Privacy Policy

Introduction

A4TEAM INC ("A4TEAMS," "A4TEAM," "we," "us," or "our") operates a Software as a Service (SaaS) platform and mobile applications accessible at https://a4teams.com, https://app.a4teams.com, and through iOS and Android mobile apps (collectively, the "Platform"). We provide marketing automation, customer relationship management (CRM), lead generation, email and SMS campaign management, website building, search engine optimization (SEO), call tracking, WhatsApp messaging, and related software consulting services to small and medium-sized businesses (our "Clients" or "you").

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information and data when you:

• Use our web-based Platform or mobile applications as a Client (business customer)
• Interact with us as a prospective customer or website visitor
• Are an end user whose data is processed through our Clients' use of our Platform ("End Users")
• Engage with us for software consulting or custom development services
• Communicate with us via phone, SMS, WhatsApp, or other messaging platforms

We are committed to transparency and compliance with applicable data protection laws, including the General Data Protection Regulation ("GDPR"), California Consumer Privacy Act ("CCPA"), Telephone Consumer Protection Act ("TCPA"), and other relevant privacy and telecommunications regulations.

By using our Platform, mobile apps, or services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.

1. Mobile Application Data Collection

If you use our mobile applications (A4TEAMS for iOS or Android), we collect additional information specific to mobile devices. Mobile data collection is governed by the same principles as our web Platform but includes device-specific elements.

1.1 Device Information and Identifiers

When you install and use our mobile apps, we automatically collect:

• Device identifiers: UDID (iOS), Android ID, advertising ID (IDFA/AAID)
• Device model, manufacturer, and hardware specifications
• Operating system version (iOS version, Android version)
• Mobile network information: Carrier name, network type (4G, 5G, WiFi)
• Screen resolution and device orientation
• App version number and build information
• Device language and timezone settings
• Battery level and charging status (for performance optimization)
• Available storage space

1.2 Mobile Permissions and Access

Our mobile apps may request the following permissions. All permissions are optional unless marked as required, and you can modify them in your device settings at any time:

Camera (Optional)

• Purpose: To upload photos to client profiles, attach images to notes, scan business cards, or capture documents
• When requested: When you tap 'Take Photo' or 'Scan Business Card'
• Data stored: Photos are uploaded to our secure servers and associated with your account

Photo Library / Storage (Optional)

• Purpose: To select and upload existing photos, documents, or files from your device
• When requested: When you tap 'Upload Photo' or 'Attach File'
• Data stored: Selected files are uploaded to our servers; we do not access your entire photo library

Contacts (Optional)

• Purpose: To import contacts into your CRM, auto-fill contact information, or identify callers
• When requested: When you choose 'Import Contacts' or enable caller ID features
• Data stored: Contact names, phone numbers, and email addresses are synced to your A4TEAMS CRM
• Control: You can delete imported contacts at any time from your account dashboard

Location Services (Optional)

• Purpose: To provide location-based features (check-in, geo-tagged notes, local search optimization, nearby client mapping)
• When requested: When you enable location features or use 'Find Nearby Clients'
• Precision: We request 'When in Use' location access, not background tracking
• Data collected: GPS coordinates, IP-based location, cell tower/WiFi triangulation
• Data stored: Location data is associated with check-ins, notes, or analytics (not continuous tracking)

Microphone (Optional)

• Purpose: To record voice notes, enable voice-to-text transcription, or record phone calls (where legally permitted)
• When requested: When you tap 'Record Voice Note' or enable call recording
• Data stored: Audio recordings are encrypted and stored on our servers with timestamps

Phone / Call Logs (Optional)

• Purpose: To enable click-to-call functionality, log calls in CRM, track call duration and outcomes
• When requested: When you enable call tracking features or tap phone numbers to dial
• Data collected: Call duration, timestamp, phone number dialed, call disposition
• Data stored: Call logs are saved to your CRM contact records

Notifications (Recommended)

• Purpose: To send push notifications for new leads, appointments, messages, and system alerts
• When requested: During initial app setup or when you enable notifications
• Data collected: Push notification token (device-specific identifier)
• Control: You can disable notifications in device settings or within the app

2. Payment and Financial Data

2.1 Payment Information Collection

To process subscription payments, in-app purchases, and usage-based charges, we collect payment information through our third-party payment processors. We are PCI-DSS compliant by design, meaning we never directly store full credit card numbers on our servers.

