PRIVACY POLICY

Raeka Marketing

Effective Date: 08/08/2025
Last Updated: 08/09/2025

1. COMPANY INFORMATION

Company Name: Raeka Marketing
Website: raekamarketing.com
Contact Email: [email protected]
Physical Address: 444 Orange Blossom, Irvine, CA 92618
Phone: [Insert Phone Number]

2. OVERVIEW

This Privacy Policy explains how Raeka Marketing ("we," "us," or "our") collects, uses, shares, and protects information when you use our AI voice agents, chatbots, marketing automation services, and website. We provide specialized AI marketing services primarily to addiction treatment centers and other local businesses.

Important Note for Addiction Treatment Centers: If you are an addiction treatment center, additional privacy protections may apply under HIPAA and 42 CFR Part 2 regulations. See Section 15 for specific healthcare privacy provisions.

3. INFORMATION WE COLLECT

3.1 Information You Provide Directly

Contact Information: Names, email addresses, phone numbers, business addresses

Business Information: Company details, industry type, service preferences

Account Information: Login credentials, billing information, communication preferences

Training Data: Content, scripts, and information you provide to train your AI systems

3.2 Information We Collect from Your Customers

When our AI services interact with your customers, we may collect:

Contact Details: Names, phone numbers, email addresses

Communication Records: Call recordings, chat transcripts, conversation logs

Interaction Data: Response times, conversation topics, customer preferences

Business-Related Information: Appointment details, service inquiries, customer requests

3.3 Information Collected Automatically

Website Analytics: IP addresses, browser type, device information, pages visited

Usage Data: How you interact with our services, feature usage statistics

Cookies and Tracking: See Section 7 for detailed cookie information

Technical Data: Log files, error reports, system performance metrics

3.4 Third-Party Information

We may receive information from our service providers and integration partners, including:

Payment Processors: Transaction details and payment status

Business Platforms: Data from GoHighLevel, CRM systems, and other integrated services

Analytics Providers: Website and service usage statistics

4. HOW WE USE YOUR INFORMATION

4.1 Service Delivery

Provide and maintain your AI voice agents and chatbots

Process customer interactions and generate appropriate responses

Monitor service performance and uptime

Provide customer support and technical assistance

4.2 AI Training and Improvement

Train AI models specific to your business needs

Improve the accuracy and effectiveness of AI responses

Develop new features and capabilities

Analyze conversation patterns to optimize performance

4.3 Business Operations

Process payments and manage billing

Communicate about your services and account

Comply with legal obligations and resolve disputes

Protect against fraud and unauthorized access

4.4 Marketing and Communications

Send service updates and important notifications

Provide information about new features or services

Respond to your inquiries and requests

Send marketing communications (with your consent)

5. LEGAL BASIS FOR PROCESSING (GDPR)

For users in the European Union, we process your information based on:

Contract Performance: To provide our AI services as agreed

Legitimate Interests: To improve our services and prevent fraud

Consent: For marketing communications and optional features

Legal Obligation: To comply with applicable laws and regulations

6. HOW WE SHARE YOUR INFORMATION

6.1 With Your Consent

We may share information when you explicitly authorize us to do so.

6.2 Service Providers

We share information with trusted third-party providers who help us deliver our services:

Cloud Hosting: AWS, Google Cloud, or similar secure hosting providers

AI Services: OpenAI and other AI technology providers

Communication Services: Twilio for voice and messaging capabilities

Analytics: Google Analytics and similar tools for service improvement

Payment Processing: Stripe, PayPal, or other payment processors

6.3 Business Integration Partners

GoHighLevel: For CRM and marketing automation integration

Telephony Providers: For voice services and call routing

Other Platforms: As needed to integrate with your existing business systems

6.4 Legal Requirements

We may disclose information when required by law, to:

Comply with legal processes or government requests

Protect our rights, property, or safety

Prevent fraud or security threats

Enforce our Terms of Service

6.5 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

7. COOKIES AND TRACKING TECHNOLOGIES

7.1 Types of Cookies We Use

Essential Cookies: Required for basic website functionality

Analytics Cookies: Help us understand how visitors use our website

Functional Cookies: Remember your preferences and settings

Marketing Cookies: Used to deliver relevant advertisements

7.2 Cookie Management

You can control cookies through your browser settings. Note that disabling certain cookies may limit website functionality.

