Privacy policy

Effective date: June 1, 2026.

This policy applies to kaizenhq.ai and to KaizenHQ's audit, contact, and SMS communication channels. Our Terms & Conditions govern use of the Site and our SMS program. This policy does not cover internal customer software (e.g. the AI receptionist) that KaizenHQ deploys for paying clients — those are covered by each client's own privacy disclosures.

1. Who we are

KaizenHQ is a small consultancy that diagnoses revenue leakage in service businesses and builds the systems to recover it. We operate the website, audit pipeline, and CRM described in this policy.

• Privacy & data questions: privacy@kaizenhq.ai
• Sales & general inquiries: hello@kaizenhq.ai
• SMS / messaging support: support@kaizenhq.ai (also reply HELP to any of our SMS)

2. What we collect

We collect only the information you actively give us:

• Audit form (/audit): name, business name, email, optional phone number, optional role/title, and your answers to the 12 audit questions about your business funnel.
• Contact form (/contact and homepage #contact): name, work email, company, vertical, optional phone number, optional monthly lead volume estimate, and the free-text message you write.
• SMS consent flag: when you tick the SMS consent checkbox on the audit form or dedicated /contact form, we store the fact that you consented, a timestamp, your IP address, your browser user-agent, and the last 4 digits of the phone number you provided. This is required A2P 10DLC opt-in evidence and is retained for the lifetime of your record so we can prove consent on demand.
• Server logs: standard request metadata (timestamp, IP address, user-agent) for the duration that Cloudflare retains them. Used for fraud / abuse prevention.

We do not use analytics cookies, marketing pixels, or third-party trackers on the marketing site.

3. How we use what you give us

• Deliver your audit report by email to the address you provided.
• Contact you about your submission — typically a reply from a KaizenHQ team member within one business day.
• Send SMS (audit-ready notifications, scheduling confirmations, lead follow-up and nurturing messages related to your inquiry) to the phone number you provided only if you ticked the SMS consent box. Message frequency is variable — typically zero in a normal month, occasionally one or more during an active conversation. Reply HELP to any message for assistance. Reply STOP to opt out at any time.
• Improve the audit methodology: anonymized, aggregated answer distributions help us tune scoring benchmarks. We never publish identifying information.

We do not sell your data, share it with marketing partners, or use it to retarget you with ads.

4. Mobile information & SMS

This is the A2P 10DLC required disclosure — kept verbatim so The Campaign Registry (TCR) and Twilio can match the canonical phrasing during brand vetting:

"Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. All other categories of data exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties."

Practical translation: your phone number and the SMS consent record stay inside the KaizenHQ pipeline (described in section 5). We use them to message you, not to enrich a marketing list, and we don't hand them to anyone outside our own message-delivery vendors.

5. Where your data lives

We use the smallest set of subprocessors that lets us run the audit and contact flows reliably. Each one only sees the data it needs to do its job:

• Hosting & database provider — hosts kaizenhq.ai, runs the audit pipeline, and stores audit submissions and SMS consent records in an encrypted database.
• CRM platform — audit and contact submissions create a person + company record so we can follow up. Includes the SMS consent flag.
• Transactional email provider — delivers the audit-report email and internal new-lead notifications. Sees the recipient address and email body only.
• SMS messaging carrier — currently Twilio. Delivers any text messages we send (customer-facing SMS only fires when you've opted in via the consent checkbox; internal staff alerts otherwise).
• Workspace email / Apps Script — delivers internal notification emails when you submit the homepage contact form.
• Payment processor — only sees data for active paid engagements, never from marketing-site forms.

We don't share data with any other party except (a) when legally required (court order, subpoena) or (b) at your explicit request. A current list of named subprocessors is available on request to privacy@kaizenhq.ai.

6. How long we keep things

• Audit + contact submissions: retained indefinitely so we can re-score your audit against newer rubrics and so Chad has the context for follow-ups. You can ask us to delete a specific record any time (see section 8).
• SMS consent evidence: retained for the lifetime of the contact record, plus a regulatory-conservative tail of 4 years after the last interaction. Required by TCPA / TCR audit trail expectations.
• Server logs: per Cloudflare's standard retention (typically a few weeks).

7. Your choices

• Don't give us a phone number — both the audit and contact forms work fine without one. We won't ever SMS you without an explicit opt-in.
• Reply STOP to any SMS — opts you out of all KaizenHQ SMS, immediately and permanently. We honor STOP within a single message cycle and retain a record that you opted out so we don't accidentally re-engage you later.
• Reply HELP — sends back a short auto-reply with how to reach us and how to opt out.
• Email privacy@kaizenhq.ai — to access, correct, or delete the record we have on you. We'll confirm via the email address on file before acting on any deletion request.

8. Children

KaizenHQ markets to and serves business owners. We do not knowingly collect information from anyone under 16. If we learn we have, we delete it promptly.

9. Changes to this policy

We'll update this page in place and bump the effective date at the top when material things change. If a change is significant (new sharing relationship, new category of data collected), we'll also note it in the section header so it's easy to spot on a re-read.

10. Contact

Privacy or data questions: privacy@kaizenhq.ai. We aim to respond within five business days.