Privacy Policy

Purpose

The purpose of this privacy policy (this "Privacy Policy") is to inform users of our Site of the following:

1. The personal data we will collect;
2. Use of collected data;
3. Who has access to the data collected;
4. The rights of Site users; and
5. The Site's cookie policy.

This Privacy Policy applies in addition to the terms and conditions of our Site.

Consent

By using our Site users agree that they consent to:

1. The conditions set out in this Privacy Policy; and
2. The collection, use, and retention of the data listed in this Privacy Policy.

The SMS consent paths are documented in the dedicated sections below. In summary, Message and data rates may apply, message frequency varies, and you can reply STOP at any time to opt out, or reply HELP for help.

SMS — Web-form Submissions

By submitting your phone number through any form, scheduling flow, or intake process on this Site, you consent to receive SMS messages from Rosen Systems regarding your inquiry, demo request, appointment, or service activity. Messages are transactional and service-related.

Message frequency varies based on your interactions. Message and data rates may apply, depending on your mobile carrier and plan. You can opt out at any time by replying STOP; reply HELP for help. Opting out terminates SMS communications but does not otherwise affect your ability to use our services.

We will not share, sell, or transfer your SMS opt-in data or phone number to any third party for their own marketing purposes.

SMS — Inbound-call Replies

If you call our published business number and the call goes unanswered, our system may send one SMS reply to the number that just called us, identifying our brand (Rosen Systems), asking whether you would like a callback or to schedule, and including opt-out and help instructions.

This is a conversational reply under the CTIA conversational-messaging standard: you initiated the conversation by calling us, and we are responding by text because the voice call went unanswered. We never text a phone number that did not just call us, and we send only one reply per missed call. Replies are limited to your original inquiry; no marketing messages are sent under this consent path.

You can opt out at any time by replying STOP. For the full disclosure including a sample first message, see rosensystems.io/sms-disclosure.

SMS — Client Lead Alerts

Rosen Systems clients (business owners under an active signed services agreement) receive transactional SMS lead alerts at the mobile number they provide during onboarding. Each message identifies the sending brand (Rosen Systems), names the lead, and includes the lead's contact information.

Consent for client lead alerts is captured in writing in the signed Rosen Systems services agreement; we do not send lead-alert SMS to any phone number that is not associated with an active client account. Message frequency varies with the rate of lead activity on the client's site. Message and data rates may apply.

Clients can opt out at any time by replying STOP. Opting out terminates lead alerts but does not affect the underlying services agreement. For the full clause and sample message, see rosensystems.io/client-alert-consent.

SMS — No-sharing Clause

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other personal-data categories described in this Policy exclude SMS originator opt-in data and consent; this information will not be shared with any third parties under any circumstances.

For questions about SMS messages, contact Rosen Systems at sam@rosensystems.io.

Personal Data We Collect

We only collect data that helps us achieve the purpose set out in this Privacy Policy. We will not collect any additional data beyond the data listed below without notifying you first.

Data Collected in a Non-Automatic Way

We may also collect the following data when you perform certain functions on our Site:

1. First and last name;
2. Email address;
3. Phone number; and
4. Payment information.

This data may be collected using the following methods:

1. Through website forms, scheduling and booking flows, account creation, and secure third-party payment processing via Stripe.

How We Use Personal Data

Data collected on our Site will only be used for the purposes specified in this Privacy Policy or indicated on the relevant pages of our Site. We will not use your data beyond what we disclose in this Privacy Policy.

The data we collect when the user performs certain functions may be used for the following purposes:

1. Providing and operating services;
2. Communication with users and clients;
3. Processing payments and billing;
4. Scheduling, booking, and account management;
5. Customer support and service updates;
6. Improving website functionality and service performance;
7. Security, fraud protection, and compliance with legal obligations; and
8. Marketing and promotional communications where permitted by law.

Who We Share Personal Data With

Employees

We may disclose user data to any member of our organization who reasonably needs access to user data to achieve the purposes set out in this Privacy Policy.

