Privacy Policy
This Privacy Policy describes how ColdFire Digital LLC ("ColdFire Digital," "we," "our," or "us") collects, uses, stores, and protects information from users ("you") of our products and services, including: website design and development services; the AI Receptionist and AI Website Chat; the Follow-Up Assistant (missed-call text-back, review requests, and lead follow-up); and any other services offered by ColdFire Digital (collectively, our "Services"). By using our Services, you agree to this Privacy Policy.
We collect only the information necessary to provide and improve our Services.
- Name and email address — for account creation, service communications
- Payment information — processed by Stripe; ColdFire Digital does not store full card numbers
- Business information (web design clients) — company name, website goals, contact details
- Information you submit through forms, calls, or chats on our website, such as your name, phone number, and message
- Device type, browser, and operating system
- IP address and general location (city/region only)
- Cookies and similar technologies on our website and on client websites we manage, used to keep the sites working, measure traffic, and capture lead form submissions
You can block or delete cookies through your browser settings; some site features, such as contact forms, may not work without them. Because we do not sell personal data or use it for targeted advertising, we do not change our practices in response to Do Not Track or Global Privacy Control browser signals.
- We do not collect precise GPS location
- We do not access your contacts, photos, microphone, or camera without explicit permission
- We do not collect personal information directly from children under 13
When a business hires us for the AI Receptionist, AI Website Chat, or Follow-Up Assistant, we process information about that business’s own customers on the business’s behalf, such as:
- Names, phone numbers, and email addresses of callers, website visitors, and leads
- Call recordings, call transcripts, and appointment details
- Chat conversations and text messages sent or received through these services
We process this information only to provide these services to our client. Our client decides why the information is collected and is responsible for giving its customers any required notices and obtaining any required consents, including consent to receive text messages. Our services are set up so that callers and website visitors are told at the start of each conversation that they are talking with an AI assistant and, for calls, that the call may be recorded. Our clients are responsible for keeping these disclosures in place and for obtaining any consents required by state and federal recording and communications laws.
We use collected information to:
- Provide, operate, and improve our Services
- Process payments and send transaction confirmations
- Respond to customer support inquiries
- Send service-related communications (delivery confirmations, subscription updates)
- Analyze usage patterns to improve our website and services
- Comply with applicable legal obligations
We do NOT use your information to serve third-party advertisements or sell your data to data brokers.
We do not use our clients’ call recordings, call transcripts, chat conversations, text messages, or lead data to train or fine-tune artificial intelligence models. Our AI features run on third-party business platforms, GoHighLevel and Tidio, and the language model providers they use. Those providers process this information to generate real-time responses, transcribe calls, and send automated messages for our clients, under their own commercial and data processing terms.
Our website and commercial services are directed to businesses and adults. We do not knowingly collect or solicit personal information from children under the age of 13. If we learn that we have inadvertently collected personal data from a child under 13, we will promptly delete it.
We do not sell, rent, or trade your personal information. We may share information only in these limited circumstances:
- Service Providers: Stripe (payments), Cloudflare (website hosting), email delivery services, and other cloud hosting providers. These providers access only what is necessary and handle it under their own terms, which require them to protect personal information.
- GoHighLevel: For AI Receptionist and Follow-Up Assistant clients, call data, contact details, and text messages are processed through GoHighLevel under its privacy terms, and by the telecommunications carriers, messaging providers (such as LeadConnector), and AI model providers that GoHighLevel relies on. Our clients are responsible for obtaining any consent their customers must give for call recording, AI interaction, and text messages.
- AI Chat Providers: For AI Website Chat clients, visitor chat conversations are processed by our AI chat provider (Tidio or GoHighLevel, depending on the client’s setup) under that provider’s privacy and data processing terms. The chat is set up to tell website visitors that they are chatting with an AI assistant.
