Privacy Policy
This Privacy Policy explains how FollowUpFree collects, uses, discloses, retains, and protects information when people visit FollowUpFree.com, request a Quote Performance Audit, use FollowUpFree services, or communicate with us.
1. Scope and roles
This Policy covers information FollowUpFree handles for its own website, accounts, inquiries, security, and service administration. When a business customer gives FollowUpFree quote, customer, or communications data so we can provide follow-up services, that customer generally determines why the data is processed and FollowUpFree processes it to provide the requested service. Customers are responsible for having authority to provide that data and for their own notices and legal obligations.
2. Information we collect
- Contact and business information: name, business name, email address, phone number, website, industry, and information about quote volume or business needs.
- Quote and customer records you provide: customer names or identifiers, quote amounts, dates, statuses, notes, follow-up history, spreadsheets, PDFs, images, and similar business records.
- Email and communications data: inbound message content, sender/recipient addresses, message identifiers, headers, and routing/thread information.
- Account and service data: account identifiers, preferences, workflow state, service configuration, and support history when account features are used.
- Technical and security data: connection information, browser/user-agent information, timestamps, logs, rate-limit/security events, and similar operational data.
Please do not submit Social Security numbers, full payment-card data, medical records, government IDs, passwords, or other sensitive information that FollowUpFree does not need. Remove unnecessary sensitive personal information from uploaded business records.
3. How we use information
- respond to requests and determine whether an audit or service is a good fit;
- securely receive, parse, analyze, and report on quote/follow-up records;
- provide customer-requested follow-up workflows and route replies;
- operate accounts, support, security, fraud/abuse prevention, troubleshooting, and service administration;
- improve reliability and product functionality using appropriately limited data;
- comply with law, enforce agreements, and protect rights and safety.
Consent to contact you about an audit request is not consent to unrelated marketing.
4. AI-assisted processing
Some features may use replaceable AI service providers to assist with classification, summarization, or analysis. Deterministic application code—not an AI model—owns consent state, workflow state, scheduling, retries, and system-of-record data. We seek to minimize information sent to AI providers and do not intentionally send credentials or unnecessary sensitive information. We do not use customer content to train a FollowUpFree model unless a future agreement and lawful notice or consent process expressly authorizes it.
5. How we disclose information
We may disclose information to service providers that help us host, secure, communicate, analyze, or operate the service; to the business customer that supplied or controls applicable records; when reasonably necessary to comply with law or protect rights and safety; or as part of a financing, acquisition, reorganization, or sale subject to applicable law and appropriate confidentiality protections.
FollowUpFree does not sell personal information or share it for cross-context behavioral advertising as those terms are commonly defined in U.S. state privacy laws.
6. Retention
- incomplete audit uploads: generally 7 days after the upload link expires;
- completed audit source files and detailed derived audit data: generally 30 days after audit completion;
- prospect audit-request/contact metadata: generally 90 days after last activity unless a customer relationship begins;
- accepted inbound raw email: generally 90 days, with limited routing/security metadata retained up to 365 days;
- rejected or parse-error inbound raw email: generally 14 days;
- security/application logs containing personal data: generally up to 90 days where technically feasible.
We may retain limited information longer when reasonably necessary for legal obligations, security, fraud prevention, dispute resolution, or legal claims. Backups expire through normal rotation.
7. Security
We use administrative and technical safeguards appropriate to the service, including TLS, private storage outside the public web root, access controls, expiring upload credentials stored as hashes, file-type and size validation, malware scanning, rate limiting, and restricted owner-review access. No system can guarantee absolute security.
8. Your choices and privacy rights
Depending on where you live and whether an applicable privacy law covers the processing, you may have rights to request access, correction, deletion, portability, information about processing, or to appeal certain privacy-request decisions. Because we do not currently sell personal information or use it for targeted or cross-context behavioral advertising, there is no current sale/targeted-ad opt-out to exercise.
Submit a request through our Privacy Request page. We may need to verify your identity or authority before fulfilling a request. If FollowUpFree processes personal data solely on behalf of one of our business customers, we may direct you to that customer or assist it in responding.
9. Cookies and similar technologies
The current FollowUpFree audit landing experience does not intentionally use third-party advertising pixels or cross-site behavioral advertising trackers. Essential technical storage or logs may be used to operate and secure the service.
10. Children
FollowUpFree is a business service and is not directed to children under 13. We do not knowingly seek personal information from children.
11. U.S. service
FollowUpFree is currently intended for U.S. business use. If we begin intentionally offering the service in additional jurisdictions, we will review and update the privacy program as appropriate.
12. Changes
We may update this Policy as the service changes. The “Last updated” date identifies the current version. Material changes will be communicated as required by applicable law.
13. Contact
Submit privacy questions or rights requests through the Privacy Request page.