Privacy Policy

Scope and our role

The Platform is offered to businesses located in the United States. For information about website visitors, prospects, account holders, and team members, S4 decides how the information is used.

For information a business puts into its workspace about its own customers and contacts, such as leads, customer records, jobs, messages, and call transcripts, S4 processes it on behalf of that business as its service provider, and the business’s own privacy practices apply. If you are a customer of a business that uses S4, please send privacy requests to that business; we will help it respond.

Our primary workspace database is hosted in the United States. Third-party integrations and AI providers may process information in other locations under their applicable terms; no US-only processing guarantee is made.

Information we collect and process

Account and workspace information: name, email address, password (stored by our authentication provider in hashed form), business name and profile, time zone, team invitations and roles, security settings, and the version of our Terms of Service accepted at signup or on update.

Business customer data: leads, customer and contact records, jobs and service addresses, messages, reviews, notes, uploaded files, and, when voice features are enabled, call details and transcripts that a business collects or creates in the Platform.

When an authorized user connects a third-party account, we may receive account identifiers, profile information, OAuth permissions, access and refresh tokens, media or post metadata, publishing status, analytics, comments, leads, and other information covered by the scopes the user approves. We do not ask clients to share social-platform passwords.

When a workspace connects Google, the information Workden receives depends on the Google permissions and features the workspace uses. It can include Google account identity, name, and email; calendar lists and busy/free availability; details of Workden-created Calendar events and requested Meet links; Business Profile locations, reviews (including reviewer name, rating, and comment), posts, photos, and performance data; and read-only Search Console or Analytics report data. Workden’s Gmail sending feature uses a send-only Gmail permission to send messages from an owner- or admin-selected account. A separately authorized Google mailbox feature may use different permissions to access mailbox data; the send-only description applies only to the Gmail sending feature.

With a separate Google Calendar connection and owner approval, Workden can create, reschedule, or cancel supported booking events and request Google Meet links. These actions send the selected calendar, event times, private Workden event references, and meeting settings to Google. Events use private visibility and an empty attendee list.

Billing and usage information: plan, subscription status, invoices, credit balances, metered usage, and spending caps. Payments are processed by Stripe; S4 does not receive or store full payment card numbers.

Contact and support information that prospects, clients, or authorized users provide, such as names, email addresses, phone numbers, business details, service requests, content drafts, media assets, approval records, and support communications.

Limited technical information needed to secure and operate the services, such as timestamps, browser or device information, IP-derived security signals, bot-protection checks at signup, integration health, and audit logs.

How we use information

We use information to provide and operate the Platform and services, create and secure accounts and workspaces, authenticate users, connect authorized accounts, run the features a business turns on, meter credits and bill subscriptions, prepare and route content for approval, publish only approved content, provide support, send service and account notices, prevent fraud and abuse, and maintain reliable business, security, and audit records.

S4 does not sell personal information or share it for cross-context behavioral advertising, and does not use business customer data to train AI models. We do not use connected-account information to send unapproved messages or publish content without the applicable authorization and approval.

Limited Use of Google API data: Google API data, including data aggregated or derived from it, is used only to provide or improve user-facing Google-connected features that are available in Workden. It is not sold or used for advertising, credit decisions, or unrelated purposes. Where a user authorizes a Google-connected feature that requires a service provider, relevant Google data may be transferred to that provider solely to provide that feature and subject to the enabled workspace settings.

Workden’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including its Limited Use requirements.

AI features

When a business uses AI features, the prompt and the workspace information needed for that request are sent to AI model providers to generate a response. Depending on the feature, text requests use OpenRouter and its selected model provider or OpenAI; voice features use OpenAI. We configure requests to use zero-data-retention or no-data-collection routing where the provider offers it. For supported OpenRouter requests, we require zero-data-retention routing and prohibit provider data collection. This does not mean that workspace conversation history, usage records, or every third-party service has zero retention; their applicable terms and controls govern that processing.

For Workden’s Google Business Profile review-reply drafting feature, review text, reviewer name and rating, and relevant confirmed business context may be sent to the AI service configured for the feature to prepare a suggested reply. This processing happens before you approve publication. Suggested replies remain subject to the workspace’s approval controls. Workden’s assistant may also receive relevant Google review statistics to answer workspace questions. The configured provider’s terms and controls govern processing.

AI results are kept in the workspace only as drafts, proposals, conversation history, or records the business chooses to keep.

Calls and transcripts

When a business enables voice features, call audio is processed in real time by our telephony and AI providers to answer and route the call. By default, S4 does not keep raw call recordings.

Voice features are not yet available. Before a business can turn them on, we will describe here what call details, transcripts, and notes are stored in the business’s workspace and how long transcripts are kept. Businesses are responsible for giving callers any notices required where they operate.

S4 staff access

Routine in-product support access to independent business workspaces requires an owner-issued support grant. Existing agency-managed workspaces may also have authorized agency memberships. A workspace owner may issue a time-limited support grant, lasting no more than 72 hours, that lets a named S4 staff member view the workspace for a stated reason. Owners can revoke a grant at any time, and grants and support sessions appear in the workspace audit log.

