1. Who we are
Clarity Messaging, LLC, a Virginia limited liability company registered to do business in North Carolina, operates as Clarity Messaging (“we,” “us,” or “our”).
This Privacy Policy explains how we collect, use, disclose, and retain personal information in connection with claritymessaging.com, inquiries, bookings, consultations, communications, and our own business administration.
Contact us about privacy or to make a request:
Clarity Messaging, LLC
1053 E Whitaker Mill Rd, Suite 115
Raleigh, NC 27604
United States
“Personal information” means information that identifies a person or can reasonably be linked to a person. Business contact information can be personal information even when we are dealing with an organization.
This Policy provides information about our practices. It does not make consent to all processing a condition of visiting our Website or purchasing a service.
2. Our role and client-controlled information
We generally determine how information is used for our own inquiries, bookings, client relationships, meeting records, marketing communications, and business administration. Where applicable data protection law uses that term, we act as a controller for those activities.
In client engagements, we may also access a client’s CRM, website, content management system, or related records to carry out that client’s instructions. When we handle personal information on a client’s behalf, the applicable client agreement, data processing terms, and instructions govern that activity.
This Policy does not give us permission to repurpose a client’s customer database or other client-controlled personal information for our independent marketing, general AI training, or unrelated analysis.
If your information was collected by one of our clients, contact that organization first about its practices or your rights. If you contact us, we will help identify the appropriate organization and assist with requests as required by our obligations.
3. Information we collect
Contact and business information
We may collect your name, work email address, telephone number, organization, job title, business address, website, and information about your business needs.
Inquiries, bookings, and communications
We collect information you submit through forms, booking pages, email, text messages, calls, and other direct communications. This can include appointment details, preferences, correspondence, questions, requested services, and information needed to manage your engagement.
Payment and transaction information
Our payment providers collect payment details needed to process transactions. We receive information needed to manage purchases, invoices, refunds, and accounting, such as billing contact details, the service purchased, amount, payment status, and transaction references.
The information a payment provider collects directly is also subject to its own applicable privacy notice.
Information used in consultations
You may provide project materials, website or system information, documents, screenshots, business processes, or authorized access to systems. Those materials can contain personal information about you, your colleagues, or other people.
Please share only information relevant to the engagement and that you are authorized to disclose.
Meeting recordings and derived information
When a meeting is recorded, we may collect audio, video, participant names, shared-screen content, and information discussed during the meeting. Recording and AI tools may produce transcripts, summaries, action items, searchable records, and analysis derived from that content.
The recording practices, choices, and retention approach are explained below.
Website, device, and security information
Our Website and infrastructure providers may process technical information such as IP addresses, requested pages, request times, referring pages, browser and device characteristics, approximate location derived from network information, and security or error events.
Traffic measurement may occur on the server or network infrastructure without a browser analytics script. Processing technical information in this way does not mean that no personal information is processed.
The information processed depends on the Website features used and the configuration of our hosting, security, and analytics services.
4. Sources of information
We obtain information:
- Directly from you when you contact us, book, pay, participate in a meeting, or provide materials.
- From your organization, authorized colleagues, or people who introduce or refer you to us.
- From authorized client systems when needed for an engagement.
- From scheduling, payment, communications, and other service providers supporting our business.
- Automatically from Website requests and related technical services.
- From correspondence and calendar information connected to our business systems.
We do not treat a referral, an introduction, or receipt of a phone number as blanket permission to send every type of marketing communication.
5. How we use information
We use information as appropriate to:
- Respond to inquiries and understand business needs.
- Schedule, confirm, reschedule, and deliver consultations and services.
- Process purchases, invoices, refunds, and related administration.
- Maintain client relationships and carry out agreed work.
- Send individual communications and appointment reminders.
- Send newsletters and promotional email in accordance with applicable permission and marketing requirements.
- Create meeting records, summaries, and action items and follow up on decisions.
- Search and analyze lawfully retained meeting information to support ongoing client work, understand recurring business problems, and improve the quality of our services.
- Operate, measure, maintain, and secure the Website and business systems.
- Manage access, detect misuse, address technical problems, and protect rights and property.
- Comply with legal obligations and establish, exercise, or defend legal claims.
- Receive, verify, and respond to privacy requests and communication preferences.
Use of personal information for analysis remains subject to applicable confidentiality obligations, client instructions, lawful purposes, and individual rights. Removing a name alone does not necessarily make a recording or transcript anonymous.
We do not sell or rent contact lists or provide contact information to referral partners or other companies for their own marketing.
6. Meeting recording, transcription, and AI analysis
Notice and choice
We will give participants advance notice when we intend to record a meeting or use AI-assisted recording, transcription, or note-taking.
You may request a meeting without recording or AI notes by emailing [email protected] or notifying the meeting host before recording begins. You may ask us to stop recording or AI note-taking during a meeting. We will provide the consultation without those features if requested.
Where applicable law requires affirmative consent or another specific authorization, we will obtain it before the relevant recording or processing begins. The ability to opt out does not replace that requirement.
A request to stop future recording does not automatically delete material already captured. You may separately request deletion as described below.
