This Privacy Policy explains what information Cynthara collects, how we use it, and the choices you have. We have tried to write it in plain English. If something is unclear, email us and we will explain it.
1. Who we are
Cynthara is a brand of Cynthara Systems LLC, a Montana limited liability company ("Cynthara," "we," "us"). Our address is 1001 S. Main St, Ste 600, Kalispell, MT 59901. Our website is cynthara.business.
We build websites for small businesses and run an AI chatbot, AI lead follow-up, an AI receptionist, AI SEO, Google Business Profile management, and a self-editable admin panel for them. This policy covers two situations:
- Our own website and business. When you visit cynthara.business, request a demo, or become a customer, we decide how your information is used. We are the "controller" or "business."
- Our clients' websites. When a visitor uses a website we built for a client, the client decides why the data is collected and we handle it for them. See Section 5.
2. Information we collect
Information you give us. When you request a free demo, we ask for your email address and phone number. Other forms on our site may also ask for your name, business name, website URL, and a message. We store this securely so we can contact you, build your free demo, and talk you through it.
Information about your business. If you become a client, we collect the content you provide for your site, such as text, photos, hours, prices, and logos, along with account and billing details.
Payment information. Payments are processed by Stripe. We never see or store your full card number. Stripe shares limited details with us, such as the card brand, the last four digits, and the status of the payment.
Analytics information, only with your consent. If you click "Accept" on our cookie banner, we use Google Analytics to understand how visitors use the site. This includes pages viewed, approximate location, device and browser type, and how you arrived. If you do not accept, we do not load Google Analytics.
Essential technical information. Our servers and hosting provider process things like your IP address, browser type, and request details to deliver the site and keep it secure. We also set one essential cookie to remember your cookie choice. See our Cookie Policy.
3. How we use information
We use information to:
- Respond to your messages and requests, and build and show you a demo
- Provide, host, maintain, and support the service for clients
- Process payments and keep billing records
- Send service messages, such as confirmations, invoices, and important updates
- Understand how our site is used, if you have accepted analytics
- Detect and prevent fraud, abuse, and security problems
- Meet legal obligations and enforce our Terms of Service
4. How we share information
We do not sell your personal information. We do not share it for cross-context behavioral advertising either.
We share information only with service providers who help us run the business, and only as needed for the service:
- Hosting and security: Cloudflare
- Form delivery: Web3Forms, which emails us what you submit through our forms
- Payments: Stripe
- Analytics: Google, but only after you accept analytics cookies
- AI, voice, messaging, and email providers that generate chatbot and receptionist replies, answer and transcribe calls, and deliver the texts and emails we send on behalf of clients and ourselves
- Google, when a client asks us to manage their Google Business Profile
We may also disclose information if the law requires it, to respond to valid legal process, to protect our rights or the safety of others, or as part of a sale or reorganization of the business, in which case we will tell you if your information becomes subject to a different policy.
5. Data we handle for our clients
Our clients are businesses. Their websites, chatbots and AI receptionists collect information from their own customers, such as names, phone numbers, messages, booking details, and call recordings and transcripts. When we manage a client's Google Business Profile, we also see public reviews and post replies in the client's name. For that data, the client is the controller (or "business") and Cynthara is the processor (or "service provider").
That means:
- We process the data only to provide the service to the client and follow their instructions.
- We do not sell it, and we do not use it for our own advertising.
- If you are a visitor to a client's website and want to access, correct, or delete your information, contact that business first. If you contact us, we will pass your request to the right client or help them respond.
- The client is responsible for its own privacy notice and for having a lawful basis to contact its leads.
Text messages. Texts are sent only to people who submitted their number and agreed to be contacted. Replying STOP opts you out. Message and data rates may apply.
Phone calls. When a client's AI receptionist answers a call, the call may be recorded and transcribed so the client gets a summary. Callers may hear a short notice at the start of the call.
6. Cookies
We use essential cookies to run the site, and analytics cookies only after you accept them. You can change your choice at any time through the "Cookie settings" link in the footer. Details are in our Cookie Policy.
7. How long we keep information
We keep information only as long as we need it for the purposes above.
- Demo requests and messages: kept while we are in conversation with you, and for a reasonable period afterward in case you come back.
- Client accounts and content: kept while the account is active. If you cancel, we give you an export of your content and lead data on request, and we delete or de-identify your data once it is no longer needed.
- Call recordings and transcripts: kept while the client's account is active, or shorter if the client asks us to.
- Billing and tax records: kept as long as the law requires.
- Cookies: the consent cookie lasts 12 months and analytics cookies last 13 months.
You can ask us to delete your information at any time, except where the law requires us to keep it, such as billing and tax records.
8. Your privacy rights
Residents of California, and of other states with privacy laws, including Colorado, Connecticut, Oregon, Texas, Utah, and Virginia, may have these rights:
- Know and access the personal information we hold about you
- Correct inaccurate information
- Delete your information
- Opt out of the sale or sharing of personal information. We do not sell or share personal information, so there is nothing to opt out of.
- Limit the use of sensitive personal information. We do not use sensitive personal information to infer characteristics about you or for advertising.
- Not be discriminated against for using these rights
To make a request, email admin@cynthara.business or call (406) 306-5366. We may need to confirm your identity first. We will respond within 45 days, and we will tell you if we need more time as the law allows. You may use an authorized agent to make a request for you. If we deny a request, you may appeal by replying to our decision, and we will review it.
California residents: under California law you may also ask which categories of personal information we disclosed for business purposes in the past year. The categories are listed in Sections 2 and 4.
9. Children
Our website and services are for businesses and are not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has given us information, contact us and we will delete it.
10. Security
We use reasonable technical and organizational measures to protect information, such as encrypted connections and limiting access to people who need it. Form and chat submissions are stored securely. No system is completely secure, so we cannot guarantee absolute security, but we take it seriously and will notify affected people and regulators when the law requires.
11. Changes to this policy
If we make important changes, we will update the date at the top of this page and, where appropriate, tell you by email or on the site.
12. Contact
Cynthara Systems LLC 1001 S. Main St, Ste 600 Kalispell, MT 59901
Email: admin@cynthara.business Phone: (406) 306-5366 Hours: Monday to Friday, 8am to 6pm Mountain Time