Privacy Policy

Effective date: August 14, 2026  •  Last updated: August 31, 2026

My Prospect Portal LLC ("MyProspectPortal," "we," "us," or "our") provides an AI-powered website chatbot, lead capture, and CRM platform for small businesses (each, a "Customer"). This Privacy Policy explains how we collect, use, disclose, and protect information when Customers use our platform, and when the customers, leads, or website visitors of our Customers ("End Users") interact with a chatbot, form, or text messaging number powered by MyProspectPortal.

By using our platform or interacting with a business that uses MyProspectPortal, you agree to the collection and use of information as described in this policy. If you do not agree, please do not use our services or provide us with your information.

1. Information We Collect

Information from Customers (business accounts)

When a business signs up for MyProspectPortal, we collect:

• Account information: name, business name, email address, phone number, and password.
• Business content: website content, FAQs, and documents provided to train the AI chatbot.
• Billing information: processed and stored by our payment processor, Stripe. We do not store full payment card numbers on our own servers.
• Usage data: how you interact with the dashboard, CRM, and chatbot configuration tools.
• Integration data: connection identifiers, authorization records, granted scopes, import history, and data retrieved from customer-selected services such as HubSpot, Jobber, and Salesforce.

Information imported from CRMs and files

At a Customer's direction, we may receive contact names, email addresses, phone numbers, companies, lifecycle and lead status, CRM identifiers, deals and pipeline information, and customer-directed notes or tasks from HubSpot, Jobber, or uploaded CSV files. At a Customer's direction, we also send lead and contact details to a connected CRM (for example, creating a client and request in Jobber, or creating and updating a lead in Salesforce). Importing creates a separate copy in My Prospect Portal. A CSV consent-status field is information supplied by the Customer and is not independently verified by us.

Information from End Users (website visitors, leads, and customers of our Customers)

When someone interacts with a MyProspectPortal-powered chatbot, form, or text messaging number, we may collect:

• Contact details voluntarily submitted, such as name, email address, and phone number.
• The content of chat conversations and text messages exchanged with the chatbot or the business.
• Appointment or inquiry details submitted through a form or chat widget.
• Technical data such as IP address, browser type, device type, and general location, collected automatically when interacting with a chat widget or website.

2. How We Use Information

We use the information described above to:

• Operate, maintain, and improve the MyProspectPortal platform.
• Power AI chatbot responses using the business's own content and knowledge base.
• Capture and route leads to the relevant Customer business.
• Import, organize, deduplicate, and synchronize Customer-directed CRM data.
• Enable two-way text messaging (SMS) between a Customer business and its own leads/customers.
• Process payments and manage subscriptions.
• Provide customer support and respond to inquiries.
• Detect, prevent, and address fraud, abuse, or security issues.
• Comply with legal obligations.

We do not sell End User or Customer personal information to third parties, and we do not use SMS opt-in data or phone numbers for our own marketing purposes.

We do not use Customer Data, including data from connected CRMs such as HubSpot, Jobber, and Salesforce, to train or improve shared or cross-customer AI models. Data sent through the OpenAI API is not used by OpenAI to train its models unless the API customer explicitly opts in; My Prospect Portal does not opt in Customer Data for that purpose. OpenAI may retain API abuse-monitoring logs containing prompts and outputs for up to 30 days by default unless different approved data controls apply.

3. Text Messaging (SMS)

MyProspectPortal enables Customer businesses to send and receive text messages with their own leads and customers using Twilio, our SMS delivery provider. This section applies specifically to SMS communications.

• Consent: Where an enabled form or chat flow presents an SMS opt-in, the End User must affirmatively agree; boxes are not pre-checked. Customers remain responsible for configuring lawful capture, maintaining evidence, and not messaging a contact merely because a phone number or unverified imported consent status exists.
• Message frequency and cost: Message frequency varies based on the conversation. Message and data rates may apply.
• Opt-out: End Users may reply STOP to any message to opt out of future text messages at any time, and HELP for assistance.
• No mobile marketing sharing: No mobile information, including phone numbers and SMS consent, will be shared with third parties or affiliates for their own marketing or promotional purposes. Information obtained as part of the SMS consent process will not be shared with any third parties for marketing purposes, except as described in this policy for the purpose of providing the service itself (e.g., our SMS delivery provider, Twilio).
• Content: SMS messages sent through the platform relate directly to the End User's inquiry, appointment, or ongoing conversation with the Customer business — for example, appointment confirmations, follow-up questions, and customer service replies.

