Effective date: October 1, 2026
NC Digital Web Design, LLC provides websites, digital services, customer portals, and the NC Digital AI Business Assistant (collectively, the “Services”). This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our websites, contact us, purchase or use our Services, access a customer portal, or interact with an AI assistant we operate for a customer.
1. Who is responsible for your information
NC Digital is responsible for personal information collected through its own website, sales process, billing relationship, and customer accounts.
When an AI assistant appears on a customer’s website, that customer ordinarily decides why visitor information is collected and how it will be used. In that context, the customer is generally the business responsible for the visitor relationship, and NC Digital processes information to provide the assistant and related support. Visitors should also review the privacy notice of the website on which the assistant appears.
2. Information we collect
Depending on how you use the Services, we may collect:
– **Contact and business information:** name, email address, telephone number, company name, website, service area, business hours, services, and other information you provide.
– **Account and portal information:** authorized email address, verification status, login-token and session records, account preferences, approved domains, user requests, and audit records.
– **Billing and subscription information:** plan, charges, subscription status, renewal and cancellation dates, invoices, payment-failure status, billing requests, and identifiers received from our payment processor. We do not receive or store complete payment-card numbers.
– **Assistant conversations:** questions, responses, language, page or page context, conversation identifiers, feedback, knowledge gaps, and information voluntarily entered in a conversation.
– **Lead and service-request information:** name, email, phone number, company, location, requested service, description of a problem or project, urgency, timing, consent record, and follow-up status.
– **Usage and analytics information:** assistant opens, questions, feature interactions, conversation and AI-response counts, timestamps, browser or device information, referring pages, and similar diagnostic or performance information.
– **Communications and support information:** emails, requests, complaints, correction requests, and other communications with us or a participating customer.
– **Technical and security information:** IP address and request metadata that may be processed by our hosting, security, analytics, and infrastructure providers; authentication records; suspected abuse; and system logs.
Please do not enter Social Security numbers, payment-card details, account passwords, medical records, government identifiers, or other highly sensitive information into an AI assistant unless a specific service has been expressly approved and configured for that information.
3. How we collect information
We collect information:
– directly from you when you submit a form, converse with an assistant, request a service, purchase a subscription, access a portal, or contact us;
– from the customer whose website hosts the assistant or whose personnel administer an account;
– automatically when you use the Services, including through cookies, local storage, session storage, server logs, and analytics technologies; and
– from service providers such as payment, email, hosting, analytics, and authentication providers.
4. How we use information
We may use personal information to:
– provide, configure, secure, maintain, and support the Services;
– answer questions, route inquiries, deliver requested conversation summaries, and help customers follow up on legitimate service requests;
– authenticate portal users and protect accounts;
– process subscriptions, invoices, cancellations, billing requests, and payment status;
– measure plan usage and enforce approved-domain, security, and usage controls;
– create customer reports and display analytics, conversations, leads, and knowledge gaps in authorized dashboards;
– send service, access, billing, security, and support communications;
– improve reliability, usability, safeguards, and approved assistant content;
– detect, investigate, and prevent fraud, abuse, security incidents, and violations of our terms;
– comply with law, enforce agreements, and establish or defend legal claims; and
– use information for another purpose disclosed when it is collected, with any consent required by law.
We do not use assistant output as the sole basis for legally or similarly significant decisions about a person.
5. Artificial intelligence processing
Assistant questions and relevant conversation context may be sent to an artificial-intelligence provider to generate a response or summary. Approved customer business information may also be included so the assistant can answer the question. AI output may be inaccurate or incomplete and should not be treated as confirmed professional advice, an appointment, or a guaranteed business commitment.
NC Digital currently uses OpenAI API services for certain AI functions. OpenAI states that data submitted through its API is not used to train its models unless the customer expressly opts in. Provider-side abuse-monitoring logs and retention may still apply under the provider’s settings and policies. NC Digital must confirm its account settings before publishing a more specific retention promise.
For acceptable-use rules and additional limitations, see our AI Usage Policy.
