Privacy Policy

EJ Creative Strategies LLC ("Company," "we," "us," or "our") respects your privacy and is committed to protecting the personal information collected through our website located at https://ejcreativestrategies.com (the "Site") and our business operations. This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information in accordance with the California Online Privacy Protection Act (CalOPPA).

1. Categories of Personal Information We Collect

We collect information that identifies, relates to, describes, or is reasonably capable of being associated with you ("Personal Information").

• Website Visitors:
  • Contact & Form Data: First name, last name, business name, email address, phone number (optional), services of interest, free-text notes, and consent records.
  • Technical & Security Data: IP address, browser type, operating system, and security logs collected via automated bot-protection tools.
  • Scheduling Data: Contact information and meeting details submitted when booking calls through our integrated calendar system.
  • Website Usage Data: Pages you visit on our Site, the address of the page that referred you, visit source and campaign details (such as UTM parameters), browser type, operating system, page-performance measurements, and a unique identifier stored in a first-party cookie on your browser.
• Prospects and Clients:
  • Intake & Business Operations Data: Business owner names, roles, stakeholder details, staff headcount, business phone numbers, competitor details, business metrics (inquiry volumes, average sale values), professional license/certification numbers, insurance details, existing contract copies, and uploaded business files (logos, photographic assets, menus, price lists).
  • Audio Recordings: Recorded interview calls (including audio and transcripts) conducted for project onboarding, service execution, and quality control (where consented pursuant to Client Services Agreement §15.4).
  • Payment Information: Payment card details, billing addresses, and transaction histories processed securely through our payment processor. We do not store full payment card numbers on our servers.

2. How We Collect Personal Information

We collect Personal Information directly from you when you fill out forms on our Site, schedule appointments, complete intake surveys, upload files, participate in recorded onboarding calls, or communicate with us via email. We also collect technical security data automatically via third-party security scripts when you visit our Site. We also collect Website Usage Data automatically each time a page on our Site loads through first-party analytics built into our website platform (see Section 7).

3. Purpose of Processing and Use of Data

We use the Personal Information we collect to:

• Provide, build, and maintain our web design, marketing, and CRM services.
• Process payments, issue invoices, and fulfill contractual obligations.
• Communicate regarding service updates, project milestones, and administrative matters.
• Send you a follow-up email about booking a call after you submit an inquiry through our Site, where you have not yet booked one, and, if you do not become a client, one closing follow-up about your inquiry. Each of these emails includes a way to opt out.
• Send other marketing emails only if you have opted in, and you can unsubscribe at any time.
• Process intake records, intake responses, onboarding form submissions, and call audio recordings and transcripts (where consented pursuant to Client Services Agreement §15.4) using automated software tools and secure artificial intelligence infrastructure to draft project deliverables.
• Ensure website security, prevent fraud, and block spam.
• Measure visits to our Site, understand how visitors find us, and monitor website performance.
• Where you submit a form, associate the source of your visit and the page you submitted from with your contact record.
• Comply with legal and tax obligations.

4. Audio Recordings, Transcripts, and Third-Party AI Software

Call recordings are captured only with the explicit consent of participants provided on the recording. Recordings are stored locally on our devices.

To assist in organizing intake responses, summarizing call transcripts, and drafting project deliverables, we use third-party Artificial Intelligence (AI) software services (including Anthropic). We manage our user account settings to opt out of having our conversation histories used to train the provider's AI models to the extent permitted by the platform. Data submitted to these services is processed and retained in accordance with the third-party provider's standard terms and privacy policies.

5. Categories of Third-Party Service Providers

We disclose Personal Information to third-party vendors and service providers to execute business operations:

• CRM and Website Infrastructure: Cloud hosting, CRM, and platform management providers for website hosting, website analytics, web forms, database management, and operational communications.
• Productivity & Communication Tools: Business productivity suite providers for email, calendar integration, document management, and video meetings.
• Payment Processing: Third-party payment processors and gateways for secure payment processing and invoicing.
• Security & Bot Protection: Web security and bot mitigation providers for form security and spam prevention.
• Content Delivery and Web Fonts: Content delivery, security, performance monitoring, and web font providers, which receive your IP address and browser information when our pages load.
• Artificial Intelligence Infrastructure: Anthropic for automated intake analysis, transcript processing, and deliverable drafting support.
• Design & Editing Software: Digital design and media editing platforms for graphic creation and photographic asset editing.

We do not sell, rent, or share Personal Information with third parties for their independent cross-context behavioral advertising purposes.

6. Retention of Personal Information

We retain Personal Information only for as long as necessary to fulfill the purposes for which it was collected, or as required by statutory recordkeeping obligations:

• Unconverted Leads: Retained for up to 24 months from the date of last contact.
• Client Account & Contract Records: Retained for the duration of the active client agreement plus 4 years following contract termination (in accordance with California breach of contract statutes).
• Tax and Financial Records: Retained for 7 years to satisfy statutory tax obligations.
• Audio Recordings: Full raw audio recordings are retained for up to 90 days to verify transcript accuracy, after which they are purged. A short audio snippet containing the recording consent request and explicit verbal response is retained for up to 3 years alongside the project transcript to document compliance with applicable recording consent laws.
• Transcripts and Project Deliverables: Retained for the duration of the client relationship plus 3 years.
• Website Usage Data: Retained for as long as necessary to measure and understand site performance and campaign effectiveness. The website analytics cookie (msgsndr_id) expires 12 months after it is set or updated.

Completed project deliverables held against an unpaid balance are preserved indefinitely until the account is settled, overriding the standard deliverable retention window.

7. Cookies and Tracking Technologies

Our Site does not deploy third-party advertising cookies or cross-site tracking pixels for target advertising. Our website platform sets a first-party cookie on our domain that assigns your browser a unique identifier so that visits to our Site can be counted and their referral source recorded. This cookie expires 12 months after it is set or updated. Because we do not track visitors across third-party websites over time for advertising purposes, our Site does not alter its processing in response to browser Do Not Track (DNT) signals.

When you book a call, you use a scheduling calendar embedded on our Site. The calendar is provided by our platform provider, which processes the information you enter, such as your name, email address and chosen time, along with technical information such as your IP address and browser type, to display the calendar and record your booking on our behalf. We have not placed any advertising pixel or other advertising tracking on the calendar or on the page where it appears.

8. Material Policy Changes and Notice

We reserve the right to amend this Privacy Policy. When material updates occur, we will update the "Effective Date" above and notify existing client contacts and active database leads via email at least 30 days before changes take effect. Non-material changes take effect immediately upon posting.

Non-promotional legal update notices may be sent to contacts who have unsubscribed from marketing emails, as permitted by law.

9. Reviewing or Requesting Changes to Your Data

You may review, update, or request deletion of your Personal Information held by EJ Creative Strategies LLC by submitting a written request to [email protected]. We will respond to verified inquiries within 30 days.

10. Third-Party Portfolio Rights

We may display client work, business names, and non-sensitive project case studies on our portfolio. Individual employee or owner names, quotes, or photographic likenesses will only be published where express written consent has been provided via our intake authorization instruments.

11. Contact Information

EJ Creative Strategies LLC
Elk Grove, California
Email: [email protected]