Privacy Policy

This policy describes how ReplugMedia LLC (“Replug Media,” “we,” “us”) collects, uses, and protects information through our website, our client portal, and the marketing services we provide. It works alongside our Terms of Service, which controls where the two overlap.

Information about you that we collect for our own business, like your contact and billing details, is covered in full here. Information that belongs to our clients and that we only handle while doing their marketing, like their customer lists, is covered separately under “Data we handle on your behalf.”

When you contact us or request a quote: your name, email address, phone number, business name, the services you’re interested in, and whatever you write in the message field.

When you create a client portal account: your name, email address, and a securely hashed password (we never store your actual password; see “How we protect your information” below). If you choose to add a phone number and check the SMS consent box, we store the number and a record of when you consented.

Through your use of the portal and our services: the requests you send and our replies, your invoices, hosting sites we’ve provisioned for you, and the materials and approvals you give us for your marketing.

If you pay an invoice online: payment is processed directly by Stripe. We never see or store your full card number. Stripe gives us back a reference to your saved payment method, not the card details themselves, and that saved method is what recurring invoices are charged to.

If you sign up for our marketing email: your email address, your name if you give it, which lists you’re on, and a record of how and when you agreed. See “Email from us” below.

Automatically: like most websites, our servers record your IP address, browser type, the pages you request and when, in standard server logs. We also keep IP addresses for up to a day to protect forms and logins from abuse. We don’t use any of this for tracking or advertising.

We use the information we collect to:

• Answer your questions and prepare quotes.
• Plan, create, run and report on the marketing you’ve engaged us for.
• Run your client portal account, including signing in and resetting your password.
• Send invoices, take payments, and keep the records tax law requires.
• Send account and service notices by email, and by text only if you’ve opted in.
• Send marketing email, only to people who’ve agreed to receive it.
• Protect our site and portal from abuse, fraud and attacks.
• Meet our legal obligations and enforce our terms.

We don’t use your information to advertise to you, and we don’t sell it. We show work we made for you in our portfolio only as our Terms of Service describe.

Running your marketing can mean working inside your ad and social media accounts, and sometimes with your own customer or prospect lists, for example to email your subscribers or to build an ad audience. That data is yours. We act on your behalf and on your instructions, use the access and data only to do the work you’ve engaged us for, and never use it for another client or for our own marketing. We don’t sell it or merge it into other lists, and access is limited to the people on our team working on your account.

Where we upload a customer list to an ad platform, we use the platform’s own matching tools, and that platform’s privacy terms apply to it. You remain responsible for having the right to market to the people on lists you give us, including any consent email and text marketing laws require. When an engagement ends, we hand back or remove our access to your accounts and delete copies of your lists within 30 days, unless you ask us to keep them or the law requires otherwise.

If you provide a phone number and check the consent box, we use it only to send the account and invoice texts described in our Terms of Service. No mobile information is shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are excluded from every kind of sharing described in this policy, and are never shared with any third party. You can remove your number at any time from the client portal, or reply STOP to any text to opt out.

The client portal sets one cookie to keep you signed in: a secure, HTTP-only session cookie that isn’t readable by scripts on the page and isn’t used for tracking or advertising. We don’t run third-party analytics, ad-tracking pixels or social media trackers on this site, and our fonts are served from our own server.

Our marketing emails may record when a link in them is clicked, and, only for campaigns where we turn it on, whether the email was opened. We record the time and the type of email app or browser, not your IP address. We use this to see which content is useful, not to follow you around the web. Many email apps open messages automatically, so open counts are rough.

Because we don’t track you across sites, there’s nothing for a browser’s “Do Not Track” or Global Privacy Control signal to switch off. We treat both as a request not to sell or share your information, which we already don’t do.

We share information only with the providers that make our services work, and only what each one needs:

• Stripe processes card payments and stores saved cards.
• Kierland IT, our affiliate, runs the servers our site, portal, hosting and email use, which are provided by Linode (Akamai) in the United States.
• Twilio delivers account and invoice texts, once text messaging is turned on, to people who’ve opted in.
• Advertising and social platforms such as Meta, Google and TikTok receive what we publish or upload for your campaigns, under your own accounts and their own privacy terms.

