Privacy policy
Effective date: August 14, 2026 · Last updated: August 14, 2026
This policy explains what Spann Systems, LLC ("Spann Systems," "we," "us") collects when you use spannsystems.com or our services, why we collect it, who we share it with, and what you can ask us to do about it. It applies to our own website and business. It does not cover how our clients handle data on their own sites — those companies publish their own policies.
1. Information we collect
Information you give us
- Contact details — name, email address, phone number, company name, job title.
- Booking and enquiry details — what you tell us in a form, a chat widget, a scheduled call, or an email, including anything you volunteer about your business.
- Message content — SMS, email, web chat, and social messages exchanged with us, including messages handled by our automated assistants.
- Billing information — for clients, the details needed to invoice and collect payment. Card numbers are handled by our payment processor; we do not store full card numbers.
Information collected automatically
- IP address, browser type, device type, operating system, and approximate location derived from IP.
- Pages viewed, referring URL, time on page, and the links you click.
- Cookies and similar technologies, including analytics and advertising identifiers where enabled.
Information from other sources
If you interact with our ads or pages on third-party platforms (for example a search engine, a social network, or a review site), those platforms may pass us limited information such as the ad you clicked or the message you sent. We may also use business data providers to confirm company details.
2. How we use your information
- To respond to your enquiry, book and hold meetings, and follow up with you.
- To deliver, support, and improve the services a client has engaged us for.
- To send service messages — appointment confirmations, reminders, and account notices.
- To send marketing messages where you have opted in, and to measure whether they worked.
- To bill for services and keep accurate financial records.
- To secure our systems, prevent fraud and abuse, and meet legal obligations.
3. SMS and mobile information
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service or messaging delivery, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
We only send text messages to a phone number when the person who owns that number has given express written consent to receive them — by ticking an unchecked consent box on a form, replying to start a conversation, or otherwise agreeing in writing. Consent to receive marketing texts is never a condition of purchasing anything from us.
- Message frequency varies. Up to 4 messages per month.
- Message and data rates may apply. Your mobile carrier's charges are your responsibility.
- To stop, reply STOP to any message. You will receive one confirmation, and we will send no further texts to that number unless you opt in again.
- For help, reply HELP or email [email protected].
- Carriers are not liable for delayed or undelivered messages.
4. Automated systems and AI
We build and operate AI-assisted messaging systems, and we use them in our own business. Some replies you receive from us — by SMS, web chat, email, or social message — may be generated by an automated assistant rather than typed by a person. If you ask whether you are speaking with a person or an automated system, you will be told the truth. A human reviews and can take over any conversation at any point.
We do not use your messages to train publicly available third-party AI models. Where a third-party model provider processes a message on our behalf, they act as our service provider under contract and are not permitted to use that content to train their models.
We do not make decisions producing legal or similarly significant effects about you based solely on automated processing.
5. Cookies and tracking
We use cookies and similar technologies to keep the site working, remember your preferences, measure traffic, and — where enabled — measure advertising. You can block or delete cookies in your browser settings; parts of the site may stop working if you do. Where required by law, we ask for your consent before setting non-essential cookies.
We honor Global Privacy Control (GPC) signals as a valid opt-out of the sale or sharing of personal information where applicable law requires it.
6. How we share information
We do not sell your personal information, and we do not share it for cross-context behavioral advertising in exchange for money. We share it only as follows:
| Who | Why |
|---|---|
| Service providers | CRM and automation platform, messaging and email delivery, telephony, calendar, hosting, analytics, payment processing, accounting. Bound by contract to use the data only to provide the service. |
| Our clients | If you contacted one of our clients through a system we operate for them, your message and contact details go to that client, who is the controller of that data. |
| Professional advisors | Lawyers, accountants, and insurers, where reasonably necessary. |
| Legal and safety | Where we are required by law, subpoena, or court order, or to protect our rights, property, or the safety of any person. |
| Business transfer | If the business is sold or merged, information may transfer as part of that transaction. You will be notified of any material change to this policy. |
7. How long we keep it
We keep personal information only as long as we need it for the purpose it was collected, and then for as long as required for legal, tax, and dispute-resolution purposes. In practice: enquiry records are generally kept for 24 months after last contact, client records for 7 years after the engagement ends, and SMS consent records for as long as we hold the number plus at least four years, because we may need to evidence that consent.
8. Security
We use access controls, encryption in transit, multi-factor authentication on the systems that hold your data, and vendor review before we connect a new tool. No system is perfectly secure, and we cannot guarantee absolute security. If a breach affects your personal information, we will notify you and any regulator as required by law.
9. Your rights and choices
Depending on where you live, you may have the right to:
- Know what personal information we hold about you and get a copy of it.
- Correct information that is inaccurate.
- Delete your personal information, subject to legal exceptions.
- Opt out of the sale or sharing of personal information, and of targeted advertising.
- Limit the use of sensitive personal information.
- Not be discriminated against for exercising any of these rights.
To make a request, email [email protected]. We will verify your identity before acting and respond within the time the law allows. You may use an authorized agent; we will ask for proof of their authority. If we deny a request, you may appeal by replying to our decision, and we will respond within 45 days.
To stop marketing email, use the unsubscribe link in any message. To stop texts, reply STOP.
10. Children
Our site and services are for businesses and are not directed to anyone under 16. We do not knowingly collect personal information from children. If you believe a child has given us information, email [email protected] and we will delete it.
11. Third-party sites
Our site links to third-party websites and platforms we do not control. Their privacy practices are their own, and we are not responsible for them. Read their policies before giving them information.
12. Changes to this policy
We may update this policy. When we do, we will change the "last updated" date above, and for material changes we will give notice on the site or by email before the change takes effect.
13. Contact us
Spann Systems, LLC
1017 Overlook Ridge Rd., Wake Forest, NC 27587
Email: [email protected]
Phone: (703) 895-2202