Uses and access
We use meeting content to document discussions, prepare follow-up, identify action items, retrieve prior advice, maintain relevant client history, and conduct analysis supporting our services.
Recording and AI providers process content to deliver those functions. AI-generated output can be incomplete or inaccurate; please tell us if a transcript or summary needs correction.
We restrict internal access according to responsibilities and business need. Our assistant and junior developer do not have routine access to meeting recordings.
We do not publish meeting recordings as promotional content or testimonials without separate authorization.
The analysis described here is not a blanket authorization to disclose identifiable conversations to other clients or to use personal information for unrelated purposes. Client-controlled information remains subject to the restrictions described in Section 2.
Requesting copies or deletion
You may request a copy of a recording, transcript, or your personal information, or ask us to delete it, by contacting [email protected].
We may need to verify your identity and locate the relevant meeting. Access may be provided through an appropriate copy, extract, or redacted version to protect other participants’ information, confidential material, and other legally protected interests.
We handle deletion requests under applicable law. A request may cover identifiable transcripts, summaries, and analysis derived from the recording, not just the original media file. We will explain any applicable reason for retaining information that we cannot delete.
7. Newsletters, email, and text messages
You may ask to receive newsletters or other promotional email through the Website or by communicating with us directly. Where a particular form of permission is required, we use that form before sending the relevant communication.
You can stop promotional email using the unsubscribe instructions in a message or by contacting [email protected]. We may continue to send necessary, nonpromotional messages about your bookings, payments, or active services.
Text messages
We use text messages for individual business conversations and automated appointment reminders, subject to the permission required for the message and the applicable sending service.
Message frequency varies with your interactions and appointments. Message and data rates may apply. You may reply STOP to opt out, reply HELP for assistance, or contact [email protected]. We also honor other reasonable opt-out requests as required by applicable law.
Providing a phone number or accepting Website Terms does not by itself enroll you in promotional text campaigns. Any optional marketing texting requiring separate consent uses a separate permission process.
We do not sell, rent, or share mobile numbers or SMS opt-in information with third parties for their own marketing or promotional purposes. We may disclose information to communications providers and other service providers as necessary to deliver messages, manage preferences, or comply with law.
We may retain the minimum information needed to honor an opt-out and avoid adding you back to a messaging list. An opt-out does not itself cancel a booking.
8. Analytics, cookies, and similar technologies
We use website traffic and operational information to understand use of the Website, improve its performance, and detect errors or abuse.
Our analytics may rely on server-side or network-level measurement. Infrastructure, security, embedded scheduling, or payment features may also use cookies or similar technologies for their respective functions. The privacy practices of a linked or embedded service may differ from those of our general Website.
You can control cookies through your browser settings, although blocking some technologies may affect booking, security, or other functions. Where applicable law requires consent for an optional technology, we request that consent before using the technology.
9. When we disclose information
We may disclose relevant information to:
| Recipient category | Purpose |
|---|---|
| Hosting, network, security, and storage providers | Operate and protect the Website, communications, and business records |
| Scheduling and meeting providers | Arrange and deliver appointments and meetings |
| Payment and accounting providers | Process transactions, refunds, invoices, and financial administration |
| CRM, email, and messaging providers | Manage relationships, correspondence, reminders, and communication choices |
| Recording, transcription, and AI providers | Provide meeting records, summaries, search, and permitted analysis |
| Analytics providers | Measure traffic and support Website improvement |
| Authorized employees and service personnel | Carry out assigned work using access appropriate to their responsibilities |
| Legal, tax, and other professional advisers | Obtain advice and meet professional or legal obligations |
We may also disclose information when reasonably necessary to comply with law or a valid legal process, address fraud or security incidents, or establish, exercise, or defend legal claims.
If our business is involved in an acquisition, reorganization, or transfer of assets, relevant information may be disclosed in connection with that transaction, subject to applicable confidentiality, notice, and data protection requirements. This provision does not authorize a recipient to disregard existing privacy rights or use SMS permission for a different sender or purpose.
Some providers may act independently for their own legal, fraud-prevention, or transaction obligations. Their applicable privacy notices explain that processing.
We describe providers by function here. You may contact us for additional information about recipients where relevant to your request or required by law.
10. Retention
We determine retention according to the purposes for which information is held, its continuing usefulness to an active or reasonably anticipated engagement, confidentiality obligations, privacy requests, and applicable legal requirements.
Recordings, transcripts, and call analysis
Our ordinary business approach is to retain meeting recordings and associated transcripts for at least 365 days after the meeting, subject to earlier deletion where a request is granted, the information is no longer lawfully needed, or applicable law requires deletion.
We do not apply a fixed automatic deletion date at the end of that year. We may retain relevant recordings, transcripts, and derived information longer to support ongoing client relationships, retrieve prior discussions and decisions, analyze recurring business needs, and support the service purposes described in this Policy.
The 365-day period is a business preference, not a legal minimum or a restriction on your rights. Continued retention must remain necessary and lawful. Relevant considerations include whether the material is still being used, whether the original purpose continues, whether a shorter summary can meet the need, and whether keeping identifiable information remains justified.
