Privacy Policy

1. Who this policy covers

This policy applies to convertrev.com, our forms and client portals, and the marketing, sales, and communication programs we run under the Convert name — including our text message, email, and calling programs.

It does not cover information we process on behalf of a client clinic inside that clinic's own CRM, ad accounts, or systems. In those cases the clinic decides how the data is used, its own privacy policy applies, and we act as a service provider under our contract with them. See Section 9.

2. Information we collect

Information you give us

• Contact and business details — name, email address, phone number, clinic or company name, role, monthly ad spend range, and anything else you type into a form on our site or tell us on a call.
• Request and support content — the contents of website-update requests, support messages, files or links you send us, and our correspondence with you.
• Client account information — billing contacts, payment details processed by our payment provider, and the credentials or access you grant us to your ad, CRM, and analytics accounts.

Information collected automatically

• Device and usage data — IP address, browser and device type, pages viewed, referring URL, and time spent, collected through cookies and similar technologies.
• Advertising identifiers — event data from tags such as Google Tag Manager and advertising pixels that tell us which ad or campaign brought you here.

Information from other sources

• Advertising and lead platforms — when you submit a lead form on Meta, Google, or a landing page we operate, that platform passes us your submission.
• Events and referrals — contact details you give us at conferences, talks, or through a mutual connection.
• Business data providers — publicly available or licensed business contact information used to identify clinics that may be a fit.

We do not ask for and do not want sensitive personal information such as Social Security numbers, government ID numbers, precise geolocation, or health conditions. Please don't send them to us.

3. Text messages (SMS/MMS)

We send text messages to people who have given express written consent — for example, by checking a consent box on one of our forms, texting us first, or asking us to follow up by text. Consent to receive marketing texts is never a condition of buying anything from us.

Some of our texts are sent by automated systems, including AI text agents that can hold a short back-and-forth conversation and hand off to a person. You can ask to speak to a human at any time.

Carriers supported include the major U.S. wireless carriers. Delivery is not guaranteed on every carrier or device.

4. Email

We email people who have contacted us, requested information, attended one of our events, subscribed to our list, or are an existing client. Marketing emails include an unsubscribe link in every message, and we honor unsubscribes promptly.

Unsubscribing from marketing email does not stop transactional or service messages — invoices, security notices, and messages about work in progress for your clinic. To stop those, you'd need to end the underlying engagement.

We use email delivery tools that record whether a message was opened and whether links were clicked, so we can tell what's useful and stop sending what isn't.

5. Calls & AI voice agents

We call and leave voicemails for people who have given us their phone number and consented to be contacted, or with whom we have an existing business relationship. Some calls are placed or answered by automated AI voice agents rather than a person.

To stop calls, tell the person or agent on the line to put you on our do-not-call list, or email convert@convertrev.com. We maintain an internal do-not-call list and honor requests promptly.

6. How we use information

• Respond to inquiries, schedule and run discovery calls, and send proposals.
• Provide our services — running ads, building and operating CRMs, standing up follow-up sequences, and training client teams.
• Send the texts, emails, and calls described above, and follow up on leads that go quiet.
• Bill clients, keep records, and manage our accounts.
• Measure and improve our marketing — attribute leads to campaigns, report on performance, and build lookalike or retargeting audiences on advertising platforms.
• Route and triage internal requests, including using AI tools to classify a website-update request and send it to the right team.
• Protect our site and systems against fraud, abuse, and spam, including rate limiting and bot filtering.
• Comply with law and enforce our Terms of Service.

We do not use AI tools to make legally or similarly significant decisions about you without human review.

7. How we share information

We do not sell your personal information for money. We share it in these situations:

• Service providers who run parts of our operation under contract — CRM and messaging platforms (including GoHighLevel/LeadConnector), telephony and SMS carriers, email delivery providers, project management tools (ClickUp), AI providers used for routing and agent features (including Anthropic), hosting and infrastructure providers, analytics providers, and payment processors. They may use the data only to perform services for us.
• Advertising platforms such as Meta and Google, when we upload or match audience data for retargeting and lookalike audiences, or when their pixels record site events. Under some state privacy laws this counts as “sharing” or “targeted advertising” even though no money changes hands — see Section 12 for how to opt out.
• Clients — if you are a lead generated for a client clinic, your information goes to that clinic so they can follow up with you.
• Professional advisors — lawyers, accountants, and auditors, under confidentiality obligations.
• Legal and safety — when required by law, subpoena, or court order, or to protect the rights, property, or safety of Convert, our clients, or the public.
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to this policy.

