325automation

Privacy Policy

Effective Date: 15 February 2026 Last Updated: 15 February 2026

Quick Notice on Site Analytics

By entering and continuing to use this website, you understand that we operate basic analytics and search performance tools that collect limited information about your visit. Specifically:

  • Google Tag Manager is used to manage and deploy our analytics scripts
  • Google Analytics 4 collects aggregated traffic and behavior data
  • Google Search Console verifies our domain and reports search performance metadata (does not collect personal information about you)
  • Microsoft Clarity records anonymized session behavior to identify usability issues

These tools are basic, industry-standard analytics. They do not include advertising or retargeting cookies. Section 7 of this policy explains exactly what they collect and how to opt out.

If you do not agree to this basic analytics collection, please exit the site or follow the opt-out instructions in Section 7.4.

1. Introduction

This Privacy Policy explains how 325automation ("we," "us," "our") collects, uses, discloses, and protects information about you when you visit our website, submit inquiries, request a callback from our AI voice concierge, schedule a consultation, or otherwise interact with our services.

We respect your privacy and are committed to protecting it. This policy applies to information collected through our website and our related sales and onboarding processes. It does not apply to information you share with us under a separate written agreement governing a specific engagement, which is governed by that agreement.

If you do not agree with this policy, please do not use our website or services.

2. Who We Are and How to Reach Us

325automation is a digital growth studio operating as a brand within a larger marketing organization. For purposes of data protection law, you may consider 325automation the data controller for the information described in this policy.

For any privacy-related questions, requests, or complaints, contact us at:

Email: [email protected] Subject line: "Privacy Inquiry" (helps us route your message correctly)

We aim to respond to verifiable requests within 30 days.

3. Information We Collect

We collect information in three ways: information you provide directly, information collected automatically when you visit our site, and information from third parties.

3.1 Information You Provide Directly

When you fill out a contact form, request a callback, schedule a consultation, or correspond with us by email, you may provide:

  • Name
  • Email address
  • Phone number
  • Company name and role
  • Project description, business context, and any details you choose to share
  • Audio recordings and transcripts of conversations with our AI voice concierge, when you opt to use the callback feature

3.2 Information Collected Automatically

When you visit our website, we automatically collect certain technical information through cookies and similar technologies:

  • IP address and approximate geographic location
  • Browser type and version, operating system, device type
  • Pages visited, time spent on each page, referral source
  • Click behavior, scroll depth, and session activity
  • Search queries you used to find our site

The specific tools we use for this collection are listed in Section 7.

3.3 Information From Third Parties

If you connect with us through LinkedIn, Calendly, or a similar platform, we may receive limited profile information from that platform consistent with its privacy policy and your settings.

4. How We Use Your Information

We use the information we collect for the following purposes:

  • To respond to your inquiries and provide the services you request
  • To schedule consultations and follow up on potential engagements
  • To process and qualify leads through our AI voice concierge
  • To send transactional communications related to a specific inquiry
  • To improve our website, services, and user experience
  • To analyze website traffic and content performance
  • To prevent fraud, security incidents, and abuse of our services
  • To comply with legal obligations and enforce our Terms of Service

We do not sell your personal information. We do not share your information with third parties for their independent marketing purposes.

5. Legal Bases for Processing (For EU/UK Visitors)

If you are located in the European Economic Area, the United Kingdom, or another jurisdiction with similar data protection law, we process your personal information under one or more of the following legal bases:

  • Consent: when you explicitly opt in to non-essential cookies, marketing communications, or AI voice callbacks
  • Contract: when processing is necessary to respond to your inquiry or deliver requested services
  • Legitimate interests: when we have a legitimate interest in operating our website, preventing fraud, or improving our services, balanced against your rights
  • Legal obligation: when we must process information to comply with applicable law

You may withdraw consent at any time by contacting us at the email above.

Note for EU/UK visitors: the basic-consent model described in the Quick Notice and Section 7 below does not fully satisfy GDPR requirements for prior explicit consent. If you are an EU/UK visitor and want to ensure your information is not collected by analytics tools, use the browser opt-out methods described in Section 7.4 before continuing to use the site.

