CoolBiz Logo TM (960 x 540 px)

Privacy Policy

CoolBiz™

Effective Date: February 28, 2025

Welcome to the CoolBiz™ Privacy Policy. This policy explains how CoolBiz Inc, doing business as CoolBiz™, collects, uses, protects, and manages your personal data through our services, including websites, subdomains, and software applications at coolbiz.info. By accessing or using these services, you agree to this Privacy Policy. Please read it carefully. This document outlines our data practices in detail, ensuring clarity for all users. This Privacy Policy should be read alongside our Terms of Service and Refund Policy, which are incorporated by reference and form an integral part of this agreement.

  1. Company Overview

CoolBiz™ provides the following services:

  • Primary Services: Subscription-based SaaS products, including the CoolBiz™ AI Chatbot and other AI-driven solutions and future SaaS applications.
  • Secondary Services: Professional website development services (digital-only; no physical services offered).
  1. Definitions and Scope

For this Privacy Policy:

  • Services: Refers to all products, features, and functionalities provided by CoolBiz™, including but not limited to the CoolBiz™ AI Chatbot, website design services, and future software-as-a-service (SaaS) offerings.
  • User: Refers to any individual or entity accessing or using the Services, whether under a free trial, paid subscription, or any other authorized interaction.
  • Content: Refers to all data, text, graphics, media, and other materials submitted, posted, or displayed through the Services.
  • Personal Data: Refers to any information that can be used to identify an individual, as defined by applicable privacy laws.
  • Subscriber: Refers to any individual or entity with an active paid subscription to any of our Services.
  • Agency: Refers to any business entity authorized to resell or manage CoolBiz™ services on behalf of their clients.
  • Affiliate: Refers to any individual or entity participating in the CoolBiz™ Affiliate Program who promotes our Services in exchange for commissions.
  1. Data Collection and Processing

We collect various types of data to provide and improve our Services:

  • Personal Information: When you subscribe to or use our Services, we collect names, email addresses, phone numbers, contact details, authentication credentials, billing information, payment details (processed securely via Stripe), and relevant business information, including for Agencies and their clients.
  • Technical Data: IP addresses, device information, browser agent strings, browser type and settings, operating system details, timestamps and access logs, performance analytics, and diagnostic data. We also collect technical data through website forms for security and spam detection.
  • Usage Data: We collect session logs, interaction history, feature utilization statistics, system performance metrics, error reports, debugging information, and communication logs, including chatbot responses and user input.
  • Service Selection Information: We collect data on services chosen using our toggle-based selection system.
  • Contract Information: Digital signatures, service preferences, and milestone details.
  • Collection Methods: Data is collected through direct user input during account registration, automated system logging, integration with third-party services, tracking technologies, and user feedback or support interactions.
  • Cookies and Tracking Technologies: We use a 30-day tracking cookie solely for affiliate marketing purposes. This cookie ensures that affiliates receive proper referral credit, including recurring commissions, as long as the referred subscriber’s account remains active.

This data collection supports personalized service delivery, operational efficiency, and ongoing platform improvements while respecting user preferences and adhering to applicable privacy regulations.

  1. Use of Data

We use the data collected for a variety of essential purposes to support the delivery and enhancement of our services:

  • Primary Purposes: Managing project details, service selections, and payment information; delivering, maintaining, and optimizing SaaS products and web design services; ensuring security through performance monitoring and fraud prevention.; improving the platform with performance analytics and debugging; providing customer support and resolving technical issues; and communicating service updates, billing information, and other necessary notifications.
  • Service and Platform Management: Delivering requested services, including SaaS products and web design; responding to inquiries via email and providing service updates; auto-generating service contracts based on website toggle selections; facilitating milestone payments through Stripe; and enhancing user experience and security.
  • Marketing and Communications: We may process personal data to send marketing communications, including promotional content and affiliate marketing offers, but only with user consent. Consent is obtained through explicit opt-in mechanisms such as registration, calendar bookings, and interactive prompts within the CoolBiz™ AI Chatbot widget. End users can provide consent through a series of questions, answers, and button selections within the chatbot interface. For example, users may encounter prompts such as:

“To assist with scheduling and provide updates or promotions, please grant permission by typing YES. By doing so, you agree to receive communications from [Subscriber’s Company Name]. See our [Terms of Service] and [Privacy Policy] for more details. Text STOP to unsubscribe from SMS or click the unsubscribe link in emails to opt out anytime”

Additionally, when visiting our Contact Us, users consent by checking the box when submitting our contact form or using our calendar scheduling tool:

“By checking this box, I accept CoolBiz’s Terms of Service and Privacy Policy and consent to receive text and emails for communication and promotions. I can opt out anytime by replying STOP to texts and clicking UNSUBSCRIBE in emails.”

Users can manage their marketing communication preferences anytime through their account settings or by contacting us directly. Data collected for marketing purposes is used to personalize content, measure campaign effectiveness, and provide relevant offers, including affiliate promotions.

  • Processing Limitations: Data is processed solely for documented purposes; chatbot interactions are not used for external AI training; no behavioral tracking or targeted advertising is conducted; personal information is never sold, and no automated decision-making or profiling is performed.

All data usage practices are aligned with applicable privacy regulations and are never utilized for behavioral profiling or third-party marketing purposes without explicit consent.

  1. Data Security and Protection

We implement comprehensive security measures to protect your data:

  • Infrastructure Security: Our CoolBiz™ software-as-a-service (SaaS) products are hosted on subdomains of our parent website and operate on enterprise-grade AWS infrastructure. We utilize a multi-layered security architecture with encryption applied both at rest and in transit. Our systems undergo regular security assessments and penetration testing, with continuous monitoring for potential threats. Access controls are strictly role-based, ensuring users only access data necessary for their roles. All activities are tracked through comprehensive audit logging to facilitate oversight and accountability.
  • Breach Response Protocol: In the event of a potential data breach, we initiate an immediate investigation to assess the scope and impact. Affected parties are notified without undue delay, and reports are submitted to regulatory authorities as required by law. All incidents are thoroughly documented for internal records and compliance purposes, followed by a post-incident analysis to enhance our security protocols.

Our commitment to data security ensures that your information remains protected at all times.

  1. Regulatory Compliance

Our CoolBiz™ software-as-a-service (SaaS) products that provide compliance-related features adhere to multiple regulatory standards, including:

  • United States Federal Regulations: HIPAA (with a signed BAA), GLBA, SOX, PCI DSS, and FTC guidelines for affiliate marketing to ensure transparent disclosures and fair practices.
  • United States State Regulations: CCPA/CPRA, CalOPPA, UCPA, TDPSA, VCDPA, and FDBR.
  • Canadian Regulations: PIPEDA and Quebec Law 25.
  • European Union Regulations: GDPR (with a signed DPA).
  • Asia-Pacific Regulations: Australian Privacy Principles and New Zealand Privacy Act 2020.
  • Other International Regulations: Switzerland FADP and South Africa POPIA.

We do not support FERPA or COPPA compliance and prohibit data processing from individuals under 18. Cross-border data transfers adhere to international standards with Standard Contractual Clauses and regular impact assessments.

  1. Data Retention and Deletion

We retain data for specified periods to meet operational and legal requirements for the CoolBiz™ AI Chatbot widget on our website and for our applicable subscription-based products offered on our subdomains. Our retention policies are designed to balance service functionality, compliance obligations, and user privacy while ensuring data is securely managed.

  • Retention Periods:
    • Chat Data: Standard 30-day retention for chatbot conversation logs.
    • Compliance Data: Minimum 7-year retention for regulatory compliance.
    • Custom Retention Periods: Applied based on applicable legal and operational requirements.
    • Automated Archiving: Systems in place to manage data storage efficiently.
  • Web Design Project Data Retention: Web Design Project Data Retention: Project files, design iterations, and collaboration records are deleted within thirty (30) days post-completion unless explicitly requested by the client to be retained longer, up to a maximum of six months, subject to applicable legal requirements.
    • Audit Results (SOX Compliance): Retained for at least 7 years to meet regulatory standards.
    • Payment Data: Retained as required for financial reconciliation and regulatory compliance.
  • Deletion Procedures:
  • User-Initiated Requests: Data deletion can be initiated by user requests.
  • Automated Deletion: Data is automatically deleted after the retention period expires.
  • Secure Wiping Protocols: Data removal follows strict security procedures.
  • Verification of Deletion: All deletions are verified for accuracy.
  • Documentation of Deletion: Records of deletion actions are maintained for transparency.

