Last updated: 2026-05-18 · Pending final counsel review
Account info (email, agency name, recruiter role, workspace settings), candidate data you upload to your workspace (names, contact info, specialty, license state, shift, pay, certs, contract dates), send events (delivery, reply, opt-out, bounce, complaint), and usage telemetry (in-app actions, page views, API calls). We never collect or store protected health information; our scanner blocks PHI markers before any outbound send.
We use your data to operate the ColdConvert workspace you control: matching candidates, scoring sequences, executing reviewed outreach via email, SMS, and AI voice, recording opt-outs and consents, and generating audit logs of every send. We do not sell your data. We do not train external AI models on your data. We use aggregated, de-identified analytics to improve product reliability.
Third-party services we use to deliver ColdConvert: Supabase (database, auth), Railway (application hosting), Resend (email delivery), Telnyx (SMS delivery and TCR-registered 10DLC numbers), Vapi (AI voice), Memberstack (authentication UI), Webflow (marketing site), and Cloudflare (CDN, edge). Each is contractually obligated to handle your data only on our instructions.
TLS in transit. Encryption at rest in Supabase. Workspace-scoped data isolation. Role-scoped permissions inside a workspace. Memberstack-authenticated access. Audit logging of clickwrap acknowledgements, opt-ins, and every send. Operational disclosure at /security.
We retain your workspace data while your account is active and for a reasonable period after account closure to support audit, compliance, and dispute resolution. You can request export or deletion of your workspace data at any time by emailing the address below.
You may access, correct, export, or delete your data. You may opt out of any non-essential email from us. You may revoke consent at any time. If you are a candidate contacted via a ColdConvert customer’s sequence, your opt-out request flows to that customer’s suppression list and we honor it across all future sends.
Privacy questions: bgrantom@coldconvert.net. ColdConvert LLC, Houston, TX.
Note: This privacy policy is pending final review by counsel and may be revised before broad rollout. Treat the operational practices described as accurate; treat the legal wording as draft.
Related: Terms of Service · Disclaimer Agreement · Security · Trust