6. How We Share Your Information

We share information only in the following circumstances:

6.1 Service Providers and Sub-Processors

We work with carefully selected third parties who help us operate our business. Each is bound by a written agreement to protect your information. Categories include:

  • Cloud hosting and infrastructure: for serving our website and storing data
  • Email and communications: for transactional and consultation messages
  • AI voice agent provider: for the callback feature, including audio processing and transcription
  • Analytics and behavior tools: Google Tag Manager, Google Analytics 4, Google Search Console, and Microsoft Clarity
  • Calendar and scheduling: for booking consultations
  • CRM and lead management: for tracking inquiries and follow-up

6.2 Partner Agencies

For some engagements, we collaborate with partner agencies including Empire325 Marketing on advertising and enterprise account work. When this applies, we share only the information necessary to deliver the engagement, and the partner agency is bound by equivalent confidentiality and data protection terms.

6.3 Legal Requirements

We may disclose information when required by law, court order, or valid legal request, or when necessary to protect our rights, property, or safety, or that of our users or others.

6.4 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

7. Cookies, Tracking Technologies, and Site Analytics

Our website uses cookies and similar technologies. A cookie is a small data file stored on your device that allows us to recognize your browser and remember information about your visit.

We also use technologies that function like cookies, including local storage, pixels, and software development kits. For simplicity, this section uses "cookies" to refer to all of these technologies.

7.1 Categories of Cookies

We group cookies into three categories based on what they do:

  • Strictly Necessary: required for core website functionality, cannot be disabled
  • Analytics: help us understand how visitors use the site
  • Functional: support enhanced features such as scheduling tools

7.2 Specific Tools We Use

Google Tag Manager (GTM)

  • Provider: Google LLC
  • Purpose: container that manages and deploys our analytics tags. GTM itself does not collect personal data; it is a delivery mechanism for the tools listed below.
  • More information: https://policies.google.com/privacy

Google Analytics 4 (GA4)

  • Provider: Google LLC
  • Purpose: aggregated traffic analytics, audience insights, conversion tracking
  • Data collected: IP address (anonymized), device and browser information, pages viewed, session duration, referral sources, geographic region, interaction events
  • Cookie names: _ga, _ga_<container-id>, _gid, _gat
  • Retention: up to 2 years for _ga, 24 hours for _gid, 1 minute for _gat
  • More information: https://policies.google.com/privacy

Google Search Console (GSC)

  • Provider: Google LLC
  • Purpose: verifies our domain ownership and reports search performance metadata
  • Data collected: none about you personally. GSC does not drop cookies on your device or track individual visitors. We list it here for full transparency.
  • More information: https://support.google.com/webmasters

Microsoft Clarity

  • Provider: Microsoft Corporation
  • Purpose: session behavior analysis, heatmaps, session recordings to understand how visitors interact with pages
  • Data collected: clicks, scrolls, mouse movements, page interactions, device and browser information, IP address (used for geolocation, then discarded)
  • Cookie names: _clck, _clsk, CLID, MR, MUID, SM
  • Retention: up to 1 year
  • More information: https://privacy.microsoft.com/privacystatement

We use Microsoft Clarity to identify usability issues, not to identify individual visitors. Session recordings exclude form input fields and other sensitive elements by default.

7.3 What We Do Not Use

For transparency, we want to be specific about what we do not use:

  • We do not use advertising or retargeting cookies on our website (such as Meta Pixel, Google Ads conversion pixels, or third-party ad networks)
  • We do not sell or share cookie data with third parties for cross-context behavioral advertising
  • We do not use fingerprinting techniques to identify visitors who have declined cookies

If we add advertising cookies in the future, we will update this policy and notify visitors before deployment.

7.4 How to Control Cookies

You have several options for controlling or limiting how we and our third-party providers use cookies.

Browser Settings: Most browsers allow you to view, delete, and block cookies through their settings. Browser-specific instructions:

Opt-Out Tools for Specific Services:

Global Privacy Control (GPC): We honor the Global Privacy Control browser signal. If your browser sends a GPC signal, we treat it as a request to opt out of the sale or sharing of personal information for cross-context behavioral advertising.

Do Not Track (DNT): Because there is no industry standard for how websites should respond to DNT signals, we do not currently respond to them. We rely on the browser opt-out methods above instead.

7.5 Consequences of Disabling Cookies

If you opt out of analytics cookies, our website will still function. You will be able to view all content, submit forms, request callbacks, and schedule consultations.

What changes when you opt out:

  • We cannot measure how many people visit specific pages
  • We cannot identify usability issues through session analysis
  • Some embedded content may load with reduced functionality

We do not penalize visitors who opt out. The full content and core functionality of the site remain available.