You may request deletion before or after 365 days. The absence of a request is not, by itself, a reason to keep personal information forever.
Other information
We retain contact details, correspondence, project information, and service records for as long as needed for the relevant relationship, engagement, follow-up, and legitimate business administration, subject to applicable rights and legal obligations.
Financial and contractual records may require longer retention for tax, accounting, insurance, or legal claims. Technical logs and analytics information have retention periods determined by their operational purpose and the applicable provider configuration.
Marketing information is retained while relevant permission or another lawful basis continues, subject to unsubscribe requests and applicable retention requirements. Minimal suppression information may be kept to prevent further unwanted communications.
Deletion and exceptions
We delete or render genuinely anonymous personal information that no longer needs to be retained. We may retain limited information longer for a legal obligation, preservation requirement, or establishment, exercise, or defense of legal claims.
Where information remains in routine backups after removal from active systems, we restrict access and reuse until it can be removed through the applicable backup lifecycle. If a backup is restored, we reapply applicable deletion and suppression choices.
We do not promise that a recording will remain available for a particular period merely because that period appears in this Policy.
11. International processing
Clarity Messaging is based in the United States. Information provided from another country may be processed in the United States and in other countries where our service providers operate. Those countries may have different data protection laws from your own.
Where applicable law requires a safeguard for an international transfer, the transfer must be supported by an appropriate legal mechanism.
Visiting the Website, accepting our Terms, or booking a consultation is not treated as blanket consent to international transfers that otherwise require a legal safeguard.
12. Legal bases where European data protection law applies
When EU or EEA data protection law applies to a processing activity, we must have an appropriate legal basis for it.
Depending on the activity, that basis may be:
- Contract: arranging or providing a service when the individual is personally a party to the contract, including a sole proprietor where applicable.
- Legitimate interests: communicating with representatives of business clients, administering relationships, securing our systems, and appropriate service analysis, after assessing necessity and the impact on individuals.
- Consent: optional processing for which consent is the appropriate or required basis, including relevant recording or marketing activities.
- Legal obligations: complying with applicable accounting, legal, or regulatory requirements.
An organization’s contract is not automatically a contract with each employee whose information appears in a meeting or client system. The appropriate basis must be assessed for the actual activity.
Where processing relies on consent, you may withdraw it at any time. Withdrawal does not affect processing lawfully carried out before withdrawal. Where processing relies on legitimate interests, you may have a right to object.
This section does not characterize every recording or indefinite historical analysis as automatically permitted by a legitimate interest.
13. Your privacy choices and requests
Depending on applicable law and our role, you may have rights to:
- Ask what personal information we hold and obtain access or a copy.
- Correct inaccurate or incomplete information.
- Request deletion.
- Restrict or object to certain processing.
- Obtain qualifying information in a portable format.
- Withdraw consent where processing relies on it.
- Object to direct marketing.
- Challenge qualifying decisions based solely on automated processing.
- Complain to the relevant privacy regulator or use another available remedy.
To make a request, email [email protected]. Please explain what you are requesting and provide enough context for us to locate the relevant information. Do not include identity documents or unnecessary sensitive information in your initial message.
We may request proportionate verification or evidence that you are authorized to act for someone else. We will respond within the time required by applicable law. Where GDPR applies, the usual response period is one month, with any permitted extension and its reasons communicated as required.
Rights are subject to applicable exceptions, including obligations to retain certain records and the rights of other people. If we cannot fulfill all or part of a request, we will explain the reason and any available review, appeal, or complaint route.
You do not have to contact us before complaining to a competent regulator. EU supervisory authorities include the authority in the country where you live, work, or believe an infringement occurred.
The meeting analysis described in this Policy supports our work and does not itself determine eligibility for employment, credit, insurance, or similar services.
14. Security and limited access
We use access controls and other reasonable organizational and technical measures intended to protect information. Access is limited according to assigned responsibilities and business need.
No website, communications method, or storage system can be guaranteed completely secure. Please notify us promptly if you believe information provided to us has been exposed or used improperly.
15. Children and sensitive information
Our Website and services are directed to businesses and organizations, not children. We do not knowingly seek to collect personal information from children under 18 through these services.
We do not offer ordinary consultations for handling patient records, children’s information, or sensitive financial records. Please avoid including such information in booking forms, email, shared screens, or consultation materials.
If you believe we have received children’s information or other sensitive information unexpectedly, contact [email protected] so we can assess appropriate steps.
16. Required and optional information
We need sufficient contact, scheduling, payment, and service information to arrange and deliver a purchased appointment. If you choose not to provide information necessary for a transaction, we may be unable to complete it.
Optional marketing participation, optional text reminders, and agreement to optional recording are not conditions of purchasing a consultation. You may request a consultation without recording or AI notes.
17. Changes to this Policy
We may update this Policy to reflect changes in our services, practices, or legal obligations. We will identify the updated version by its effective date and provide additional notice or obtain permission when required.
A revised Policy does not retroactively supply missing consent or authorize a materially different use of previously collected information without a lawful basis.
18. Contact
Clarity Messaging, LLC
1053 E Whitaker Mill Rd, Suite 115
Raleigh, NC 27604
United States
[email protected]