4. Google User Data (Gmail Integration)

If a Customer connects a Google (Gmail) account, MyProspectPortal requests the gmail.readonly and gmail.send scopes so the platform can, at that Customer's direction:

• Read incoming and existing email messages — including headers, metadata, and message bodies — to display them in the Customer's inbox and match them to CRM contacts and leads.
• Send email replies from the connected Gmail account, on the Customer's behalf, from within the platform.

Gmail message content and metadata retrieved this way are stored in our Supabase database, encrypted in transit, and are accessible only to the connected Customer's own account. OAuth access and refresh tokens are stored directly and encrypted in the gmail_connections table in our Supabase database; they are not held by Nango or any third-party OAuth orchestration provider.

Limited Use. MyProspectPortal's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Gmail data for advertising, we do not sell it, we do not transfer it to third parties except as needed to provide or secure the Gmail-connected features or as required by law, and we do not use it to train generalized or cross-customer AI/ML models. No human reads Gmail data except with the Customer's explicit consent to resolve a support issue, for security purposes, or where required by law.

A Customer can disconnect Gmail at any time from the dashboard, which revokes our access going forward. Google account permissions can also be reviewed and revoked at myaccount.google.com/permissions.

5. How We Share Information

We share information only as necessary to operate the platform, with the following categories of service providers:

• Supabase — database hosting and storage for account, lead, and CRM data.
• Twilio — SMS message delivery and phone number provisioning.
• Stripe — payment processing and subscription billing.
• AI language model providers (such as OpenAI) — used to generate chatbot responses based on the Customer's own content; conversation text may be processed by these providers to generate a reply.
• n8n Cloud — workflow automation used internally to route leads and notifications.
• Nango — OAuth connection orchestration and token storage for customer-selected integrations.
• Google (Gmail) — a customer-selected email source and destination when connected; we read and send messages at the Customer's direction.
• HubSpot — a customer-selected CRM source and destination when connected.
• Jobber — a customer-selected CRM destination when connected; we create and update clients and requests at the Customer's direction.
• Salesforce — a customer-selected CRM destination when connected; we create and update lead records at the Customer's direction.
• Hosting providers (such as Replit) — application hosting and infrastructure.

These providers are only permitted to use information as needed to provide their service to us and are bound by their own confidentiality and data protection obligations. We may also disclose information if required by law, subpoena, or legal process, or to protect the rights, property, or safety of MyProspectPortal, our Customers, or others.

If MyProspectPortal is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction; we will notify Customers of any such change.

6. Cookies & Tracking

Our marketing website and dashboard may use cookies and similar technologies to keep you signed in, remember preferences, and understand how the site is used. You can control cookies through your browser settings; disabling cookies may affect some site functionality.

7. Data Retention

Customers can configure retention for conversations, captured leads, and durable CRM contacts. The default is to retain these records until the Customer deletes them or selects a retention period. Imported copies remain after a source CRM is disconnected; disconnecting stops future access and synchronization but is not a deletion request. Operational sync payloads are removed after their operational or configured retention period. Authorization, security, billing, and legal evidence may be retained separately as reasonably necessary to establish instructions, prevent abuse, resolve disputes, and comply with law. Deleted production data may remain in restricted backups until the hosting provider's documented backup lifecycle completes.

8. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, disclosure, alteration, or destruction, including encryption in transit, access controls, and least-privilege database permissions. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

9. Your Rights & Choices

Depending on your location, you may have the right to:

• Request access to the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of your information, subject to legal exceptions.
• Customers may export account and Customer Data from Settings and delete individual CRM contacts.
• Opt out of text messages at any time by replying STOP.
• Opt out of non-essential marketing emails via the unsubscribe link in any such email.

To exercise any of these rights, contact us using the details in the "Contact Us" section below. If you are an End User of a Customer business (e.g., a lead or customer of a business using MyProspectPortal), you may also contact that business directly, as they control the underlying customer relationship.

10. California Residents (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) gives you the right to know what personal information we collect, request deletion of that information, and not be discriminated against for exercising these rights. We do not sell personal information as defined under the CCPA. To submit a request, contact us using the details below; we may need to verify your identity before processing your request.

11. Children's Privacy

MyProspectPortal is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date at the top of this page. Continued use of the platform after changes take effect constitutes acceptance of the revised policy.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, contact us at:

My Prospect Portal LLC
Wisconsin, USA
Email: jcmeeter@gmail.com