These retention and deletion policies ensure compliance with industry standards while maintaining operational efficiency. They also ensure that data is retained only as long as necessary and securely deleted when no longer needed.

  1. User Rights, Controls, and Opt-Out Policies

Users have the right to:

  • Access their personal data.
  • Request corrections or modifications.
  • Delete their data, subject to legal and operational requirements.
  • Request data portability and restrict processing.
  • Submit Inquiries Regarding Affiliate Marketing Activity: For affiliate marketing purposes, we use a 30-day tracking cookie that records a unique, anonymized identifier, browser details, and the referring affiliate link. This helps us attribute referrals accurately without collecting personal information.

We periodically review and update our practices to maintain compliance with evolving regulations.

Opt-In and Opt-Out Policies:

  • Explicit Consent: We require explicit consent for email and SMS communications.
  • Opt-Out Mechanism: Users can opt out via provided links in communications or by contacting support.

To exercise these rights, contact support@coolbiz.info or CoolBiz™ Headquarters, 1534 Purple Way, Redding, CA 96003.

  1. Third-Party Integrations

CoolBiz™ integrates with third-party services to support platform functionality, ensure secure transactions, and enhance the functionality of our subscription-based SaaS products, web design services, and affiliated subdomain platforms:

  • General Integrations: We integrate with services such as Stripe for secure payment processing, authentication providers for secure login, analytics platforms for performance monitoring, and cloud storage services for data management.
  • Third-Party Tools for Web Design Services: To support our web design services, we leverage Figma Prototyping, FigJam (or similar design collaboration tools) for design collaboration and project approvals, Stripe for milestone-based payment processing, and digital signature services for contract execution.
  • Discord (for community engagement): CoolBiz™ does not control Discord Inc.’s data processing, security, or retention policies. Users should review Discord’s privacy terms before participating.
  • Service Providers: We partner with various third-party providers to deliver essential services, including payment processing, cloud infrastructure, authentication, analytics, CRM integrations, and affiliate marketing management. These services help ensure secure transactions, reliable platform performance, streamlined authentication, accurate analytics, efficient CRM functionality, and transparent affiliate marketing operations.
  • Affiliate Marketing Disclosures: CoolBiz™ may participate in affiliate marketing programs, which means we may earn a commission when users purchase products or services through our clearly disclosed affiliate links. These links do not affect the price users pay. Data collected through affiliate links is used solely for performance tracking and commission calculation, in compliance with FTC disclosure requirements.
  • Data Sharing Limitations:
    We limit data sharing to operational necessity and only engage with third-party providers essential to delivering and maintaining our services for CoolBiz™ and its subdomains. These providers include:
  • General Integrations:
    • AWS: Cloud infrastructure and secure data storage.
    • MongoDB: Database management.
    • Stripe: Payment processing and billing.
    • Taxually: Tax calculation and compliance.
    • SendGrid: Email communications.
    • Firebase: Authentication services.
    • Microsoft Calendars and Google Calendars: Scheduling integrations.
    • Digital Signature Services: Secure contract execution and verification.
    • CRMs: Customer relationship management (when integrated by subscribers).
    • OpenAI: AI-driven chatbot interactions.
    • OpenRouter: AI request routing.
  • Web Design Services-Specific Integrations:
    • Figma Prototyping, FigJam (or similar design collaboration tools): Design collaboration and project approvals.
    • Digital Signature Services: Secure contract execution and verification.
    • Stripe: Milestone-based payment processing.
    • Taxually: Tax calculation and compliance.

Data shared with affiliate partners is limited to what is necessary for commission tracking and verification. All such data is aggregated, anonymized, or shared only with user consent. We never sell personal information. We review our third-party partnerships regularly to maintain high data security, privacy, and compliance standards.

