NOT LEGAL ADVICE - draft, ATTORNEY REVIEW PENDING. This is a starter template for [BUSINESS LEGAL NAME] ("Site Repair Pro"). Do not publish it until a licensed attorney has reviewed it and you have confirmed that every statement matches your actual practices. Bracketed items are placeholders.
Revision 4 (2026-10-22): payment-processor lines updated for D-08 (Stripe, WORKING, not yet set up; card and ACH). Otherwise unchanged from Revision 3 (playbook v0.3/v0.4). Still open: [PASSWORD MANAGER NAME] and [ADDRESS] (HOLD-01). Vendor descriptions are based on the vendors' public documentation as of 2026-10-20.
Site Repair Pro - Privacy Policy
Effective Date: [EFFECTIVE DATE]
Last Updated: [LAST UPDATED DATE]
This Privacy Policy explains how [BUSINESS LEGAL NAME], doing business as Site Repair Pro ("we," "us," or "our"), collects, uses, shares, and protects personal information when you visit www.siterepairpro.com (the "Site"), request a Free Quick Scan, email us, or become a client.
We are a small business, and we try to collect only what we need.
1. Information We Collect
1.1 Information you give us
- Contact form and scan requests: the service you select, your name, email address, website URL, and anything you write in your message. We do not ask for your phone number.
- Emails to us: anything you send to hello@siterepairpro.com.
- Client engagement information: billing contact details, Order details, communications with us, and information about your website and hosting setup. If you choose to grant it, this includes read-only Google Search Console access.
- Site credentials during engagements: usernames, passwords, or other access information you share (by secure link only) so we can perform paid work. See Section 4.
- Payment information: Payments will be processed by our third-party payment processor, [PAYMENT PROCESSOR - working choice: Stripe (D-08, WORKING); NOT YET SET UP], by card or (for invoices) ACH bank transfer. The processor collects your payment details directly. We receive limited information such as your name, billing email or address, the last four digits of your card or bank account, the payment method type, and transaction status. We do not receive or store full card or bank account numbers. [When set up: link Stripe's privacy policy and confirm what Stripe collects for ACH bank verification.]
1.2 Free Quick Scan data
We scan a website only when the owner or a requester asks us to, and this is a permanent policy. We do not scan websites proactively, and we do not collect contact details from public sources to send unsolicited marketing. For each scan, we keep:
- the requester's email address, name (optional), and message (optional);
- the consent you gave (which checkboxes you ticked, the version of the consent text, and when);
- the website address scanned, the scan results, and the report we sent;
- a scrambled ("salted hash") version of the requester's IP address, used only for rate limiting and abuse prevention. We don't store the raw IP address with the scan.
Scan results are mostly technical facts about a website (e.g., certificate expiry and link status codes). Because the scan reads a homepage, results may incidentally include information published on that page, such as a business contact name in a link. We don't use scan results to build profiles of individuals.
1.3 Information collected automatically
- Server logs: Like most websites, our web server receives standard request information (IP address, browser user-agent, page requested, date/time, referring page). [CONFIRM server log settings and retention.]
- Analytics: We do not currently use analytics or advertising trackers on the Site. [If added later, update this Policy before enabling.]
- Cookies: Our own Site does not set cookies [CONFIRM]. Third-party services described in Section 3 (reCAPTCHA in particular) may set cookies on their own pages or frames.
- Web fonts: The Site loads fonts from Google Fonts, so your browser connects to Google's servers, which receive your IP address and browser information when the font files are requested. [OPTIONAL: self-host the fonts to remove this.]
1.4 Phone and text messages
We do not currently offer phone or text-message (SMS) contact, and we do not collect phone numbers through the Site. Our planned provider for future SMS alerts is Telnyx. We will update this Policy and ask for your consent before we send any texts.
2. How We Use Information
We use information to:
- Respond to your inquiries and deliver the Free Quick Scans you request;
- Provide paid services, including accessing and repairing client websites as authorized under the Client Service Agreement;
- Process payments, send invoices, and manage Monitoring subscriptions;
- Send service emails (e.g., scan results, Monitoring alerts, monthly reports, receipts, and scheduling);
- Send a limited follow-up about our services related to your request, and occasional tips only if you opt in;
- Protect our forms and scanner from spam and abuse (captcha, rate limits, and the do-not-scan list);
- Operate, secure, and improve the Site and our services;
- Comply with law and enforce our agreements.
We do not sell personal information, and we do not "share" it for cross-context behavioral advertising as those terms are defined under California law.