Our email is sent from our own mail server, not a third-party marketing service. We may also disclose information when the law requires it, to protect our rights or someone’s safety, or to a buyer if our business is sold, in which case this policy continues to apply to it. We don’t sell your information or share it with anyone for their own marketing.

We keep information only as long as we need it:

• Contact and quote requests: as long as needed to respond and follow up, or until you ask us to delete them.
• Portal accounts and requests: while your account is active, and for a reasonable time afterward in case questions come up.
• Invoices and payment records: for as long as tax and accounting rules require, which is several years.
• IP addresses used for abuse protection: up to 24 hours.
• Marketing email: your subscription lasts until you unsubscribe or ask us to delete it. We keep the record of your consent, and if you unsubscribe, your address stays on our do-not-email list so we don’t email you again by mistake.
• Server logs: a limited time, after which they’re rotated out.
• Your customer lists: deleted within 30 days after our engagement ends, as described above.
• Final deliverables: we may keep copies for our portfolio and records, as our Terms of Service describe.

The whole site and portal are served over encrypted HTTPS connections. Portal passwords are stored as salted, one-way cryptographic hashes, so we can’t look up or recover your actual password, and neither can anyone who gained access to our database. Your sign-in cookie is signed so it can’t be forged, sign-in and form attempts are rate limited, and access to client accounts and data is limited to the people who need it.

No method of storing or sending information is completely secure, so we can’t guarantee absolute security, but we work to protect your information and fix weaknesses as soon as we find them.

If a breach exposes your personal information, we’ll notify you as Arizona law requires, no later than 45 days after we determine it happened, and notify the authorities and consumer reporting agencies where the law requires that too. If an incident affects your ad or social accounts or the customer lists you’ve given us, we’ll tell you promptly and help you meet your own notification duties.

You can ask us to show you the personal information we hold about you, correct it, give you a copy, or delete it. You can update your name, email and phone number yourself in the client portal. To make any other request, contact us using the details below. We’ll confirm the request comes from you, then respond within 30 days.

We’ll honor these requests wherever you live, subject to what we’re required to keep for billing or legal reasons. We don’t sell or share personal information for advertising, and we won’t treat you differently for using your privacy rights. If you’re one of our client’s customers and want to be removed from their marketing, contact that business directly, or tell us and we’ll pass your request on.

We’re based in Arizona, our services are for businesses in the United States, and the information we hold is stored on servers in the United States.

We email you about your account, requests, invoices and services. These messages are part of the service, so they don’t have an unsubscribe link.

We also send marketing email, such as newsletters, announcements and a short welcome series when you join a list, but only to people who’ve agreed to receive it. That consent comes from ticking the opt-in box on one of our forms, confirming by email, or telling us directly. When you sign up we record which list you joined, when, how, the wording you agreed to, and the IP address used. We keep that record so we can show you asked to hear from us.

Every marketing email has an unsubscribe link and a link to manage which lists you’re on. Unsubscribing takes effect straight away. If you unsubscribe from everything, we keep your email address on a do-not-email list so we don’t contact you again by mistake, even if your address turns up in a list someone gives us later. We also stop emailing an address that bounces as undeliverable or that marks our email as spam.

Marketing email is sent from our own mail server, not a third-party marketing service. We don’t sell or share our lists.

Our site and services are intended for businesses and aren’t directed at anyone under 18. We don’t knowingly collect information from children under 13. If you think a child has given us information, contact us and we’ll delete it.

We may update this policy from time to time; the “last updated” date above reflects the most recent change. If a change materially affects how we use information we already hold, we’ll email current clients before it takes effect.

Questions about this policy, or a request about your data? contact@replugmedia.com or (520) 557-3914. ReplugMedia LLC, Scottsdale, Arizona.

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