Privacy Policy

This Privacy Policy describes how We Are Kaizen LLC, doing business as KaizenCX ("KaizenCX," "we," "us," or "our") collects, uses, and shares information about you when you visit our website at kaizencx.biz, interact with our chatbot, complete forms or assessments, or otherwise engage with our services.

Please read this policy carefully. By using our website or services, you agree to the collection and use of information as described here. If you do not agree, please do not use our website or services.

1. INFORMATION WE COLLECT

We collect information in the following ways:

A. Information You Provide Directly

We collect information you voluntarily submit through:

• Contact forms: name, email address, phone number, company name, company size, and any message content you provide.

• Calendar booking: name, email address, phone number, and scheduling preferences when you book a free tech review or other appointment.

• AI Readiness Quiz: your responses to assessment questions, which may include information about your organization's size, technology environment, and business goals.

• Email newsletter sign-up: name and email address.

• Chatbot interactions: all text-based communications you submit through our website chatbot, including questions, responses, and any information you voluntarily share during those conversations.

B. Information Collected Automatically

When you visit our website, we and our third-party service providers may automatically collect:

• Device and browser information (browser type, operating system, device type)

• IP address and approximate geographic location

• Pages visited, time spent on pages, and navigation patterns

• Referring URLs (the website that directed you to ours)

• Cookie and tracking data (see Section 5 for more detail)

C. Information from Third-Party Integrations

If you interact with us through a third-party platform (such as LinkedIn or a referral partner's link), we may receive limited information from that platform consistent with your privacy settings on that platform.

2. HOW WE USE YOUR INFORMATION

We use the information we collect to:

• Respond to your inquiries and communicate with you about our services

• Schedule and conduct free tech reviews and advisory sessions

• Send you information, resources, and updates you have requested or opted into

• Deliver email newsletters and marketing communications (with your consent, where required)

• Improve our website, services, and communications based on usage patterns

• Conduct internal analytics and business development research

• Comply with legal obligations

• Protect against fraud, abuse, or other harmful activity

We do not use your information to make automated decisions that produce legal or similarly significant effects about you.

3. HOW WE SHARE YOUR INFORMATION

We do not sell your personal information. We do not share your personal information with marketing partners or advertisers.

We share your information only with vendors and service providers necessary to operate our business and deliver our services. These include:

• GoHighLevel (GHL): our CRM, automation, chatbot, calendar booking, and email platform. GHL stores and processes contact records, form submissions, chatbot conversations, booking data, and email communications on our behalf.

• Email delivery services: used to send transactional and marketing emails.

• Website analytics providers: used to understand how visitors interact with our website.

All third-party service providers are contractually required to use your information only to provide services to us and to maintain appropriate security measures.

We may also disclose your information:

• If required by law, regulation, or valid legal process (such as a court order or subpoena)

• To protect the rights, property, or safety of We Are Kaizen LLC, our clients, or others

• In connection with a merger, acquisition, or sale of all or a portion of our business, in which case your information may be transferred as a business asset

4. DATA RETENTION

We retain your personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required by law. Specifically:

• Contact and inquiry records are retained for up to 3 years from your last interaction with us.

• Email subscriber records are retained until you unsubscribe or request deletion.

• Chatbot conversation logs are retained for up to 2 years.

• Booking and calendar records are retained for up to 3 years.

• Analytics data is retained in aggregate or anonymized form indefinitely.

When we no longer need your personal information, we securely delete or anonymize it.

5. COOKIES AND TRACKING

Our website uses cookies and similar tracking technologies to operate and improve our site. Cookies are small text files stored on your device.

We use the following types of cookies:

• Essential cookies: required for the website to function. These cannot be disabled.

• Analytics cookies: help us understand how visitors use our site. These are aggregated and not used to identify you personally.

• Marketing cookies: may be used to deliver relevant content and track the effectiveness of our outreach. These are only placed with your consent where required.

You can control cookies through your browser settings. Most browsers allow you to refuse cookies, delete existing cookies, or be notified when a cookie is set. Note that disabling certain cookies may affect the functionality of our website.

6. CALIFORNIA PRIVACY RIGHTS (CCPA / CPRA)

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

• Right to Know: You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources, our business purpose for collecting it, and the categories of third parties with whom we share it.

• Right to Delete: You have the right to request that we delete personal information we have collected from you, subject to certain exceptions.

• Right to Correct: You have the right to request that we correct inaccurate personal information we hold about you.

• Right to Opt Out of Sale or Sharing: We do not sell your personal information. We do not share your personal information for cross-context behavioral advertising.

• Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.

• To exercise any of these rights, please contact us using the information in Section 9. We will respond to verifiable requests within 45 days. We may need to verify your identity before processing your request.

California Shine the Light Law: California residents may also request information about personal information we have shared with third parties for their direct marketing purposes. We do not share personal information with third parties for direct marketing purposes.

7. CHILDREN'S PRIVACY

Our website and services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to delete that information promptly.

8. SECURITY

We take reasonable technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include use of encrypted connections (HTTPS), access controls, and secure third-party platforms.

However, no method of transmission over the internet or method of electronic storage is 100% secure. If you believe your information has been compromised, please contact us immediately.

9. CONTACT US

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

• We Are Kaizen LLC, doing business as KaizenCX

• Email: [email protected]

• Website: kaizencx.biz

• Location: Spokane, Washington

For California residents submitting a rights request, please include "Privacy Rights Request" in the subject line of your email.

10. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make changes, we will update the "Last Updated" date at the top of this page. Your continued use of our website or services after any changes take effect constitutes your acceptance of the updated policy.