Legal
Privacy Policy
Last updated: August 13, 2026
Clever Boss, LLC ("CleverBoss," "we," "us," or "our") is a digital marketing agency headquartered in Melbourne, Florida. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit cleverboss.com or engage with our services. Please read this policy carefully. If you disagree with its terms, please discontinue use of our site.
1. Information We Collect
Information You Provide Directly
When you contact us, request a consultation, or submit our contact form, we collect:
- Identity data - first name, last name, and company name.
- Contact data - email address and phone number.
- Business data - website URL, marketing budget range, services of interest, and any goals or details you share in the message field.
- Booking data - when you schedule an introductory call via our HubSpot meeting scheduler, HubSpot collects your name, email, and selected time slot directly.
AI Assistant (voice and chat)
We operate an AI assistant called Jordan on this website and on our inbound phone line. When you interact with Jordan, we may collect:
- Contact information - your name, email address, phone number, and company name, where you provide them.
- Enquiry information - a description of what you are enquiring about, including the service you are interested in and any issue you raise.
- Conversation records - the full transcript of your chat or call.
- Call recordings - an audio recording when you speak to Jordan by phone or start a voice call from the chat window.
- Session information - technical details about the interaction, including its date, time, and duration.
Jordan answers questions using a knowledge base built from the public content of this website. Jordan can also check calendar availability and book a meeting for you.
Information Collected Automatically
When you browse our website, we automatically collect:
- Usage data - pages visited, time on page, scroll depth, links clicked, and referring URL.
- Device and technical data - IP address, browser type and version, operating system, screen resolution, and language settings.
- Analytics data - aggregated behavioral data collected via Google Analytics 4 (GA4) and Google Tag Manager (GTM), subject to your cookie consent.
- Advertising data - conversion events and remarketing audiences built via Google Ads and Meta Pixel, subject to your cookie consent.
2. Call and Chat Recording
Calls with our AI assistant are recorded and transcribed. The assistant provides a recording notice at the start of each call. By continuing after that notice, you consent to the recording. If you do not wish to be recorded, please end the call and contact us by email at info@cleverboss.com or use the contact form on this site.
If you start a voice call from the chat window, your browser will ask for permission to use your microphone before the call connects. The assistant provides the same recording notice at the start of that call.
Chat conversations with the assistant are stored as text transcripts and are not audio recorded.
We use recordings and transcripts to respond to your enquiry, arrange and prepare for meetings, keep an accurate record of what was discussed, and review and improve the quality and accuracy of the assistant. We do not use recordings or transcripts for advertising, and we do not sell them.
3. Cookies and Tracking Technologies
We use cookies and similar tracking technologies on our website. A cookie is a small text file placed on your device. We categorize our cookies as follows:
| Category | Purpose | Tools Used | Consent Required |
|---|---|---|---|
| Strictly Necessary | Essential for the website to function (session management, security, cookie preference storage). | First-party cookies | No - always active |
| Analytics | Measure website traffic, user behavior, and content performance to improve our site. | Google Analytics 4 (G-NFR4JMBNBK), Google Tag Manager (GTM-TPBSLGT4) | Yes - requires your consent |
| Marketing | Track conversions, build remarketing audiences, and measure ad campaign effectiveness. | Google Ads (AW-814288669), Meta Pixel | Yes - requires your consent |
You can manage your cookie preferences at any time by clicking the cookie settings banner when it appears, or by clearing your browser's local storage. Withdrawing consent will prevent those scripts from loading on your next visit. Note that disabling analytics or marketing cookies does not affect the core functionality of the website.
4. How We Use Your Information
We use the information we collect for the following purposes:
- To respond to inquiries - contact form submissions are forwarded to our team at said@cleverboss.com and nadya@cleverboss.com via Resend (our transactional email provider).
- To schedule consultations - booking data is processed by HubSpot's meeting scheduler and stored in our HubSpot CRM.
- To respond to AI assistant enquiries - by voice or chat.
- To schedule discovery calls - and send calendar invitations.
- To route enquiries - to the appropriate member of our team.
- To review AI conversations - to check accuracy and improve the assistant's performance.
- To measure and improve our website - analytics data helps us understand which pages perform well and where visitors drop off.
- To measure advertising effectiveness - conversion data from Google Ads and Meta Pixel helps us optimize our own marketing campaigns.
- To fulfill service agreements - when you become a client, we use your business information to manage and deliver contracted services.
- To comply with legal obligations - we retain records as required by applicable law.
We do not sell, rent, or trade your personal information to third parties for their own marketing purposes.
5. Legal Basis for Processing (GDPR)
If you are located in the European Economic Area (EEA) or United Kingdom, we process your personal data under the following legal bases:
- Consent (Art. 6(1)(a) GDPR) - for analytics cookies, marketing cookies, and any direct marketing communications. You may withdraw consent at any time.
- Contractual necessity (Art. 6(1)(b) GDPR) - to respond to inquiries and fulfill service agreements.
- Legitimate interests (Art. 6(1)(f) GDPR) - for website security, fraud prevention, and internal business analytics, where those interests are not overridden by your rights.
