Privacy Policy

This Privacy Policy explains how BuiltCold LLC, trading as “BuiltCold” (“BuiltCold”, “we”, “us”, or “our”), collects, uses, discloses, and protects personal information in connection with the website located at builtcold.io (the “Site”) and the services we provide (the “Services”). Our Services include done-for-you B2B cold email outreach; local marketing services such as Google Business Profile setup and management, local SEO, and website design and rebuilds; lead-conversion tools such as automated Google review requests, missed-call text-back, call tracking, quote follow-up, past-customer reactivation campaigns, and referral programs; marketing spend reviews; business coaching; business-sale preparation and brokerage; and a free website and Google Maps audit.

This Privacy Policy applies to: (a) visitors to the Site; (b) our clients and prospective clients (“Clients”); and (c) individuals whose business contact information is processed as part of outreach campaigns we run on behalf of our Clients (“Prospects”).

BuiltCold is a United States-based business, and the Services are framed around U.S. law, including the CAN-SPAM Act for commercial email and the California Consumer Privacy Act, as amended by the California Privacy Rights Act (together, the “CCPA/CPRA”), together with other U.S. state privacy laws to the extent they apply. This Privacy Policy should be read together with our Terms of Service and our Anti-Spam and Acceptable Use Policy.

By using the Site or the Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with it, please do not use the Site or the Services.

Website visitor data. When you visit the Site, we may automatically collect certain information, including your IP address, browser type, device information, pages viewed, referring URLs, and interactions with the Site, collected through server logs, cookies, and similar technologies as described in Clause 7. Some of this information reaches our service providers in the ordinary course of operating the Site; for example, when you use one of our forms, Cloudflare’s bot-check tool processes your IP address.

Information you provide through our forms. The Site offers three forms through which you may contact us or request a service. Each form is protected by a bot-check tool. We use the information you submit to reply to you, to prepare any report or proposal you request, and to follow up with you about our Services.

Contact form (homepage). The Contact form collects your name, business name, type of business, city and state, phone number, email address, your response to “what would help most?”, and an optional message.

Website and Maps audit form (/audit). The audit request form collects your name, business name (which you can choose from a Google business search on the form; what you type in that search, and your IP address, reach Google), the main service you want more calls for, city and state, email address, and, optionally, your website and phone number. To prepare your audit, we look up the public Google listing and website of your business and of nearby competitors, using the service providers named in Clause 4.1. Your report is published at a private link that is not indexed by search engines, and we email that link to you. When the report is opened, we record the time and the type of browser and device used, so we know it reached you and when to follow up.

B2B inquiry form (/b2b-cold-email). The B2B inquiry form collects your name, company, work email address, company website, optionally your phone number, and a description of what you sell and to whom.

Client account and billing information. When you enquire about or engage the Services, we collect information you provide, such as your name, business name, email address, telephone number, business details, information about your offer and target market, and billing and contact information, together with records of the Services we provide to you.

Payment information. Payments for the Services are processed by a third-party payment processor. That processor collects and processes your payment card or account details directly. BuiltCold does not collect or store full payment card numbers; we may receive limited transaction information such as the last four digits, card type, and payment confirmation.

Communications. We collect the content of, and metadata about, your communications with us, including enquiries, emails, onboarding materials, campaign instructions, approvals, and support requests.

Prospect and business-contact data. To run outbound outreach for our B2B Services and to build calling and emailing lists, we source, verify, and process business contact information about businesses and the people who work at them (“Prospects”), which may include business names, business email addresses, business phone numbers, job titles, employer or company information, company websites, and other business-related professional details. This data is generally obtained from publicly available sources (including public Google Maps and business-listing data), from data and contact-verification tools, or from the relevant Client, and is processed for our own prospecting and on behalf of, and at the direction of, our Clients.

Consumer data processed on behalf of our Clients. When we provide certain local Services — such as automated Google review requests, missed-call text-back, and past-customer reactivation campaigns — we process personal information about our Client’s own customers and contacts (who may be individual consumers), such as names, phone numbers, and email addresses, solely to deliver those Services to that Client. In relation to this data the Client is the controller (or business) and BuiltCold acts only as a service provider/processor on the Client’s instructions, as described in Clause 8.3.

