Velocity 360 CRM Privacy Policy
1. Introduction and Data Controller Status
This Privacy Policy outlines how **The Knowledge Gap LLC** ("Business," "we," "our," or "us") collects, uses, discloses, and protects the personal information of our clients ("you" or "your") and the data you submit to the Velocity 360 CRM platform and related coaching services ("Services").
By using our Services, you agree to the collection and use of information in accordance with this policy.
Note on Client Data: When you use Velocity 360 to manage your own customer or lead data, you act as the **Data Controller** for that information, and we act as the **Data Processor**. This policy primarily governs the data we collect directly from you (the Client) to provide the Services.
2. Information We Collect
We may collect personal information in two primary categories:
A. Information Collected Directly from You (Client Data)
This includes data collected during account setup, billing, and interaction with our team:
- Contact & Account Information: Name, email address, phone number, mailing address, and user login credentials.
- Billing Data: Payment information (handled by a secure third-party processor) and transaction history.
- Consulting & Coaching Information: Details provided during setup, training, or coaching sessions relevant to your business goals.
- Website Activity Data: Information collected via cookies and similar technologies used by our online data partners or vendors (including RB2B) to associate your website activities with other personal information they or others have about you, including by association with your email address.
B. Information Processed via the CRM Platform (Customer Data/Leads)
While this data belongs to you, we process it as part of providing the Services. This data includes:
- Lead and Customer Records: Names, emails, phone numbers, addresses, and demographic details of your own business contacts.
- Communication Data: Records of communications (SMS, email, calls) initiated or received through the CRM platform.
- CRM Usage Metrics: Data related to your use of automations, pipelines, campaign performance, and feature usage.
3. How We Use Your Information and Legal Basis
We use the information we collect based on the following legal grounds:
| Purpose of Use | Legal Basis for Processing |
|---|---|
| Service Provision (Account access, CRM setup, support) | Contractual Necessity (To fulfill our agreement with you) |
| Billing and Finance (Processing payments, invoicing) | Contractual Necessity and Legal Obligation |
| Communication (Updates, security alerts, service changes) | Legitimate Interest (Ensuring service integrity and communication) |
| Platform Improvement (Analyzing feature usage, bug fixing) | Legitimate Interest (Improving and optimizing our Services) |
| Marketing (Promotional emails, new features, affiliates) | Consent (Where required) or Legitimate Interest |
4. Disclosure of Information
We may disclose your personal information and Client Data (as required to deliver the Service) to the following parties:
- Third-Party Sub-Processors: External providers who perform essential functions on our behalf, such as **cloud hosting providers, SMS gateways, email delivery services, and payment processors.** These parties are contractually obligated to protect your data.
- Business Affiliates: We may share data with affiliated entities for operational support and unified service delivery.
- Legal Compliance: Law enforcement agencies, government authorities, or legal advisors as required by law or to protect our rights, property, or safety, or the rights, property, or safety of others.
5. Data Security and Retention
Data Security
We implement a range of reasonable technical and organizational measures to protect the security of your personal information. These include encryption, access controls, and regular security audits. **However, you acknowledge that no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.**
Data Retention
We will retain your personal information for as long as your account is active or as needed to provide the Services. Following account termination, we will retain and use your information only as necessary to comply with our legal obligations, resolve disputes, enforce our agreements, and for platform analytical purposes, typically **for a period not exceeding twelve (12) months after termination.**
6. International Data Transfers
As a cloud-based service, your information, including Client Data, may be transferred to and maintained on computers located outside of your state, province, or country where the privacy laws may not be as protective as those in your jurisdiction. By using the Services, you consent to this transfer. We utilize appropriate safeguards (such as Standard Contractual Clauses) for any required international transfers.
7. Your Data Protection Rights
You have the following rights concerning your personal information, subject to applicable law:
- Right to Access: You can request access to the personal data we hold about you.
- Right to Rectification: You can request that inaccurate or incomplete data be corrected.
- Right to Erasure (Right to be Forgotten): You can request the deletion of your personal information, subject to our legal obligations to retain certain data.
- Right to Object/Opt-Out: You can object to the processing of your personal information or opt-out of receiving promotional communications.
- Right to Data Portability: You can request a copy of your personal information in a structured, commonly used, and machine-readable format.
8. Cookies and Tracking Technologies
Our website and Services use cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and authenticate users.
When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors (such as RB2B) to associate these activities with other personal information they or others have about you, including by association with your email. We (or service providers on our behalf) may then send communications and marketing based on this associated data.
You can manage your cookie preferences through your browser settings, though disabling cookies may affect the functionality of the Services.
Opt-Out Options:
- To opt out of receiving advertising based on this association, please visit: https://app.retention.com/optout
- You also have the option to opt out of the collection of your personal data in compliance with GDPR. To exercise this option, please visit: https://www.rb2b.com/rb2b-gdpr-opt-out
9. Changes to this Privacy Policy
We reserve the right to update or modify this Privacy Policy at any time. We will notify you of any material changes by posting the updated policy on this page and updating the "Effective Date" at the top of the policy.
10. Contact Us
If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at **[email protected]**.