PRIVACY POLICY

Introduction

At River City Spotlight (“we,” “our,” or “us”), your privacy is a top priority. This Privacy Policy outlines how we collect, use, and protect your personal information when you visit our website, use our services, communicate with our AI-powered tools, or connect with us through social media platforms. It also explains your rights regarding that data.

Please review this policy carefully. Any updates will be reflected by changing the “Effective Date” above. Your continued use of our site means you accept any revisions. We encourage regular review of this policy to stay informed of how we handle your data.

Information We Collect

By visiting our website or interacting with our services, you consent to the collection and use of the following types of information:

1. Personal Information

This includes data that can identify you personally, such as your:

- Name

- Address

- Email

- Phone number

- Business Information

- Etc

You voluntarily provide this information when filling out forms, making purchases, or engaging with our website or services. While optional, declining to provide some details may limit your access to certain features or offerings.

2. Automatically Collected Information (Technical Data)

When you browse our site, we automatically collect:

- IP address

- Browser type

- Date and time of access

- Pages viewed

- Device details if accessed via mobile

Third-party services like analytics tools may also collect data via cookies, log files, and similar technologies to enhance your experience and improve our services.

3. Voice and AI Interaction Data

If you engage with our AI voice or text assistants, we may collect:

- Voice recordings or transcripts

- Interaction context and content

- Technical metadata from your device

This data helps us provide accurate responses and improve our AI tools. By using these features, you give explicit consent. You may withdraw this consent at any time, but this may affect your ability to use some features.

4. Payment Information

We may collect limited financial data to process purchases. Full payment details (e.g., credit card numbers) are handled securely through third-party processors:

- Stripe Privacy Policy

- PayPal Privacy Policy

- Venmo Privacy Policy

We recommend reviewing their policies directly for more information

5. Social Media Data

We may access public information you’ve made available through platforms like Facebook, Instagram, Twitter, LinkedIn, and others, including:

- Username

- Profile details

- Email

- Location

Adjust your social media privacy settings if you prefer not to share this information.

6. Mobile Device Information

If you visit our website or use services through a mobile device, we may collect:

- Device type and model

- Operating system

- Location data (if allowed)

- App permissions, such as access to storage, camera, or contacts

You can control these permissions in your device settings.

7. Contest or Survey Information

If you join a giveaway, promotion, or survey, we may ask for relevant personal details. Your participation and data submission in these activities are always optional.

Use of AI Technologies

We incorporate artificial intelligence in areas like:

- Customer service chat or voice assistance

- Personalizing user experiences

- Enhancing quality assurance

- Detecting fraud or misuse

We adhere to ethical AI practices by:

- Avoiding automated decisions without human review

- Securing all AI-processed data

- Minimizing unnecessary data collection

- Allowing opt-outs where possible

- Regularly reviewing AI systems for bias and security issues

Voice Data and Consent

When you use our voice-enabled features:

- Your voice input may be recorded and transcribed

- We will notify you when recording occurs

- You may choose not to participate or request data deletion by emailing us at [email protected]

How We Use Your Information

We use your data for a variety of business purposes, including to:

- Set up and manage your account

- Process purchases, refunds, and other transactions

- Communicate via email or SMS

- Send promotional offers or newsletters

- Deliver AI-powered customer service

- Improve our products and digital experience

- Customize your future interactions

- Monitor for security and fraud

- Administer giveaways or surveys

- Comply with legal obligations

- Train and improve AI and automation tools

- Deliver targeted ads via platforms like Google and Facebook

When We Collect Information

We collect information when you:

- Browse our website

- Make a purchase

- Use our AI features

- Fill out forms or surveys

- Interact with customer service

- Subscribe to content or updates

- Participate in contests or campaigns

How We Safeguard Your Data

Your information is stored in secure systems, protected by encryption and restricted access. Sensitive data such as payment details is encrypted with SSL and never stored directly on our servers. AI-processed data is safeguarded with:

-Encrypted voice recordings

- Access controls and user-level permissions

- Anonymization and periodic deletion protocols

- Routine security reviews

Our Data Sharing Policy

We Do Not Sell Your Data

We will never sell or rent your personally identifiable information.

Limited Sharing with Trusted Providers

We only share information with third parties essential to delivering our services, including:

- Payment processors (Stripe, PayPal, Venmo)

- Email marketing platforms

- Web hosting services

- SMS delivery providers

- CRM systems like GoHighLevel

- AI service providers and cloud storage vendors

AI Vendor Restrictions

When using AI partners, we require:

- Purpose-limited processing only

- Strict data protection protocols

- No use of your data to train unrelated AI models

- Compliance with privacy regulations

- Prompt notice of any breach or unauthorized access

Note on SMS Services:

We do not share mobile opt-in data with third parties outside of those directly facilitating SMS delivery.

White-Labeled CRM Disclaimer

We offer branded access to GoHighLevel CRM, a third-party platform. While we manage your user experience, GoHighLevel owns the infrastructure and servers. Any service issues (downtime, security breaches, data access) are governed by their policies.

GoHighLevel: https://www.gohighlevel.com

We recommend reviewing their Privacy Policy as well at https://www.gohighlevel.com/privacy-policy

Cookies and Tracking

We may use cookies to improve user experience, analyze website usage, and serve targeted ads. You can adjust your browser settings to disable cookies, though some site features may not function properly.

Third-Party Integrations

Google

We use tools like Google Analytics and AdWords. You can opt out by installing the Google Analytics Opt-out Browser Add-on. Learn more: https://policies.google.com/privacy

Facebook

We use Facebook Pixel and related services for marketing and retargeting.