We do not intentionally collect special or sensitive categories of personal information, and we ask that you do not provide any to us.

We use the information we collect for the following purposes:

1. (a)to operate, maintain, and improve the Site and the Services;
2. (b)to respond to enquiries, assess fit, and communicate with Clients and prospective Clients;
3. (c)to set up, configure, warm up, and operate sending infrastructure and to plan, launch, monitor, adjust, and report on outreach campaigns;
4. (d)to source, verify, and manage Prospect contact data and to send outreach messages on behalf of our Clients;
5. (e)to process payments, manage billing, and maintain business records;
6. (f)to handle opt-out, unsubscribe, abuse, and complaint requests, and to maintain suppression records;
7. (g)to analyze usage of the Site and measure and improve performance;
8. (h)to comply with applicable laws and legal obligations, and to enforce our Terms of Service; and
9. (i)to protect the rights, property, safety, and security of BuiltCold, our Clients, and others, and to prevent fraud and abuse.

Purposes and bases. We process personal information where it is necessary to provide the Services and perform our contracts, where we have a legitimate business interest (such as operating and marketing our business, running outreach on behalf of Clients, and securing our systems), where we have your consent (such as for certain cookies), and where processing is necessary to comply with a legal obligation.

Service providers and subprocessors. We share personal information with third-party service providers who perform functions on our behalf, and who are permitted to use personal information only to provide services to us. Our current service providers and subprocessors, and the purposes for which we use them, are set out below: Hostinger (WordPress website hosting); Porkbun (domain registration and DNS); Cloudflare Turnstile (bot protection on our forms, for which Cloudflare processes visitor data); Google (Search Console, and the Rank Math SEO plugin); Make (automation and webhook processing of form submissions); Google Sheets (storing lead records in a sheet named “BuiltCold Leads”); Gmail (sending lead-alert emails to us and audit reports to you); Apollo and Findymail (business contact data and verification for outreach campaigns); Instantly (email sending for outreach campaigns); Outscraper (collection of public Google Maps business data for prospecting and audit reports); DataForSEO (public Google search and business-listing data for audit reports); Google Cloud (hosting of our audit service and storage of audit reports); and Google Maps Platform and PageSpeed Insights (the business search on our audit form, and website speed checks for audit reports). We also use a third-party payment processor as described in Clause 2.

On behalf of Clients. Prospect data and campaign information are processed for, and shared with, the relevant Client for whom the outreach is conducted, and replies generated by a campaign are routed to that Client.

Legal compliance and protection. We may disclose personal information where we believe in good faith that it is required to comply with applicable law, regulation, legal process, or governmental request, or to establish, exercise, or defend legal claims, or to protect the rights, property, or safety of BuiltCold, our Clients, or others.

Business transfers. If BuiltCold is involved in a merger, acquisition, financing, reorganization, or sale of all or part of its assets, personal information may be transferred as part of that transaction, subject to the receiving party honoring the commitments in this Privacy Policy.

No sale of personal information. BuiltCold does not sell personal information for money, and does not “sell” or “share” personal information for cross-context behavioral advertising as those terms are defined under the CCPA/CPRA. If this position changes, we will update this Privacy Policy and provide any opt-out rights required by law.

We retain personal information only for as long as necessary to fulfill the purposes described in this Privacy Policy, including to provide the Services, maintain business and billing records, resolve disputes, and comply with our legal obligations. Information submitted through our contact and lead forms, and any audit report prepared from it, is retained for 24 months after your last contact with us, after which it is deleted, unless we are required or permitted to retain it for longer. Other categories of information are kept only for as long as needed for the purposes for which they were collected.

We retain suppression and opt-out records for as long as necessary to honor opt-out requests and demonstrate compliance. When personal information is no longer needed, we take reasonable steps to delete or de-identify it.

We maintain reasonable administrative, technical, and organizational measures designed to protect personal information against unauthorized access, use, alteration, disclosure, or destruction.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for maintaining the security of any credentials used to access the Services.

