Privacy Policy

Fentress Solutions LLC (“we,” “our,” or “us”) collects information about you when you access or use our SaaS platform, CRM tools, websites, funnels, AI-powered automations, SMS marketing tools, appointment scheduling, digital memberships, and related digital services (collectively, the “Services”).

1.1 Account Information

When you register for an account, we collect your name, email address, username, password (encrypted), business name, and account preferences used to create, authenticate, and manage your account.

1.2 Billing & Payment Information

We collect billing name, billing address, and payment method details necessary to process subscription fees and one-time purchases. Payment card data is processed exclusively through our third-party payment processors and is never stored in full on our servers.

1.3 Contact & Communication Details

We collect phone numbers, mailing addresses, and communication preferences, including opt-in records for SMS and email communications. All consent records are maintained in compliance with applicable regulations.

1.4 User-Generated Content

Content you create, upload, or share within our platform — including CRM records, notes, campaign content, funnel pages, form submissions, survey responses, and media files — is stored and processed as part of the Services.

1.5 CRM Data Uploaded by Customers

If you import or upload contact lists, client records, or lead data into our platform, that data is processed solely on your behalf. You remain the data controller for any third-party personal information you upload, and you represent that you have obtained all necessary consents and permissions to process such data.

1.6 AI Interaction Data

When you use our AI-powered features — including conversation AI, workflow automation suggestions, content generation, and voice AI tools — we may collect prompts, inputs, outputs, and interaction logs. This data is used to operate AI features, improve accuracy, detect misuse, and deliver personalized responses.

1.7 Technical & Device Information

We automatically collect technical information when you use our Services, including:

• IP address and approximate geographic location
• Browser type, version, and language settings
• Device type, operating system, and screen resolution
• Pages visited, time spent, and navigation paths
• Referring URLs, exit pages, and session duration
• Feature usage patterns and interaction events

1.8 Cookies & Tracking Technologies

We use cookies, web beacons, pixel tags, and similar tracking technologies to recognize your browser, maintain session state, analyze usage, and deliver relevant content. See Section 7 for full details.

We use the information we collect for the following purposes:

• Platform Operation: To provide, maintain, and improve the features and functionality of our Services, including CRM tools, AI automations, scheduling, funnels, and membership portals.
• Account Management: To create and manage your account, authenticate logins, and enforce subscription entitlements.
• Customer Support: To respond to support requests, troubleshoot issues, and communicate important account or service updates.
• Subscription Management: To process subscription fees, manage billing cycles, handle plan changes, and send renewal reminders.
• Payment Processing: To securely process transactions through our third-party payment providers.
• Product Updates & Announcements: To notify you of new features, platform updates, and service changes relevant to your account.
• Security Monitoring: To detect, investigate, and prevent fraud, unauthorized access, abuse, and other harmful activities.
• AI Feature Improvements: To analyze aggregated, de-identified AI interaction data to improve the performance, accuracy, and safety of our AI-powered tools.
• Marketing Communications: To send promotional emails, newsletters, and SMS messages only where you have provided affirmative consent. You may withdraw consent at any time. See Section 5 for SMS-specific procedures.
• Legal Compliance: To fulfill legal obligations, respond to lawful governmental requests, and enforce our Terms of Service.
• Analytics & Business Intelligence: To understand usage trends, measure feature adoption, and make data-informed product decisions using aggregated, non-identifiable data.

Our platform offers SaaS subscription plans granting access to CRM software, AI automations, websites, funnels, SMS marketing, appointment scheduling, membership portals, and digital business services. When you subscribe, we collect and retain:

• Subscription plan type, pricing tier, and feature entitlements
• Subscription start date, renewal dates, and billing history
• Account status (active, paused, cancelled, or expired)
• Login credentials (passwords are hashed and never stored in plain text)
• User role and permission settings within multi-user accounts
• Sub-account structure and associated user profiles, where applicable

All payment transactions made through our platform are processed securely by trusted third-party payment processors, including but not limited to Stripe, Inc. and other integrated payment gateways.

We may retain the following limited payment-related information for billing and accounting purposes:

• Last four digits of the payment card (as provided by the processor)
• Card type (Visa, Mastercard, American Express, etc.)
• Billing name and billing address
• Transaction IDs, amounts, and timestamps
• Subscription plan identifiers and renewal records

By providing payment information, you authorize us to charge applicable fees to your payment method on the schedule described in your subscription plan. For billing questions or disputes, contact us at [email protected].

