Privacy Policy

Effective date: April 14, 2026  •  Last updated: April 14, 2026

This Privacy Policy explains how ClientSystemPro.com (“ClientSystemPro,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards your information when you visit our website at https://www.clientsystempro.com or subscribe to and use the ClientSystemPro software-as-a-service platform (collectively, the “Service”). Please read this Policy carefully. By accessing or using the Service, you agree to the collection and use of information in accordance with this Policy.

1. Who We Are

ClientSystemPro.com is a business-management software-as-a-service platform that provides customer relationship management (CRM), marketing automation, sales pipeline, booking, messaging, and related tools to agencies, consultants, and small businesses. The ClientSystemPro platform is operated on white-labeled infrastructure provided by HighLevel Inc. Our registered business address is:

2. Information We Collect

We collect information in several ways, depending on how you interact with the Service.

2.1 Information You Provide Directly

• Account information: name, business name, email address, phone number, postal address, and password when you create an account or subscribe to a plan.
• Billing information: payment card details, billing address, and tax identifiers. Payment card numbers are collected and processed directly by our payment processor (Stripe, Inc.) and are not stored on our own servers.
• Profile and business data: information you add to your workspace such as contacts, leads, customer records, pipeline entries, notes, calendar appointments, files, forms, and message content.
• Support communications: information you share when you contact us for support, sales, or feedback, including email content and attachments.

2.2 Information Collected Automatically

• Usage data: pages viewed, features used, clicks, session duration, date and time of access, and referring URLs.
• Device and technical data: IP address, browser type and version, operating system, device identifiers, and language settings.
• Cookies and similar technologies: see “Cookies and Tracking Technologies” below.
• Log data: server logs, error reports, and diagnostic information generated by your use of the Service.

2.3 Information from Third Parties

• Authentication data from single sign-on providers (e.g., Google) if you choose to log in through them.
• Integration data from third-party services you connect to your workspace (e.g., email providers, calendar services, telephony, payment processors).
• Marketing lead information from advertising and referral partners.

2.4 Data Our Customers Process (End-User Data)

If you are a subscriber using ClientSystemPro to manage your own customers and leads, the personal information of those end users (“End-User Data”) is processed by us on your behalf. In that role, you are the “controller” of that data and ClientSystemPro acts as a “processor” (under GDPR terminology) or “service provider” (under CCPA/CPRA terminology). You are responsible for providing appropriate notice to, and obtaining any required consents from, your own end users.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, maintain, and improve the Service.
• Create and manage your account and authenticate you when you log in.
• Process payments, send invoices, and prevent fraudulent transactions.
• Send transactional messages such as receipts, alerts, security notifications, and service announcements.
• Respond to support requests and provide customer service.
• Send marketing and promotional communications (you can opt out at any time).
• Monitor and analyze usage patterns to improve user experience and platform reliability.
• Detect, investigate, and prevent security incidents, fraud, and abuse.
• Comply with legal obligations and enforce our Terms of Service.
• Develop new features, products, and services.

4. Legal Bases for Processing

Where the General Data Protection Regulation (GDPR) or UK GDPR applies, we rely on the following legal bases to process your personal information:

• Contract: processing necessary to provide the Service you subscribed to.
• Legitimate interests: improving the Service, preventing fraud, securing our systems, and conducting direct marketing to existing customers.
• Consent: where required by law, such as for certain cookies or marketing communications to non-customers.
• Legal obligation: to comply with applicable laws and respond to lawful requests.

5. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

• Service providers and sub-processors that help us operate the Service, such as cloud hosting, payment processing, email delivery, analytics, and customer support tools. See Section 6.
• Professional advisors such as lawyers, accountants, and auditors, where necessary.
• Business transfers: in connection with any merger, acquisition, financing, reorganization, or sale of all or part of our business, subject to standard confidentiality protections.
• Legal and regulatory: when required by subpoena, court order, or other lawful process, or when we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.
• With your consent: in any other case where you have given us permission to share your information.

6. Sub-Processors and Third-Party Services

To run the Service we rely on a limited number of trusted third-party providers. Each has been selected based on the adequacy of its security and privacy practices. Current key sub-processors include:

• HighLevel Inc. — white-label platform infrastructure, workspace hosting, and messaging delivery.
• Stripe, Inc. — payment processing, subscription billing, and fraud prevention.
• Cloud hosting and CDN providers used by our platform partners for data storage and delivery.
• Email and SMS delivery providers for transactional and marketing messages.
• Analytics providers such as Google Analytics or equivalent to understand usage of the marketing site.

