Privacy policy
What we collect, why, who we share it with, how long we keep it, and how you tell us to delete it.
Last updated: 28 August 2026
Template notice. This document is a drafting starting point and has not been reviewed by a licensed attorney. Have qualified U.S. counsel in your formation state review and adapt it before relying on it. Bracketed fields must be completed.
1. Who we are
Code2Reality ([LEGAL ENTITY NAME], a [ENTITY TYPE] formed in [FORMATION STATE]), [STREET ADDRESS], [CITY], [STATE] [ZIP]. Contact: info@code2reality.com or (908) 555-0142. We are the controller of the personal information described below.
2. What we collect
| Category | Examples | Why we have it |
|---|---|---|
| Enquiry information | Name, business name, phone, email, city, trade, current website URL, anything you type in the notes field | To reply to you and prepare a scorecard or preview |
| Client account information | Legal entity name, billing contact, technical contact, addresses, licence and insurance detail | To perform the agreement and issue invoices |
| Payment information | Handled entirely by Stripe. We see the last four digits, card brand and expiry only. | To take payment. We never store full card or bank numbers. |
| Website analytics | Pages viewed, referrer, approximate location from IP, device and browser type | To understand how this site is used and fix what is broken |
| Call data on client sites | Caller number, time, duration, ring-to destination, answered or missed status | To produce the monthly report our clients pay for |
| Call recordings | Audio, only where a client has separately opted in and a disclosure is played | Lead quality reporting. Off by default. See section 6. |
| Correspondence | Emails, texts and support messages between us | To provide the service and keep a record of what was agreed |
3. What we do not do
We do not sell personal information. We do not share it for cross-context behavioural advertising. We do not rent, trade or licence contact lists to anyone. We have never done this and we do not intend to start.
4. Who processes data on our behalf
We use a small number of vendors to run the service. Each processes data only on our instructions and under their own terms.
- Hostinger — website hosting and backups
- Stripe — payment processing and subscription billing
- CallRail (and/or Twilio) — call tracking, SMS and, where opted in, recording
- Google — Analytics, Search Console and Business Profile management
- Cloudflare — DNS and, where applicable, domain registration
- [EMAIL PROVIDER] — business email and transactional messages
- [CRM PROVIDER] — client and prospect records
We may also disclose information where required by law, to enforce our agreements, or in connection with a business transfer. We maintain a current vendor and data inventory and review it at least annually.
5. How long we keep things
| Data | Retention |
|---|---|
| Call recordings (where enabled) | 90 days, then deleted |
| Call metadata and reports | 24 months |
| Outbound call detail records | 24 months, as required by the Telemarketing Sales Rule |
| Client account and contract records | Duration of the agreement plus [7] years for tax and legal purposes |
| Enquiries that do not become clients | 24 months, then deleted |
| Opt-out and suppression records | Indefinitely — we have to keep these to honour your opt-out |
6. Call recording
Call recording is off by default on every account. The standard configuration records no audio at all — only the call log.
Where a client has separately authorised recording in writing, an automated disclosure is played before recording begins on every call, in every state, regardless of that state's consent rules. The disclosure is: "This call may be recorded for quality and lead reporting." A caller who does not wish to be recorded may hang up and use a form, email, or an alternative line.
We do not record payment card details, health information, or legally privileged content, and we instruct clients not to solicit them on a recorded line.
7. Cookies and analytics
This site uses [ANALYTICS PROVIDER] to understand traffic. It sets cookies or similar identifiers to distinguish visitors and measure page views. We do not use advertising or retargeting cookies on this site. You can block cookies in your browser; the site will still work.
8. Your rights
Depending on where you live — including under the California Consumer Privacy Act, the Virginia CDPA, the Colorado Privacy Act and similar state laws — you may have the right to:
- Know what personal information we hold about you and why
- Receive a copy of it in a portable format
- Correct information that is inaccurate
- Have it deleted, subject to records we must keep by law
- Opt out of any sale or sharing — we do neither, so there is nothing to opt out of
- Not be discriminated against for exercising any of these rights
To exercise any of them, email info@code2reality.com. We will verify your identity and respond within the timeframe the applicable law requires, generally 45 days. There is no charge.
9. Marketing and opt-out
If we contact you by email about our services, every message includes a working opt-out and our physical postal address, as required by CAN-SPAM. We honour opt-outs the same day we receive them, not within the ten business days the law permits, and we honour them across every channel.
If you tell us on a phone call not to contact you again, that is recorded on a permanent suppression list the same day. It does not expire.
10. Security
We use multi-factor authentication on every account that supports it, unique credentials per person, a password manager, least-privilege access, and same-day access removal when someone stops working with us. Backups are encrypted and tested. No system is perfectly secure, and we will notify affected parties and any required authority without undue delay if a breach affecting personal information occurs.
11. Children
This service is for businesses. We do not knowingly collect information from anyone under 16. If you believe we have, contact us and we will delete it.
12. Changes
If we change this policy materially we will update the date at the top and, for active clients, notify you by email at least 30 days before the change takes effect.
Appendix: privacy notice text for client websites
The block below is provided to Code2Reality clients for use on their own websites. Adapt the bracketed fields and have your own counsel review it.
Privacy notice. [BUSINESS NAME] collects the information you provide through this website (name, phone number, email address, and the details of your enquiry) in order to respond to you and to provide the services you request. We also use a call tracking number so we can measure which enquiries came from this website; the time, duration and outcome of calls to that number are logged. [IF RECORDING IS ENABLED: Calls may be recorded for quality and lead reporting purposes; you will hear a notice before recording begins and may choose to contact us by email instead.] We do not sell your information. We share it only with the service providers who help us operate this website and answer your enquiry. To request access to, correction of, or deletion of your information, contact [BUSINESS EMAIL] or [BUSINESS PHONE].