5.1 Types of SMS Messages

Fentress Solutions LLC may send the following categories of text messages to individuals who have provided their express written consent:

• Marketing SMS: Promotional messages, special offers, product announcements, and marketing campaigns.
• Transactional & Account SMS: Appointment reminders, booking confirmations, account alerts, billing notifications, password resets, and service updates.

5.2 Opt-In Requirement

We will only send SMS messages to individuals who have affirmatively opted in to receive such communications. Opt-in consent must be explicit, voluntary, and documented prior to the first message being sent. Consent may be obtained through web forms, checkout processes, appointment booking pages, or other documented opt-in mechanisms.

5.3 Consent Data — No Sharing or Sale

5.4 SMS Program Quick Reference

5.5 Revoking SMS Consent

You may withdraw your consent to receive SMS messages at any time by:

• Replying STOP to any text message from us
• Emailing us at [email protected]
• Contacting us in writing at our mailing address listed in Section 15

Upon receipt of your opt-out request, we will process it promptly and you will receive no further marketing SMS messages. Opting out of marketing SMS does not affect receipt of critical transactional messages related to active service agreements unless you separately request a complete communication opt-out.

Our platform integrates with a broad ecosystem of third-party software providers. When you use these integrations, data may be shared with or processed by those providers in accordance with their own privacy policies. Third-party services that may be integrated include, but are not limited to:

• CRM & Platform Infrastructure: Enterprise-grade CRM infrastructure powers our platform, including white-label software. Applicable third-party privacy policies govern data processed at the platform infrastructure layer.
• Payment Processing: Stripe, Inc. and other payment gateways handle all payment card data under their PCI-DSS compliant environments.
• SMS & Voice Communications: Twilio, Inc. and LeadConnector power our SMS, voice, and phone system features. Phone numbers, message content, and call logs may be processed through these providers including under A2P 10DLC registration programs.
• Google Services: Google Analytics, Google Ads, Google Tag Manager, Google Workspace, and Google Calendar may be used for analytics, advertising, productivity, and scheduling.
• Meta Platforms: Facebook Pixel, Instagram integrations, and Meta Ads Manager may be used for advertising measurement, retargeting, and social media.
• Analytics Providers: Google Analytics, Hotjar, and similar services may be used to understand usage patterns and optimize performance.
• Automation Platforms: Zapier, Make (formerly Integromat), and similar workflow automation platforms may connect our platform with external business applications you choose to integrate.
• Email Delivery: Transactional and marketing emails may be delivered through email service providers that process message content and delivery data.
• Other Connected Applications: Any third-party application you connect through our integration marketplace or API may receive data necessary to provide that integration service. Review the privacy practices of any application before connecting it to your account.

We are not responsible for the privacy practices of third-party providers. We work only with reputable providers and take reasonable steps to ensure data shared is limited to what is necessary for the contracted purpose.

We use cookies and similar tracking technologies to enhance your experience, maintain session state, analyze usage, and deliver relevant content and advertising. The following types of technologies may be used:

• Essential Cookies: Required for the platform to function. These enable core features such as account login, session management, and security and cannot be disabled without impairing platform functionality.
• Performance & Analytics Cookies: Collect aggregate information about how users interact with our platform — pages visited, time on page, and error occurrences — to help us identify areas for improvement.
• Functional Cookies: Enable enhanced personalization such as remembering preferences, language settings, and dashboard configurations.
• Marketing & Advertising Cookies: Track visitor behavior across websites to display relevant advertisements. These may include pixels placed by Google, Meta, and other advertising networks.
• Web Beacons & Pixel Tags: Small image files embedded in emails and web pages confirming whether content was viewed or a link was clicked, used to measure campaign effectiveness.

You can control cookies through your browser settings. Disabling certain cookies may affect platform functionality. For interest-based advertising opt-outs, visit optout.aboutads.info (Digital Advertising Alliance) or optout.networkadvertising.org (Network Advertising Initiative).

