Privacy Policy

Effective Date: [06/19/2025]

Thank you for visiting https://crmdonebetter.com (the “Website”). Your privacy is important to us. This Privacy Policy (“Policy”) describes how CRM Done Better, a registered DBA of Done Better Initiative LLC (the “Company,” “us,” “we,” or “our”), collects, uses, protects, and shares the information you provide when you use the Website and associated products, features, and services (collectively, the “Services”).By accessing or using our Services, you acknowledge and agree to the terms of this Policy. If you do not agree, you should discontinue use of our Services immediately.

Changes to Our Privacy Policy

This Policy was last updated on the date shown above. We may update it periodically to reflect changes to our practices or for other operational, legal, or regulatory reasons. If we make material changes to this Policy, we will notify you through:

An email to the email address associated with your accountA notice on the Website’s home page or within the ServicesUpdates to this document

Your continued use of our Services after such changes constitutes your acknowledgment and acceptance of the updated Policy.

Information We Collect

We collect the following types of information:

1. Information You Provide Directly

We collect personal data that you voluntarily provide when you interact with us, including:

Personal Information: Your name, address, email address, phone number, username, password, and payment details.User Content: Information you upload or share publicly on the Website, such as comments, media, or other submissions.Transaction Information: Payment details and records of purchases made through the Services.Customer Communications: Emails, messages, or calls exchanged between you and our team, including records of phone calls and voicemails.

2. Information Collected Automatically

We use a variety of technologies to collect data about your interactions with our Services, including:

Activity Information: Details about your usage patterns, including pages visited, features accessed, and actions taken.Device Information: Information about your computer or device, including IP address, browser type, and operating system.Location Information: GPS or IP-based location data to optimize your experience and improve service functionality.

3. Aggregate and Demographic Data

We collect demographic and statistical information that does not directly identify you. Examples include age, gender, and usage trends.

4. Passive Collection

We may collect certain information automatically when you interact with our website or use our services. This passive data collection helps us understand user behavior, improve our offerings, and enhance your experience.Types of Data Collected:

Device Information: Details about the device you use to access our services, such as device type, operating system, and browser type.Usage Data: Information about your interactions with our website, including pages visited, time spent on pages, and navigation paths.Log Data: Server logs that may include your IP address, browser type, and timestamps of your visits.Cookies and Similar Technologies: We use cookies, web beacons, and other tracking technologies to collect information about your browsing activities over time and across different websites. This data helps us personalize content and advertisements, analyze site traffic, and understand user preferences.

Purpose of Collection:The information collected passively is used to:

Enhance website functionality and user experience.Analyze trends and user behavior to improve our services.Deliver personalized content and marketing messages.Ensure the security and integrity of our website.

Managing Your Preferences:You can control the use of cookies and similar technologies through your browser settings. Most browsers allow you to refuse or accept cookies, delete existing cookies, or receive notifications when new cookies are set. Please note that disabling cookies may affect the functionality of certain features on our website.

How We Use Your Information

We use the information collected for various purposes, such as:

To deliver and maintain the Services, including account setup and management.To provide customer support and respond to inquiries.To improve and personalize the Services, including analyzing usage trends.To communicate updates, promotions, or offers (only with your consent).To detect and prevent security breaches, fraud, and other unauthorized activities.To comply with legal obligations or enforce our rights under applicable agreements.

Where required by applicable law (e.g., GDPR, CPRA), we will obtain your explicit consent before sending promotional emails or using tracking technologies for advertising purposes. Consent may be withdrawn at any time using the unsubscribe link in our emails or by contacting us at [email protected].

How We Share Your Information

We only share your personal information in the following circumstances:

With Service Providers: We may share your information with third-party vendors or contractors who assist us with payment processing, analytics, IT support, and other services.For Legal Compliance: If required to comply with a legal obligation or to protect our rights.In Business Transfers: If the Company is involved in a merger, sale, or other corporate restructuring.With Your Consent: We will share information with third parties if you provide explicit consent for specific purposes.