These integrations are implemented to optimize service delivery while maintaining compliance with relevant security and privacy standards.

  1. Communications

CoolBiz™ communicates with users through various channels to ensure service quality and compliance:

  • Service Communications: These include account notifications, security alerts, maintenance updates, compliance notifications, and service announcements to inform users of important events and system changes. For web design services, communication is primarily conducted through email and, where applicable, Figma Prototyping, FigJam (or similar design collaboration tools) collaboration for project feedback and design approvals.
  • Marketing Communications: Limited promotional content is sent with clear opt-out mechanisms, frequency controls to prevent spam, and content relevance requirements to ensure users receive only the most pertinent information.
  • Client Collaboration: For web design services, all official communication and project management take place via email to maintain clear records. Clients may also be invited to collaborate using Figma Prototyping, FigJam (or similar design collaboration tools) for visual design feedback and approvals.
  • Discord Communications: CoolBiz™ may respond to support tickets, community updates, or informal discussions via the CoolBiz™ Discord server at https://discord.com/channels/1229216415039361146. However, official notifications, legal updates, and support responses are only provided through designated channels, including email and official support forms (see Terms of Service Section 19 for details).
    • Use of Data: Discord interactions are not tracked, stored, or used for business decisions.

Our communication practices prioritize transparency, user choice, and operational efficiency across all our services, including subdomains and associated SaaS products.

  1. Audit Logs and Records

We maintain audit logs to ensure security, compliance, and transparency across our website, subdomains, and associated SaaS products. These logs include records of login attempts, user activity, data access, and system modifications. For services requiring enhanced security measures, such as our SaaS products and chatbot integrations, audit logs may include system monitoring data, security event tracking, and compliance-related system checks.

Audit logs are retained within our AWS infrastructure as follows:

  • Daily Audit Logs are retained for up to 1 year for operational and security purposes.
  • Audit Results from formal audits are retained for at least 7 years to comply with the strictest regulatory requirements, including SOX compliance.

Subscribers can request audit logs, which are limited to their own account activity and data within applicable services. Access to audit logs is restricted to authorized CoolBiz™ personnel or designated third-party service providers responsible for maintaining system security and compliance.

These audit practices ensure transparency and accountability while supporting our platforms’ security and operational integrity.

  1. Age Restrictions

CoolBiz™ services, including our website, subdomains, and associated SaaS products, are intended for individuals aged 18 and older. Subscribers and users are responsible for ensuring their use of our services complies with applicable laws governing minors, such as COPPA, and must avoid collecting or processing data from individuals under 18.

  1. Modifications, Updates, and Amendments

CoolBiz™ reserves the right to update or modify this Privacy Policy as needed to reflect changes in business operations, regulatory requirements, or service offerings. When material changes occur, we will notify users through:

  • Direct email communication
  • In-app notifications or platform announcements
  • Updates to the published Privacy Policy

Unless otherwise specified, all modifications take effect upon posting. Continued use of our services after modifications are published constitutes acceptance of the updated terms.

  1. Severability

If any provision of this Privacy Policy is found invalid, illegal, or unenforceable under applicable law, that provision shall be severed from the agreement. The remaining provisions will continue in full force and effect and will be interpreted to preserve the original intent and purpose of the agreement to the fullest extent possible.

  1. Complete Agreement

This Privacy Policy, together with our Terms of Service and Refund Policy, constitute the entire agreement between you and CoolBiz™ regarding the use of our services at coolbiz.info, including websites, subdomains, and software applications. This agreement supersedes all prior communications or understandings, whether written or oral. Failure to enforce any provision does not waive it or any other provision. This agreement binds the parties, their successors, and permitted assigns. Users must provide accurate information, comply with all policies, and use designated communication channels.

  1. Contact Information

For questions or concerns about this Privacy Policy, contact our Privacy Officer at:

Email: support@coolbiz.info

Address: CoolBiz™ Headquarters, 1534 Purple Way, Redding, CA 96003

By using our services, you agree to this Privacy Policy.