We may share your information only in the following limited circumstances:

• Service Providers: Trusted vendors assisting in operating our platform (payment processors, hosting providers, email delivery, SMS carriers, analytics). These providers are contractually bound to process data only as directed by us.
• With Your Consent: When you authorize a third-party integration or explicitly consent to data sharing for a specific purpose.
• Legal Requirements: When required by law, regulation, court order, subpoena, or governmental authority, or when we believe in good faith that disclosure is necessary to protect legal rights, prevent fraud, or respond to a safety emergency.
• Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, or asset sale, personal information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.
• Aggregate & De-Identified Data: We may share anonymized, aggregated data that does not identify any individual user for research, analytics, or business intelligence purposes.

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with our legal obligations, resolve disputes, and enforce our agreements. Our general retention guidelines:

• Active Account Data: Retained for the duration of your active subscription.
• Account Data After Cancellation: Retained for up to 90 days following account closure, after which it is deleted or anonymized, unless a longer retention period is required by law.
• Billing & Transaction Records: Retained for a minimum of 7 years to comply with financial reporting and tax obligations.
• SMS Consent Records: Retained for the duration of the messaging relationship and thereafter as required to demonstrate compliance with applicable telecommunications regulations.
• AI Interaction Logs: Retained for up to 12 months in identifiable form, after which they may be anonymized for aggregate model improvement purposes.
• Support Communications: Retained for up to 3 years following resolution to support follow-up assistance and quality assurance.
• Cookies & Analytics Data: Session cookies deleted when you close your browser. Persistent cookies retained up to 24 months unless cleared earlier.

You may request early deletion of your personal information at any time, subject to our legal obligations. See Section 11 for details.

The security of your data is a top priority. We implement industry-standard technical, organizational, and administrative safeguards to protect your personal information from unauthorized access, disclosure, alteration, or destruction. Our security measures include:

• Encryption of data in transit using TLS (Transport Layer Security)
• Encryption of sensitive data at rest
• Access controls and role-based permission systems
• Secure, hashed storage of account passwords (never stored in plain text)
• Regular security assessments and platform audits
• PCI-DSS compliant payment handling through third-party processors
• Monitoring for unauthorized access attempts and anomalous activity

To report a security vulnerability or potential breach, contact us immediately at [email protected].

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

• Right to Access: Request a copy of the personal information we hold about you and information about how it is processed.
• Right to Correction: Request correction of inaccurate or incomplete personal information we hold about you.
• Right to Deletion: Request deletion of your personal information (“right to be forgotten”), subject to our legal obligations to retain certain records.
• Right to Data Portability: Where technically feasible and legally required, request a copy of your personal data in a structured, machine-readable format.
• Right to Withdraw Marketing Consent: Withdraw consent to receive marketing emails or SMS at any time by following the unsubscribe instructions in any communication, replying STOP to any SMS, or contacting us directly. Withdrawal does not affect the lawfulness of processing prior to withdrawal.
• Right to Object: Where processing is based on legitimate interests, object to processing for reasons relating to your particular situation.
• Right to Restriction: In certain circumstances, request that we restrict the processing of your personal information.

To exercise any of these rights, contact us at [email protected]. We will respond to verifiable requests within 30 days. We may require identity verification before processing certain requests.

Our Services are not directed toward, marketed to, or intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13 years of age. If we become aware that we have inadvertently collected personal information from a child under 13, we will take prompt steps to delete that information. If you believe we may have collected information from a child under 13, please contact us immediately at [email protected].

Fentress Solutions LLC is headquartered in Fort Worth, Texas, United States. Our Services are operated from and data is processed in the United States. If you access our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country of residence.

By using our Services, you acknowledge and consent to the transfer of your personal information to the United States for processing as described in this Privacy Policy. We take appropriate safeguards to ensure international data transfers comply with applicable law.

Fentress Solutions LLC reserves the right to update, modify, or replace this Privacy Policy at any time as our Services evolve. As we expand our SaaS platform and introduce new features — including AI tools, additional integrations, and new service categories — we will update this policy to reflect our current data practices.

When we make material changes, we will:

• Update the “Last Updated” date at the top of this page
• Post a prominent notice on our platform or website
• Send an email notification to the primary email address associated with your account, where required by applicable law

Your continued use of our Services following the effective date of any update constitutes acceptance of the revised Privacy Policy. If you disagree with any update, you may discontinue use of the Services and request account closure as described in Section 11.

For questions, concerns, or requests regarding this Privacy Policy or our data practices, please reach out using the information below. We are committed to responding to all privacy-related inquiries promptly.