We enter into appropriate data processing agreements with our sub-processors to require that they handle your information consistently with this Policy and applicable law.

7. Cookies and Tracking Technologies

We and our service providers use cookies, pixels, local storage, and similar technologies to operate and improve the Service. Categories of cookies we use:

• Strictly necessary cookies: required for login, security, and core site functionality.
• Preferences cookies: remember your language, theme, and other settings.
• Analytics cookies: help us understand how visitors use the Service so we can improve it.
• Marketing cookies: measure the effectiveness of our advertising and, where permitted, deliver relevant ads.

You can control cookies through your browser settings. Blocking strictly necessary cookies may prevent parts of the Service from functioning correctly. Where required by law, we will ask for your consent before setting non-essential cookies.

8. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes described in this Policy, including to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. In general:

• Account information is kept for as long as your account is active and for a reasonable period after cancellation.
• Billing and tax records are retained for the period required by applicable tax and accounting laws (typically 7 years in the United States).
• Workspace content (contacts, leads, messages) is retained while your subscription is active and, after cancellation, for a limited grace period before deletion or anonymization.
• Server and security logs are retained for a shorter period (typically 30–180 days) unless a longer period is required for investigation or legal reasons.

You may request earlier deletion of your personal information as described in Section 10.

9. Data Security

We implement administrative, technical, and physical safeguards designed to protect your information against unauthorized access, disclosure, alteration, and destruction. These include encryption in transit (TLS), encryption at rest, access controls, secure development practices, and regular security reviews. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security. If we become aware of a security incident affecting your personal information, we will notify you in accordance with applicable law.

10. Your Rights and Choices

Depending on your location, you may have some or all of the following rights regarding your personal information:

• Access a copy of the personal information we hold about you.
• Correction of inaccurate or incomplete information.
• Deletion of your personal information, subject to legal exceptions.
• Restriction or objection to certain types of processing.
• Portability of your personal information to another service provider.
• Withdrawal of consent where processing is based on consent.
• Opt-out of marketing communications at any time by using the unsubscribe link in our emails or contacting us.

To exercise any of these rights, please email support@clientsystempro.com. We will respond within the timeframes required by applicable law. We will not discriminate against you for exercising any of these rights.

11. California Residents (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act, as amended by the California Privacy Rights Act (“CCPA/CPRA”), provides you with specific rights regarding your personal information. In the preceding 12 months, we have collected the categories of personal information described in Section 2 for the business purposes described in Section 3, and have disclosed personal information to the categories of recipients listed in Sections 5 and 6.

We do not sell or share personal information as those terms are defined under the CCPA/CPRA.

California residents have the right to:

• Know what personal information we collect, use, disclose, and share.
• Request deletion of personal information we collected from you.
• Correct inaccurate personal information.
• Limit use and disclosure of sensitive personal information.
• Not receive discriminatory treatment for exercising these rights.

To submit a request, email support@clientsystempro.com. You may designate an authorized agent to make a request on your behalf. We will verify your identity before responding.

12. European Economic Area and UK Residents (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, the General Data Protection Regulation or its UK equivalent applies to our processing of your personal information. In addition to the rights described in Section 10, you have the right to lodge a complaint with a supervisory authority in your country of residence. If you have questions about the legal bases on which we rely, please contact us.

13. International Data Transfers

ClientSystemPro is operated from the United States, and our service providers may store and process data in the United States and other countries. If you access the Service from outside the United States, your personal information will be transferred to, processed, and stored in the United States. Where required, we use appropriate safeguards such as Standard Contractual Clauses to protect your personal information when it is transferred internationally.

14. Children’s Privacy

The Service is intended for business users and is not directed to children under 16. We do not knowingly collect personal information from children under 16. If you believe we may have collected personal information from a child under 16, please contact us and we will promptly delete the information.

15. Third-Party Links

The Service may contain links to third-party websites, services, or applications that are not operated by us. We are not responsible for the privacy practices of those third parties. We encourage you to review the privacy policies of every third-party service you interact with.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we do, we will revise the “Last updated” date at the top of this page and, where the changes are material, notify you through the Service or by email. Your continued use of the Service after the updated Policy takes effect constitutes your acceptance of the changes.

17. Contact Us

If you have any questions, concerns, or requests about this Privacy Policy or our handling of your personal information, please contact us at:

© 2026 ClientSystemPro.com. All rights reserved. This Privacy Policy is provided for informational purposes and is not legal advice. We recommend having it reviewed by a qualified attorney before publishing it on your website, particularly to ensure it reflects your specific data practices and meets any jurisdiction-specific requirements that apply to you.