Information Collected via Payment Processors

• Credit card number (stored securely by Stripe, not by A4TEAMS)
• Cardholder name as it appears on the card
• Card expiration date and CVV/CVC security code (not stored after authorization)
• Billing address (street, city, state/province, postal code, country)
• Payment method type (Visa, Mastercard, Amex, ACH, PayPal, etc.)
• Last 4 digits of card number and card brand (for display in your account dashboard)
• Payment processor transaction IDs and timestamps

2.2 Payment Processors and PCI Compliance

We partner with PCI-DSS Level 1 certified payment processors to handle all card transactions securely:

• Stripe, Inc. (primary processor): https://stripe.com/privacy
• PayPal Holdings, Inc. (alternative): https://www.paypal.com/privacy

When you enter payment information, it is transmitted directly to the payment processor via encrypted connection (TLS 1.3). A4TEAMS receives only a tokenized reference which cannot be used to reconstruct the original card number.

3. Location Data Collection and Use

We collect location data in several ways depending on how you interact with our Platform and which features you enable. Location data is always collected with your explicit permission (on mobile) or implicitly through your IP address (on web).

3.1 Types of Location Data Collected

Precise Location (GPS) - Mobile Apps Only

• Collected when: You grant location permission and use location-based features
• Accuracy: Latitude and longitude coordinates accurate to within 10-50 meters
• Collection method: Device GPS, WiFi triangulation, cellular tower location
• Frequency: Only when actively using location features, not continuous background tracking

Approximate Location (IP-Based) - Web and Mobile

• Collected when: You access the Platform via web browser or mobile app
• Accuracy: City or regional level (e.g., 'Philadelphia, PA')
• Collection method: IP address geolocation via MaxMind or similar services
• Frequency: Automatically collected with every Platform access

4. Phone, SMS, and Messaging Communications

Our Platform includes robust communication features for phone calls, text messages (SMS), and third-party messaging platforms like WhatsApp. This section explains how we handle communication data and compliance with telecommunications regulations.

4.1 Phone Call Data Collection and Recording

When you use our Platform to make or receive phone calls, we collect:

• Caller and recipient phone numbers
• Call timestamp (date and time initiated)
• Call duration (in seconds)
• Call outcome/disposition (answered, voicemail, busy, no answer)
• Notes or tags added to the call record

4.2 SMS (Text Message) Communications

SMS marketing is heavily regulated in the United States under the Telephone Consumer Protection Act (TCPA) and carrier guidelines. You agree to:

• Obtain prior express written consent before sending marketing SMS (opt-in required)
• Provide clear opt-out instructions in every marketing message (e.g., 'Reply STOP to opt-out')
• Honor opt-out requests immediately (within 1 message send)
• Not send SMS to phone numbers on the Do Not Call (DNC) registry for marketing purposes
• Include your business name and contact information in messages
• Send messages only during reasonable hours (typically 8 AM - 9 PM recipient local time)

Violation of TCPA can result in fines of $500-$1,500 per message. A4TEAMS provides compliance tools (opt-out automation, consent tracking), but YOU are responsible for ensuring compliance.

4.3 WhatsApp Business Messaging

If you enable WhatsApp Business API integration, we facilitate messaging between you and your customers via WhatsApp. Key compliance requirements:

• Opt-in required: Recipients must initiate conversation or provide explicit consent
• 24-hour messaging window: After a recipient messages you, you have 24 hours to respond freely
• Message templates: Marketing and promotional messages must use Meta-approved templates
• Opt-out: Recipients can block your WhatsApp Business number at any time

5. Third-Party Services and Integrations

A4TEAMS integrates with numerous third-party services to provide enhanced functionality. Key integrations include:

Service Category	Providers	Purpose
Communication	Twilio, MessageBird, Vonage	SMS, voice calls, WhatsApp messaging
Email Delivery	SendGrid, Amazon SES, Mailgun	Transactional and marketing emails
Payment Processing	Stripe, PayPal	Credit card processing, subscriptions
Cloud Infrastructure	Railway, Vercel, AWS, Google Cloud	Application hosting, storage, CDN
Authentication	Clerk, Google OAuth, Microsoft Azure AD	User authentication, SSO, MFA
AI & Content	OpenAI, Google Cloud AI	Website builder, content generation
Analytics	Google Analytics, Mixpanel, Sentry	Usage analytics, error tracking

6. Platform Maintenance and Data Availability

6.1 Scheduled Maintenance

We perform routine maintenance to ensure Platform security, stability, and performance. Scheduled maintenance:

• Frequency: Typically monthly or quarterly
• Duration: Usually 1-4 hours
• Timing: Scheduled during low-traffic periods (e.g., Sunday 2:00 AM - 6:00 AM ET)
• Notification: Announced at least 72 hours in advance via email and in-app banner

6.2 Data Backup and Disaster Recovery

We implement comprehensive backup procedures:

• Real-time replication: Database writes replicated to secondary servers within 1 second
• Daily backups: Full database snapshots at 3:00 AM ET daily, retained for 30 days
• Weekly backups: Comprehensive backups every Sunday, retained for 90 days
• Monthly backups: Long-term archival backups, retained for 1 year

7. Your Privacy Rights

7.1 General Rights (All Users)

• Right to Access: Request a copy of personal information we hold about you
• Right to Correction: Request correction of inaccurate or incomplete information
• Right to Deletion: Request deletion of personal information (subject to legal exceptions)
• Right to Data Portability: Receive your data in machine-readable format
• Right to Withdraw Consent: Withdraw consent for data processing at any time
• Right to Object: Object to processing for direct marketing or legitimate interests

7.2 GDPR Rights (EEA Residents)

If you are located in the European Economic Area, United Kingdom, or Switzerland, you have additional rights:

• Right to restriction of processing
• Right to lodge a complaint with your local data protection authority
• Right to automated decision-making protection

7.3 CCPA Rights (California Residents)

California residents have specific rights under CCPA/CPRA:

• Right to know what personal information is collected and how it's used
• Right to delete personal information
• Right to opt-out of sale or sharing (we do not sell personal information)
• Right to correct inaccurate personal information
• Right to non-discrimination for exercising privacy rights

7.4 How to Exercise Your Rights

To exercise any of these rights, contact us at:

• Email: privacy@a4teams.com
• Subject line: 'Privacy Rights Request - [Your Request Type]'
• Include: Your name, email address, account details, and description of request

We will verify your identity and respond within 30 days (45 days for complex requests).

8. Data Security

We implement industry-standard security practices:

Technical Safeguards

• Encryption in transit (TLS 1.2+ for all data transmission)
• Encryption at rest for sensitive data stored in databases
• Secure password hashing using industry-standard algorithms
• Multi-factor authentication (MFA) options for account access
• Regular security audits and vulnerability assessments
• Automated backup systems with encrypted off-site storage

Organizational Safeguards

• Access controls limiting employee access on a need-to-know basis
• Background checks and confidentiality agreements for all personnel
• Regular security training for employees and contractors
• Incident response plan and breach notification procedures

9. International Data Transfers

A4TEAMS is based in the United States. If you access our Platform from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.

When we transfer personal data from the EEA, UK, or Switzerland to the United States, we rely on:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Adequacy Decisions for countries with adequate data protection
• Your explicit consent where required

10. Children's Privacy

Our Platform is not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. If you are under 18, you may not use our Platform or provide any information to us.

If we learn that we have collected personal information from a child under 18 without parental consent, we will delete that information immediately. If you believe we have inadvertently collected information from a child, please contact us at privacy@a4teams.com.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by:

• Posting the updated Privacy Policy with a new 'Last Updated' date
• Sending an email notification to your account email address
• Displaying a prominent notice on our Platform or login page

Your continued use of our Platform after changes are posted constitutes acceptance of the updated Privacy Policy.