Without a support grant, S4 may access workspace data only when reasonably necessary to investigate or respond to a security incident, prevent fraud or abuse, protect the integrity of the Platform, or comply with law or legal process. We limit that access to what the situation requires.

Prospect service-request communication choices

When optional consent capture is enabled on our contact form, a prospect may separately choose service-request email messages, automated service-request text messages, both, or neither. These choices are initially unchecked and are not required to submit an inquiry or purchase services.

We may retain the submitted destination, selected choices, disclosure version, inquiry receipt identifier, timestamp, and limited request evidence needed to document and honor the choice. Capturing a choice does not establish that email or SMS delivery is active or that a message was delivered.

Mobile information and SMS consent are not sold or shared with third parties or affiliates for marketing or promotional purposes. They may be disclosed to messaging providers and aggregators only as needed to operate the requested messaging service.

Service providers and third-party platforms

We use service providers that process information on our behalf to run the services, including Supabase (database, authentication, and file storage), Vercel (hosting), Amazon Web Services (cloud infrastructure, monitoring, and encrypted recovery storage where enabled), Stripe (payments and billing), Twilio (phone numbers, SMS, and voice), Resend and SendGrid (email delivery), OpenRouter and the AI model providers it routes to, OpenAI (text assistance, review-reply drafting, and voice), and Cloudflare (bot protection). They receive only the information needed to perform their services and are required to protect it. Not every provider is used by every workspace; for example, payment and phone providers apply only when those features are offered and turned on. We keep this list current and update it before a new service provider begins processing Customer Data. Owners may contact us with a reasonable data-protection objection.

Our services may connect to platforms such as Meta, Instagram, Facebook, Threads, TikTok, Google, and other providers selected by a business. Information is sent to or received from those providers only as needed for authorized workflows, and each provider applies its own terms and privacy policy.

We may also disclose information when required by law or legal process, to protect the rights, safety, or security of S4, our users, or others, or as part of a merger, acquisition, or sale of assets, subject to this policy.

SMS account alerts

For optional S4 AI Agency SMS account alerts, we collect and retain the business owner’s saved mobile number, authenticated account identity, consent or withdrawal action, disclosure version, timestamp, and delivery records. We use this information to send authorized new-lead, assistant-review, and service-update notifications and honor communication preferences.

Message frequency varies. Message and data rates may apply.

Mobile information and SMS opt-in data or consent are not sold or shared with third parties or affiliates for marketing or promotional purposes. SMS opt-in data and consent are excluded from other information-sharing categories in this policy, except disclosure to messaging providers and aggregators needed to operate the SMS service. Twilio processes the destination number and message content for delivery.

You can withdraw consent in your portal’s Notifications settings or reply STOP. Automated lead and assessment alerts link to your authenticated portal rather than including uploaded photos or private lead details. Contact rajat@s4aiagency.com with privacy questions.

Security

OAuth grants and other secrets are stored server-side using approved encrypted secret storage. Public client applications do not receive server-only credentials, and secrets are not intentionally placed in public source code.

We use encryption in transit, access controls, separation of each business’s workspace data, and audit logs. No system is perfectly secure; we will notify affected businesses of a security incident as required by law.

Retention and deletion

We keep information only while it is needed to provide the services, maintain security and audit records, meet legal, tax, and accounting obligations, or resolve disputes. Connected-account tokens are revoked or deleted when the integration is disconnected or when a verified deletion request is completed.

Workspace owners can export supported workspace records in CSV format and request deletion of their workspace. Contact us to request deletion. We verify the request and explain the deletion schedule and applicable legal exceptions before acting. After the deletion is confirmed, we delete or de-identify workspace data, except records we must keep, such as billing, tax, credit, and audit records.

Operational records, such as provider webhook receipts and automation run records, are kept only as long as needed to operate, secure, and troubleshoot the services, and are then deleted or summarized. Deleted data may remain in encrypted backups until those backups expire under our hosting provider’s backup schedule.

Where file-recovery backups are enabled, encrypted snapshots are stored on Amazon Web Services. Current snapshots are scheduled to expire after 30 days, with old versions scheduled for removal after one additional day; provider deletion processing is asynchronous. Recovery copies are not used for normal workspace operations and may temporarily contain information already deleted from active systems.

Your choices and rights

Authorized users may disconnect a platform through the relevant provider or request that S4 disconnect an integration. You may also request access to, correction of, a copy of, or deletion of your personal information by contacting us. Depending on your state of residence, you may have additional rights, including the right to appeal our decision on your request. We will not discriminate against you for exercising these rights.

We may need to verify the requester and their authority over the affected business or account before acting. For step-by-step deletion instructions, visit our Data Deletion page.

Children, changes, and contact

Our business services are not directed to children under 13, and we do not knowingly collect their personal information. We may update this policy as our services or legal obligations change. We will notify workspace owners by email or in the Platform before material changes take effect; the date and version above show the latest revision.

Questions or privacy requests may be sent to rajat@s4aiagency.com or mailed to S4 AI LLC, 10604 Rippling Stream Dr NW, Concord, NC 28027.