Privacy Policy

1. Introduction

SaaS Web Pros ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website saaswebpros.com or use our services.

Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access our website or use our services.

2. Information We Collect

2.1 Personal Information You Provide

We may collect the following personal information that you voluntarily provide:

• Contact Information: Name, email address, phone number, company name
• Business Information: Company details, project requirements, budget information
• Communication Data: Messages, feedback, and inquiries sent through our contact forms
• Account Information: Username, password, and profile information (if you create an account)

2.2 Automatically Collected Information

When you visit our website, we may automatically collect:

• Device Information: IP address, browser type, device type, operating system
• Usage Data: Pages visited, time spent on pages, links clicked, referring website
• Cookies and Tracking Technologies: See Section 7 for details
• Location Data: Approximate geographic location based on IP address

2.3 Phone Communications and AI Receptionist

When you contact us by phone at (813) 667-6067, we collect and process:

• Phone Number: Your calling phone number (caller ID)
• Call Recordings: All phone calls are recorded for quality assurance, training, and service improvement purposes
• Voice Data & Transcriptions: Our AI phone receptionist ("Valerie") converts your speech to text and processes it to provide automated responses
• Conversation History: Complete transcripts of your conversations with our AI receptionist, including questions asked, information provided, and actions taken
• Call Metadata: Date, time, duration, and outcome of calls (completed, transferred, voicemail)
• Voicemail Recordings: If you leave a voicemail, we store the audio recording and its transcription

Important: Call recordings and voicemail audio files are stored for 30 days before automatic deletion. Transcripts are retained for business records and may be kept longer as described in Section 6.

2.4 SMS Communications

If you communicate with us via SMS text messaging, we collect:

• Phone Number: Your mobile phone number
• Message Content: The text content of messages you send and receive
• Message Metadata: Delivery status, timestamps, and conversation history

You may opt out of SMS communications at any time by replying "STOP" to any message. Standard carrier rates may apply.

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To provide, operate, and maintain our services
• Communication: To respond to your inquiries, send updates, and provide customer support
• AI Processing: To enable our AI phone receptionist to understand and respond to your requests, schedule appointments, transfer calls, and provide information about our services
• Call Management: To record, transcribe, and analyze phone conversations for quality assurance, training, customer support, and business operations
• Voicemail Services: To receive, store, transcribe, and respond to voicemail messages you leave for us
• Improvement: To analyze usage patterns, conversation quality, and AI performance to improve our website, services, and customer experience
• Marketing: To send promotional materials via email or SMS (with your consent where required)
• Legal Compliance: To comply with legal obligations, including call recording consent laws, and protect our rights
• Security: To detect, prevent, and address fraud, security issues, and technical problems

4. Legal Basis for Processing (GDPR)

If you are in the European Economic Area (EEA), we process your personal data based on:

• Consent: You have given explicit consent for specific purposes
• Contract: Processing is necessary to fulfill our contract with you
• Legitimate Interests: Processing is necessary for our legitimate business interests
• Legal Obligation: Processing is required by law

5. How We Share Your Information

We may share your information in the following circumstances:

• Service Providers: Third-party vendors who help us operate our business (e.g., Twilio for voice/SMS services, hosting providers, email services, analytics)
• AI Processing: Voice data is processed by our AI service providers to enable speech recognition and natural language understanding
• Business Transfers: In connection with mergers, acquisitions, or sale of assets
• Legal Requirements: To comply with laws, regulations, legal processes, or governmental requests
• Protection of Rights: To protect our rights, property, safety, or that of others
• With Your Consent: When you explicitly agree to share your information

We do NOT sell your personal information to third parties.

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Factors we consider include:

• The length of our relationship with you
• Legal or regulatory requirements for retention
• Litigation or dispute resolution purposes
• Business operational needs

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our website and hold certain information. You can instruct your browser to refuse all cookies or indicate when a cookie is being sent.

Types of Cookies We Use:

• Essential Cookies: Required for website functionality
• Analytics Cookies: Help us understand how visitors interact with our website
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Track your browsing habits for targeted advertising (with consent)

You can manage your cookie preferences through your browser settings. Note that disabling cookies may affect website functionality.

8. Your Rights and Choices

Depending on your location, you may have the following rights:

8.1 GDPR Rights (EEA Residents)

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data ("right to be forgotten")
• Restriction: Limit how we process your data
• Portability: Receive your data in a structured, machine-readable format
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent at any time (where processing is based on consent)

8.2 CCPA Rights (California Residents)

• Know: Request information about data collection and sharing practices
• Delete: Request deletion of your personal information
• Opt-Out: Opt-out of the sale of personal information (we do not sell data)
• Non-Discrimination: Exercise your rights without discriminatory treatment

To exercise your rights, please contact us at info@saaswebpros.com. We will respond within 30 days of receipt.

9. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication mechanisms
• Employee training on data protection

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the European Commission
• Privacy Shield certification (where applicable)
• Your explicit consent

11. AI and Voice Data Processing

Our AI phone receptionist ("Valerie") processes voice data in real-time to provide automated customer service. Here's how we handle this sensitive data:

11.1 Call Recording Consent

By calling our business phone number, you consent to call recording. Our AI receptionist announces at the beginning of each call that the conversation may be recorded. This recording is used for:

• Quality assurance and training purposes
• Creating conversation transcripts for our records
• Improving AI response accuracy
• Resolving disputes or customer service issues

11.2 Voice Data Processing

When you speak with our AI receptionist, your voice data is:

• Converted to text using speech recognition technology
• Processed by AI language models to understand your request
• Used to generate appropriate responses and take requested actions
• Stored as text transcriptions for business records

11.3 Data Storage and Deletion

Voice recordings and voicemail audio files are automatically deleted after 30 days. Text transcriptions may be retained longer for business purposes, as described in Section 6 (Data Retention).

11.4 Your Rights Regarding Voice Data

You have the right to:

• Request copies of call recordings and transcripts
• Request deletion of your voice data (subject to legal retention requirements)
• Opt out of AI interactions by requesting immediate transfer to a human representative
• Leave a voicemail instead of speaking with the AI receptionist

12. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us, and we will delete such information.

13. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies before providing any information.

14. Data Breach Notification

In the event of a data breach that affects your personal information, we will notify you and relevant authorities as required by applicable law, typically within 72 hours of becoming aware of the breach.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on our website
• Updating the "Last Updated" date at the top
• Sending you an email notification (for significant changes)

Your continued use of our services after changes constitutes acceptance of the updated Privacy Policy.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We will respond to your inquiry within 30 days.

17. Supervisory Authority

If you are in the EEA and believe we have not adequately addressed your concerns, you have the right to lodge a complaint with your local data protection authority.