Privacy Policy

1. Introduction

RepHubCRM, LLC ("RepHubCRM," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered B2B sales automation platform (the "Service").

Geographic Scope: RepHubCRM is a B2B service offered exclusively to businesses located in the United States. This Privacy Policy applies to information collected from U.S. business users.

By using the Service, you consent to the practices described in this Privacy Policy. If you do not agree with this policy, please do not use our Service.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Business name, contact name, email address, phone number, physical business address, billing details
• Business Information: Industry, territory preferences, sales targets, company size, website URL
• Lead Data: Business contact information, company details, and interaction history of your B2B prospects
• Email Content: Templates, campaign settings, and outreach materials you create
• Communications: Correspondence with our support team

2.2 Payment Information

Payment processing is handled by Stripe. We do not store complete credit card numbers. Stripe's privacy policy governs the collection and use of payment information. We receive only the last four digits of your card, card type, and billing address for our records.

2.3 Automatically Collected Information

• Usage Data: How you interact with our platform, features used, time spent, pages viewed
• Device Information: IP address, browser type and version, operating system, device identifiers
• Log Data: Access times, referring URLs, error logs
• Email Metrics: Open rates, click rates, bounce rates, reply rates for campaigns sent through the Service
• Cookies and Similar Technologies: See our Cookie Policy for details

2.4 Third-Party Data

We may enrich your lead data using third-party business intelligence services to provide enhanced company insights and contact information for B2B prospecting purposes.

3. How We Use Your Information

We use collected information to:

• Provide, operate, maintain, and improve the Service
• Process your transactions and manage subscriptions
• Send automated B2B outreach emails on your behalf
• Generate AI-powered content for your campaigns
• Schedule appointments and manage your calendar
• Manage territory exclusivity and prevent conflicts
• Analyze usage patterns and improve our services
• Communicate with you about updates, features, and support
• Prevent fraud, enforce our terms, and ensure security
• Comply with legal obligations

4. Legal Basis for Processing

We process your information based on:

• Contract Performance: Processing necessary to provide the Service you requested
• Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our Service, provided these interests do not override your rights
• Consent: Where you have provided specific consent for certain processing activities
• Legal Compliance: Processing necessary to comply with applicable laws

5. Data Sharing and Disclosure

We may share your information with:

5.1 Service Providers

Third-party companies that help us operate the Service, including:

• Cloud hosting providers (e.g., Vercel, Neon)
• Payment processors (Stripe)
• Email delivery services (SMTP2GO)
• Analytics providers (Umami)
• Customer support tools

5.2 AI Partners

AI service providers (such as OpenAI) for generating personalized content. We do not share your personal information beyond what is necessary to generate content, and AI partners are contractually bound to protect your data.

5.3 Legal Requirements

We may disclose information when required by law, subpoena, court order, or government request, or when necessary to protect our rights, safety, or property.

5.4 Business Transfers

In connection with mergers, acquisitions, bankruptcy, or asset sales, your information may be transferred as part of the transaction. We will notify you of any such change.

We do NOT sell your personal information to third parties for their marketing purposes.

6. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: Request disclosure of the categories and specific pieces of personal information we collect, use, and disclose
• Right to Delete: Request deletion of your personal information, subject to certain exceptions
• Right to Correct: Request correction of inaccurate personal information
• Right to Opt-Out of Sale/Sharing: We do not sell personal information. If we share personal information for cross-context behavioral advertising, you may opt out
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights
• Right to Limit Use of Sensitive Personal Information: You may limit use of sensitive personal information to what is necessary for the Service

To exercise your California rights: Email us at privacy@rephubcrm.com with "California Privacy Request" in the subject line. We will verify your identity and respond within 45 days.

Authorized Agents: You may designate an authorized agent to submit requests on your behalf. We may require verification of the agent's authorization.

Do Not Sell or Share My Personal Information: We do not sell personal information. To opt out of sharing for behavioral advertising purposes, email privacy@rephubcrm.com.

7. Your Rights and Choices

Regardless of your location, you may:

• Access Your Data: Request a copy of the personal information we hold about you
• Update Your Information: Correct inaccurate or incomplete information through your account settings or by contacting us
• Delete Your Account: Request account deletion (some data may be retained for legal compliance)
• Export Your Data: Request your data in a portable format
• Opt-Out of Marketing: Unsubscribe from marketing emails via the link in each email
• Manage Cookies: Control cookies through your browser settings

To exercise these rights, contact us at privacy@rephubcrm.com.

8. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption in transit (TLS 1.2+) and at rest
• Secure password hashing (bcrypt)
• Access controls and authentication requirements
• Regular security assessments
• Employee training on data protection
• Secure cloud infrastructure with reputable providers

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

9. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. After account termination or deletion request:

• Active account data is deleted within 30 days of termination
• Backup copies are deleted within 90 days
• Certain data may be retained longer for legal compliance, dispute resolution, fraud prevention, or legitimate business purposes (up to 7 years)
• Anonymized or aggregated data may be retained indefinitely for analytics

10. Children's Privacy

Our Service is intended for businesses and business professionals only, not for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware of such collection, we will delete the data immediately. If you believe we have collected information from a minor, please contact us at privacy@rephubcrm.com.

11. Third-Party Links and Services

Our Service may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third parties. We encourage you to review their privacy policies before providing any personal information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Every update is posted on our website with a new "Last Updated" date.

A change to how we collect, use, share or retain personal information is a material change under Section 19 of our Terms of Service: we will email notice of it to the address on your account at least 30 days before it takes effect. Additions and replacements of subprocessors follow the notice process on our Subprocessors page.

Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Privacy Inquiries: privacy@rephubcrm.com
• General Support: hello@rephubcrm.com
• Mailing Address: RepHubCRM, LLC, Alexandria, LA 71301, United States

We will respond to privacy-related inquiries within 30 days.