Refrain is a service of Rootline Marketing LLC, a Wyoming limited liability company ("we", "us"). This policy explains what we collect through this website and when you talk to us, what we do with it, and the choices you have. Questions at any time: hello@refrain.team.
What we collect
- When you book a call: your name, email, company and anything you write in the booking form. Our scheduling provider collects this for us.
- On a call: what you tell us. We may record the call or use an AI note-taker to transcribe it, but only if you agree when the call starts. If you say no, we take notes by hand.
- When you email us: your message and your contact details.
- When you visit the site: standard technical data such as your IP address, browser, device, approximate location and the pages you view. Google Analytics and our hosting provider collect it (see cookies below).
How we use it
We use your information to reply to you, hold and follow up on calls, prepare proposals, do the work for clients, send invoices, keep the site secure and learn which pages are useful. We do not sell personal information, and we do not share it with anyone for their own advertising.
Patient health information
We do not handle protected health information (PHI) and do not want to receive it. Please don't send patient data through this site, the booking form or email. Our client work is set up so agents run on marketing and business data, not on patient records. If a project ever needed PHI, it would not start until we had both signed a separate written agreement covering it, such as a HIPAA business associate agreement.
Client data and AI
If you become a client, the data you give us access to (for example your CRM, analytics, sales calls and case studies) is handled under the agreement we sign with you. Where that agreement and this policy differ, the agreement wins. These points hold either way:
- We run agents through AI providers such as Anthropic, and only on terms that do not allow the provider to train its models on your data.
- We never use one client's data in another client's work.
- We start with read-only access, and nothing goes out in your name until your team approves it.
Cookies and analytics
The site uses Google Analytics 4 to count visits and see which pages people read. It sets cookies and sends Google standard request data, including your IP address. We only look at this in aggregate and never use it to advertise to you. The scheduling tool may set its own cookies when you use it. You can block or delete cookies in your browser settings, and the site still works without them. Google also offers a browser add-on that opts you out of Google Analytics everywhere.
Who else sees it
We use a small number of providers to run the business: website hosting, scheduling, email, video calls and note-taking, AI providers, and payments and accounting. Each one gets only the information it needs to do its job for us. We may also share information when the law requires it, or with a buyer if the business is ever sold, in which case this policy continues to apply to it.
Where your information is kept
We are a US company and part of our work is done from Europe. Your information may be stored and processed in the United States and in other countries. We choose providers that are contractually bound to protect it wherever it is kept.
How long we keep it
We keep a prospect's information for as long as we are in an active conversation with them. Client information is kept for as long as you are a client, plus any period required for tax and accounting. Call recordings and transcripts are kept only while they are useful for the work we discussed. You can ask us to delete your information sooner.
Security
The site is served only over HTTPS. We store information with established providers that run their own security programs, protect our accounts with two-factor authentication, and limit access to the people who need it to work with you. No system is completely secure. If we learn of a breach that affects your information, we will tell you promptly.
Your rights
You can ask for a copy of the information we hold about you, ask us to correct or delete it, or ask us to stop emailing you. Write to hello@refrain.team and we will answer within 30 days. We honor these requests wherever you live. If a privacy law that applies to you, such as the GDPR, the UK GDPR or California's CCPA, gives you further rights, nothing in this policy limits them, and you may also complain to your local data protection authority.
Children
This site is for business professionals. It is not meant for anyone under 18, and we do not knowingly collect information from children.
Changes to this policy
If we change this policy, we will post the new version here with a new date. We will tell active clients directly about any change that affects them materially.
Contact
Rootline Marketing LLC
5005 W Laurel St, Ste 100 #3271, Tampa, FL 33607
hello@refrain.team
