Privacy
Policy
SWITCHBOX SOFTWARE LLC – PRIVACY POLICY
Effective Date: April 1, 2025
INTRODUCTION
Switchbox Software LLC (“Switchbox,” “we,” or “us”) is a U.S.-based provider of software-as-a-service (SaaS) solutions for customer relationship management (CRM), communications, and AI-enhanced marketing automation. We are committed to protecting your
privacy with plain language and transparency. This Privacy Policy (“Policy”) describes how we collect, use, share, and safeguard personal information when you use our websites, applications, and services (collectively, the “Services”), and explains your rights and choices.
By using our Services, you acknowledge that you have read and understand this Policy.
This Policy applies to individuals located within the United States. If you do not agree with any part of this Policy, you should discontinue using the Services. We encourage you to review this Policy periodically to stay informed about any changes.
SCOPE AND APPLICABILITY
This Privacy Policy covers personal information (“Personal Data”) that Switchbox collects as a data controller—for example, when you create an account, use our platform, or visit our website. Switchbox may also act as a data processor on behalf of our business customers when they input personal data about their contacts, leads, or end-users into our CRM and
communications tools. In those situations, our customers determine how that data is used and are responsible for responding to privacy inquiries related to that data.
INFORMATION WE COLLECT
1. Information You Provide Directly
● Account Details: When you create an account or communicate with us, we collect names, business or personal contact details (email, phone, address), job role, and login credentials.
● Billing and Payment: If you subscribe to a paid plan, we or our third-party payment
processor collect billing information (e.g., credit card details, billing address) to process
transactions.
● CRM and Contact Data: Our Services allow storing and managing information about your contacts, leads, or customers, such as names, emails, phone numbers, notes, and uploaded documents.
● Communications Content: You may provide the content of emails, text messages, call recordings, and other communications that you manage or send using our tools.
2. Communications and Telephony Metadata
If you use our built-in communication features (SMS, ringless voicemail, email campaigns, power dialer, etc.), we collect:
● Message/Call Details: Recipient and sender contact information, timestamps, duration,
status, and routing data.
● Recordings: If you choose to record calls or voicemails, we store that content as directed by you and in compliance with applicable law.
● Usage Logs: Log data about your interactions with these communication tools, including analytics for system performance and fraud detection.
3. Usage Data and Device Information
We automatically collect technical information about how you access and use our platform, such as:
● IP Address, Browser Type, OS: Identifiers to help secure and optimize the Services.
● Session Activity: Pages visited, clicks, time on platform, referral URLs, and feature engagement.
● Cookies and Similar Technologies: Small data files placed on your device to remember preferences, maintain sessions, and gather usage analytics. (See “Cookies and Tracking” below.)
4. Third-Party Integrations
We may receive data from integration partners (e.g., Gmail, Google Calendar, Microsoft Outlook, lender APIs, financial services) if you authorize those connections. This can include email metadata, calendar events, or contact information imported from external systems.
HOW WE USE YOUR INFORMATION
● Provide and Improve Services: We use your data to operate, maintain, and enhance the functionality and security of our CRM and communication platform, including account setup, authentication, customer support, and feature optimization.
● Manage Customer Relationships: Your uploaded data—such as contact details, notes, and message content—enables CRM functionalities, deal tracking, marketing campaigns, and automated outreach. We also provide analytics to understand usage and improve efficiency.
● Financial Data Analysis (If Applicable): We process financial or transaction data you upload (e.g., bank statements, credit reports) to facilitate underwriting, billing, or other business processes you manage within the platform.
● AI-Powered Tools and Automation: We employ AI and machine learning features (e.g., lead scoring, message generation, workflow recommendations) to help you streamline marketing and sales operations. These automated insights and suggested actions are based on patterns within your account data.
● Compliance and Protection: We comply with applicable laws, respond to legal requests, and take measures to protect our rights, property, and users. For instance, we may use your data to detect and prevent fraud or abuse of our Services.
● Marketing and Communications: We send you important account notifications (e.g., confirmations, updates) and may also send optional marketing communications about new features or promotions. You can opt out of marketing emails at any time, but certain transactional messages are required to provide the Services.
AI AND AUTOMATED FEATURES
Our platform includes AI-enhanced capabilities designed to assist with:
● Message Drafting and Personalization: Automated generation of email or SMS content based on context.
