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Sales Suite – Privacy Policy

Last Updated: February 1st, 2025

1. Introduction

Welcome to Sales Suite. This Privacy Policy explains how Sales Technologies LLC (“Company,” “we,” “us,” or “our”) collects, uses, discloses, and protects information in relation to our Sales Suite software-as-a-service platform (the “Service”). This policy applies to information we collect when you visit our website, create an account, or use our Service.

This policy distinguishes between two types of data:

  • User Data: Information we collect from you, our direct customer (the “User”), when you register for and use the Service.

  • Customer Data: Information that you, the User, upload or collect from your own customers, leads, and contacts into the Service.

For the purposes of data protection laws like the GDPR, Sales Technologies LLC is the “Data Controller” of User Data, and you, the User, are the “Data Controller” of your Customer Data. We act as the “Data Processor” for the Customer Data you entrust to us.

By using our Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

a) User Data (Information You Provide to Us)

  • Account Information: When you register for an account, we collect information such as your name, company name, email address, phone number, and physical address.

  • Payment Information: To process subscription payments, we collect payment details (e.g., credit card number, expiration date). This information is securely handled by our third-party payment processors. We do not store your full credit card information on our servers.

  • Communications: If you contact us for support or other inquiries, we will collect the information contained in your communications.

b) Customer Data (Information You Process Using the Service)
You have full control over the data you upload to the Service. This may include personal information about your own customers, leads, or contacts, such as:

  • Names, email addresses, phone numbers

  • Communication history (emails, SMS messages, call logs)

  • Any other information you choose to store in the CRM or other features of the Service.

c) Information We Collect Automatically (Usage Data)

  • Log and Usage Data: We automatically collect information when you access and use the Service. This includes your IP address, browser type, operating system, pages viewed, and the dates/times of your access.

  • Cookies and Similar Technologies: We use cookies to operate and administer our Service, gather usage data, and improve your experience. A cookie is a piece of information sent to your browser that allows our Service to remember information about your session. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

3. How We Use Your Information

a) Use of User Data
We use the information we collect from you to:

  • Provide, operate, and maintain the Service.

  • Process your transactions and manage your subscription.

  • Send you technical notices, updates, security alerts, and support messages.

  • Respond to your comments, questions, and requests.

  • Monitor and analyze trends, usage, and activities in connection with our Service.

  • Enforce our Terms and Conditions and other policies.

  • Comply with legal obligations.

b) Use of Customer Data
We only process your Customer Data on your behalf and at your direction. Our use of your Customer Data is governed by our Terms and Conditions and your instructions. We will never use your Customer Data for our own marketing purposes or share it with third parties except as described in this policy. You are solely responsible for ensuring you have the necessary rights and consents to collect and process your Customer Data within our Service.

4. How We Share and Disclose Information

We do not sell your User Data or your Customer Data. We may share information in the following limited circumstances:

  • Service Providers: We share information with third-party vendors and service providers who need access to such information to carry out work on our behalf. This includes our underlying platform provider, cloud hosting services, and payment processors. These providers are contractually obligated to protect your data and are prohibited from using it for any other purpose.

  • Third-Party Integrations: If you choose to connect a third-party application to our Service, we may share information with that application at your direction. Your use of such third-party services is subject to their own terms and privacy policies. We are not responsible for the privacy practices of third parties.

  • Legal Compliance and Protection: We may disclose information if we believe disclosure is necessary to comply with a law, regulation, legal process, or governmental request; to enforce our Terms and Conditions; or to protect the rights, property, or safety of Sales Technologies LLC, our users, or the public.

  • Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.

5. Data Security

We implement commercially reasonable administrative, technical, and physical security measures to protect your information from unauthorized access, use, or disclosure. We use SSL/TLS encryption for data in transit. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee its absolute security.

6. Data Retention

  • User Data: We retain your account information for as long as your account is active and for a reasonable period thereafter as necessary to comply with our legal obligations (e.g., for financial reporting) and to resolve disputes.

  • Customer Data: We retain your Customer Data on our platform as long as your account is active. Upon termination or cancellation of your account, all Customer Data associated with your account will be permanently deleted from our live systems and cannot be recovered.

7. Your Data Protection Rights

Depending on your location, you may have the following rights regarding your personal information:

  • General Rights: You have the right to access, correct, or update your User Data at any time through your account settings.

