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LeadScan

LeadScan Privacy Policy

Last Updated: January 15, 2025

At LeadScan, we take your privacy seriously. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our AI-powered chatbot and lead generation services.

What This Policy Covers

This policy applies to all users of LeadScan services, including business customers who embed our chatbots and end users who interact with those chatbots. We provide our services only to users located in the United States and Canada.

Information We Collect

Account Registration Information

When you create a LeadScan business account, we collect:

  • Contact Information: Email address, first name, last name, and optional phone number
  • Business Information: Company name, business type, website URL, hosting platform, and business size
  • Account Security: Password (stored in encrypted form), email verification status, and authentication preferences
  • Subscription Details: Plan type, billing information, and account limits

Chatbot Interaction Data

When end users interact with chatbots powered by LeadScan:

  • Conversation Content: Complete transcripts of conversations between end users and our AI chatbot
  • Extracted Information: Contact details (names, email addresses, phone numbers) that users voluntarily provide during conversations
  • Lead Intelligence: Service interests, inquiry details, urgency assessments, and business needs identified through conversation analysis
  • Interaction Metadata: Timestamps, conversation duration, message counts, and engagement patterns

Automatically Collected Information

We automatically collect certain information about your use of our services:

  • Technical Information: IP address, browser type, device information, and operating system
  • Session Data: Login times, activity timestamps, session duration, and authentication events
  • Usage Analytics: Feature usage patterns, performance metrics, system interactions, and error logs
  • Location Data: General geographic location (city and country level) based on IP address

Business Intelligence and Analytics

Our AI systems analyze conversations to generate:

  • Lead Scoring: Automated assessments of lead quality and qualification likelihood
  • Service Categorization: Classification of customer inquiries and service interests
  • Business Insights: Patterns in customer interactions, response effectiveness, and engagement metrics
  • Performance Data: Conversion rates, lead capture efficiency, and chatbot effectiveness metrics

How We Use Your Information

Primary Business Purposes

  • Service Delivery: Operating and maintaining our AI chatbot platform, processing conversations, and generating leads
  • Lead Generation: Analyzing conversations to identify, extract, and score potential business leads
  • AI Processing: Training and improving our artificial intelligence models for better conversation handling and lead detection
  • Account Management: Creating and managing user accounts, processing subscriptions, and providing customer support
  • Business Intelligence: Providing analytics, insights, and reporting to help businesses understand their customer interactions

Communication Purposes

  • Service Communications: Account verification emails, password resets, system notifications, and service updates
  • Customer Support: Responding to inquiries, resolving technical issues, and providing assistance
  • Business Updates: Information about new features, service improvements, and important policy changes

Legal and Security Purposes

  • Security Monitoring: Detecting fraudulent activity, preventing unauthorized access, and maintaining system security
  • Legal Compliance: Meeting legal obligations, responding to legal requests, and protecting our rights
  • Audit and Investigation: Investigating violations of our terms, resolving disputes, and maintaining service integrity

Automated Decision-Making and Profiling

Our AI systems make automated decisions about your data, including:

Lead Scoring and Qualification

We use automated algorithms to:

  • Assess lead quality and assign qualification scores (0.0 to 1.0 scale)
  • Categorize leads as high, medium, or low priority
  • Evaluate urgency levels and business readiness
  • Predict likelihood of conversion and business value

Service Interest Analysis

Our systems automatically:

  • Classify customer inquiries by service type and category
  • Identify specific business needs and pain points
  • Assess customer engagement levels and purchase intent
  • Generate recommendations for follow-up actions

Your Rights Regarding Automated Decisions: You can request human review of any automated decisions that significantly affect your business. Contact us at leadscanrag@gmail.com to request manual review of lead scores or qualification assessments.

How We Share Your Information

Third-Party Service Providers

We share personal information with trusted service providers who help us operate our business:

OpenAI (Artificial Intelligence Processing)

  • Data Shared: Conversation content, business context, and customer messages
  • Purpose: AI-powered conversation analysis, response generation, and lead detection
  • Location: United States
  • Safeguards: Standard contractual protections and data processing agreements

SendGrid (Email Communications)

  • Data Shared: Email addresses, names, and communication content
  • Purpose: Account verification, password resets, and service notifications
  • Location: United States
  • Safeguards: Industry-standard security measures and privacy protections

Google Services (Data Integration)

  • Data Shared: Business analytics and lead data for integration features
  • Purpose: Google Sheets exports and business intelligence integrations
  • Location: Global (Google Cloud infrastructure)
  • Safeguards: Google Cloud security standards and data protection measures

Business Customer Data Sharing

For chatbot interactions:

  • Lead information and contact details are shared with the business customer whose website hosted the conversation
  • Conversation analytics and performance metrics are provided to business customers
  • Lead scoring and qualification data help businesses prioritize follow-up activities

Legal and Compliance Sharing

We may share information when required by law or to protect our rights:

  • Responding to court orders, subpoenas, or legal process
  • Investigating suspected fraud, security breaches, or terms violations
  • Protecting the safety and security of our users and services
  • Complying with regulatory requirements and government requests

Data Retention and Storage

Retention Periods

We retain your information for the following periods:

  • Account Information: Until account deletion or 7 years after account closure
  • Conversation Data: 90 days from conversation date
  • Lead Information: 365 days from lead generation date
  • Analytics Data: 730 days for business intelligence and improvement purposes
  • Security Logs: 3 years for fraud prevention and security monitoring
  • Legal Records: As required by applicable law and legal obligations

Data Storage and Security

  • Primary Storage: Secure PostgreSQL databases with encryption at rest and in transit
  • Backup Systems: Encrypted backups with geographic redundancy
  • Access Controls: Role-based access restrictions and multi-factor authentication
  • Security Monitoring: Continuous monitoring for unauthorized access and security threats

Your Privacy Rights

Access and Correction

You have the right to:

  • Access your personal information and account data
  • Correct inaccurate or incomplete information
  • Update your business details and contact information
  • Review your conversation history and lead data

Data Deletion

You can request deletion of:

  • Your entire account and all associated data
  • Specific conversations or lead records
  • Personal information no longer needed for business purposes
  • Data collected through specific consent categories

Consent Management

You can:

  • Withdraw consent for specific data processing activities
  • Modify your communication preferences
  • Opt out of certain analytics and tracking
  • Request cessation of automated decision-making for your account

Data Portability

You can request copies of your data in machine-readable formats:

  • Lead data exports in CSV format
  • Conversation transcripts and analytics
  • Account information and business settings
  • Historical performance and engagement data

How to Exercise Your Rights

To exercise any of these rights:

  1. Log into your account and use our self-service privacy controls where available
  2. Contact us directly at leadscanrag@gmail.com with specific requests
  3. Provide verification of your identity to protect against unauthorized requests
  4. Expect a response within 30 days of receiving your verified request

California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

Right to Know

You have the right to know:

  • What categories of personal information we collect
  • The sources of that information
  • The business purposes for collecting personal information
  • The categories of third parties with whom we share personal information

Right to Delete

You have the right to request deletion of personal information we have collected about you, subject to certain exceptions.

Right to Opt-Out

We do not sell personal information in the traditional sense. However, we do share information with business partners for business purposes as described in this policy.

Non-Discrimination

We will not discriminate against you for exercising your privacy rights under CCPA.

International Data Transfers

We primarily operate within the United States, but some data processing occurs with service providers who may process data in other countries:

  • OpenAI processing occurs on servers located in the United States
  • SendGrid email services operate from United States infrastructure
  • Google services may process data globally through Google Cloud infrastructure

We ensure appropriate safeguards are in place for any international data transfers through standard contractual clauses and vendor security requirements.

Cookies and Tracking Technologies

Essential Cookies

We use essential cookies that are necessary for our website and services to function:

  • Session management and user authentication
  • Security features and fraud prevention
  • Service preferences and basic functionality

Analytics and Performance

We collect analytics data to improve our services:

  • Website usage patterns and performance metrics
  • Feature utilization and user experience optimization
  • System performance monitoring and error detection

Your Cookie Choices

You can control cookie usage through your browser settings. Disabling essential cookies may affect service functionality.

Children's Privacy

LeadScan is a business service not intended for children under 13. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 13, we will delete that information promptly.

Security Measures

We implement comprehensive security measures to protect your information:

Technical Safeguards

  • Encryption: Data encrypted in transit and at rest using industry-standard protocols
  • Access Controls: Multi-factor authentication and role-based access restrictions
  • Network Security: Firewalls, intrusion detection, and regular security monitoring
  • Database Security: Parameterized queries, connection pooling, and SQL injection prevention

Operational Safeguards

  • Employee Training: Regular security awareness training for all staff members
  • Background Checks: Screening of personnel with access to personal information
  • Incident Response: Documented procedures for security breaches and data incidents
  • Regular Audits: Periodic security assessments and vulnerability testing

Physical Safeguards

  • Secure Facilities: Physical access controls at data processing locations
  • Equipment Security: Secure disposal of hardware and storage media
  • Environmental Controls: Protection against natural disasters and physical threats

Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or applicable laws. When we make significant changes:

  • Advance Notice: We will provide at least 30 days' notice before changes take effect
  • Email Notification: Registered users will receive email notifications of material changes
  • Website Notice: Prominent notices will be posted on our website
  • Continued Use: Your continued use of our services after changes take effect constitutes acceptance

Contact Information

For questions about this Privacy Policy or our privacy practices:

Privacy Officer
LeadScan, Inc.
Email: leadscanrag@gmail.com

General Inquiries
Email: leadscanrag@gmail.com
Website: leadscangen.com

Data Protection Requests
For specific privacy rights requests or data protection concerns, contact our Privacy Officer using the information above. Please include sufficient detail to help us process your request efficiently.

This Privacy Policy is effective as of January 15, 2025 and applies to all information collected by LeadScan from that date forward.