Privacy Policy | White Space Solutions

1Introduction

White Space Solutions ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website whitespacesolutions.ai, use our services, or interact with our AI-powered tools.

We provide business automation, AI integration, and data analytics services primarily to real estate investors and business owners in the United States. This policy applies to all information collected through our website, contact forms, chat widget, and any related services.

By accessing or using our services, you agree to this Privacy Policy. If you do not agree with our practices, please do not use our services.

2Information We Collect

Information You Provide Directly

Contact Form Data: Name, email address, company name, phone number, project type, budget range, and message content when you submit our contact form.
Booking Information: Name, email, and scheduling preferences when you book a consultation through our Cal.com integration.
Chat Conversations: Voice and text interactions when you use our AI chat widget powered by Vapi.
Communications: Any information you provide when contacting us via email or other channels.

Information Collected Automatically

Device Information: Browser type, operating system, device type, and screen resolution.
Usage Data: Pages visited, time spent on pages, click patterns, and navigation paths.
Location Data: General geographic location based on IP address (country, region, city).
Referral Data: How you arrived at our website (search engine, referral link, direct visit).
Marketing Attribution: UTM parameters and campaign identifiers for measuring marketing effectiveness.

3How We Use Your Information

We use the information we collect to:

Provide Services: Respond to inquiries, schedule consultations, and deliver our automation and AI services.
Improve User Experience: Analyze usage patterns to enhance website functionality and content.
Communicate: Send service-related updates, respond to requests, and provide customer support.
Marketing (with consent): Send promotional materials and newsletters if you have opted in.
Analytics: Understand how visitors interact with our website to improve our services.
Legal Compliance: Comply with applicable laws, regulations, and legal processes.
Security: Detect, prevent, and address technical issues and fraudulent activity.

4Third-Party Services

We use the following third-party services to operate our website and provide our services. Each service has its own privacy policy governing how they handle your data:

Google Tag Manager & Google Analytics

We use Google Tag Manager to manage analytics and marketing tags. Google Analytics collects anonymous usage data to help us understand how visitors interact with our website. This service uses cookies and is subject to your consent preferences.

Vapi AI Chat Widget

Our AI-powered voice and text chat assistant is provided by Vapi. When you interact with the chat widget, your conversation data (including voice recordings if applicable) may be processed by Vapi to provide responses and improve service quality.

Cal.com Scheduling

We use Cal.com for appointment scheduling. When you book a consultation, your name, email, and scheduling preferences are processed by Cal.com to manage the booking.

Vercel Hosting

Our website is hosted on Vercel. They may collect standard web server logs including IP addresses and user agent strings for security and performance purposes.

We do not sell your personal information to third parties. We only share data with service providers necessary to operate our business and deliver our services.

5Cookies & Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your browsing activity. We implement Google Consent Mode v2 for GDPR compliance, meaning tracking cookies require your explicit consent.

Essential Cookies

Required for basic website functionality. These cannot be disabled and do not collect personal information.

Analytics Cookies (Requires Consent)

Used by Google Analytics to understand how visitors interact with our website. This data helps us improve our content and user experience.

Marketing Cookies (Requires Consent)

Used to track advertising effectiveness and deliver relevant advertisements. These are only activated with your explicit consent.

Managing Your Cookie Preferences

When you first visit our website, you'll see a cookie consent banner where you can accept all cookies, reject non-essential cookies, or customize your preferences. You can change your preferences at any time by clearing your browser cookies and revisiting our site, or by contacting us.

Your consent preferences are stored in your browser's local storage under the key whitespace_consent.

6Data Retention

We retain your personal information for as long as necessary to:

Provide our services and fulfill the purposes outlined in this policy
Comply with legal obligations and resolve disputes
Enforce our agreements and protect our legal rights

Specific retention periods:

Contact form submissions: Retained for up to 3 years after your last interaction, unless you request deletion.
Chat conversations: Retained for up to 1 year for service improvement purposes.
Analytics data: Anonymized and aggregated data may be retained indefinitely for statistical analysis.
Client project data: Retained for the duration of our business relationship plus 7 years for legal compliance.

7Your Rights

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

For All Users

Access: Request a copy of the personal information we hold about you.
Correction: Request correction of inaccurate or incomplete data.
Deletion: Request deletion of your personal information, subject to legal retention requirements.
Opt-Out: Opt out of marketing communications at any time.

GDPR Rights (EU/EEA Residents)

If you are located in the European Union or European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR):

Right to data portability
Right to restrict processing
Right to object to processing
Right to withdraw consent at any time
Right to lodge a complaint with a supervisory authority

CCPA Rights (California Residents)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):

Right to know what personal information is collected
Right to know if your data is sold or disclosed
Right to say no to the sale of personal information
Right to equal service and price (non-discrimination)
Right to delete personal information

Note: We do not sell personal information as defined by the CCPA.

To exercise any of these rights, please contact us at support@whitespacesolutions.ai. We will respond to your request within 30 days.

8Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction:

Encryption: All data transmitted to and from our website is encrypted using HTTPS/TLS.
Access Controls: Access to personal data is limited to authorized personnel who need it for legitimate business purposes.
Secure Hosting: Our website is hosted on Vercel with enterprise-grade security measures.
Regular Reviews: We regularly review and update our security practices.

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to implementing reasonable safeguards.

9Children's Privacy

Our services are designed for business professionals and are not intended for children under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at support@whitespacesolutions.ai, and we will take steps to delete such information.

10International Data Transfers

White Space Solutions is based in Charlotte, North Carolina, USA. If you access our services from outside the United States, your information may be transferred to, stored, and processed in the United States where our servers are located and our central database is operated.

By using our services, you consent to the transfer of your information to the United States and other countries which may have different data protection rules than your country.

For users in the EU/EEA, we rely on Standard Contractual Clauses approved by the European Commission for transfers of personal data to third countries.

11Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

Update the "Last updated" date at the top of this page
Post the updated policy on our website
For material changes, we may notify you by email or through a prominent notice on our website

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

12Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

White Space Solutions

Data Privacy Inquiries

Email: support@whitespacesolutions.ai
Location: Charlotte, NC, USA
Response Time: Within 30 days

You may also visit our Contact Page to get in touch with us.