Clearframe Systems ("Company," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.
1. Information We Collect
Information You Provide Directly
- Contact information: Name, email address, phone number, and business name when booking a call, submitting a contact form, or communicating with us.
- Business information: Details about your operations, workflows, and challenges shared during consultation sessions.
- Payment information: Payments are processed through PayPal. We do not store your payment card details — PayPal handles all payment data under their own privacy policy.
Information Collected Automatically
- Usage data: Pages visited, time spent on site, browser type, and referring URLs collected via basic website analytics.
- Cookies: Our website may use cookies to improve your experience. You can disable cookies in your browser settings.
Call Recording and Transcription
With your explicit consent, discovery calls and consultation sessions may be recorded and transcribed using Fathom for note-taking and service delivery purposes. You will always be informed before a call is recorded.
AI Interaction Data
If you contact us via our AI phone agent, the conversation may be logged and summarized in our CRM system for follow-up purposes.
2. How We Use Your Information
We use the information we collect to:
- Schedule and conduct discovery calls and consultation sessions
- Deliver AI automation consulting services
- Send booking confirmations, reminders, and follow-up communications via email and SMS
- Process payments through PayPal
- Improve our services and website
- Respond to your questions and requests
- Comply with legal obligations
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
3. AI and Automated Processing
Clearframe Systems uses AI-powered tools to assist in service delivery, including GoHighLevel AI Agents, Claude (Anthropic), and n8n workflow automations.
AI tools assist our operations but do not make final decisions about your engagement. All client-facing decisions are reviewed by a human consultant. Your data is not used to train third-party AI models.
4. Third-Party Services
| Service | Purpose |
|---|---|
| GoHighLevel | CRM, scheduling, voice AI, SMS/email communications |
| PayPal | Payment processing |
| Netlify | Website hosting |
| Fathom | Call recording and transcription |
| Google (Gmail, Calendar) | Communication and scheduling |
| Anthropic (Claude) | AI assistance (internal use only) |
We do not control these third parties and are not responsible for their privacy practices.
5. Data Retention
- Client records: 3 years after the last service engagement
- Call recordings and transcripts: 1 year from the date of recording
- Marketing and inquiry data: Until you opt out or request deletion
- Payment records: As required by applicable law (typically 7 years)
6. Your Rights
California Residents (CCPA)
- Right to know: Request information about the personal data we have collected about you.
- Right to delete: Request deletion of your personal data, subject to certain exceptions.
- Right to opt-out: We do not sell personal information.
- Right to non-discrimination: We will not discriminate against you for exercising your privacy rights.
All Users
- Right to access a copy of your personal data
- Right to correct inaccurate data
- Right to restrict or object to our processing
To exercise any of these rights, contact us at rogerrichards09@gmail.com. We will respond within 30 days.
7. Data Security
We implement reasonable security measures including secure access controls, encrypted communication channels (HTTPS), and limited access to client data. No method of storage or transmission is 100% secure, but we take reasonable precautions to protect your information.
8. Children's Privacy
Our services are intended for business owners and are not directed at individuals under 18. We do not knowingly collect personal information from children.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by updating the "Last Updated" date at the top of this page.
10. Contact Us
Clearframe Systems
Roger Richards, CEO
Turlock, CA
Email: rogerrichards09@gmail.com
Website: clearframesystems.biz