  • Rights for European Economic Area (EEA) and UK Residents (GDPR): If you are a resident of the EEA or UK, you have the right to:

    • Request access to and receive a copy of your personal data.

    • Request rectification or erasure of your personal data.

    • Object to the processing of your personal data.

    • Request the restriction of processing of your personal data.

    • Request data portability.

  • Rights for California Residents (CCPA/CPRA): If you are a resident of California, you have the right to:

    • Know what personal information is being collected about you.

    • Know whether your personal information is sold or shared and to whom.

    • Opt-out of the sale or sharing of your personal information. (We do not sell or share your personal information as defined by the CCPA.)

    • Access your personal information.

    • Request the deletion of your personal information.

    • Request the correction of inaccurate personal information.

How to Exercise Your Rights:

  • For Your User Data: To exercise any of these rights, please contact us at hello@salestechnologiesllc.com.

  • For Your Customer Data: If you are a customer of one of our Users and wish to exercise your data rights, you must contact the User (the Data Controller) directly. We will cooperate with our Users to help them respond to such requests.

8. International Data Transfers

Our Service is operated in the United States. If you are located outside of the United States, please be aware that any information you provide to us will be transferred to, processed, and stored in the United States. By using our Service, you consent to this transfer, processing, and storage of your information in the United States. We take steps to ensure that your data is treated securely and in accordance with this Privacy Policy.

9. Children’s Privacy

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child, we will take steps to delete such information promptly.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date. We encourage you to review this Privacy Policy periodically for any changes.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us:
Sales Technologies LLC
Email: hello@salestechnologiesllc.com
Location: Maricopa County, Arizona, USA

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Portal SOPs

Standard Operating Procedures for fulfillment success.

SOP 01 The 'Perfect Order' Submission Guide
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Status: Mandatory Reading Purpose: Ensure 24hr Start Time

1. The "Pre-Flight" Checklist

Before you click "Submit Order" in the portal, you must have the following items ready. Submitting incomplete forms will pause your project immediately.

  • Confirmed Domain Name: Ensure the client owns the domain or you have purchased it.
  • Hosting Access: If we are not hosting it, we need valid cPanel/FTP credentials.
  • Niche/Industry: Know exactly what vertical this business is in (e.g., "Residential HVAC," not just "Contractor").

2. The "Asset Bucket" Rule (Crucial)

We do not accept images attached to emails. You must provide a single Google Drive or Dropbox link in the order form containing:

  • High-Res Logo (PNG or Vector).
  • Team Photos / Office Photos.
  • Specific Project Images.

Policy: If this field is left blank or the folder is empty, our team will utilize high-quality, royalty-free stock photography relevant to the industry. Replacing stock photos with real photos after the build is complete constitutes a Billable Revision.

3. The "Scope Lock"

The "Special Functionality" text box on the order form is your contract with the fulfillment team.

  • If the client needs a Booking Calendar, Chat Widget, or Payment Gateway, it MUST be listed here.
  • Any functionality requested after the order is submitted that was not in this box will be rejected or invoiced as a separate "Add-On" Service.
SOP 02 The 'No-Contact' Firewall Protocol
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Status: Strictly Enforced Purpose: To protect your brand authority and limit liability.

1. The Golden Rule

We are Your Technical Team, not the client's agency. We exist in the background.

  • We will NEVER speak to, email, or text your end-clients.
  • If an end-client finds our contact info and reaches out, we will delete the communication and notify you immediately.

2. The Relay Method

You are the translator.

  • We speak to you: We provide technical updates, jargon, and raw data via the Portal.
  • You speak to them: You take our updates and communicate them to the client in "Plain English."

Do not forward our internal tickets to your client. They are written for you, not them.

3. White Label Reports

All PDF reports (SEO, Audits, Performance) generated by us are unbranded or branded with your agency logo (if provided). They are safe to forward.

SOP 03 The Revision & Feedback Loop
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Status: Operational Standard Purpose: To streamline the design process and launch sites faster.

1. The "Batching" Rule

We value speed. To maintain a fast timeline, we do not accept "drip-fed" feedback.

  • Incorrect: Sending 10 separate emails, each with one small text change.
  • Correct: Reviewing the draft, compiling ONE consolidated list of edits (bullet points or a Loom video), and submitting it via the Project Tracker.