● Predictive Insights: Scoring leads or forecasting user engagement and conversion likelihood.
● Anomaly Detection: Identifying unusual patterns in customer interactions.
All AI processing is performed securely. We do not sell or license your data to third parties for external AI training. Your data is used only to provide and improve Services within your account or as required by law.
COMMUNICATION INFRASTRUCTURE AND COMPLIANCE
We offer:
● Email Campaign Tools: Through your configured SMTP or Switchbox-hosted servers.
● SMS and MMS: Includes opt-in/opt-out handling, drip campaigns, Do Not Call checks, and litigator screening for TCPA compliance.
● Ringless Voicemail (RVM): Automated voicemail delivery without audible call rings.
● Power Dialer: High-volume calling campaigns and call analytics.
● Call Tracking & Recordings: Audit logs and agent performance metrics.
10DLC and TCPA
If you use our tools to send text messages or calls, you must comply with all relevant laws (e.g., Telephone Consumer Protection Act, or “TCPA”). You are responsible for obtaining valid consent from recipients for marketing messages and calls. For 10DLC (10-Digit Long Code) compliance, U.S. carriers require that businesses registering for A2P messaging have a
public-facing privacy policy and uphold consumer opt-out rights. We expect users to adhere to these rules; Switchbox does not monitor message content but will enforce legal compliance where necessary.
DATA SHARING AND DISCLOSURE
We do not sell your personal information. We may share data only in limited cases:
● Service Providers: Trusted partners who process data on our behalf (hosting, payment processors, SMS gateways) under strict confidentiality and data-protection obligations.
● Authorized Integrations: External platforms (e.g., Gmail) you explicitly connect to your
account.
● Legal Compliance: If required by law or court order, or to protect our rights and the safety of others.
● Business Transactions: In connection with mergers, acquisitions, or asset sales, with appropriate notice and continued protection of personal data.
● Aggregated or De-Identified Data: We may share usage statistics or aggregated reports that cannot identify individuals.
DATA SECURITY
Switchbox implements industry-standard safeguards to protect personal data, including:
● Encryption in transit (e.g., TLS/SSL) and at rest where feasible.
● Access Controls and two-factor authentication to prevent unauthorized data exposure.
● Secure Hosting with intrusion detection and continuous monitoring.
● Routine Patching & Testing through vulnerability scans and penetration tests.
● Incident Response: In the event of a breach, we will notify affected parties and authorities as required by law.
No security measure is infallible, but we continuously update and improve our practices to reduce risks.
DATA RETENTION
We retain personal information as long as necessary to:
● Provide and maintain the Services.
● Comply with legal obligations (e.g., recordkeeping).
● Resolve disputes and enforce agreements.
Upon account closure or user request, we will delete or anonymize data unless further retention is legally required. Backup or archival copies may persist briefly in encrypted form before final deletion.
YOUR RIGHTS AND CHOICES
● Access and Update: You can view and update much of your personal data directly in your account settings. For additional requests (e.g., correction, deletion), email privacy@switchbox.ai.
● Marketing Opt-Out: To stop receiving marketing emails, follow the unsubscribe link in any email or adjust preferences in your account. We may still send transactional or service-related emails, as required.
● Cookies and Tracking: You can control or disable cookies through your browser settings. However, certain features of our Services may not function properly without cookies. We do not currently respond to “Do Not Track” signals but treat all user data in
accordance with this Policy.
● TCPA and 10DLC: You are responsible for ensuring that any text messages or calls you initiate through our system comply with opt-in/opt-out requirements. Recipients may opt out of these communications at any time.
CHILDREN’S PRIVACY
Our Services are not intended for individuals under 18. We do not knowingly collect information from minors. If you believe we have inadvertently obtained data from a child, please contact
privacy@switchbox.ai so we can promptly delete it.
CHANGES TO THIS PRIVACY POLICY
We may update or modify this Policy from time to time. If material changes occur, we will notify you (e.g., via email or a notice on our website) before they become effective. By continuing to use our Services after updates, you accept the revised Policy.
CONTACT US
If you have any questions, concerns, or requests about this Privacy Policy or our data practices, please contact us:
Switchbox Software LLC
8 The Green, Suite A
Dover, DE 19901
privacy@switchbox.ai
We will make every effort to address and resolve your inquiry promptly. If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, you may also contact your state’s Attorney General’s office or other relevant authority.
Last Updated: April 1, 2025
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