The short version: we collect what you give us so we can respond to you, schedule time with you, deliver our services, and get paid. We do not sell your personal information, we do not use it for targeted advertising, and we never share your mobile number or text-messaging consent with third parties for their marketing.
1. Who we are
WoodStack Media is a technology consulting business operated by Woodward Consulting LLC, a Utah limited liability company (“WoodStack Media,” “we,” “us,” or “our”). This Privacy Policy explains how we collect, use, share, and protect personal information when you visit woodstackmedia.com or meet.woodstackmedia.com (the “Sites”), contact us, book a call, pay us, or work with us (together, the “Services”).
By using the Sites or Services, you acknowledge that you have read this Privacy Policy. If you do not agree with it, please do not use the Sites or Services.
2. Information we collect
Information you provide to us
- Contact form submissions: your name, email address, company name, the topic you select, and the contents of your message.
- Scheduling: when you book a call, the information requested by the booking form, such as your name, email address, phone number, and any notes you add about the meeting.
- Communications: the contents of emails, text messages, calls, and meetings you have with us, including any files you send.
- Billing and payment: your name, business name, billing email, and billing address. Card and bank account details are entered directly with our payment processor, Stripe, and are not stored on our systems. We receive limited information from Stripe, such as the card brand, the last four digits, and the payment status.
- Engagement information: information you provide so we can perform work for you, such as account access, system configurations, and business requirements.
Information collected automatically
- Technical data: when you submit our contact form, we record the country your request came from and your browser’s user-agent string to help identify spam. Our hosting and security provider processes standard connection data, such as IP address, request time, and browser type, to deliver the Sites and protect them from abuse.
- Embedded services: the booking calendar and web fonts on the Sites are loaded from third-party providers, which receive your IP address and browser information when they load. See Cookies and tracking.
Information from other sources
We may receive information about you from the person or company that referred you, from your employer when your organization engages us, or from the software platforms we administer on a client’s behalf.
3. How we use information
We use personal information to:
- respond to inquiries and communicate with you;
- schedule, confirm, and remind you about meetings;
- provide, maintain, and support the Services we are engaged to perform;
- send invoices, process payments, issue receipts, and manage subscriptions and recurring billing;
- maintain business, accounting, and tax records;
- protect the Sites and Services against spam, fraud, and abuse;
- comply with legal obligations and enforce our agreements, including our Terms of Service; and
- improve how we run our business and deliver our Services.
We do not sell personal information, and we do not use it for cross-context behavioral or targeted advertising.
4. How we share information
We share personal information only as described below:
- Service providers that process information on our behalf and under confidentiality obligations, including:
- Cloudflare, for website hosting, security, and email routing;
- Stripe, for payment processing, invoicing, subscriptions, and payment receipts;
- HighLevel (LeadConnector), for scheduling, customer relationship management, and appointment messages;
- Google, for business email, file storage, and web fonts; and
- other providers of accounting, communication, and productivity tools we use to operate our business.
- Professional advisors, such as accountants, attorneys, and insurers, where needed for their services.
- Legal and safety reasons, when we believe in good faith that disclosure is required by law, subpoena, or court order, or is necessary to protect the rights, property, or safety of WoodStack Media, our clients, or others.
- Business transfers, in connection with a merger, acquisition, financing, or sale of all or part of our business, subject to this Privacy Policy.
- With your direction or consent, for example when you ask us to coordinate with another vendor.
5. Client data we handle during engagements
When a client engages us to work inside its systems, such as a CRM, payment account, website, or database, we may access personal information about that client’s own customers and contacts (“Client Data”). We process Client Data only on the client’s instructions and for the purpose of performing the engagement. The client is responsible for its own privacy notices, consents, and legal basis for that data. If you are a customer of one of our clients and have questions about your information, please contact that business directly. We will assist our clients in responding to such requests where required.
We do not accept protected health information under the Health Insurance Portability and Accountability Act (HIPAA) unless a business associate agreement has been signed by both parties before that information is shared with us.
6. Text messaging
If you provide your mobile number and agree to receive text messages, we may send messages related to scheduling, appointment confirmations and reminders, account and billing notices, and replies to your inquiries. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help. Consent to receive text messages is not a condition of purchasing any service.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties, except service providers that deliver messages on our behalf.
7. Cookies and tracking technologies
Our own Sites do not use advertising cookies, analytics trackers, or tracking pixels. Some third-party services that support the Sites may set their own cookies or collect technical data when they load:
- Cloudflare may use strictly necessary cookies and connection data for security, bot protection, and performance.
- The booking calendar on meet.woodstackmedia.com is provided by HighLevel (LeadConnector) and may use cookies or similar technologies to operate the scheduling widget.
- Google Fonts receives your IP address and browser information when the Sites’ typefaces load.
You can control cookies through your browser settings. Blocking some cookies may affect how embedded services work. Because we do not track visitors across websites, we treat browser “Do Not Track” and Global Privacy Control signals as consistent with how we already operate.
8. How long we keep information
We keep personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, including:
- Inquiries that do not lead to an engagement: generally up to two years after our last communication;
- Client, billing, and payment records: for the length of the relationship and up to seven years afterward, to meet tax, accounting, and legal requirements; and
- Client Data: for the duration of the engagement, after which we return, delete, or stop accessing it as the client directs, unless we are legally required to retain it.
9. Security
We use reasonable administrative, technical, and physical safeguards designed to protect personal information, including encrypted connections, account access controls, and limiting access to people who need it. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a security incident affecting your personal information, we will notify you as required by applicable law.
10. Your choices and rights
Depending on where you live, you may have the right to:
- know what personal information we hold about you and request a copy;
- correct inaccurate information;
- request deletion of your information;
- opt out of the sale of personal information or its use for targeted advertising (we do neither); and
- not be discriminated against for exercising these rights.
We honor these requests for everyone, regardless of where you live, subject to exceptions allowed by law, such as records we must keep for tax purposes. To make a request, email contact@woodstackmedia.com with the subject line “Privacy Request.” We will verify your identity by confirming details we already hold before acting on the request, and we will respond within 45 days. You may use an authorized agent, and you may appeal our decision by replying to our response.
You can unsubscribe from non-essential emails at any time by replying to let us know. We will still send messages required to perform Services or process payments.
11. Children’s privacy
The Sites and Services are intended for businesses and adults. They are not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has provided us with personal information, contact us and we will delete it.
12. Where information is processed
We are based in the United States, and the information we collect is processed and stored in the United States by us and our service providers. If you access the Sites from outside the United States, you understand that your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country.
13. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will change the “Last updated” date at the top of this page. If we make material changes, we will provide additional notice, such as by email to active clients. Your continued use of the Sites or Services after an update takes effect means you accept the updated policy.
14. Contact us
Questions about this Privacy Policy or how we handle your information can be sent to:
Woodward Consulting LLC, doing business as WoodStack Media
Email: contact@woodstackmedia.com
Website: woodstackmedia.com