- AI Processing: We use third-party artificial intelligence services, including GoHighLevel, Tidio, and the language models they rely on, to process live conversations, generate real-time responses, transcribe calls, and automate customer communications on behalf of our clients. We do not sell, rent, license, or otherwise make available call transcripts, chat records, or other personal information to AI developers or anyone else for their own AI training or other purposes. We keep this information as described in Section 5 (Data Retention); our providers keep it under their own terms.
- Legal Requirements: We may disclose information if required by law, court order, or government authority.
- Business Transfer: If ColdFire Digital is involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction, and we will post an update or notify you where feasible before different privacy terms apply.
- Active subscriber email addresses: retained while active plus 90 days after cancellation
- Payment records: retained 7 years for tax and accounting purposes
- Client service data (call recordings, transcripts, chat logs, text messages, and lead data): retained while the client’s service is active. On the client’s written request, we export the client’s contact and lead data within 30 days after cancellation, and we then delete or de-identify the remaining data from our active systems within a reasonable time after the service ends, subject to platform backup cycles and any legal retention requirement.
You may request deletion of your personal data at any time by emailing privacy@coldfiredigital.com. We will respond as described in Section 7.
We implement industry-standard safeguards including:
- HTTPS encryption for all data transmitted between your device and our servers
- Stripe PCI-DSS compliant payment processing — we never store raw card numbers
- Access controls limiting who can access personal data
No electronic transmission or storage method is 100% secure. We cannot guarantee absolute security.
If a security incident affects your personal information, we will investigate it and notify affected individuals and authorities as required by law. If one of our platform providers notifies us of a security incident affecting a client’s data, we will pass that notice on to the affected client without unreasonable delay.
Information is processed and stored primarily in the United States. If you use our Services from outside the United States, your information will be transferred to and processed in the United States.
You have the right to:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request that we delete your personal information
- Opt-Out: Unsubscribe from marketing emails at any time
To exercise any of these rights, contact us at privacy@coldfiredigital.com. We will respond within a reasonable time, usually within 45 days, and will tell you if we need longer.
If you are a customer of a business that uses our AI Receptionist, AI Website Chat, or Follow-Up Assistant, please send your request to that business; we will help it respond, including by passing deletion or correction requests on to our platform providers, such as GoHighLevel and Tidio, within those platforms’ limits.
We may update this Privacy Policy from time to time. Minor changes, such as corrections and clarifications, take effect when we post the updated policy on this page with a new “Last Updated” date. For clients with an active service agreement, we will email the contact on file at least 14 days before any material change takes effect, such as collecting new kinds of information, sharing it with new types of third parties, or keeping it longer. Continued use of our Services after a change takes effect means you accept the updated policy. If an active client objects to a material change, the client may cancel the affected services before the change takes effect without paying an Early Cancellation Fee.
ColdFire Digital LLC is based in Colorado. While we operate below the thresholds of the Colorado Privacy Act (CPA), we honor its principles by giving all users the ability to access, correct, or request deletion of their personal information as described in Section 7. We do not sell personal data or process personal data for targeted advertising.
The California Consumer Privacy Act (CCPA) applies to for-profit businesses that meet certain revenue or data-volume thresholds. ColdFire Digital LLC does not currently meet these thresholds and is not required to comply with the CCPA. However, as a matter of good practice, we honor the spirit of the CCPA by not selling personal data, not sharing data with data brokers, and honoring data deletion and access requests submitted to privacy@coldfiredigital.com.
When text messaging is part of our Services (for example, missed-call text-back, appointment reminders, or lead follow-up messages), mobile phone numbers and message content are used only to send and manage those messages.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All of the sharing described in this Privacy Policy excludes text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Recipients can reply STOP at any time to stop receiving messages, or HELP for help. Message and data rates may apply.
