Privacy Policy

The Digital Roots Agency LLC Privacy Notice

1. Introduction

The Digital Roots Agency LLC (“we,” “us,” or “our”) values your privacy and is committed to protecting the personal information you share with us.

This Privacy Policy explains how we collect, use, store, and protect information when you visit our website, submit forms, or follow external links to pay for services through Stripe.

2. Information We Collect

We may collect the following types of information:

a. Personal Information

Information you voluntarily provide, including but not limited to:

• Name
• Business name
• Email address
• Phone number
• Billing address
• Information submitted through contact, onboarding, or intake forms
   

b. Payment & Transaction Information

When you pay through an external Stripe payment link:

• Payments are processed securely using third-party payment processors
• We do not store full credit card numbers, bank account details, or payment credentials on our servers
• We may retain:
  • Transaction confirmations
  • Payment status
  • Billing history
  • Partial identifiers (such as last four digits or processor reference IDs)
     

3. How We Use Your Information

We use collected information to:

• Provide and manage services
• Process payments and recurring billing
• Communicate regarding invoices, service updates, or account activity
• Improve website functionality and user experience
• Maintain financial and legal compliance
• Prevent fraud or unauthorized activity
   

4. Payment Processing & Third-Party Providers

This website does not collect payment card details or provide an on-site checkout. Payments for services are handled on external Stripe pages. Stripe processes the payment information you provide under its own privacy policy.

These providers:

• Process transactions securely
• Maintain their own privacy and security standards
• Use and retain payment information under their privacy notices and applicable agreements

The Digital Roots Agency LLC does not control and is not responsible for the privacy practices of third-party payment processors. We encourage users to review their privacy policies directly.

5. Recurring Billing Data

For services billed on a recurring basis:

• Payment authorization occurs on the external Stripe payment platform, in accordance with the applicable service agreement
• Billing and transaction records may be retained for:
  • Accounting purposes
  • Customer support
  • Compliance with tax or legal obligations

Fees, billing, renewal, cancellation and refunds for client services are governed by your signed client agreement, subject to applicable law. This Privacy Policy and the website Terms do not set or amend those commercial terms.

6. Cookies, browser storage and your choices

Essential site operation, security, sign-in when requested and remembering your privacy choices work by default. Optional analytics, marketing and the embedded Typeform questionnaire start off. You can accept optional services, reject them or choose individual purposes, and reopen Cookie preferences in the footer at any time. Our native inquiry form does not require permission for optional tracking or the questionnaire.

Google Analytics remains disabled. If you allow Marketing in Cookie preferences, we use Meta Pixel to measure website visits and advertising results and build audiences for retargeting on Facebook and Instagram. Meta may receive your IP address, browser and device information, page URL and referrer, page-view events, and cookie identifiers. The pixel remains off until you give marketing permission, and Global Privacy Control keeps marketing off. This integration does not send inquiry or questionnaire answers, names, email addresses or phone numbers to Meta through advanced matching. You can withdraw permission using Cookie preferences in the footer. Please review Meta’s Privacy Policy.

Your choices are remembered in this browser for up to 180 days using first-party browser storage named dra_consent. This stores preference choices, the preference version, a provider-configuration marker and issue/expiry timestamps. It does not store the contents of an inquiry. A relevant policy or provider change, expiration or clearing your browser storage can cause us to ask again. If your browser blocks this storage, your choice applies to the current page only and the controls tell you it could not be saved.

When your browser sends Global Privacy Control, these controls keep marketing off, including after a previous marketing opt-in. This does not turn on analytics or embedded forms. You can still use essential site features and contact us without optional tracking.

Turning a category off stops future loading through these controls. When needed, the page reloads to stop already loaded optional code. We also clear known readable first-party Google Analytics and Meta cookies associated with these controls. We cannot erase third-party or HttpOnly cookies, remove every possible vendor cookie, or retract information a provider has already received. Browser settings and the provider’s own controls may offer additional choices.

The embedded questionnaire has a separate permission before this site connects to Typeform’s embed resources. Allowing the questionnaire does not enable our analytics or marketing. Typeform receives technical information, such as your IP address, and the information you enter, and may use cookies or browser storage to provide the form. Its own optional tracking settings require separate review; questionnaire permission is not permission for advertising inside that form. Please review Typeform’s privacy policy.

7. Data Retention

We retain personal and transactional information only as long as necessary to:

• Operate our business
• Meet legal, regulatory, or tax requirements
• Resolve disputes or enforce agreements
  

For inquiries and identifiable readiness-assessment responses that do not lead to a client engagement, our retention procedure is to delete the related information from Typeform (where applicable), our CRM and agency email after 12 months without further contact, unless a legal, regulatory, tax, dispute or other required recordkeeping obligation requires us to keep it longer. For completed readiness-assessment responses submitted without contact details, the retention period is 12 months from submission, subject to the same required-record exceptions. Records for clients and information retained for another stated purpose follow the applicable agreement, notice or required recordkeeping period.

