Privacy Policy

Information We Collect

We collect information you provide directly, information entered into the Service by our customers and their authorized users, and limited technical information collected automatically.

Information may include:

• Account information, such as name, email address, phone number, organization, role, and Google profile information if you sign in with Google.

• CRM and business records, such as contacts, companies, provider communities, tasks, notes, uploaded files, and communications.

• Client intake and case information, which may include contact details, family information, care preferences, health and medical information, financial or insurance information, legal-document information, signatures, and related uploads.

• Communications data, including transactional emails, client access links, newsletter subscription information, SMS/text message content and delivery metadata when messaging features are used, SMS opt-in and consent records, and, if enabled by a customer, Gmail message content and metadata used for CRM email features.

• Voice, image, or document content when a user chooses to use features such as transcription, business-card scanning, document upload, or AI-assisted summarization.

• Technical and security data, such as IP address, browser type, device information, log data, authentication cookies, audit logs, error reports, and usage information needed to operate and secure the Service.

The Service is intended for business users and is not directed to children under 13. Children under 13 may not create user accounts. Customers are responsible for ensuring they have appropriate authority to enter information about minors into the Service.

How We Use Information

We use information to:

• Provide, maintain, secure, and improve the Service.

• Authenticate users and manage customer organizations, roles, permissions, and client portal access.

• Store, search, display, and process CRM, intake, provider, task, note, document, and communication records.

• Send transactional emails, access links, and notifications.

• Deliver customer-initiated newsletters and other communications through the Service.

• Send AdvisorCompass product updates or marketing communications to business users, subject to their communication preferences.

• Send SMS/text messages that a customer’s authorized users initiate when recipients have opted in, such as tour schedules, appointment reminders, and other case-related updates, when SMS features are enabled for that customer organization.

• Provide optional integrations and features, including Google sign-in, Gmail email features, maps, address lookup, file upload, transcription, OCR, and AI-assisted extraction or summarization.

• Monitor performance, debug errors, prevent abuse, enforce agreements, and comply with legal obligations.

We do not sell personal information. We do not use Google user data obtained through Gmail APIs to develop, improve, or train generalized AI or machine learning models.

Sensitive and Health-Related Information

Customers may use the Service to store health-related, financial, legal, and other sensitive information about clients and families. We protect designated sensitive fields with encryption at rest, organization-scoped access controls, audit logging, and automatic session logoff for roles that access electronic health information.

Whether HIPAA applies depends on the customer, the services being provided, and the parties’ legal relationship. When AdvisorCompass acts as a business associate, the parties may need to enter into a Business Associate Agreement before protected health information is processed through the Service.

How We Share Information

We share information only as needed to provide the Service, at a customer’s direction, or as otherwise described in this Policy.

We may share information with:

• Authorized users within the same customer organization, according to their roles and permissions.

• Service providers that help us host, store, secure, monitor, and operate the Service, including providers for hosting, databases, file storage, email delivery, SMS delivery, authentication, maps, OCR, AI processing, transcription, error monitoring, caching, and cloud infrastructure.

• Third parties when a customer or user directs us to share information, such as sending case information, provider communications, print materials, or newsletters.

• Law enforcement, courts, regulators, or others when required by law or necessary to protect rights, safety, security, or the integrity of the Service.

• A successor or acquirer in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate protections.

A current list of major subprocessors is available on our subprocessor list.

We do not share Google user data with advertisers or data brokers.

Mobile information and SMS opt-in data: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information collected for SMS opt-in and text messaging is used only to deliver the messaging program the recipient agreed to. We use SMS delivery providers solely to transmit messages on our behalf; they do not use mobile numbers for their own marketing.

SMS and Text Messaging

When SMS features are enabled for a customer organization, authorized users may send text messages to clients, family members, or other contacts through the Service on behalf of that organization.

Recipients provide consent directly to the customer organization whose placement advisor is messaging them. Consent is specific to that organization's case-related messaging program and is not a condition of receiving services. We do not sell, rent, or share mobile phone numbers or SMS opt-in/consent data with third parties or affiliates for marketing or promotional purposes.

Text messages are sent by or on behalf of the customer organization identified in the message. AdvisorCompass provides the technology used to transmit and manage those messages but does not independently select the recipients or content of customer-initiated messages.

