Privacy Policy

Effective Date: May 13, 2025

1. Information We Collect We collect personal information, including but not limited to, names, addresses, email addresses, and phone numbers when voluntarily submitted through our website. We may also collect information about your use of our services. We will not spam you. You are opting in to sms only for customer service needs and consent information will not be shared with any third parties or affiliates.

2. Use of Information We use the collected information to provide and improve our services, respond to inquiries, and communicate with you.

3. Security We take reasonable measures to protect your information from unauthorized access or disclosure.

4. SMS Consent By providing your phone number, you consent to receive SMS messages from us regarding our services. You can opt-out of these messages at any time.

5. Sharing of Information We do not sell or rent your personal information to third parties. We will may share information with trusted third-party service providers who assist us in delivering our services in operating our website.

6. Changes to Privacy Policy We may update our Privacy Policy from time to time. Changes will be effective upon posting on our website.

7. Contact Us If you have any questions or concerns about our Privacy Policy, please contact us at contact@bigwavepm.com

SECURITY OF YOUR INFORMATION

We take all reasonable steps to protect your personal data and keep your information secure. We use recognized online secure payment systems and implement generally accepted standards of security to protect against personal data loss or misuse. However, no security measure is foolproof, and no method of data transmission can be guaranteed against interception or misuse. We cannot guarantee complete security of any information you transmit to us.

By consenting to this Privacy Policy, you acknowledge that your personal data may be available, via the internet, around the world. We cannot prevent the use or misuse of your data by other parties.

We will notify you promptly of any known breach of our security systems or your data which might expose you to serious risk.

SENSITIVE DATA

We request that you do not submit any sensitive data to us, via public postings, email correspondence with us, or any other method, including social security number, health data, genetic data, or information related to your ethnic origin, religious beliefs, or criminal history. If you do send us this information, then by doing so you are consenting to our use, storage, and processing of this information in accordance with this privacy policy.

SPECIAL NOTE ABOUT AI VOICE AND TEXT INTERACTIONS

Our AI systems are designed to detect and prevent the collection of sensitive data. However, if you inadvertently share sensitive information during an interaction with our AI technologies:

• We will make reasonable efforts to delete such information upon detection

• We have implemented automatic filtering systems to identify and remove sensitive data from AI training datasets

• Human reviewers who may access conversation data for quality assurance purposes are bound by strict confidentiality obligations

• You may request immediate deletion of any interaction containing sensitive information by contacting contact@bigwavepm.com

SMS/TEXT MESSAGE PRIVACY

If you have opted in to receive SMS/text messages from us, we are committed to protecting your privacy regarding these communications:

• No Data Sharing: All text messaging originator opt-in data and consent information will not be shared with any third parties, excluding the aggregators and providers necessary to deliver the SMS service.

• Marketing Restrictions: Your mobile information will not be shared with any third parties or affiliates for marketing or promotional purposes.

• Limited Use: Your SMS opt-in data will only be used for the specific purposes you have consented to, such as appointment reminders, event notifications, receipts, customer service updates, and promotional messages you've explicitly opted into.

• Opt-Out Control: You can stop receiving text messages at any time by texting "STOP" to our shortcode. Upon doing so, we will confirm your opt-out status via SMS and will cease sending you text messages.

DATA RETENTION

We retain personal data as long as it is needed to conduct our legitimate business purposes or to comply with our legal obligations, or until you ask us to delete your data. For example, we will retain certain personal information indefinitely for the purposes of maintaining your account, unless and until you delete your account. Data that we gather for a specific and particular purpose, such as assisting law enforcement or analyzing trends, will be kept for no longer than is necessary for that particular purpose. Data that is no longer needed by us for any of the purposes listed above will be permanently deleted.

For AI-processed data, including voice recordings and interaction data:

• Voice recordings are typically retained for no more than 90 days unless a longer retention period is necessary for legal compliance, dispute resolution, or ongoing service improvement

• Conversation transcripts may be retained for up to 12 months to improve our AI systems and service quality

• Anonymized or aggregated data derived from AI interactions may be retained indefinitely for analytical purposes

We will honor your request to delete your data, as described more fully below, unless we are required by law to retain access to the data. However, note that we cannot control the retention policies of third parties. If you wish to have any third parties, including those to whom we've transmitted your data, delete that data, you will need to contact those third parties directly. You may request from us a list of all third parties to whom we have transmitted your data.

We may retain usage data (that is, data that is gathered by our company or third-party analytics companies for the purpose of analyzing the use of our website) as needed for internal analysis purposes. This type of data is usually retained for a shorter period of time than personal data, unless the data is necessary to improve the security or functionality of our website or offerings, or we are legally obligated to retain the data for a longer period of time.

LIMITED SHARING WITH SERVICE PROVIDERS

We may share your information with trusted third parties who assist us in operating our website, conducting our business, processing payments, or servicing you, so long as those parties agree to keep this information confidential. These service providers include:

• Payment processors (Stripe, PayPal, and Intuit) – solely for the purpose of processing your payments

• Email service providers – solely for sending communications you have opted into

• Website hosting services – solely for the purpose of hosting our website and its content

• SMS message aggregators and providers – solely for delivering text messages you have opted into receiving

• HighLevel CRM – for client relationship management (see special provisions below)

• AI technology providers – to power our AI-enabled features and services

• Cloud storage providers – for secure storage of data processed by our systems

AI SERVICE PROVIDER LIMITATIONS

When we engage third-party AI service providers, we impose the following limitations:

• AI service providers may only process your data for the specific purposes outlined in our agreements

• They must implement appropriate technical and organizational security measures

• They cannot use your data to train their AI models for purposes outside of providing services to us without your explicit consent

• They must comply with all applicable data protection laws and regulations

• They must promptly notify us of any security incidents or unauthorized data access

• They must delete or return all personal data upon termination of services

Important Note About SMS Data: All text messaging originator opt-in data and consent information will not be shared with any third parties, excluding aggregators and providers of the Text Message services necessary to deliver the SMS service. Your mobile information will not be shared with third parties or affiliates for marketing or promotional purposes.