7.3 Third-Party Tracking

We use Google Analytics and similar services that may place their own cookies. These services have their own privacy policies governing their use of information.

8. DATA SECURITY

8.1 Security Measures

We implement industry-standard security measures including:

Encryption: Data is encrypted in transit and at rest

Access Controls: Limited access to authorized personnel only

Regular Security Audits: Ongoing monitoring and vulnerability assessments

Secure Infrastructure: Cloud hosting with enterprise-grade security

8.2 AI-Specific Security

All AI training data is stored securely and access-controlled

Conversation logs are encrypted and regularly purged according to retention policies

AI models are protected against unauthorized access or manipulation

8.3 Incident Response

In the event of a data breach, we will:

Immediately investigate and contain the incident

Notify affected parties within 72 hours when required by law

Take corrective measures to prevent future incidents

Cooperate with relevant authorities as needed

9. DATA RETENTION

9.1 General Retention Periods

Account Information: Retained while your account is active plus 7 years for business records

Call Recordings: Retained for 12 months unless longer retention is requested

Chat Transcripts: Retained for 24 months for service improvement

Payment Data: Retained for 7 years for tax and compliance purposes

Website Analytics: Retained for 26 months

9.2 AI Training Data

Custom training data is retained for the duration of your service agreement

General AI improvement data (anonymized) may be retained indefinitely

Upon service termination, your specific training data is deleted within 30 days

9.3 Legal Requirements

We may retain information longer when required by law or to resolve disputes.

10. YOUR PRIVACY RIGHTS

10.1 General Rights

Access: Request a copy of the information we have about you

Correction: Request correction of inaccurate or incomplete information

Deletion: Request deletion of your information (subject to legal requirements)

Portability: Request your data in a machine-readable format

Restriction: Request limitation of processing in certain circumstances

10.2 Marketing Communications

Opt-Out: Unsubscribe from marketing emails using the link provided

Preferences: Update your communication preferences in your account settings

Do Not Call: Request to be added to our internal do-not-call list

10.3 Cookie Controls

Manage cookie preferences through our cookie banner or browser settings

Opt-out of analytics tracking where technically feasible

10.4 Exercising Your Rights

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days (or as required by applicable law).

11. CALIFORNIA PRIVACY RIGHTS (CCPA/CPRA)

11.1 Information Categories Collected

In the past 12 months, we have collected the following categories of information:

Identifiers (names, email addresses, phone numbers)

Commercial information (transaction records, service preferences)

Internet activity (website usage, interaction logs)

Professional information (business details, industry type)

Audio/visual information (call recordings, if applicable)

11.2 Business Purposes

We use this information for the business purposes outlined in Section 4.

11.3 California Consumer Rights

California residents have the right to:

Know what personal information we collect and how it's used

Delete personal information (subject to exceptions)

Opt-out of the sale of personal information

Non-discrimination for exercising privacy rights

11.4 Sale of Personal Information

We do not sell personal information to third parties for monetary consideration.

12. INTERNATIONAL DATA TRANSFERS

12.1 Cross-Border Processing

Your information may be processed in countries other than your own, including the United States. We ensure appropriate safeguards are in place for international transfers.

12.2 Safeguards for EU Data

For data transferred from the EU, we rely on:

Standard Contractual Clauses approved by the European Commission

Adequacy decisions where applicable

Other approved transfer mechanisms

13. CHILDREN'S PRIVACY

13.1 Age Restrictions

Our services are not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16.

13.2 Parental Notice

If we become aware that we have collected information from a child under 16 without parental consent, we will take steps to delete that information promptly.

14. CALL RECORDINGS AND TRANSCRIPTS

14.1 Recording Practices

All calls handled by our AI voice agents may be recorded for quality assurance and training purposes

Recordings are used to improve AI performance and customer service

Customers are informed of recording through automated announcements

14.2 Transcript Generation

AI systems may generate transcripts of conversations for analysis and improvement

Transcripts are used to train AI models and optimize response accuracy

Personal identifiers in transcripts may be anonymized for general AI training

14.3 Access and Deletion

You may request access to recordings and transcripts involving your business

Recordings and transcripts can be deleted upon request (subject to legal retention requirements)

15. HEALTHCARE PRIVACY PROVISIONS

15.1 HIPAA Compliance

For Addiction Treatment Centers and Healthcare Clients:

We may serve as a Business Associate under HIPAA when providing services to covered entities

We will enter into Business Associate Agreements (BAAs) when required

Protected Health Information (PHI) is handled according to HIPAA standards

AI training using PHI requires specific authorization and safeguards

15.2 42 CFR Part 2 Compliance

For Federally-Assisted Addiction Treatment Programs:

42 CFR Part 2 provides additional privacy protections for substance use disorder (SUD) treatment records beyond HIPAA

We acknowledge that Part 2 records require specific written consent for disclosure and have stricter confidentiality requirements

Our AI systems handling Part 2 records are configured to comply with the additional restrictions on use and disclosure

We will enter into appropriate agreements acknowledging Part 2 obligations when working with covered programs

15.3 Healthcare-Specific Safeguards

Enhanced encryption for all healthcare-related data

Strict access controls and audit logging for PHI and Part 2 records

Regular HIPAA and Part 2 compliance training for relevant staff

Incident response procedures specific to healthcare data breaches

15.4 Marketing Restrictions

We comply with HIPAA marketing restrictions that require authorization for certain communications

Marketing to patients of treatment centers requires appropriate consent

We do not use PHI or Part 2 records for our own marketing purposes

16. THIRD-PARTY SERVICES

16.1 Integrated Platforms

Our services integrate with various third-party platforms. Each has its own privacy practices:

GoHighLevel: CRM and marketing automation platform

Twilio: Communication and voice services

OpenAI: AI language processing services

Google Analytics: Website and service analytics

Cloud Providers: AWS, Google Cloud, or similar hosting services

16.2 Third-Party Responsibility

We are not responsible for the privacy practices of third-party services. We encourage you to review their privacy policies.

16.3 Data Sharing Agreements

We maintain data processing agreements with key service providers to ensure appropriate privacy protections.

17. OPT-OUT PROCEDURES

17.1 Marketing Communications

Email: Click unsubscribe link in any marketing email

Phone: Call us at [phone number] to opt-out of marketing calls

Text: Reply STOP to any marketing text message

17.2 Analytics and Tracking

Use browser settings to disable cookies

Contact us to opt-out of internal analytics where technically feasible

Use Google Analytics opt-out browser add-on

17.3 AI Training

Request that your data not be used for general AI training (may limit service functionality)

Opt-out of sharing anonymized data for industry research

18. STATE-SPECIFIC PRIVACY RIGHTS

18.1 Virginia (VCDPA)

Virginia residents have rights similar to CCPA, including access, correction, deletion, and portability.

18.2 Colorado (CPA)

Colorado residents may exercise similar privacy rights and opt-out of targeted advertising.

18.3 Connecticut (CTDPA)

Connecticut residents have access, correction, deletion, and portability rights under state law.

18.4 Other States

As additional state privacy laws take effect, we will update this policy accordingly.

19. CHANGES TO THIS PRIVACY POLICY

19.1 Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws.

19.2 Notification of Changes

Material changes will be posted on our website with at least 30 days notice

We will email registered users about significant changes

Continued use of our services constitutes acceptance of updated terms

19.3 Version Control

The effective date at the top of this policy indicates when it was last updated

Previous versions are available upon request

20. CONTACT INFORMATION

20.1 Privacy Questions

For questions about this Privacy Policy or our privacy practices:

Email: [email protected]
Mail: Raeka Marketing, 444 Orange Blossom, Irvine, CA 92618
Phone: [Insert Phone Number]

20.2 Data Protection Officer

For EU-related privacy inquiries, you may contact our Data Protection Officer at [email protected].

20.3 Regulatory Authorities

You have the right to lodge a complaint with relevant data protection authorities if you believe we have not addressed your privacy concerns appropriately.

21. ADDITIONAL DISCLOSURES

21.1 Nevada Residents

Nevada residents may opt-out of the sale of personal information. We do not currently sell personal information, but you may submit an opt-out request for future compliance.

21.2 Accessibility

This Privacy Policy is available in alternative formats upon request to accommodate individuals with disabilities.

21.3 Language

This Privacy Policy is available in English. If translated into other languages, the English version shall control in case of conflicts.

By using our services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.

This Privacy Policy was last updated on [Insert Date]. We recommend reviewing this policy periodically for any updates or changes.