The Site uses cookies and similar technologies to operate the Site, remember preferences, and support performance. No marketing or advertising cookies or tracking pixels are known to be installed on the Site. Only technical cookies may be set, for example by our hosting, caching, and bot-check tools.

You can control cookies through your browser settings and, where offered, through any cookie preferences provided on the Site. Disabling certain cookies may affect the functionality of the Site.

Depending on your browser, you may be able to send “Do Not Track” or global privacy control signals. Where required by applicable law, we honor recognized opt-out preference signals.

Subject to applicable law and verification, California residents, and other individuals to the extent the CCPA/CPRA applies, have the following rights:

1. (a)the right to know the categories and specific pieces of personal information we have collected, the sources, the purposes, and the categories of third parties with whom we share it;
2. (b)the right to request deletion of personal information we have collected, subject to legal exceptions;
3. (c)the right to request correction of inaccurate personal information;
4. (d)the right to opt out of the sale or sharing of personal information (noting that, as stated in Clause 4.5, we do not sell or share personal information); and
5. (e)the right not to receive discriminatory treatment for exercising any of these rights.

How to exercise your rights. To exercise these rights — including to request access to, deletion of, or correction of your personal information — you may contact us at hello@builtcold.io, or, for requests relating to outreach or prospecting, at reports@builtcold.io. We will verify your request as required by law and respond within the timeframes the law requires. You may use an authorized agent to submit a request on your behalf, subject to verification.

Service-provider and processor role. Where we process Prospect data for a Client, or process personal information about a Client’s own customers and contacts to deliver local Services such as Google review requests, missed-call text-back, and reactivation campaigns, we act as a service provider/processor under the CCPA/CPRA and applicable U.S. state privacy laws, and the Client is the business or controller. In those cases we process the data only on the Client’s instructions, and we will refer requests relating to that data to the relevant Client where appropriate, or assist the Client in responding; such requests can also be directed to us as described in Clause 14.

Every outreach message we send on behalf of a Client is designed to include a means to opt out or unsubscribe. Recipients may opt out using the mechanism in the message or by contacting reports@builtcold.io.

We honor valid opt-out and unsubscribe requests promptly and add the relevant address to our suppression records so that the recipient is not contacted again through the applicable campaign.

Abuse complaints and reports of suspected non-compliant messaging may be sent to reports@builtcold.io. We review complaints, take appropriate action, which may include suppressing the recipient, pausing a campaign, or investigating with the relevant Client, and we cooperate as appropriate with lawful requests.

We conduct outbound business-to-business prospecting by telephone and email, using business contact details built from publicly available business data. If you have been contacted through outreach we operate — whether by email or by phone — and wish to be removed, you may reply to the message with an opt-out request or contact reports@builtcold.io. We will add your details to our suppression records so that you are not contacted again and, where relevant, notify or refer the request to the Client on whose behalf the outreach was conducted.

You may also request to know what business contact information we hold about you for outreach purposes and request its deletion or correction, subject to verification and applicable law.

The Site and the Services are directed to businesses and are not directed to children under the age of 16. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child, we will take steps to delete it.

BuiltCold is based in the United States, and personal information we process is generally handled in the United States. Some of our processing is carried out from Mexico, where one of our principals works. Clients or recipients located outside the United States may be subject to additional local requirements, and additional or different data-protection laws may apply to them.

Clients are responsible for their own compliance with any laws applicable to them and to the recipients they wish to reach, including any consent, notice, or data-transfer requirements in the recipient’s jurisdiction. If you access the Site or use the Services from outside the United States, you do so on your own initiative and are responsible for compliance with local law.

We may update this Privacy Policy from time to time. When we do, we will post the updated policy on the Site and update the “Effective Date” above. Material changes may also be communicated by other means where appropriate.

Your continued use of the Site or the Services after the updated Privacy Policy takes effect constitutes acceptance of the updated policy.

If you have questions, requests, or concerns about this Privacy Policy or our privacy practices, you may contact us at hello@builtcold.io.

Opt-out, unsubscribe, and abuse or complaint requests should be directed to reports@builtcold.io.