8. Data Security

We implement reasonable administrative, technical, and organizational safeguards designed to protect your information.

While we take security seriously, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.

9. Your Rights

Depending on your location, you may have the right to:

• Request access to your personal information
• Request correction of inaccurate data 
• Request deletion of information, subject to legal and operational requirements

John Vitello handles privacy requests sent to info@thedigitalrootsagency.com. Please use that address to ask about access, correction, deletion or your privacy choices.

10. Children’s Privacy

Our website and services are not intended for individuals under the age of 13. We do not knowingly collect personal information from children.

11. Policy Updates

We may update this Privacy Policy periodically. Any changes will be reflected by the date shown with the revised policy. Where applicable law requires additional notice or consent for a change in our data practices, we will provide that notice or request consent before applying the change.

12. Contact Us

If you have any questions or concerns about this Privacy Notice or our data practices, please contact us at:

The Digital Roots Agency LLC
Email: info@thedigitalrootsagency.com
Website: https://thedigitalrootsagency.com/

Assessment and third-party services

The readiness questionnaire is provided through Typeform. Your score is based on your answers and is a self-reported readiness indicator, rather than a live visibility scan. Contact details are optional, and you can receive your score without providing them. Typeform receives your completed answers and any optional details you enter, and may process technical information needed to provide the form. Our team receives an agency email alert linking to the completed response in Typeform. Please review Typeform’s privacy policy. Do not enter sensitive personal information in the questionnaire.

When you provide an email address for assessment follow-up and the reviewed integration is enabled, only that email address is sent to HubSpot CRM. Other contact fields, industry, answers and scores remain in the Typeform response and are not mapped to HubSpot through this integration. Please review HubSpot’s privacy policy. Providing assessment contact details requests follow-up about your assessment; it does not automatically subscribe you to marketing or authorize automated marketing calls or texts.

Our WordPress website uses hosting and security services to operate. Administrator sign-in may use essential cookies. Meta advertising tracking is described in section 6 and remains subject to your Marketing choice. Google Analytics remains disabled.

External payments are subject to Stripe’s privacy policy. You may contact info@thedigitalrootsagency.com about your information or privacy choices.

Inquiries and follow-up

When you submit an enabled contact form, we use the information you provide, such as your name, email address, business and message, to respond to your inquiry and manage follow-up. Inquiries are routed to our agency email and HubSpot CRM. Please review HubSpot’s privacy policy.

Submitting an inquiry is a request for a response about that inquiry. It does not automatically subscribe you to a marketing list or authorize automated marketing calls or texts. Any optional marketing permission will be requested separately. Do not put sensitive personal information into the general contact form.

AI voice assistant — planned service

If you use a browser-based AI voice preview, audio is sent to OpenAI to respond. Review the notice displayed before microphone access for that preview’s storage and processing practices. A preview’s data handling can differ from a future recorded telephone service.

Where a browser voice preview uses Cloudflare Turnstile for abuse prevention, Cloudflare processes technical signals, such as IP address and browser information, to assess whether a request is automated. Please review the Cloudflare Turnstile Privacy Addendum and Cloudflare Privacy Policy.

We are developing an AI voice assistant for people who call us. The planned service can involve live audio processing, call recording, transcription and AI-generated summaries. Before this service is made available, we will provide a specific notice explaining the information collected, the providers involved, the purposes of processing, retention and available choices. Recording, transcription and forwarding of caller audio for AI processing will require the consent process disclosed at the start of the call.

You can contact us by email instead of using an AI voice service. Please do not provide passwords, payment card details, government identification numbers, medical information or other sensitive personal information in a call or general inquiry. An AI assistant can make mistakes; ask our team to confirm information that affects a decision. A voice assistant is not an emergency service.

An inquiry or consent to an inbound voice conversation does not, by itself, authorize automated marketing calls or texts. Any such service would require a separate notice and the permissions required for that use.

Client reporting dashboard — planned service

We are also planning a separate reporting dashboard for authorized clients, with account sign-in and connections to third-party services. Before client access is enabled, its privacy notice will identify the account and security information collected, the connected platforms and permissions, the reporting information imported, any AI processing, the providers involved, and retention and account-closure procedures.

Only connect accounts and provide information that you are authorized to share for the stated service. Connection and disconnection choices will be explained for each supported integration. Disconnecting an integration can stop future access without necessarily deleting information already imported or records retained under an applicable agreement or legal requirement.

When we handle personal information on a client’s behalf, the client agreement and any applicable data-processing terms will describe the parties’ responsibilities. Please contact us if your request concerns information supplied by one of our clients so that we can identify the appropriate request process.