You can manage your ad preferences at https://www.facebook.com/help/568137493302217

Learn more: https://www.facebook.com/full_data_use_policy

Grounds for Processing Your Data

We rely on the following legal grounds to process your data:

- Legitimate Interest: To improve services, respond to inquiries, and promote offerings

- Contract Performance: To fulfill purchases or requested services

- Consent: When you’ve opted in to emails, texts, or AI features (you may withdraw at any time)

- Legal Obligation: To comply with laws and lawful requests

International Users

Our services are based in the United States. If you are located outside the U.S., your data may be transferred, processed, or stored here. By using our site, you consent to this international transfer and understand that U.S. privacy laws may differ from those in your country.

Your Rights & Choices

You have the right to:

- Access the data we hold about you

- Request corrections or deletions

- Withdraw consent for marketing or AI use

- Opt out of targeted advertising

- Request a copy of your personal data

To exercise your rights or request support, email us at: [email protected]

Data Retention

At River City Spotlight, we retain personal information only as long as necessary to fulfill legitimate business functions, comply with legal obligations, or until you request its deletion. For instance, if you maintain an account with us, certain information may be stored indefinitely unless you ask us to remove it.Data collected for legal compliance, platform improvement, or analytics will only be held as long as necessary for those purposes, and then it will be securely deleted.

AI-Processed Data

If you interact with our AI-driven systems:

- Voice Recordings: Stored for up to 90 days, unless a longer duration is legally required or essential for service improvement.

- Conversation Transcripts: Retained for up to 12 months to help refine AI functionality and user experience.

- Anonymized/Aggregated Data: May be retained indefinitely for research and analytics purposes.

We respect deletion requests unless legal regulations require continued storage. Please note: data handled by third parties is outside our direct control. You may contact us to request a list of third-party service providers who have access to your data.

Anonymous analytics data may be retained briefly, unless needed for system security, legal, or operational purposes.

Security of Your Information

We implement reasonable and appropriate safeguards to protect your personal data, including industry-standard encryption and secure payment systems. While we take your privacy seriously, no system can guarantee 100% security in online data transmission or storage.By using our services, you acknowledge the possibility of global internet exposure and that some data could be intercepted or misused despite safeguards. In the event of a data breach that poses a substantial risk, we will notify you as quickly as possible.

Sensitive Data

We ask that you do not share sensitive data—such as Social Security numbers, medical records, religious affiliations, or criminal history—through our platforms. If you do submit such information, you agree to its processing under this policy.

AI Interactions

We aim to detect and remove sensitive information from AI conversations. Automated filters and, where applicable, human moderators (bound by confidentiality) are used to maintain data integrity.You can request immediate deletion of AI-related sensitive data by contacting us at [email protected].

SMS/Text Message Privacy

When you opt-in to receive SMS notifications from River City Spotlight:

- No Sharing: Your mobile data is not shared beyond service providers who assist in delivering messages.

- No Third-Party Marketing: We do not sell or share your data for advertising.

- Limited Use: Your number is used only for the purpose for which you opted in (e.g., event reminders, service updates).

- Opt-Out Anytime: Reply "STOP" to any message to unsubscribe. We'll confirm your request and stop sending messages.

Your Rights

As a user of our services, you have the right to:

- Update Your Info: Email [email protected] to update or remove your personal data.

- Know What We Store: Request access to the data we collect, how we use it, and who it’s shared with.

- Withdraw Consent: You may withdraw consent at any time. Note: this may require account deletion and limit service access.

- Access or Transfer Your Data: Request a digital copy of your data. The first copy is free; repeat requests may involve a fee. You may also request that your data be transferred to another platform or service in machine-readable format.

- Request Deletion: You may ask us to delete all data unless we're required by law to keep it.

AI-Specific Rights:

- Opt out of voice recordings.

- Request insight into automated decisions made by AI that affect you.

- Request a human review of impactful AI decisions.

- Request removal of AI-generated or stored data.

- Object or Restrict Processing: Under certain conditions, you may restrict how your data is used.

- Lodge a Complaint: Contact us or your local data protection authority if you feel your rights have been violated.

COPPA Compliance

River City Spotlight does not knowingly collect data from children under the age of 13. Our services are not intended for or directed toward individuals under 13 years old.

Fair Information Practices

We align with Fair Information Practice Principles by:

- Notifying users within 7 business days if a breach involving personal data occurs.

- Recognizing your right to take legal action against improper data use or security failures.

CAN-SPAM Act Compliance

To comply with CAN-SPAM regulations:

- We clearly identify promotional messages.

- We do not use deceptive headers or email addresses.

- Our emails include our physical mailing address.

- All marketing emails include an opt-out link.

- Opt-out requests are honored promptly.

You can unsubscribe via the link in our emails or by contacting [email protected].

HIPAA Privacy Policy

If you share health-related information with River City Spotlight, we comply with HIPAA and HITECH standards.

- Protected Health Information (PHI) is only accessed with permission.

- All PHI is secured through encryption and secure networks.

- Personnel who access PHI are required to maintain confidentiality and only use necessary data.

- AI systems that handle PHI are protected with access control and detailed logging.

For questions, email [email protected].

AI Ethics and Commitments

River City Spotlight is dedicated to ethical AI use:

- Transparency: You’ll always be notified when you’re interacting with AI.

- Human Oversight: All AI systems are monitored by trained personnel.

- Privacy First: Data used in AI models is consent-based.

- Fairness and Bias Control: We monitor and adjust for bias in AI outputs.

- Security: We use advanced safeguards to protect AI-processed data.

- Accountability: Ongoing reviews ensure our AI remains ethical and secure.

Contact Information

For questions, concerns, or requests related to this privacy policy, please reach out to:

Email: [email protected]

Address: 8319 Eden St, Richmond, VA 23228

Last Updated: March 5, 2025