We do not sell your personal information to third parties.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website, analyze site traffic, and understand user behavior. Cookies are small data files stored on your device that help us personalize content, remember your preferences, and improve our services. We use both session cookies (which expire when you close your browser) and persistent cookies (which remain on your device for a set period).By using our website, you consent to our use of cookies as described in this policy. You can manage your cookie preferences through your browser settings, where you can refuse or accept cookies, delete existing cookies, or receive notifications when new cookies are set. Please note that disabling cookies may affect the functionality of certain features on our website.We use Google Analytics and Hotjar to analyze traffic and user behavior on our website. You can learn more about their privacy practices and opt-out options at:

Google AnalyticsHotjar

Your Choices and Rights

1. Data Access and Control

You have the right to:

Access the personal information we have collected about you.Request corrections to inaccurate data.Request deletion of your personal information, subject to legal obligations.

2. Opt-Out Options

You can opt out of:

Receiving promotional emails by following the unsubscribe link in our communications.Targeted advertising by adjusting your browser or account preferences.Sharing your data with third parties for advertising purposes.

To exercise your rights, contact us at [email protected].

How We Protect Your Information

We employ a variety of security measures to protect your personal information, including:

Encryption of sensitive data during transmission.Secure servers protected by firewalls.Physical, electronic, and managerial safeguards to reduce unauthorized access.

Despite these precautions, no system is 100% secure, and you provide your data at your own risk.

California and Virginia Privacy Rights

Residents of California and Virginia have specific rights under the CCPA/CPRA and VCDPA. These include:

The right to know what personal data is collected, used, shared, or sold.The right to access, correct, or delete personal information.The right to opt out of the sale or sharing of personal information.The right to non-discrimination when exercising privacy rights.

To exercise these rights, contact us at [email protected].

Service Provider & Data Processor Role for Coaching Clients

In the course of providing services to coaches, consultants, and other professionals, CRM Done Better may grant access to platforms and tools (such as GoHighLevel, ClickUp, or related systems) where our clients collect, store, and manage personal data from their own clients, customers, or website visitors. In these cases, CRM Done Better acts as a data processor (under the General Data Protection Regulation (GDPR)) or a service provider (under the California Consumer Privacy Act (CCPA/CPRA)) on behalf of the client, who is considered the data controller or business.Our Obligations as a Processor / Service Provider:

Process personal data only on the documented instructions of the client, unless otherwise required by applicable law.Implement appropriate technical and organizational measures to safeguard personal data against unauthorized access, disclosure, alteration, or destruction.Not sell or share personal data we process on behalf of our clients for marketing or any commercial purposes.Assist clients (where possible) in responding to data subject access requests, deletion requests, and other obligations under applicable privacy laws.Ensure confidentiality by limiting access to only authorized personnel who are bound by confidentiality obligations.

Clients’ Responsibilities:

Ensure their own compliance with applicable data protection laws.Provide necessary privacy notices and obtain any required consents.Inform their users of how their personal data is collected, used, and shared.Respond to user rights requests, such as access, deletion, or correction.

This section applies to clients and users globally, including but not limited to:

European Union, United Kingdom, Switzerland, Norway, Liechtenstein, Iceland (per GDPR and its equivalents)California (per CCPA/CPRA, where CRM Done Better qualifies as a “service provider”)Other U.S. states and international jurisdictions with privacy requirements that recognize distinctions between controllers and processors or impose similar obligations

If you are a client and need a Data Processing Agreement (DPA) or wish to discuss your responsibilities as a controller, please contact us at [email protected].

Data Breach Notification

In the event of a data breach involving your personal information, we will notify affected individuals as required by applicable laws using the contact information we have on file or via a notice on our Website.

Children’s Privacy (COPPA Compliance)

Business Done Better does not knowingly collect, use, or disclose Personal Data from children under the age of 13. Our website, services, and content are intended for individuals who are at least 18 years old.If you are a parent or guardian and believe that we have collected Personal Data from a child under the age of 13 without your consent, please contact us immediately at [email protected]. We will take prompt steps to delete such information from our records.

Your California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the right to:

Know what categories of personal data we collect, use, disclose, or sellRequest access to the specific personal data we have collected about youRequest deletion of your personal dataOpt out of the sale or sharing of personal data (if applicable)Correct inaccurate personal dataLimit the use and disclosure of sensitive personal data

You can exercise your rights by contacting us at [email protected].We will not discriminate against you for exercising your rights under the CCPA/CPRA.For more details on the categories of information we collect and how we use them, please see the relevant sections in this Privacy Policy.