Policy: If we receive fragmented feedback, the project timer will be paused until a consolidated list is provided.

2. Round Limits

Your wholesale rate includes Two (2) Rounds of Revisions per project.

  • Round 1: Structural changes, layout adjustments, image swaps.
  • Round 2: Text tweaks, color corrections, final polish.
  • Round 3+: Any further design changes after Round 2 are billed at our standard hourly rate ($75/hr) or require a "Maintenance Add-On."

3. Approval

Once you reply with "Approved" or "Looks Good," the project moves to the Go-Live phase. Design changes requested after approval are treated as new billable tasks.

SOP 04 Billing & Auto-Suspension Triggers
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Status: Financial Policy Purpose: To ensure continuous service for your clients.

1. The "Pre-Pay" Standard

We are a wholesale software and fulfillment provider. We do not offer credit terms.

  • Setup Fees: Work does not begin on any project until the setup fee transaction has cleared.
  • Subscriptions: Monthly recurring billing starts 30 days after the initial order.

2. The "Kill Switch" (Automated Suspension)

Our systems are automated. If a monthly payment fails (e.g., expired card, insufficient funds):

  • Day 1: System retries and sends you a warning email.
  • Day 3: System retries.
  • Day 5: Automatic Suspension. The sub-account is locked, and the hosted website is taken offline.

Reactivation: To restore a suspended account, you must pay the balance in full plus a $50 Reactivation Fee.

3. Dispute Policy

We have a zero-tolerance policy for chargebacks. If a formal dispute is filed against a charge, your Partner Account will be immediately banned, and ALL active client assets under your management will be terminated. Please communicate with Support if there is a billing error.

SOP 05 The Support Ticket SLA
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Status: Operational Standard Purpose: To prioritize critical issues efficiently.

1. Where to get help

All requests must go through the Portal Support Tab. Texts to sales reps or DMs to founders are not tracked and will not receive a response.

2. Priority Matrix & Response Times

Please categorize your ticket correctly to ensure the right team sees it.

  • 🔴 Critical (Response: < 1 Hour): Website is down (500 Error), Server outage, Data breach.
  • 🟠 High (Response: < 4 Hours): Billing failure, Broken contact form, SEO campaign stopped.
  • 🟡 Normal (Response: < 24 Hours): Text changes, Image swaps, General questions, Strategy advice.
  • 🟢 Low (Response: 24-48 Hours): Feature requests, cosmetic tweaks for next month.

3. Business Hours

Our technical team operates Mon-Fri, 9:00 AM - 6:00 PM EST. Critical/Emergency tickets are monitored 24/7.

SOP 06 The 'Go-Live' Handover
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Status: Project Lifecycle Purpose: Defining project completion.

1. DNS Propagation

When we launch a site, we update the DNS records. Please inform your client that propagation can take 24 to 48 hours. Note: Some devices may see the new site immediately, while others see the old one. This is normal internet behavior.

2. The "Keys" Handoff

Upon successful launch and final payment confirmation, we will provide: WordPress Admin Login / Editor Access, Google Business Profile Ownership (Transfer), and Reporting Dashboard Links.

3. Post-Launch Scope

Once the keys are handed over, the "Build Phase" is closed. Included: Hosting maintenance, security updates, server uptime.

Not Included: Content updates, new pages, design changes. To request changes after launch, please submit a new order under the "Add-Ons" tab.

Product Data Sheets

Product Data Sheets

Review the full technical scope and deliverables for our core services.

Website Development → SEO Campaigns → HelloAivo Accounts (CRM) → Integration Specs →
Service Note These data sheets represent our standard scope of work. Customizations to features, API integrations, or CRM workflows can be arranged as an add on.
Sales Playbooks

Sales Playbooks

proven scripts for cold outreach and closing deals.

Cold Email Scripts → Cold Call Flow → LinkedIn Outreach → Objection Handling →
Strategy Tip While these scripts are proven to work, we recommend personalizing the first sentence of every outreach message to the specific prospect to increase conversion rates.
Application & Legal Resources

Quick Contracts

Download standard agreement templates to get started.

Service Agreement → NDA Template → Freelance Contract → Terms of Service →
Important Disclaimer These documents are provided as legal templates we highly recommend having a legal expert review any final agreements to be used with clients.
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