Messages are advisor-initiated and relate to a client’s case or placement workflow, such as tour schedules, appointment reminders, schedule changes, and other case-related updates. They are not third-party promotional marketing messages sent by AdvisorCompass on its own behalf.

Recipients may opt in through:

• Intake or questionnaire consent: Affirmatively agreeing (for example selecting Yes) during client intake or a related questionnaire to receive SMS messages about their case from their placement advisor through Advisor Compass.

• Advisor-recorded consent: An authorized user may document that the recipient previously provided consent directly to the customer organization, whether verbally, electronically, or in writing. Recording consent in Advisor Compass does not itself create consent, and the customer is responsible for obtaining and maintaining legally sufficient consent before messaging the recipient.

Consent to receive text messages is not a condition of purchasing or receiving services.

Message frequency varies based on case activity and advisor actions. Message and data rates may apply.

Recipients may opt out at any time by replying STOP to a message. For help, reply HELP or contact us at info@advisorcompass.ai.

For additional SMS program terms, see our Terms of Service.

Google User Data

Advisor Compass may use Google sign-in and optional Gmail integrations.

For Google sign-in, we receive basic profile information, such as name, email address, and profile image, to authenticate and manage your account.

For Gmail integrations, customers may enable outbound CRM email and inbound reply capture. Google user data is accessed only after the user or customer authorizes the applicable integration. Depending on the enabled features, relevant Google data may be securely stored in the Service so that authorized users can view email history, associate communications with CRM records, and receive replies. We use Gmail data only to provide user-facing email features that the customer or authorized user has enabled, such as sending CRM email, storing sent-message history, matching replies to client cases, and displaying relevant email activity in the Service.

Google user data is shared only with service providers as necessary to operate these enabled features, subject to appropriate contractual and security protections.

Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. You may revoke Google access through your Google Account permissions page or by contacting us at info@advisorcompass.ai.

AI and Automated Processing

Some optional features use third-party AI or machine-learning services to perform requested tasks, such as summarizing a voice note, extracting information from documents, parsing business-card text, or helping structure CRM content. AI outputs are suggestions and should be reviewed by customers and authorized users before use.

We configure AI service providers, where available, so customer content is used only to provide the requested feature. For example, our OpenAI API integration is configured with zero data retention for model training. Other providers are subject to their applicable agreements and feature settings.

Cookies

We use cookies and similar technologies to keep users signed in, secure sessions, remember limited organization or branding context, and operate the Service. You can control cookies through your browser settings, but disabling cookies may prevent parts of the Service from working.

We do not currently use a separate third-party advertising cookie program in the Service.

Data Retention

We retain information for as long as needed to provide the Service, comply with legal obligations, resolve disputes, enforce agreements, and follow customer instructions. Customer content is generally retained for the duration of the customer relationship and for a limited period afterward, as described in the applicable customer agreement or deletion procedures. Certain information may be retained longer when required for security, fraud prevention, dispute resolution, legal compliance, or enforcement of our agreements.

Customers may delete or request deletion of certain records through the Service or by contacting us.

Security

We use administrative, technical, and organizational safeguards designed to protect personal information, including encryption in transit, encryption at rest for designated sensitive fields, role-based and organization-scoped access controls, audit logging, and vendor controls. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

If we discover a security incident affecting personal information, we will investigate and provide notices to customers, individuals, or authorities when required by applicable law and our agreements.

Your Choices and Rights

Depending on where you live, you may have rights to access, correct, delete, export, restrict, or object to certain processing of your personal information.

If you are an authorized user, visitor, or person who provided information directly to AdvisorCompass, contact us at info@advisorcompass.ai. If your information was entered into Advisor Compass by one of our customers, please contact that customer first. We will assist our customers with privacy requests when required.

You may opt out of AdvisorCompass marketing emails by contacting us at info@advisorcompass.ai. Customer-sent newsletters and communications are controlled by the customer that sends them and may include their own unsubscribe instructions.

If you receive SMS messages through the Service, you may opt out by replying STOP to a message. You may also contact us at info@advisorcompass.ai for help.

International Users

AdvisorCompass is operated from the United States. If you access the Service from outside the United States, your information may be processed in the United States and other locations where we or our service providers operate.

Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version with a revised “Last updated” date and provide additional notice when required by law or when changes are material.

Contact Us

AdvisorCompass LLC
info@advisorcompass.ai