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RESPOND NOW, LLC #

(RESPOND FAST, POSTREMINDER, VOTEREMINDER) #

PRIVACY POLICY #

Last Updated: June 2026

This Privacy Policy describes how Respond Now, LLC (“Respond Now,” “RN,” “we,” “us,” or “our”) protects your privacy when you use our services, including Respond Fast, PostReminder, and VoteReminder (collectively, the “Services”). By using our Services, you agree to this Privacy Policy. If you do not agree, please do not use our Services.

1. Scope and Commitment to Privacy #

  • Platform Use: We collect contact information (phone numbers and email addresses) solely for sending alerts and reminders.
  • Public-Facing Website: We collect personal information (name, email, phone number, and mailing address) for lead generation and marketing when users request more information.
  • No PHI Collected: We do not collect, store, or process Protected Health Information (PHI) under HIPAA.
  • No Sensitive PII: We do not collect sensitive personal identifiers such as Social Security numbers or financial account details.
  • Privacy Compliance: We comply with applicable federal and state privacy laws, including HIPAA, GDPR principles, CCPA/CPRA, VCDPA, CPA, TDPSA, CAN-SPAM, and TCPA regulations, as applicable.
  • Children’s Privacy: Our Services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately.

2. Information We Collect #

2.1. PostReminder Platform #

  • Contact Information Only: We collect phone numbers and email addresses exclusively for sending alerts and reminders.
  • No PHI: We do not collect or link any medical records, health details, or sensitive health data to contact information.
  • No Sensitive PII: We do not collect Social Security numbers, financial data, or any other sensitive PII.

2.2. Public-Facing Website #

  • Lead Generation and Marketing: When users request information, we may collect name, email address, phone number, and mailing address (optional).
  • Purpose of Collection: This data is used to provide requested information, follow up on inquiries, and send marketing communications about our Services.
  • User Consent: Explicit consent is obtained before collecting any information. Users can opt out at any time.

2.3. Automatically Collected Information #

  • Usage Data: We may automatically collect technical information such as IP address, browser type, device type, pages visited, and time spent on our Website. This information is used to improve our Services and analyze traffic patterns.
  • Cookies & Tracking Technologies: See Section 6 for full details on cookies, web beacons, and your opt-out rights.

2.4. AI-Generated & Automated Processing #

  • AI Features: Where our Services use AI or automated tools to process your information, we describe the nature of that processing in this Policy. We do not use automated decision-making that produces legal or similarly significant effects on individuals without human review.

3. How We Use Your Information #

  • Alerts and Reminders: Contact information from the platform is used solely for alerts and reminders requested by the user.
  • Lead Follow-Up and Marketing: Public-facing website information is used for lead follow-up and marketing communications, with your consent.
  • Service Improvement: Automatically collected usage data is used to analyze and improve our Website and Services.
  • No Data Sharing or Selling: We do not sell, rent, or share your personal information with third parties for their marketing purposes.
  • No PHI or Health Inferences: We do not use any information to infer or derive health-related data.
  • Legal Compliance: We may use your information to comply with applicable legal obligations or respond to lawful requests from public authorities.

4. Legal Compliance and Data Protection #

  • HIPAA: No PHI is collected. We are not a Covered Entity or Business Associate under HIPAA.
  • GDPR: Data minimization principles are applied. EU residents have rights as described in Section 13.
  • CCPA/CPRA (California): California residents have the right to know, delete, correct, and opt out of the sale or sharing of personal information. We do not sell personal information. California residents may also limit the use of sensitive personal information. To exercise your rights, contact us at privacy@respond-now.com.
  • U.S. State Privacy Laws (VCDPA, CPA, TDPSA, and others): Residents of Virginia, Colorado, Texas, and other states with applicable privacy laws have rights to access, correct, delete, and opt out of certain processing of personal data, including profiling. To exercise these rights, please contact us at privacy@respond-now.com. We will respond within the timeframe required by applicable law.
  • CAN-SPAM: All marketing emails include opt-out mechanisms. We honor opt-out requests promptly.
  • TCPA: We obtain explicit written consent before sending SMS messages. Users may opt out at any time by replying STOP.
  • Global Privacy Control (GPC): We recognize and honor Global Privacy Control signals as a valid opt-out of data sharing where required by applicable law.

5. Data Security Measures #

  • Encryption: All personal information is encrypted both in transit (TLS) and at rest.
  • Access Controls: Access to personal data is restricted to authorized personnel only, on a need-to-know basis.
  • No Unauthorized Data Sharing: We do not share personal information with third parties except as described in Section 9.
  • Regular Security Audits: We conduct regular security audits and vulnerability assessments to maintain security standards.
  • Data Breach Notification: In the event of a data breach that affects your personal information, we will notify you and applicable regulators as required by applicable law.