- Legal obligation (Art. 6(1)(c) GDPR) - where processing is required by applicable law (e.g., tax record retention).
| Purpose | Legal basis |
|---|---|
| Recording and transcribing calls | Consent, given by continuing the call after the recording notice. |
| Responding to an enquiry and booking a meeting | Performance of a contract, or steps taken at your request before entering a contract. |
| Reviewing recordings and transcripts to improve service quality | Legitimate interests, being our interest in providing an accurate and reliable service. |
6. Third-Party Service Providers
We share data with the following third-party services to operate our website and deliver our services. Each provider is subject to their own privacy policy and data processing terms:
| Provider | Purpose | Data Shared |
|---|---|---|
| Google Analytics 4 | Website traffic and behavior analytics | Anonymized usage data, device info, IP (anonymized) |
| Google Tag Manager | Tag deployment and management | Triggers other analytics/marketing tags |
| Google Ads | Conversion tracking and remarketing | Conversion events, remarketing audience data |
| Meta Pixel (Facebook/Instagram) | Conversion tracking and ad audience building | Page views, conversion events, hashed contact data (if provided) |
| HubSpot | Meeting scheduling and CRM | Name, email, phone, meeting details |
| Retell AI | Powers the AI voice and chat assistant and stores recordings, transcripts, and conversation analytics | Call audio, transcripts, and any contact or enquiry details you provide |
| Make.com | Connects the assistant to our CRM and calendar so bookings and enquiries reach our team | Name, email, phone, company, enquiry details, and chosen meeting time |
| Microsoft 365 | Hosts team calendars and sends meeting invitations for booked calls | Name, email, and meeting details |
| Resend | Transactional email delivery (contact form notifications) | Name, email, phone, message content from contact form |
| Cloudflare | CDN, DDoS protection, and bot detection (Turnstile) | IP address, request metadata |
We may also share your information with advertising platforms (Google, Meta, Microsoft) when managing paid media campaigns on your behalf as a client. In those cases, data sharing is governed by your service agreement with us.
7. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required by law:
- Contact form submissions - retained in our database for up to 3 years for business follow-up and record-keeping purposes.
- Google Analytics data - retained for 14 months in GA4 (our configured retention setting), after which it is automatically deleted.
- HubSpot CRM records - retained for the duration of the business relationship plus 3 years.
- Client service records - retained for the duration of the engagement plus 7 years for legal and accounting purposes.
- Cookie consent records - stored in your browser's local storage and retained until you clear it or withdraw consent.
- AI assistant call recordings and transcripts - retained for 90 days, then automatically deleted.
- AI assistant chat transcripts - retained for 90 days, then automatically deleted.
- AI assistant contact details and enquiry information - retained under the HubSpot CRM retention period described above when passed to our CRM.
8. Your Rights
Depending on your location, you may have the following rights regarding your personal data. To exercise any of these rights, contact us at info@cleverboss.com. We will respond within 30 days.
- Access - request a copy of the personal data we hold about you.
- Correction - request correction of inaccurate or incomplete data.
- Deletion - request deletion of your personal data ("right to be forgotten"), subject to legal retention obligations.
- Portability - request transfer of your data in a machine-readable format.
- Objection - object to processing based on legitimate interests or for direct marketing.
- Restriction - request that we restrict processing of your data in certain circumstances.
- Withdraw consent - you may withdraw cookie consent at any time by clearing your browser's local storage or using the cookie preference banner. Withdrawing consent does not affect the lawfulness of processing before withdrawal.
If you have spoken to our AI assistant and would like a copy of the recording or transcript, or would like it deleted before the retention period ends, contact us at info@cleverboss.com and tell us roughly when the call took place so we can locate it.
9. California Privacy Rights (CCPA / CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):
- The right to know what personal information we collect, use, disclose, and share.
- The right to delete personal information we have collected from you (subject to certain exceptions).
- The right to correct inaccurate personal information.
- The right to opt out of the sale or sharing of your personal information. We do not sell personal information.
- The right to limit the use of sensitive personal information.
- The right to non-discrimination for exercising your CCPA/CPRA rights.
To submit a California privacy request, contact us at info@cleverboss.com with the subject line "California Privacy Request."
10. Data Security
We implement industry-standard technical and organizational measures to protect your personal information, including encrypted data transmission (HTTPS/TLS), access controls, and Cloudflare's security infrastructure for DDoS protection and bot mitigation. Our database is hosted on a managed cloud platform with encryption at rest.
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. If you believe your data has been compromised, please contact us immediately at info@cleverboss.com.
11. Children's Privacy
Our website and services are directed exclusively to businesses and marketing professionals. We do not knowingly collect personal information from individuals under the age of 16. If you believe a minor has provided us with personal information, please contact us immediately and we will delete it promptly.
12. Third-Party Links
Our website may contain links to third-party websites, including Clutch, Google, Meta, HubSpot, and LinkedIn. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any third-party sites you visit.
13. International Data Transfers
CleverBoss is based in the United States. If you are accessing our website from outside the US, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country. By using our website, you consent to this transfer. Where required by law, such as GDPR, we rely on appropriate safeguards such as Standard Contractual Clauses for international transfers.
Our AI assistant provider, Retell AI, processes and stores call recordings, transcripts, and related data on servers located in the United States.
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we do, we will revise the "Last updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our website after any changes constitutes acceptance of the updated policy.
15. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