3. Service Providers and Other Sharing
3.1 Form handling and spam protection
| Provider | Status | What it does and what it processes |
|---|---|---|
| FormSubmit (formsubmit.co) | In use on the current Site | Our contact/scan request form is submitted directly to FormSubmit, which emails the form contents (service selected, name, email, website URL, message) to hello@siterepairpro.com and sends you an automatic confirmation email. FormSubmit receives everything in the form plus the technical information that comes with any web request (such as IP address and browser details), and may use cookies on its pages. FormSubmit's privacy statement says it uses form data only to operate its service and fulfill requests, and does not disclose it to third parties except as needed to provide the service or as required by law. It does not state a retention period. See formsubmit.co/privacy.pdf. |
| Google reCAPTCHA | In use on the current Site, through FormSubmit | When you submit the form, FormSubmit may show a reCAPTCHA check to confirm you're not a bot. reCAPTCHA works by collecting hardware and software information about your device and browser (such as device and application data, IP address, and how you interact with the check) and sending it to Google for risk analysis. It sets a cookie (_GRECAPTCHA) for this purpose. Since April 2, 2026, Google states that it processes reCAPTCHA data as a data processor for the website operator deploying reCAPTCHA, only to provide and secure the reCAPTCHA service. |
| ALTCHA | Planned (for our automated Quick Scan form) | ALTCHA is an open-source, self-hosted "proof-of-work" captcha: your browser solves a small computational puzzle issued by our own server, and our server checks the answer. Under the open-source setup we plan to use, no data is sent to ALTCHA or any other third party, and ALTCHA does not use cookies or tracking. When we switch to it, our own server handles the request data (including your IP address, which we use only for rate limiting as described in Section 1.2). |
3.2 Other service providers
We share personal information only as needed with providers that help us run the business:
- Email: our hello@siterepairpro.com mailbox provider, [EMAIL HOSTING PROVIDER], which also sends Quick Scan reports;
- Website hosting: [WEBSITE HOST] (the server that hosts the Site and, when launched, the Quick Scan tool and Monitoring checks, which we run ourselves);
- Payments: [PAYMENT PROCESSOR - working choice: Stripe] (when set up), for payment links, invoices (card/ACH), and Monitoring subscriptions;
- Credential storage: [PASSWORD MANAGER NAME] (encrypted);
- Fonts: Google Fonts (see Section 1.3);
- SMS (planned, not active): Telnyx;
- [OTHER PROVIDERS, e.g., accounting].
3.3 Other sharing
- Subcontractors: only with a client's prior written consent.
- Legal and safety: when required by law, subpoena, or court order, or to protect our rights, safety, or others'.
- Business transfers: to a successor if the business is sold or reorganized, subject to this Policy.
4. Client Credentials
- We ask clients to give us a dedicated, removable account whenever possible, and to share access only by a password-manager share link or a one-time secret link, never by plain email.
- Credentials are stored only in an encrypted password manager with multi-factor authentication, not in email, plain-text files, or spreadsheets.
- Credentials are used only to perform the requested work.
- We delete credentials within 7 days after the job is completed, or immediately when you sign off, whichever is sooner. Copies may remain in the password manager vendor's encrypted backups for up to [VENDOR RETENTION PERIOD].
- Clients should delete our account and change any shared passwords after the engagement.
5. Data Retention
| Data | Retention |
|---|---|
| Contact form submissions and emails (non-clients) | [24 months] after last contact |
| Free Quick Scan data (requester details, consent record, target, results, report) | 12 months from the scan, then deleted (D-31) |
| Quick Scan web-report links | Expire after 30 days (the underlying data is kept as above) |
| Scrambled IP addresses and rate-limit counters | 30 days |
| Quick Scan system logs (contain no email addresses) | 30 days |
| Do-not-scan list (domain names) and email opt-out list | Kept indefinitely, so we can keep honoring the request |
| Client credentials | Deleted within 7 days of completion or at sign-off (Section 4) |
| Client records, Orders, invoices | [7 years] for tax and accounting purposes |
| Monitoring data | Duration of the subscription plus [90 days] |
| Server logs | [CONFIRM] |
We may keep information longer when required by law or to resolve disputes. You can ask us to delete your Quick Scan data sooner (Section 7).
6. Security
We use reasonable administrative, technical, and physical safeguards, including encryption, multi-factor authentication, unguessable report links, and limited access. No method of transmission or storage is 100% secure. If a data breach affects your personal information, we will notify you as required by applicable law.
7. Your Choices and Rights
- Emails: Reply "stop" to any email, use any unsubscribe link, or email hello@siterepairpro.com. We honor requests promptly, and within 10 business days at most.
- Do-not-scan: If you own or manage a website, email hello@siterepairpro.com with the domain and we will stop scanning it, or block our scanner in robots.txt (see our Terms of Service, §3.6).
- Access, correction, deletion: You may ask us what personal information we hold about you, and ask us to correct or delete it, by emailing hello@siterepairpro.com. We will verify your request and respond within the time required by applicable law, or within [45] days if no law applies. We may keep information we are legally required to keep, and a minimal suppression record to honor your opt-out.
- Appeals: If we deny your request, you may appeal by emailing hello@siterepairpro.com with "Privacy Appeal" in the subject line.
- Non-discrimination: We will not discriminate against you for exercising your privacy rights.
8. California and Other State Privacy Rights
Several U.S. states, including California (CCPA/CPRA), Utah (UCPA), Colorado, Virginia, Connecticut, Texas, Oregon, and others, have consumer privacy laws. Most of these laws apply only to businesses that meet revenue or data-volume thresholds, which we do not currently expect to meet [CONFIRM WITH ATTORNEY]. Even so, we honor the requests described in Section 7 for all users regardless of where they live.
If you are a California resident: we collect the categories of personal information described in Section 1 (identifiers, commercial information, internet/network activity, and professional/business information, plus account credentials during client engagements) for the purposes described in Section 2. We disclose them to the service providers described in Section 3. We do not sell or share personal information, and we do not knowingly collect information from consumers under 16. [If the CCPA becomes applicable: add a "Notice at Collection," Global Privacy Control handling, and sensitive personal information disclosures. Account log-in credentials are "sensitive personal information" under the CCPA.]
9. Children
The Site is not directed to children under 13 (or under 16 where applicable), and we do not knowingly collect their personal information. If you believe a child has given us information, contact us and we will delete it.
10. International Users
The Site is intended for users in the United States, and information is processed in the United States.
11. Changes to This Policy
We may update this Policy and will post the new version with a new "Last Updated" date. If we make material changes (for example, turning on SMS, analytics, or a new form provider), we will update this Policy before the change takes effect.
12. Contact Us
[BUSINESS LEGAL NAME] d/b/a Site Repair Pro [ADDRESS] Email: hello@siterepairpro.com