Privacy Policy

1. Introduction

This Privacy Policy applies to RepFirst Systems, its website, forms, communications, services, and related online interactions. It describes what information is collected, how it is collected, why it is used, when it may be disclosed, and how visitors can exercise available privacy choices.

Use of this website constitutes acknowledgment of this policy. However, simply visiting our website does not constitute consent to optional advertising cookies or SMS marketing.

2. Scope of the Policy

This policy applies to information collected through:

• The RepFirst Systems website
• Contact, quote, inquiry, and intake forms
• Email
• SMS and telephone communications
• Website chat and automated messaging
• Social-media pages and advertisements
• Scheduling or appointment tools
• Payment and billing processes
• Customer portals or related service platforms

Third-party websites linked from our site have their own privacy practices and are not governed by this policy.

3. Information We Collect

Information Provided Directly

We may collect information you voluntarily provide, such as:

• Name and business name
• Email address and telephone number
• Mailing or billing address
• Website URL
• Business type and service area
• Project requirements and form responses
• Appointment information
• Customer-support communications
• Reviews, feedback, or testimonials voluntarily submitted
• Information submitted through onboarding or service-request forms

Communications Information

RepFirst Systems may retain communications conducted through email, SMS, website chat, social-media messaging, telephone calls, automated lead-follow-up systems, and customer-support platforms. If call recording is implemented for quality or training purposes, notice and consent will be provided where required before recording begins.

Information Collected Automatically

Depending on your device, browser settings, cookie choices, and enabled technologies, we may automatically collect:

• IP address
• Browser type, device type, and operating system
• Referring pages and pages viewed
• Approximate geographic location derived from an IP address
• Date and time of visits
• Click and navigation activity
• Form and conversion events
• Cookie and advertising identifiers
• Analytics and diagnostic data

Payment Information

Payment information may be processed by third-party payment processors (such as Stripe or similar providers). RepFirst Systems may receive limited transaction details such as customer name, billing contact information, payment status, transaction amount, invoice information, and partial payment-method details provided by the processor. We do not directly store complete credit card numbers.

4. How We Collect Information

Information may be collected:

• Directly from visitors or customers
• Through website forms
• Through cookies and similar technologies
• Through communications with RepFirst Systems
• Through advertising and analytics platforms
• Through social-media platforms
• Through service providers used to operate the business
• From referrals or publicly available business information where legally permitted

5. How We Use Information

We use your information for legitimate operational purposes, including:

• Responding to inquiries
• Preparing website previews, proposals, or service information
• Providing and maintaining services
• Processing transactions and managing customer accounts
• Sending administrative messages and providing customer support
• Following up with leads and scheduling appointments
• Sending review requests and missed-call responses
• Improving website functionality
• Measuring website traffic and conversions
• Preventing fraud, misuse, and security incidents
• Maintaining records and complying with legal obligations
• Enforcing agreements
• Marketing RepFirst Systems services where legally permitted
• Personalizing advertising where consent or another valid basis is required

6. SMS, A2P 10DLC, and Mobile Messaging Privacy

Mobile information will not be shared with third parties or affiliates for their marketing or promotional purposes. Text-message opt-in data, consent records, and messaging-originator information will not be sold, rented, or shared with third parties for their own marketing purposes.

Information may still be provided to service providers and subcontractors that directly support message delivery or business operations, such as telecommunications carriers, messaging-platform providers, CRM and workflow providers, customer-support providers, and technology and hosting providers. These disclosures are limited to providing or supporting the requested messaging service and do not authorize those providers to use mobile information for their own marketing.

• SMS participation is voluntary.
• Consent to receive text messages is not a condition of purchasing services.
• Message frequency may vary depending on the user’s inquiry, requested service, account activity, or communication preferences.
• Message and data rates may apply.
• Users may reply STOP to opt out.
• Users may reply HELP for assistance where supported.
• Opting out of SMS does not necessarily prevent necessary non-SMS communications, such as email, account, invoice, or service-related notices.
• RepFirst Systems may retain evidence of consent and opt-out requests to document compliance.
• SMS consent applies only to the specific messaging program or business identified at the time consent is obtained and is not transferred to unrelated companies or campaigns.

7. Email Communications

We may send transactional or service-related emails, responses to inquiries, and marketing or promotional emails. You may unsubscribe from promotional emails by using the unsubscribe link provided in the email or by contacting us. Unsubscribing from marketing emails may not stop administrative, billing, security, or service-related communications.

8. Cookies and Similar Technologies

Our website may use cookies, pixels, tags, web beacons, local-storage technologies, and session-replay or interaction-measurement technologies (where installed). We use these to understand traffic, remember preferences, and improve functionality.

Essential Cookies

Necessary for security, forms, navigation, consent choices, and core website functionality.

Analytics Cookies

Used to understand traffic, visitor behavior, page performance, and conversions.

Advertising Cookies

Used, where enabled and permitted, for advertising measurement, audience creation, retargeting, and personalized advertising.

Preference Cookies

Used to remember settings and improve the user experience.

Visitors can manage cookies through the website’s cookie-consent interface, browser settings, applicable platform opt-out controls, and device settings. Disabling some cookies may affect website functionality.

9. Google Services

Our website may use Google services such as Google Analytics, Google Ads, Google Tag Manager, Google conversion tracking, Google remarketing or audience features, Google reCAPTCHA, Google Maps, and YouTube embeds conditionally based on installation.

Google and other vendors may use cookies, device identifiers, and similar technologies to measure website usage, measure advertising performance, attribute conversions, display advertisements, create or use advertising audiences, and show ads based on previous visits where permitted.