ColdFire Digital LLC | Antonio Ruiz-Fernandez, CEO
Email: privacy@coldfiredigital.com
Website: coldfiredigital.com
Address: 5023 W 120th Ave #230, Broomfield, CO 80020
Privacy Policy
This Privacy Policy describes how ColdFire Digital LLC ("ColdFire Digital," "we," "our," or "us") collects, uses, stores, and protects information from users ("you") of our products and services, including: website design and development services; the AI Receptionist and AI Website Chat; the Follow-Up Assistant (missed-call text-back, review requests, and lead follow-up); and any other services offered by ColdFire Digital (collectively, our "Services"). By using our Services, you agree to this Privacy Policy.
We collect only the information necessary to provide and improve our Services.
- Name and email address — for account creation, service communications
- Payment information — processed by Stripe; ColdFire Digital does not store full card numbers
- Business information (web design clients) — company name, website goals, contact details
- Information you submit through forms, calls, or chats on our website, such as your name, phone number, and message
- Device type, browser, and operating system
- IP address and general location (city/region only)
- Cookies and similar technologies on our website and on client websites we manage, used to keep the sites working, measure traffic, and capture lead form submissions
You can block or delete cookies through your browser settings; some site features, such as contact forms, may not work without them. Because we do not sell personal data or use it for targeted advertising, we do not change our practices in response to Do Not Track or Global Privacy Control browser signals.
- We do not collect precise GPS location
- We do not access your contacts, photos, microphone, or camera without explicit permission
- We do not collect personal information directly from children under 13
When a business hires us for the AI Receptionist, AI Website Chat, or Follow-Up Assistant, we process information about that business’s own customers on the business’s behalf, such as:
- Names, phone numbers, and email addresses of callers, website visitors, and leads
- Call recordings, call transcripts, and appointment details
- Chat conversations and text messages sent or received through these services
We process this information only to provide these services to our client. Our client decides why the information is collected and is responsible for giving its customers any required notices and obtaining any required consents, including consent to receive text messages. Our services are set up so that callers and website visitors are told at the start of each conversation that they are talking with an AI assistant and, for calls, that the call may be recorded. Our clients are responsible for keeping these disclosures in place and for obtaining any consents required by state and federal recording and communications laws.
We use collected information to:
- Provide, operate, and improve our Services
- Process payments and send transaction confirmations
- Respond to customer support inquiries
- Send service-related communications (delivery confirmations, subscription updates)
- Analyze usage patterns to improve our website and services
- Comply with applicable legal obligations
We do NOT use your information to serve third-party advertisements or sell your data to data brokers.
We do not use our clients’ call recordings, call transcripts, chat conversations, text messages, or lead data to train or fine-tune artificial intelligence models. Our AI features run on third-party business platforms, GoHighLevel and Tidio, and the language model providers they use. Those providers process this information to generate real-time responses, transcribe calls, and send automated messages for our clients, under their own commercial and data processing terms.
Our website and commercial services are directed to businesses and adults. We do not knowingly collect or solicit personal information from children under the age of 13. If we learn that we have inadvertently collected personal data from a child under 13, we will promptly delete it.
We do not sell, rent, or trade your personal information. We may share information only in these limited circumstances:
- Service Providers: Stripe (payments), Cloudflare (website hosting), email delivery services, and other cloud hosting providers. These providers access only what is necessary and handle it under their own terms, which require them to protect personal information.
- GoHighLevel: For AI Receptionist and Follow-Up Assistant clients, call data, contact details, and text messages are processed through GoHighLevel under its privacy terms, and by the telecommunications carriers, messaging providers (such as LeadConnector), and AI model providers that GoHighLevel relies on. Our clients are responsible for obtaining any consent their customers must give for call recording, AI interaction, and text messages.
- AI Chat Providers: For AI Website Chat clients, visitor chat conversations are processed by our AI chat provider (Tidio or GoHighLevel, depending on the client’s setup) under that provider’s privacy and data processing terms. The chat is set up to tell website visitors that they are chatting with an AI assistant.
