Privacy
Privacy policy.
What this website collects, how it's used, and how data from a client engagement is handled separately.
What this covers
This policy covers two different things, and they are governed differently. The first is this website: the form you can fill out and the analytics that run while you browse. The second is the data we handle on a client’s behalf once an engagement starts - a client’s CRM records, ad accounts, or call logs. That second category belongs to the client, is governed by the signed statement of work described in our terms of service, and is covered separately in the “Client data” section below.
What we collect on this site
If you submit the contact form: your name, work email, phone number, company, role, number of locations, marketing spend band, current stack, and what you told us you’re trying to measure. The form also has an optional box consenting to text messages. Whether you check it or leave it unchecked, we record that choice along with the time it was made, the page you first arrived on, the page the form was submitted from, and the IP address the submission came from - a declined consent is logged with the same detail as a given one.
If you submit the audit-request form on our dental marketing landing page: your name, work email, phone number, and practice name, plus a monthly ad spend band and, optionally, your number of locations and anything else you told us. That form carries the same SMS consent box, recorded the same way, described above.
If you arrived from a paid ad, we also record the advertising campaign details carried in that arrival page’s web address - the campaign, source, medium, content, and term values, and a click identifier supplied by the advertising platform.
Through analytics - Google Analytics 4 and Google Tag Manager: pages viewed, referring source, approximate location from IP address, and device and browser type.
Cookies and browser storage
This site sets one kind of cookie, and no others. Analytics cookies, set by GA4 and Google Tag Manager, so we can see aggregate traffic and behavior. This is not an advertising cookie - this site does not run retargeting pixels, and we do not sell or share this data with advertisers. You can refuse it through your browser’s cookie controls; refusing it does not affect your ability to browse the site or submit the contact form.
If you arrive from a paid ad, this site separately stores the page you landed on and any campaign parameters using sessionStorage, a browser storage mechanism distinct from a cookie. It holds that information only for the length of your visit and clears automatically when you close the browser tab. It is first-party, held on your device for this site’s own use, and no third party reads it directly.
Text messages
The SMS consent box on the contact form is optional. Leaving it unchecked never affects whether we respond, how fast we respond, or anything else about how this site treats your submission - it only controls whether we text the number you gave us.
If you check it, the messages we send are customer care messages about your inquiry and the services you requested, sent to the number provided on the form. They are not marketing messages. Message frequency varies, and message and data rates may apply. Reply STOP to opt out of text messages, or HELP for help.
Phone numbers and SMS consent collected through this site are not sold, rented, or shared with third parties for their own marketing. Opt-in data is not shared with third parties for marketing purposes.
See our SMS terms for the full text messaging program terms, including who to contact and how to stop.
Retention
A contact form submission that does not turn into a client or an active opportunity is deleted after 30 days. Once a submission becomes a client or opportunity record, we keep it for the life of the relationship plus 10 years. Analytics data is kept according to Google’s retention setting for this property, not a period we set ourselves.
Who processes data on our behalf
Google - analytics (GA4) and tag management (Google Tag Manager) for this site.
GoHighLevel - receives submissions from the forms on this site, including the phone number, and stores them as leads. The same calendar you can book a time on from our dental landing page’s confirmation screen runs on GoHighLevel’s own booking product - it is not a separate processor, and we do not embed it on this site; it only opens in its own tab if you choose to click it.
Vercel - hosts this website.
Sentry - receives contact form submission details, including name, email, phone, and company, but only when a submission fails to reach GoHighLevel or is flagged as possible spam, for the purpose of recovering that inquiry by hand.
We do not use a processor beyond the four listed here.
Data security
Contact form submissions travel over HTTPS from your browser to our servers, and from there to our CRM over an encrypted connection - there is no unencrypted path for a submission. Access to submissions is limited to the people who work on inquiries. This site does not collect payment card numbers, bank account details, Social Security numbers, or government identification numbers, and the contact form has no field for any of them. Where a submission fails to reach our CRM, its details are recorded in our error monitoring so the inquiry can be recovered by hand rather than lost silently, and those records carry the same retention period as the submission itself.
Client data
When an engagement gives us access to a client’s systems - a CRM, an EMR, a call tracking platform, an ad account - that access is granted by the client, scoped to what the engagement requires, and used only for that engagement. It is handled by the same senior team described on our about SiteOptz page, not a rotating pool of contractors.
Where a client is a covered entity, we sign a Business Associate Agreement before any work touching protected health information begins. Our team has completed HIPAA training, and we operate under written policies and safeguards governing how that data is stored, handled, and who can access it. We make no certification claim beyond this - no HIPAA certification exists, and no government body issues one.
We work to keep patient and customer identifiers out of the advertising platforms and analytics tools we configure, using de-identified or hashed values wherever a platform requires an identifier at all. Client data is never used to train any model, and it is never shared between clients - what we learn on one engagement stays with that engagement.
Your choices
To request access to, a correction of, or deletion of the information we hold about you, email info@siteoptz.com. We respond within one business day, the same commitment we make for every inquiry through this site.
Changes to this policy
We update this policy when what we collect or how we handle it changes. This version was last updated October 21, 2026.
How to reach us
Vortex Demand, LLC, doing business as SiteOptz
9595 Six Pines Dr., Ste 8210, The Woodlands, TX 77380
info@siteoptz.com
Questions about a specific engagement are best asked directly - see our four-stage engagement process for how one runs, or book a call to talk to someone about it.