Privacy Policy

1. Introduction

Welcome to WebSuite Media and VoiceAIForms. We respect your privacy and are committed to protecting your personal data. This privacy policy will inform you about how we handle your personal data when you visit our websites (including https://websuitemedia.com, https://voiceaiforms.com, https://aivoiceforms.com, and https://formversation.com), use our services, and tells you about your privacy rights and how the law protects you.

2. Who We Are

Schultz Resource Management, Inc., doing business as WebSuite Media ("Company," "we," "us," or "our"), is the controller and responsible for your personal data.

Contact Details:

Schultz Resource Management, Inc. dba WebSuite Media

5515 Ferry Dr., Helena, MT 59602, USA

Email: eric@websuitemedia.com

3. The Data We Collect About You

We may collect, use, store, and transfer different kinds of personal data about you, including:

3.1. Data We Collect Directly From You

Identity Data: First name, last name, username or similar identifier

Contact Data: Email address, telephone numbers, billing address

Financial Data: Payment card details (processed securely through Stripe; we do not store complete card details)

Form Data: Forms you create, form questions, form settings, themes, and customizations

Voice Data: Voice recordings and audio data when you use voice input features (processed temporarily for transcription purposes only)

3.2. Data We Collect Automatically

Technical Data: IP address, browser type and version, time zone setting, operating system, and platform

Usage Data: Information about how you use our websites, products, and services

Cookie Data: Data collected through cookies, pixels, and similar technologies

3.3. Special Note About Form Responses

If you are a VoiceAIForms user creating forms: You are the data controller for any personal data collected through your forms. We act as a data processor. You are responsible for providing privacy notices to your form respondents, obtaining necessary consents, and complying with applicable data protection laws.

If you are responding to a form: The form creator is responsible for how your data is collected and used. Please review their privacy policy.

4. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data to:

• Provide and maintain our Service
• Process your transactions and manage your account
• Communicate with you about service updates and support
• Improve our services through analytics
• Protect our services and users from fraud and abuse
• Comply with legal obligations

5. Cookies and Similar Technologies

We use cookies and similar technologies to enhance your experience, gather general visitor information, and track visits to our website. Cookies are small files that offer a better user experience. You can control cookies through your browser settings.

Pixels (web beacons) are used in connection with cookies to track activity on our website and capture data to improve the efficiency of our ads and marketing efforts.

6. How We Share Your Personal Data

We may share your personal data with:

• Service Providers: Stripe for payment processing, third-party AI services for voice-to-text conversion, cloud hosting providers, analytics services
• Affiliate Partners: Limited data for commission purposes (we do not share financial details)
• Form Creators: If you submit a form response, your data is shared with that form creator
• Legal Requirements: When required by law or to protect our rights

We do not sell your personal data to third parties.

7. Voice Data and AI Processing

When you use voice input features in VoiceAIForms:

• Your device captures audio when you speak
• Audio is transmitted securely (encrypted) to our voice processing service
• Third-party AI services convert speech to text
• Audio recordings are temporarily stored during processing only
• Audio is typically deleted within 24 hours
• Text transcriptions are stored as form responses

Important: AI transcription may not be 100% accurate. You should review and verify transcribed text.

8. Data Security

We have implemented appropriate technical and organizational security measures designed to protect your personal data, including:

• Encryption of data in transit (SSL/TLS)
• Encryption of sensitive data at rest
• Regular security assessments and updates
• Access controls and authentication
• Employee training on data protection

However, no electronic transmission over the Internet can be guaranteed to be 100% secure. You are responsible for keeping your password and account credentials confidential.

9. Data Retention

We retain your personal data only for as long as necessary:

• Account Data: While your account is active and for 90 days after closure
• Transaction Data: 7 years for tax and accounting purposes
• Form Data: While your account is active (you can delete forms anytime)
• Voice Data: Temporarily during transcription (typically deleted within 24 hours)
• Marketing Data: Until you unsubscribe or request deletion

10. Your Legal Rights

10.1. GDPR Rights (EEA Residents)

If you are in the European Economic Area, you have the following rights:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate data
• Right to Erasure: Request deletion of your data
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time

10.2. CCPA Rights (California Residents)

If you are a California resident, you have the right to:

• Know: Request information about data collection and use
• Delete: Request deletion of your personal information
• Opt-Out: We do not sell your personal information
• Non-Discrimination: You will not be discriminated against for exercising your rights

10.3. How to Exercise Your Rights

To exercise any of these rights, please contact us at eric@websuitemedia.com. We aim to respond to all legitimate requests within 30 days.

11. International Data Transfers

Our servers are located in the United States. If you are accessing our services from outside the United States, your information may be transferred to, stored, and processed in the United States. We take appropriate safeguards to ensure your data remains protected.

12. Children's Privacy

Our services are not intended for children under 13 years of age (or under 16 in the EEA). We do not knowingly collect personal data from children. If you are a parent or guardian and believe your child has provided us with personal data, please contact us.

13. Marketing Communications

You can opt out of marketing communications at any time by:

• Clicking the unsubscribe link in any marketing email
• Contacting us at eric@websuitemedia.com
• Updating your preferences in your account settings

14. Affiliate Relations

Some links on our websites are affiliate links. We may earn a commission if you make a purchase using these links. The price you pay is the same whether you use an affiliate link or not. We use cookies to track affiliate referrals, which typically expire after 30 days.

15. Changes to This Privacy Policy

We may update this privacy policy from time to time. When we do, we will update the "Last Updated" date at the top of this page and notify you by email of material changes (if we have your email address). We encourage you to review this privacy policy periodically.

16. Contact Us

If you have any questions about this privacy policy or wish to exercise your privacy rights, please contact us:

Email: eric@websuitemedia.com

Postal Address: Schultz Resource Management, Inc. dba WebSuite Media, 5515 Ferry Dr., Helena, MT 59602, USA