use cookies and similar tracking technologies to improve user experience and analyze site traffic. You can control cookie preferences through your browser settings.

9. SMS/Text Messaging Policy

R3 Marketing Systems and its Clients use SMS communications for appointment confirmations, reminders, and business-related updates. Message frequency varies. Message and data rates may apply. Reply STOP to opt out of messages at any time, or HELP for assistance. Opt-out requests are processed promptly upon receipt.

10. Children's Privacy

Our Services are intended for business use and are not directed at individuals under the age of 18. We do not knowingly collect personal information from minors.

11. International Data Transfers

If applicable, data may be processed or stored in the United States or other jurisdictions where our service providers operate. We take reasonable steps to ensure data is handled in accordance with this Privacy Policy regardless of location.

12. Data Breach Notification

In the event of a data breach affecting personal information, we will notify affected parties and relevant authorities as required by applicable law.

13. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be reflected by updating the "Last Updated" date at the top of this page.

14. Contact Us

Questions about this Privacy Policy or your data: R3 Marketing Systems Email: [email protected] Address: Providence, RI

By using our Services or interacting with an R3 Marketing Systems AI System, you acknowledge this Privacy Policy.