You may manage personalized-ad settings through Google’s advertising controls and control cookies through our website’s consent tool and your browser settings. For more information, please review How Google uses data when you use our partners' sites or apps.

10. Meta, Facebook, and Instagram Technologies

RepFirst Systems may use Meta technologies such as the Meta Pixel, Meta Conversions API, Facebook or Instagram advertisements, Facebook Lead Ads, social-media plugins, embedded content, and messaging.

Meta may receive information such as your IP address, browser or device information, page views, conversion events, cookie or advertising identifiers, and information associated with interactions with Meta ads or forms. Meta independently processes some information under its own privacy terms and settings. Visitors may manage advertising preferences through their Meta account and through our website’s cookie controls where applicable. We do not control Meta’s independent data practices.

11. Other Social-Media Platforms

Interactions with RepFirst Systems through LinkedIn, Facebook, Instagram, YouTube, X, Trustpilot, Clutch, or other platforms may be governed by both this policy and the applicable platform’s privacy policy. Social-media platforms may collect information independently when users visit our social pages, click social links, view embedded content, submit lead forms, send direct messages, or interact with advertisements.

12. Website Chat, AI, and Automated Communications

Our site may use chatbots, AI-assisted systems, automated workflows, or after-hours communication tools to respond to inquiries, collect contact details, route leads, schedule follow-up, answer general questions, summarize or organize communications, and assist with customer service.

Visitors should not submit highly sensitive personal information through website chat or ordinary forms unless specifically requested through a secure process. Automated or AI-assisted responses may not always be accurate, and users may request human assistance through our available written contact methods.

13. How Information May Be Disclosed

Information may be disclosed to appropriate categories of service providers, including:

• Website-hosting providers
• CRM and marketing-automation platforms
• Email and messaging providers
• Telecommunications carriers
• Analytics and advertising platforms
• Payment processors
• Scheduling and cloud-storage providers
• Security and fraud-prevention providers
• Professional advisers
• Government or legal authorities when required

Providers receive information only as reasonably necessary for their functions and are subject to their own contractual or legal obligations.

We may also disclose information to comply with the law, protect legal rights or safety, in connection with a merger, acquisition, financing, restructuring, or asset transfer, or with your direction or consent.

14. No Sale of Personal Information

RepFirst Systems does not sell personal information for monetary compensation. Where applicable, certain advertising technologies may legally be classified as “sharing,” “targeted advertising,” or a “sale” under some state privacy laws, even when no money is exchanged. Eligible users may request an opt-out where required.

15. Data Retention

Information is retained only for as long as reasonably necessary for purposes such as providing services, maintaining business records, responding to inquiries, processing transactions, documenting consent and opt-out requests, resolving disputes, enforcing agreements, preventing fraud, and meeting legal, tax, accounting, and regulatory requirements. Retention periods differ depending on the type of information and reason it was collected.

16. Data Security

RepFirst Systems uses reasonable administrative, technical, and organizational measures appropriate to the nature of the information, such as HTTPS encryption in transit, restricted account access, authentication controls, reputable service providers, software updates, and monitoring practices. However, no online transmission or storage method can be guaranteed to be completely secure.

17. Consumer Privacy Rights

Depending on your location, you may have rights to:

• Request access to personal information
• Request correction or deletion
• Obtain a portable copy
• Opt out of certain advertising uses or the sale/sharing of personal information
• Withdraw consent
• Appeal the denial of a privacy request
• Limit certain sensitive-information uses
• Receive equal service without unlawful discrimination for exercising privacy rights

These rights vary by jurisdiction and may be subject to legal exceptions. To submit a privacy request, please contact us at hello@repfirstsystems.com. We may need to verify your identity and authority before completing the request.

18. United States State Privacy Disclosures

Residents of certain U.S. states with comprehensive privacy laws (including California and others) may have specific rights regarding their personal information. This policy explains the categories of information collected, sources, business purposes, categories of recipients, retention, available rights, and opt-out choices. If applicable law requires, you may exercise your rights by contacting us.

19. International Visitors

RepFirst Systems is based in the United States, and information may be processed in the United States or other countries where our providers operate. For visitors in the EEA, United Kingdom, Switzerland, or other regions requiring a lawful basis, processing may rely on consent, performance of a contract, legitimate interests, or compliance with legal obligations.

20. Children's Privacy

Our website and services are intended for business owners and adults and are not directed to children under 13. We do not knowingly collect personal information from children under 13. If a parent or guardian believes a child submitted information, they may request deletion by contacting us.

21. Third-Party Links and Embedded Content

Our website may link to or embed content from third-party services. RepFirst Systems is not responsible for the independent privacy practices of third-party websites and encourages users to review their policies.

22. Reviews, Testimonials, and Public Content

When a person voluntarily authorizes RepFirst Systems to publish a review, testimonial, business name, image, or similar content, that material may become publicly visible. Public content may be copied, indexed, or redistributed by search engines or other users.

23. Business Customer and Client Data

Information RepFirst Systems collects for its own business purposes is distinct from information processed on behalf of a RepFirst Systems client through websites, CRM systems, forms, review workflows, messaging tools, or automation services. When we process information on behalf of a client, the client controls the purposes and means of that processing. Visitors interacting with a client-operated website may need to direct certain privacy requests to that client.

24. Changes to the Privacy Policy

We may update this policy periodically to reflect service changes, technology changes, legal requirements, or business practices. The revised policy will be posted on this page with an updated effective date.

25. Contact Information

If you have any questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

RepFirst Systems
Email: hello@repfirstsystems.com
Visit our Contact Page