Privacy Policy

This policy describes what Reclaim ROI collects from you, how we use it, who else touches it, how long we keep it, and how to make us stop. Plain English. If anything is unclear, email hello@reclaimroi.com and we'll explain.

01What we collect

We collect only what we need to deliver the assessment and follow up about it.

• Name and email. Required to contact you and send the report.
• Phone number. Optional. Only used if you ask us to call instead of email.
• Business profile from the intake form. Industry, team size, revenue range, hours spent on repetitive work, what you've already tried. You type this in. We do not pull it from anywhere else.
• Voice call recordings and transcripts. Captured during the 20-minute discovery call, only after you say yes out loud at the start. Maryland is a two-party consent state and we follow that.
• IP address. Captured via ipify when you submit a form. Used for fraud prevention and rough geography.
• Browser metadata. User agent, timezone offset, page URL on submission. Used to debug and to filter bot traffic.
• Payment info. Processed by Stripe directly. We never see or store your card number, CVC, or full account details. Stripe sends us the last four digits, the name on the card, the billing zip, and a transaction reference.

We do not buy lists, scrape your data from third parties, or pull in your social profile, ad ID, or location beyond IP-level geography.

02How we use it

Three reasons, total.

1. Deliver the assessment. Run the discovery call, draft the report, schedule the walkthrough, get the report into your hands.
2. Send the report and related communications. Confirmation emails, calendar invites, the report itself, the walkthrough booking link, and follow-up about your engagement.
3. Follow up about the engagement. If you opted in to occasional tips and Ai tool finds, we'll email you a few times a year. You can unsubscribe from any one of those emails and we honor it immediately.

We do not sell your data. We do not rent your data. We do not share your data with anyone outside the subprocessors listed below. We do not run ad retargeting, build lookalike audiences from your contact info, or feed your business profile into a third-party data broker.

If a legal request shows up (subpoena, court order), we'll respond as required by law, push back on overbroad requests, and notify you unless legally prohibited from doing so.

03Subprocessors

These are the third parties that touch your data so we can run the business. Each one has its own privacy and security posture; we picked them deliberately.

• Google Workspace (Gmail, Sheets, Apps Script, Drive, Calendar). Stores intake submissions, holds the lead database, sends transactional and follow-up email, hosts internal documents.
• Stripe. Processes the $1,500 assessment fee. Card data goes directly to Stripe and never lands on our servers.
• Retell AI. Runs the Ai discovery agent on the 20-minute call. Records audio, produces the transcript, returns both to us.
• Anthropic. Provides the Ai model used to analyze the transcript and draft the report. Per Anthropic's API terms, your data is not used to train their models.
• ipify. Returns your public IP address when you submit a form. ipify does not store the lookup.

If we add or replace a subprocessor, we update this list. Substantive changes get an email to active leads.

04Cookies and analytics

We run Google Analytics 4 with IP anonymization turned on. That gives us aggregate, non-identifying numbers: how many people landed on the page, which sources sent them, which pages they read, how long they stayed. We do not run ad cookies, retargeting pixels, session replay, or fingerprinting.

The site shows a minimal banner the first time you visit. You can opt out of analytics with one click; the banner remembers your choice in a single first-party cookie. Opting out does not break anything else on the site.

If your browser sends a Global Privacy Control signal, we treat that as an opt-out automatically.

05Recording disclosure

The 20-minute Ai discovery call is recorded and transcribed. Maryland is a two-party consent state, which means everyone on the call has to agree before recording can start. We follow that rule everywhere, regardless of where you're calling from.

The call opens with the agent saying, in plain language, that the call is being recorded and transcribed for the purpose of building your report, and asking you to say yes out loud to continue. If you say no, the agent stops the recording and offers a text-based intake instead. Your choice is logged with a timestamp.

You can withdraw consent mid-call. The recording stops at the point of withdrawal, and the partial recording is deleted within 24 hours. The transcript up to that point is retained only if you want us to continue building the report from it; otherwise, it's deleted with the audio.

06Data retention

We keep your data only as long as we need it.

• Unqualified leads: 90 days from submission. Soft-deleted at 90, hard-deleted 30 days after that.
• Qualified leads who didn't convert: 18 months from the last meaningful interaction.
• Paid clients: 7 years from the date of payment, to satisfy IRS recordkeeping requirements.
• Voice recordings: 30 days after the report is delivered. Transcripts are retained with the client record on the same schedule as the rest of that client's data.
• Unsubscribe list: Indefinitely, as required by CAN-SPAM. We keep enough information to make sure we never email you again, and nothing more.
• Consent logs: Indefinitely, for legal defensibility. These contain timestamps and the version of the consent text shown, not your message contents.

07Your rights

You have the right to access the data we hold about you, correct anything wrong, and delete it. Email hello@reclaimroi.com from the address on file (or include enough detail for us to verify it's you), tell us what you want, and we'll honor it within 30 days.

Specifically:

• Access. We'll send you a copy of the data we have about you in a portable format.
• Correction. Tell us what's wrong and what to change it to. We'll update it and confirm.
• Deletion. We'll delete what we can. Records we're legally required to retain (paid client tax records, unsubscribe list, consent logs) stay, and we'll tell you which ones and why.
• Marketing opt-out. Click unsubscribe on any marketing email. Takes effect within 24 hours.

If you're a California resident, you have the same rights under CCPA/CPRA, plus the right to know what categories of personal information we collect and the right to non-discrimination for exercising them. We don't sell or share personal information for cross-context behavioral advertising, so the opt-out-of-sale right doesn't apply but you can still ask us to confirm.

08Children

Reclaim ROI is built for small business owners. We do not knowingly collect personal information from anyone under 18. If you are under 18, do not submit information to us. If you are a parent or guardian and believe your child has submitted information, email hello@reclaimroi.com and we'll delete it.

09Changes to this policy

We update this page when we change how we handle data. The "Last updated" date at the top reflects the most recent change. For substantive changes (new subprocessors, new categories of data collected, new uses of existing data), we'll email active leads and clients with a summary of what changed and what it means for them. Continued use of the site or the service after a change means you accept the updated policy.

10Contact

Questions, requests, complaints, all to:

Email: hello@reclaimroi.com
Mailing area: Timonium, MD 21093

We reply to privacy requests within 5 business days even if we need more time to fulfill them.