6. How we disclose information
We may disclose personal information to:
– **the customer operating the website**, including its authorized personnel, so it can review conversations, respond to leads, improve approved information, and provide requested service;
– **service providers**, including Cloudflare for hosting, infrastructure, security, and database services; OpenAI for AI processing; Resend for email delivery; Stripe for checkout, billing, and customer-portal services; and analytics, website, and support providers used for the applicable Service;
– **professional advisers and transaction participants**, where reasonably necessary for legal, accounting, insurance, financing, reorganization, merger, sale, or similar purposes; and
– **government authorities or other parties** when required by law or reasonably necessary to protect rights, safety, security, and the integrity of the Services.
Service providers may process information in the United States and other locations where they or their subprocessors operate. Their own terms and privacy notices also apply to services they provide directly.
We do not sell personal information for money. We do not share assistant conversation content for cross-context behavioral advertising. If our marketing-site practices later constitute “selling,” “sharing,” or targeted advertising under an applicable law, we will provide any required notice and choice mechanism before using information that way.
7. Cookies and similar technologies
Our sites and portals may use essential cookies for authentication and security. The assistant may use browser storage to remember a language choice, whether a prompt was displayed or dismissed, or similar interface preferences. Our public marketing website may also use analytics or marketing technologies where configured.
See our Cookie Policy for details and available choices. Blocking essential technologies may prevent portal login or other requested functionality.
8. Retention
We keep personal information only for as long as reasonably necessary for the purposes described above, including to provide the Services, maintain business and billing records, prevent fraud, resolve disputes, and comply with law. Retention varies by record type and customer instructions.
Current product behavior includes:
– client portal invitations expire after 48 hours and login links after 30 minutes;
– client portal sessions expire after 30 days unless ended earlier;
– authorized users can delete individual conversation threads or remove threads older than 30, 60, 90, or 180 days;
– subscription configuration is ordinarily retained for at least 30 days after suspension for payment recovery and is then flagged for review rather than automatically deleted; and
– billing, audit, security, consent, and legal records may be retained longer when reasonably necessary.
Deletion from active systems may not immediately remove information from encrypted backups, provider logs, fraud-prevention records, or records that must be preserved by law.
9. Security
We use reasonable administrative, technical, and organizational safeguards designed to protect personal information. These include access controls, hashed portal tokens, secure cookies, approved-domain controls, signed installation sessions, scoped customer records, encrypted network connections, and infrastructure security controls where applicable.
No Internet transmission or storage system is completely secure. Customers must protect their administrator credentials, restrict dashboard access, and notify us promptly of suspected unauthorized access.
10. Your choices and privacy rights
Depending on where you live and the law that applies, you may have rights to request access to, correction of, deletion of, or a copy of certain personal information; to object to or restrict certain processing; or to withdraw consent. These rights are subject to legal exceptions and identity verification.
If your information was submitted to an assistant on a customer’s website, contact that customer first when practical because it controls the visitor relationship. You may also contact NC Digital, and we will respond or assist the customer as applicable.
You may opt out of promotional email using the unsubscribe method in the message. Service, security, billing, and account communications are not promotional. Browser and cookie choices are described in the Cookie Policy.
We will not discriminate against you for exercising a privacy right provided by applicable law.
11. Children
The Services are intended for business users and general audiences and are not directed to children under 13. We do not knowingly collect personal information from a child under 13. If you believe a child provided personal information, contact us so we can review and delete it where required.
Customers must not configure the assistant to target children or collect children’s information without NC Digital’s written approval and all legally required parental notices and consent.
12. External links and third-party services
The Services may link to or integrate with third-party websites, schedulers, maps, payment services, content-management systems, or communication tools. Their privacy practices are governed by their own notices, not this Policy.
13. Changes to this Policy
We may update this Policy to reflect legal, technical, or operational changes. The updated version will state its effective date. We will provide additional notice of material changes when required by law or agreement. Changes do not retroactively reduce rights or alter a signed agreement except as permitted by law.
14. Contact us
To ask a privacy question or submit a request, contact:
**NC Digital Web Design, LLC**
Email: info@ncdigitalwebdesign.com
Phone: (984) 206-6071
Website: https://ncdigitalwebdesign.com
We may request information reasonably necessary to verify your identity and locate the relevant records.