8. Cookies & tracking

We use cookies, pixels, and similar technologies to keep the site working, remember preferences, measure traffic, and run advertising. Our site loads Google Tag Manager, which may in turn load analytics and advertising tags.

You can control cookies through your browser settings, and you can limit ad personalization through the advertising platforms directly or through industry tools such as the Digital Advertising Alliance and Network Advertising Initiative opt-out pages. Blocking cookies may break parts of the site.

We honor Global Privacy Control (GPC) signals as an opt-out of targeted advertising where applicable law requires it.

9. Data we handle for clients

When we run campaigns and CRMs for a client clinic, we process contact information about that clinic's leads and patients — names, phone numbers, email addresses, inquiry details, appointment status, and message history — inside the client's systems and on their instructions.

For that data:

• The client is responsible for having a lawful basis and the necessary consents to contact those people, including consent for texts and automated calls.
• We act as a service provider / processor. We use the data only to deliver services to that client, and we don't sell it or use it to build our own marketing lists.
• If you got a text, email, or call from a clinic and want it to stop, replying STOP or unsubscribing works. You can also contact the clinic directly, or write to us and we'll pass the request along.

10. Health information

Convert works with pre-patient marketing data — someone who asked about a program, not a medical record. We do not accept, request, or intentionally process protected health information (PHI) as defined by HIPAA, and we are not acting as a HIPAA business associate unless we've signed a separate written business associate agreement with you.

Clients should not send us clinical notes, diagnoses, lab results, prescriptions, or anything else from an EMR. If PHI reaches us anyway, we'll delete it or return it and let the client know.

11. Retention & security

We keep personal information for as long as needed for the purpose it was collected, and then as long as we need it for legal, tax, accounting, and dispute-resolution reasons. Records of consent and opt-out requests are kept for as long as needed to prove compliance — meaning that if you opt out, we keep enough information to make sure we don't contact you again.

We use reasonable administrative, technical, and physical safeguards, including access controls, encryption in transit, and vendor review. No system is perfectly secure, and we can't guarantee the security of information transmitted to us.

12. Your privacy rights

Depending on where you live, you may have the right to:

• Know what personal information we hold about you and how we use it.
• Get a copy of it, or have it sent to another provider.
• Correct information that's wrong.
• Delete it, subject to legal exceptions.
• Opt out of targeted advertising and of any “sale” or “sharing” of your personal information.
• Not be discriminated against for exercising these rights.

To make a request, email convert@convertrev.com with the details. We'll verify your identity — usually by confirming information we already have — and respond within the time the law allows, generally 45 days. An authorized agent may submit a request on your behalf with written permission.

If your data was collected on behalf of a client clinic, we'll forward your request to that clinic, since they control it.

If we deny your request you may appeal by replying to our response with the word “appeal” and a short explanation.

13. State-specific disclosures

California

In the past 12 months we have collected the categories of personal information described in Section 2 — identifiers, commercial information, internet activity, professional or employment information, and audio recordings of calls — from the sources and for the purposes described above. We have not sold personal information for money. We do share personal information with advertising platforms for cross-context behavioral advertising; to opt out, email us or send a Global Privacy Control signal. We do not knowingly collect the personal information of anyone under 16.

Other states

Residents of states with comprehensive privacy laws — including Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and Montana — have the rights listed in Section 12, exercised the same way. We do not process personal information for profiling that produces legal or similarly significant effects.

14. Children

Our site and services are for businesses and adults. We do not knowingly collect personal information from anyone under 18. If you believe a minor has given us information, email us and we'll delete it.

15. Changes to this policy

We may update this policy as our services, vendors, or the law change. The “last updated” date at the top will change, and material changes will be announced on this page. Continuing to use our site or services after an update means you accept the revised policy.

16. Contact us

See also our Terms of Service.