8. AI Voice Concierge

Our website offers an AI voice agent that calls you back when you submit a callback request. By submitting a callback request, you consent to the following:

  • The AI voice agent will call the phone number you provided, typically within five minutes
  • The conversation may be recorded and transcribed for quality assurance, lead qualification, and follow-up purposes
  • The conversation summary and transcript will be shared with our internal team to support your inquiry
  • You may end the call at any time and decline to provide additional information
  • You may request deletion of your call recording and transcript at any time by contacting us

If you do not consent to recording, do not submit a callback request and instead contact us by email or scheduled meeting.

We do not use AI voice agent recordings to train external AI models.

9. Data Retention

We retain personal information only as long as reasonably necessary for the purposes for which it was collected, including:

  • Active inquiries and prospects: retained while the relationship is active and for up to 24 months after the last interaction
  • Engaged clients: retained for the duration of the engagement and as required by tax, accounting, and legal recordkeeping rules (typically 7 years)
  • AI voice recordings and transcripts: retained for up to 12 months unless you request earlier deletion
  • Website analytics data: retained according to the analytics provider's default retention settings (currently 14 months for Google Analytics 4, up to 12 months for Microsoft Clarity)
  • Marketing emails: retained until you unsubscribe, after which we keep a suppression record indefinitely to honor your preference

When retention periods expire, we securely delete or anonymize the data.

10. International Data Transfers

We are based in the United States. If you visit our website from outside the United States, your information will be transferred to, stored in, and processed in the United States and possibly other countries where our service providers operate.

The data protection laws of these countries may differ from those of your home country. When we transfer personal data from the European Economic Area, the United Kingdom, or other regions with cross-border restrictions, we rely on appropriate safeguards such as Standard Contractual Clauses or equivalent legal mechanisms.

11. Your Rights

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

11.1 Universal Rights

  • Access: request a copy of the personal information we hold about you
  • Correction: request correction of inaccurate or incomplete information
  • Deletion: request deletion of your personal information, subject to legal retention obligations
  • Objection: object to processing based on legitimate interests
  • Restriction: request that we limit how we process your information
  • Portability: receive your information in a structured, machine-readable format

11.2 California Residents (CCPA / CPRA)

California residents have additional rights, including:

  • The right to know what personal information we collect, use, disclose, and sell
  • The right to delete personal information, subject to exceptions
  • The right to opt out of the sale or sharing of personal information (we do not sell or share for cross-context behavioral advertising)
  • The right to correct inaccurate personal information
  • The right to limit use of sensitive personal information
  • The right to non-discrimination for exercising your rights

11.3 EU/UK Residents (GDPR)

In addition to the universal rights above, you have the right to lodge a complaint with your local data protection authority if you believe we have violated your rights.

11.4 UAE Residents (PDPL)

UAE residents have rights consistent with the UAE Personal Data Protection Law, including access, correction, deletion, restriction, objection, and portability.

11.5 How to Exercise Your Rights

Send your request to [email protected] with the subject line "Privacy Rights Request." We may need to verify your identity before fulfilling your request. We will respond within the timeframe required by applicable law, generally 30 days.

12. Children's Privacy

Our website and services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal information, please contact us and we will promptly delete it.

13. Security

We implement reasonable technical, administrative, and physical safeguards designed to protect personal information against loss, theft, unauthorized access, disclosure, alteration, and destruction.

These measures include encrypted data transmission (HTTPS), encrypted data storage where applicable, access controls, employee confidentiality obligations, and vetted third-party service providers.

No system is perfectly secure. We cannot guarantee absolute security, but we work continuously to maintain industry-standard protection.

14. Third-Party Links

Our website may contain links to third-party websites, services, or content. We are not responsible for the privacy practices of third parties. We encourage you to read the privacy policy of any third-party site you visit.

15. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, provide additional notice through our website or email.

Your continued use of our website or services after the effective date of any change constitutes acceptance of the revised policy.

16. Contact

For all privacy-related questions, requests, or complaints:

Email: [email protected] Subject line: "Privacy Inquiry"

We aim to respond within 30 days.

This Privacy Policy is a substantive document drafted to professional standard. It does not constitute legal advice and does not replace consultation with a qualified attorney licensed in your jurisdiction. Sections 5 (Legal Bases), 7 (Cookies and Site Analytics), 10 (International Transfers), and 11 (Your Rights) in particular benefit from periodic legal review as data protection law evolves. The basic-consent model used in Section 7 is appropriate for our current scope (US-based, no advertising cookies, no direct EU/UK clients) and should be revisited if we begin running advertising into the EU or onboarding EU/UK clients directly.