Other Disclosures

We will not sell or share your data with other third parties, except in the following cases:

1. If the law requires it;
2. If it is required for any legal proceeding;
3. To prove or protect our legal rights; and
4. To buyers or potential buyers of this company in the event that we seek to sell the company (any such transfer remains subject to this Privacy Policy and excludes mobile numbers and SMS consent data, which are never transferred).

We do not transfer consumer personal data, including mobile numbers and SMS consent data, to any external organizations under any circumstances, except as strictly required to deliver the requested service or as required by law — never for marketing, and never based on user consent for third-party sharing.

We maintain administrative, technical, and access-control measures to prevent unauthorized sharing or disclosure of user data.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

If you follow hyperlinks from our Site to another Site, please note that we are not responsible for and have no control over their privacy policies and practices.

How Long We Store Personal Data

User data will be stored until the purpose the data was collected for has been achieved. You will be notified if your data is kept for longer than this period.

How We Protect Your Personal Data

We maintain administrative, technical, and physical safeguards designed to prevent unauthorized access, use, or sharing of user data. These measures include secure hosting environments, encryption in transit where appropriate, role-based access controls, employee training on data handling, and contractual restrictions on vendors and third-party service providers used for payment processing and infrastructure. Access to personal data is limited to authorized personnel and service providers who require such access to perform their duties. While we take reasonable steps to protect user data, no method of transmission or storage is completely secure.

While we take all reasonable precautions to ensure that user data is secure and that users are protected, there always remains the risk of harm. The Internet as a whole can be insecure at times and therefore we are unable to guarantee the security of user data beyond what is reasonably practical.

Children

We do not knowingly collect or use personal data from children under 13 years of age. If we learn that we have collected personal data from a child under 13 years of age, the personal data will be deleted as soon as possible. If a child under 13 years of age has provided us with personal data their parent or guardian may contact our privacy officer.

How to Access, Modify, Delete, or Challenge the Data Collected

If you would like to know if we have collected your personal data, how we have used your personal data, if we have disclosed your personal data and to who we disclosed your personal data, or if you would like your data to be deleted or modified in any way, please contact our privacy officer here:

How to Opt-Out of Data Collection, Use or Disclosure

In addition to the method(s) described in the How to Access, Modify, Delete, or Challenge the Data Collected section, we provide the following specific opt-out methods:

1. You can opt-out of marketing communications by clicking "unsubscribe" on any marketing email.
2. You can opt-out of SMS messages at any time by replying STOP to any text message you receive from us. For help, reply HELP.

Cookie Policy

A cookie is a small file, stored on a user's hard drive by a website. Its purpose is to collect data relating to the user's browsing habits. You can choose to be notified each time a cookie is transmitted. You can also choose to disable cookies entirely in your internet browser, but this may decrease the quality of your user experience.

We use the following types of cookies on our Site:

1. Functional cookies — used to remember the selections you make on our Site so that your selections are saved for your next visits;
2. Analytical cookies — allow us to improve the design and functionality of our Site by collecting data on how you access our Site; and
3. Third-Party Cookies — created by a website other than ours, used to facilitate secure payments, scheduling, analytics, and core website functionality through trusted third-party service providers.

Analytics and Measurement Providers

We use the following third-party tools to measure traffic, attribute conversions from advertising, and understand how visitors interact with our Site:

Google Analytics & Google Ads

We use Google Analytics 4 and Google Ads to collect anonymized traffic, conversion, and attribution data so we can understand which channels drive visits and outcomes. Subject to Google's Privacy Policy.

Microsoft Clarity

We partner with Microsoft Clarity to capture how you use and interact with our website through behavioral metrics, heatmaps, and session replay to improve our products and services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimization, fraud/security purposes, and advertising. For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement.

You can opt out of these analytics tools by enabling Do Not Track or equivalent privacy settings in your browser, or by using browser extensions that block analytics scripts.

Modifications

This Privacy Policy may be amended from time to time in order to maintain compliance with the law and to reflect any changes to our data collection process. When we amend this Privacy Policy we will update the "Effective Date" at the top of this Privacy Policy. We recommend that our users periodically review our Privacy Policy to ensure that they are notified of any updates. If necessary, we may notify users by email of changes to this Privacy Policy.