Draft for review. This page must be checked by the business owner or a qualified adviser before launch.
Who we are
This policy explains how Organic Leads Pro uses personal information collected through new.organicleadspro.com and through the messages we send after you contact us. Organic Leads Pro is a trading name of [PLACEHOLDER: legal business name], registered at [PLACEHOLDER: registered address]. For this website we are the controller of your personal information.
Privacy questions and requests: [PLACEHOLDER: privacy contact email].
Effective date: [PLACEHOLDER: date].
What we collect and why
| Where | What we collect | Why we use it | Legal basis (UK/EU) |
|---|---|---|---|
| Free Lead Leak Audit form | Business type, website address, leads per month, how fast you reply to leads, your biggest problem, name, email, phone number, and whether you ticked the SMS consent box | To review your website, Google listing and follow-up by hand, record a short audit video, send it to you and follow up about it | Steps you ask us to take before a contract; SMS only with your consent |
| Strategy call booking | Name, contact details, website, monthly marketing budget range, main goal, chosen time | To prepare for and hold the call, and send confirmations and reminders | Steps you ask us to take before a contract |
| Chat widget | What you type, and any contact details you choose to give | To answer your questions and offer the audit or a call | Legitimate interests (answering enquiries) |
| Email follow-up and newsletter | Email address, name, which emails you open or click | To send the audit follow-ups, a 30-day series of short emails for people not ready to book, and a monthly newsletter | Legitimate interests for follow-up on your own enquiry; consent where the law requires it for marketing. You can unsubscribe from any email. |
| SMS messages | Mobile number, message content, your replies, opt-in and opt-out records | Audit follow-up, appointment confirmations and reminders, replies to enquiries | Consent |
| Website analytics | Pages viewed, clicks, referring site, device and browser type, approximate location from IP address, a random visitor identifier | To see which pages help visitors and which lose them | Consent where required for analytics cookies or storage; otherwise legitimate interests |
We may also record who you are and how we reached you when we contact a business directly, for example by sending a short audit video. We use publicly available business contact details for that and stop on request.
We do not sell personal information and we do not use it for automated decisions that have legal or similar effects on you. We tag leads in our CRM (for example as a good or poor fit) to decide who to follow up with first; a person makes that call.
Analytics
The site uses PostHog analytics running on a server we control (posthog.hiretrainva.com), so this data is not sent to PostHog Inc. [PLACEHOLDER: confirm PostHog settings, e.g. IP capture, session recording on or off]
If Google Analytics 4 is enabled, Google receives usage data about your visit under its own terms. [PLACEHOLDER: confirm whether GA4 is live] See our Cookie Policy for the cookies and browser storage these tools use.
Who we share it with
We use service providers who process personal information for us under contract and only on our instructions:
- GoHighLevel (LeadConnector): forms, booking calendar, chat widget, CRM, email and SMS sending.
- SMS carriers and messaging providers that deliver texts, including [PLACEHOLDER: confirm SMS provider, e.g. LeadConnector phone system or Twilio].
- Email delivery provider used by our CRM [PLACEHOLDER: confirm, e.g. Mailgun or LeadConnector email].
- Google: Google Analytics (if enabled), Google Workspace for email and files, and Google Meet for calls. [PLACEHOLDER: confirm Google Workspace and Meet in use]
- Zoom, if a call is held there. [PLACEHOLDER: confirm]
- Loom, to host the audit videos we record about your website.
- Our website host and self-hosted analytics server [PLACEHOLDER: confirm hosting provider and server location].
We may also disclose information if the law requires it, to protect our rights, or as part of a sale or restructuring of the business.
SMS privacy
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.
This does not stop us using the service providers listed above to deliver the messages you asked for. Full SMS terms are in our SMS Terms.
Client data we handle for our clients
When we deliver paid services, clients give us access to their website admin, Google Search Console, Google Analytics, Google Business Profile, GoHighLevel account and business phone numbers used for call tracking and missed-call text-back. Through that access we handle personal information about our clients' own customers and leads, such as enquiries, call records and text conversations. For that data we act as a processor for the client, and it is governed by the client's service agreement and data processing agreement, not by this policy. If you are a customer of one of our clients, contact that business first about your data.
How long we keep it
- Leads who do not become clients: up to [PLACEHOLDER: retention period, e.g. 24 months] after our last contact, then deleted or anonymised.
- Client records and contracts: for the length of the contract plus the period needed for tax and legal claims [PLACEHOLDER: e.g. 6 years].
- SMS opt-in and opt-out records: as long as needed to prove consent and honour opt-outs.
- Audit videos: [PLACEHOLDER: retention period for Loom videos].
- Analytics data: [PLACEHOLDER: analytics retention period].
If you unsubscribe, we keep a minimal record so we do not contact you again.
International transfers
We serve businesses in [PLACEHOLDER: markets served, e.g. US, UK, EU, UAE], and several of our providers are based in the United States. When personal information from the UK or EU is transferred to a country without an adequacy decision, we rely on safeguards such as the EU Standard Contractual Clauses, the UK International Data Transfer Addendum, or the EU-US Data Privacy Framework where the provider is certified.
Security
Access to our CRM and analytics is limited to the people who need it and protected by passwords and, where available, two-factor authentication. Data is sent over encrypted connections. No system is perfectly secure; if a breach affects you, we will tell you and the relevant regulator where the law requires it.
Children
This site and our services are for businesses. We do not knowingly collect information from anyone under 16. If you think a child has given us information, contact us and we will delete it.
Your rights
UK and EU
You can ask to access, correct or delete your information, restrict or object to how we use it, and receive a copy in a portable format. Where we rely on consent, you can withdraw it at any time. You can object to direct marketing at any time. You can complain to your local data protection authority, in the UK the Information Commissioner's Office (ico.org.uk).
US state privacy laws
Depending on where you live, including California, you may have the right to know what personal information we collect, use and disclose, to access and delete it, to correct it, and to opt out of its sale, sharing for cross-context behavioural advertising, or targeted advertising. We do not sell personal information or share it for cross-context behavioural advertising. We will not treat you differently for using these rights. An authorised agent may make a request for you with your signed permission.
Other countries
If you are in another market we serve, such as the UAE, you have the rights your local law gives you, and we will handle requests on the same basis.
How to make a request
Email [PLACEHOLDER: privacy contact email]. We may need to confirm your identity before acting. We reply within one month (UK/EU) or 45 days (US), and tell you if we need longer. To stop texts, reply STOP. To stop emails, use the unsubscribe link.
Changes to this policy
We will update this page when we change how we use personal information, for example when we add a new tool to the site, and change the effective date above. If a change is significant, we will tell people on our lists by email.