1. Introduction
Welcome to LeadGain ("we", "us", or "our"). We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.
This policy applies to:
•Clients: UK-based heat pump installation businesses who engage our services.
•Leads: UK-based homeowners who interact with our advertising and lead generation systems on behalf of our Clients.
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
LeadGain is the data controller responsible for the personal information we collect and process. For any data protection enquiries, please contact us at [email protected]
2. Information We Collect
We may collect the following types of information:
Personal Information: Name, email address, phone number, billing information, or other details you provide when making a purchase or filling out a form.
Usage Data: Information about how you access and use our website, such as IP address, browser type, device information, and pages visited.
Cookies and Tracking: We use cookies, pixels, and similar tracking technologies to improve your experience and analyze website traffic.
We also collect information in two main categories:
A. For Our Clients (Heat Pump Installers):
•Contact Information: Your name, email address, phone number, and business name.
•Financial Information: Payment details required to process your service fee. This is handled by our third-party payment processor and we do not store your full card details.
•Business Information: Details about your company required to set up and manage your campaigns.
B. For Leads (Homeowners), on behalf of our Clients:
•Contact Information: Your name, phone number, email address, and postcode.
•Property Information: Details relevant to a heat pump installation, such as property ownership status, which you provide through our online forms.
•Communication Data: Records of interactions our systems have with you, including transcripts or recordings of calls made by our AI systems for qualification and booking purposes.
3. How We Use Your Information
We use the information we collect to:
Provide, operate, and improve our products and services
Process payments and complete transactions
Communicate with you about updates, offers, or support
Analyze usage to enhance site performance and marketing
Comply with legal obligations
A. For Our Clients:
•To set up, manage, and deliver the services you have requested.
•To process your payment for our services.
•To communicate with you about your account and campaign performance.
•To send you confirmations and reminders for your booked appointment via SMS and email.
B. For Leads (on behalf of our Clients):
•To provide your information to our Client (the heat pump installer) so they can contact you to arrange a site survey.
•To use our automated systems, including our AI caller (powered by Retell AI), to contact you to qualify your interest and book a site survey directly into our Client's calendar.
We only process personal data where we have a lawful basis to do so:
•Performance of a Contract: We process our Clients' data to fulfil the contract we have with them.
•Consent: We process Leads' data based on the consent you provide when you submit your information through our advertisements on platforms like Meta (Facebook/Instagram) or via our landing pages. You have the right to withdraw this consent at any time.
•Legitimate Interests: We may process data for our own marketing to potential new clients (B2B), on the basis of our legitimate interest to grow our business.
4. How We Share Your Information
We do not sell your personal data. We share it only in the following circumstances and with the following trusted third parties who act as our data processors:
•Our Client: The primary purpose of collecting Lead data is to share it with the specific heat pump installer on whose behalf we are generating it.
•GoHighLevel: Our core Customer Relationship Management (CRM) platform, used to manage lead data, automate communications, and manage booking calendars.
•Retell AI: Our AI calling provider. When you submit your details as a Lead, your phone number and name may be passed to Retell AI to enable our AI system to call you for qualification and booking.
•Meta Platforms (Facebook/Instagram): We use Meta's advertising platform to generate leads. Data submitted via Meta's lead forms is processed by Meta and passed to us.
•Payment Processors (e.g., Stripe): To securely handle our Clients' payments.
All our third-party processors are compliant with UK GDPR and are contractually bound to protect your data.
5. Data Security
We have implemented appropriate technical and organisational security measures to protect your personal information from accidental loss, unauthorised access, alteration, or disclosure. Access to your data is restricted to those employees and third parties who have a business need to know.
6. Your Rights and Choices
Under UK GDPR, you have the following rights:
•The right to be informed: About how we use your data (which is the purpose of this policy).
•The right of access: To a copy of the data we hold about you.
•The right to rectification: To have inaccurate data corrected.
•The right to erasure ('the right to be forgotten'): To have your data deleted.
•The right to restrict processing: To limit how we use your data.
•The right to data portability: To receive your data in a portable format.
•The right to object: To the processing of your data.
To exercise any of these rights, please contact us at [email protected]
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection issues (www.ico.org.uk).
7. Retention of Data
Client Data: We will retain your information for as long as you are a client and for a period of 6 years after for legal and tax purposes.
Lead Data: We retain lead data within our systems for the duration of our 90-day contract with our Client and for a reasonable period thereafter to measure results. The data is then either deleted or fully anonymised. Our Client will have their own privacy policy governing how they handle your data once it is in their possession.
8. Cookies & Links to Other Websites
Our website and landing pages may use cookies to enhance user experience. A cookie is a small file placed on your device. You can refuse to accept cookies by activating the appropriate setting on your browser.
Our website may contain links to third-party sites. We are not responsible for the privacy practices or content of those sites.
9. Changes to This Policy
We may update this Privacy Policy from time to time. Updates will be posted on this page with a new “Last updated” date.
10. Contact Us
If you have questions or concerns about this Privacy Policy, please contact us at:
LeadGain
Email: [email protected]
Website: leadgain.co.uk
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