6. Cookies and Tracking Technologies #

  • Cookies: Used to enhance user experience, personalize content, and analyze site traffic.
  • Web Beacons: Used for tracking email campaign performance and ensuring message delivery.
  • Sale/Sharing via Cookies: Certain tracking technologies (such as advertising pixels) may constitute “sale” or “sharing” of personal data under California and other state privacy laws.
  • Opt-Out Options: You may decline non-essential cookies via our Cookie Preference Center (accessible in the Website footer). You may also enable a Global Privacy Control (GPC) signal in your browser to opt out of data sharing. Declining certain cookies may limit some features.

7. User Consent and Control #

  • Informed Consent: Users are informed about our data collection practices at sign-up or inquiry.
  • Right to Access and Correction: You may request access to or correction of your personal information at any time by contacting us at privacy@respond-now.com.
  • Right to Deletion: You may request deletion of your personal information at any time, subject to limited exceptions required by law.
  • Opt-Out Options: You may unsubscribe from alerts, reminders, or marketing communications at any time via the unsubscribe link in any email, by replying STOP to any SMS, or by contacting us directly.
  • Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.
  • Authorized Agents: California residents may designate an authorized agent to submit requests on their behalf. We may require verification of the agent’s authority.
  • Appeals: If we decline to take action on your privacy rights request, you may appeal our decision by contacting us at privacy@respond-now.com. We will respond to appeals within the timeframe required by applicable law.

8. Data Retention and Deletion #

  • Retention Policy: We retain personal information only as long as necessary to provide our Services, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods vary by data type and purpose.
  • Deletion Requests: You may request deletion of your personal information at any time by contacting privacy@respond-now.com. We will fulfill verified deletion requests within the timeframe required by applicable law, subject to exceptions (e.g., legal holds).
  • Automated Deletion: Contact information for inactive users is reviewed periodically and removed when no longer needed.

9. Information Sharing #

  • No Sale of Information: We do not sell, rent, or share your personal information with third parties for their own marketing purposes.
  • Service Providers: We may share personal information with trusted third-party vendors who assist in delivering our Services (e.g., SMS delivery, marketing automation, cloud hosting). These vendors are contractually bound to use personal information only as directed by us and in compliance with applicable privacy laws.
  • Legal Compliance: We may disclose personal information when required by law, subpoena, court order, or to protect the rights, property, or safety of Respond Now, our users, or others.
  • Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, personal information may be transferred to the acquiring entity, subject to equivalent privacy protections.

10. Monitoring Privacy Compliance #

  • Regular Reviews: We monitor and update our privacy practices regularly to comply with evolving legal requirements.
  • Employee Training: Our team receives regular training on data privacy obligations, including avoiding collection of PHI and handling personal data securely.
  • AI Governance: We apply internal review processes to AI features that process personal data, consistent with applicable law.

11. Policy Updates #

  • Regular Review: We review and update this Policy regularly to reflect changes in our practices and applicable law.
  • Notification of Material Changes: We will notify users of material changes via email or a prominent notice on our Website at least 30 days before changes take effect, where practicable. Continued use of our Services after the effective date constitutes acceptance of the updated Policy.

12. Contact Information #

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

Respond Now LLC

435 Boulder Ct, #100
Pleasanton, CA 94566

Email: privacy@respond-now.com

We will respond to privacy rights requests within the timeframe required by applicable law (generally 45 days, with an extension of up to an additional 45 days where reasonably necessary).

13. European Union Residents #

International Data Transfers #

If you visit our Website from outside the United States, your information will be transferred to and processed on U.S.-based servers. By using our Services, you consent to this transfer and processing as described in this Policy.

No Active Targeting of EU Residents #

Respond Now has not established services within the EU and does not actively target or monitor EU residents as defined under the GDPR. We do not knowingly collect or retain personal data from EU residents.

GDPR Principles #

While we do not actively target EU residents, we apply GDPR principles to any personal data we may incidentally process. If you are an EU resident, you have the following rights regarding your personal data:

  • The right to access your personal data.
  • The right to rectify inaccurate or incomplete personal data.
  • The right to erasure (“right to be forgotten”).
  • The right to restrict processing.
  • The right to data portability.
  • The right to object to processing.
  • The right to lodge a complaint with your local supervisory authority.

Exercising Your Rights #

EU residents may exercise these rights by contacting us at privacy@respond-now.com. We will respond within 30 days as required under GDPR.

Legal Basis for Processing #

Where GDPR applies, we rely on the following legal bases for processing personal data: (a) your consent; (b) performance of a contract with you; (c) compliance with a legal obligation; or (d) our legitimate interests, where not overridden by your rights.

Information you submit to us is used only to communicate with you and to provide our Services. You may update your privacy preferences or unsubscribe at any time by contacting us at privacy@respond-now.com.

Copyright © Respond Now LLC. All Rights Reserved.

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