- AI Processing: We use third-party artificial intelligence services, including GoHighLevel, Tidio, and the language models they rely on, to process live conversations, generate real-time responses, transcribe calls, and automate customer communications on behalf of our clients. We do not sell, rent, license, or otherwise make available call transcripts, chat records, or other personal information to AI developers or anyone else for their own AI training or other purposes. We keep this information as described in Section 5 (Data Retention); our providers keep it under their own terms.
- Legal Requirements: We may disclose information if required by law, court order, or government authority.
- Business Transfer: If ColdFire Digital is involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction, and we will post an update or notify you where feasible before different privacy terms apply.
- Active subscriber email addresses: retained while active plus 90 days after cancellation
- Payment records: retained 7 years for tax and accounting purposes
- Client service data (call recordings, transcripts, chat logs, text messages, and lead data): retained while the client’s service is active. On the client’s written request, we export the client’s contact and lead data within 30 days after cancellation, and we then delete or de-identify the remaining data from our active systems within a reasonable time after the service ends, subject to platform backup cycles and any legal retention requirement.
You may request deletion of your personal data at any time by emailing privacy@coldfiredigital.com. We will respond as described in Section 7.
We implement industry-standard safeguards including:
- HTTPS encryption for all data transmitted between your device and our servers
- Stripe PCI-DSS compliant payment processing — we never store raw card numbers
- Access controls limiting who can access personal data
No electronic transmission or storage method is 100% secure. We cannot guarantee absolute security.
If a security incident affects your personal information, we will investigate it and notify affected individuals and authorities as required by law. If one of our platform providers notifies us of a security incident affecting a client’s data, we will pass that notice on to the affected client without unreasonable delay.
Information is processed and stored primarily in the United States. If you use our Services from outside the United States, your information will be transferred to and processed in the United States.
You have the right to:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request that we delete your personal information
- Opt-Out: Unsubscribe from marketing emails at any time
To exercise any of these rights, contact us at privacy@coldfiredigital.com. We will respond within a reasonable time, usually within 45 days, and will tell you if we need longer.
If you are a customer of a business that uses our AI Receptionist, AI Website Chat, or Follow-Up Assistant, please send your request to that business; we will help it respond, including by passing deletion or correction requests on to our platform providers, such as GoHighLevel and Tidio, within those platforms’ limits.
We may update this Privacy Policy from time to time. Minor changes, such as corrections and clarifications, take effect when we post the updated policy on this page with a new “Last Updated” date. For clients with an active service agreement, we will email the contact on file at least 14 days before any material change takes effect, such as collecting new kinds of information, sharing it with new types of third parties, or keeping it longer. Continued use of our Services after a change takes effect means you accept the updated policy. If an active client objects to a material change, the client may cancel the affected services before the change takes effect without paying an Early Cancellation Fee.
ColdFire Digital LLC is based in Colorado. While we operate below the thresholds of the Colorado Privacy Act (CPA), we honor its principles by giving all users the ability to access, correct, or request deletion of their personal information as described in Section 7. We do not sell personal data or process personal data for targeted advertising.
The California Consumer Privacy Act (CCPA) applies to for-profit businesses that meet certain revenue or data-volume thresholds. ColdFire Digital LLC does not currently meet these thresholds and is not required to comply with the CCPA. However, as a matter of good practice, we honor the spirit of the CCPA by not selling personal data, not sharing data with data brokers, and honoring data deletion and access requests submitted to privacy@coldfiredigital.com.
When text messaging is part of our Services (for example, missed-call text-back, appointment reminders, or lead follow-up messages), mobile phone numbers and message content are used only to send and manage those messages.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All of the sharing described in this Privacy Policy excludes text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Recipients can reply STOP at any time to stop receiving messages, or HELP for help. Message and data rates may apply.
ColdFire Digital LLC | Antonio Ruiz-Fernandez, CEO
Email: privacy@coldfiredigital.com
Website: coldfiredigital.com
Address: 5023 W 120th Ave #230, Broomfield, CO 80020