Privacy Policy

Outpost Systems LLC (“Outpost Systems,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the information you share with us. This Privacy Policy explains what information we collect, how we collect it, how we use it, how we protect it, and the choices available to you.

This policy applies to https://www.getoutpostsystems.com, to our online forms, onboarding intake forms, and landing pages, and to all phone, text message, email, and voicemail communications between Outpost Systems and our clients and prospective clients.

Outpost Systems LLC is a Wyoming limited liability company that builds and manages marketing, communication, and automation systems for home service contractors and other local service businesses. Our clients and prospective clients are located in the United States.

By visiting our website, submitting a form, requesting information, calling us, or texting us, you agree to the practices described in this Privacy Policy.

1. Our Two Roles

Outpost Systems handles information in two distinct roles, and it is important to understand the difference.

As a business, we control our own client and prospect data. When you inquire about our services, complete our onboarding intake form, or become a client, we collect and control that information. This Privacy Policy governs how we handle it.

As a service provider, we process data on behalf of our clients. When we build and manage a client's CRM, website, phone system, or messaging program, that client's customer records pass through systems we administer. In that context, our client controls the data and we act as a service provider processing it under their instruction and for their purposes only. We do not use our clients' customer data for our own marketing, we do not merge it into our own lists, and we do not make it available to any other party. Consumers with questions about a specific business's data practices should contact that business directly and review its own privacy policy.

2. Information We Collect

Contact and business information

Your name, business name, legal entity type, business phone and mobile numbers, email address, business address, website and social media links, Employer Identification Number where required for business text messaging registration, and contractor license numbers and issuing state.

Service and account information

Details you provide about your business so that we can build your systems, including trades performed, services offered and excluded, service area, pricing and payment terms, deposit structure, warranty terms, hours and after-hours policies, call handling preferences, scheduling preferences, logos, photographs, and existing marketing assets.

Client-supplied data files

Customer contact lists, calendar events, invoice or estimate templates, and similar files you choose to upload or send to us for migration into your new system. This data belongs to you. We process it only to perform the migration and setup you requested.

Billing information

Billing name, billing address, invoice amounts, subscription status, and payment history. Card and bank details are entered directly into our payment processor's secure environment. Outpost Systems does not store full payment card numbers on our own systems.

Communication records

The content and metadata of your communications with us, including calls, voicemail messages, text messages, emails, web chat messages, form submissions, and onboarding call recordings where applicable and permitted by law.

Consent records

When you opt in to receive text messages from Outpost Systems, we retain a record of that consent, including the date and time, the method of opt-in, the phone number provided, the exact disclosure language shown to you at the time, and, for web form submissions, the IP address associated with the submission. These records exist to document your consent and to comply with telecommunications regulations.

Website and device information

IP address, browser type and version, device type, operating system, referring website, pages viewed, time spent on pages, and cookie or similar identifiers.

We do not knowingly collect Social Security numbers, driver's license numbers, financial account credentials, health information, biometric data, or precise geolocation data.

3. How We Collect Information

Directly from you. When you complete a form on our website, submit our contractor onboarding intake form, book a call, call or text us, email us, sign a proposal or service agreement, or communicate with our team during your engagement.

Automatically from your use of our website. Through cookies, pixels, and similar technologies as described in Section 7.

From our service providers. Our CRM and communications platform, our payment processor, and our website host generate operational records such as delivery receipts, call logs, and transaction confirmations in the course of providing services to us.

From platforms where you contact us. If you reach us through social media, a directory, an advertisement, or a referral partner, we receive the contact details and message content submitted through that channel.

4. How We Use Information

We use the information we collect to:

• Respond to your inquiry and answer questions about our services
• Prepare and deliver proposals, onboarding materials, and service agreements
• Build, configure, launch, and maintain your website, CRM, phone system, automations, and messaging programs
• Register and support business text messaging campaigns on your behalf where you have authorized us to do so
• Communicate with you about your account by phone, text message, email, and voicemail
• Provide onboarding, training, and ongoing support
• Process subscription payments, setup fees, and invoices
• Improve our website, our service offerings, and our client experience
• Send you promotional messages and offers where you have separately consented to receive them
• Prevent fraud, protect our systems, and enforce our Terms of Service
• Comply with applicable laws, regulations, tax obligations, telecommunications requirements, and lawful requests

We do not use your information for automated decision making that produces legal or similarly significant effects.

5. SMS and Communications

Outpost Systems operates a text messaging program to communicate with clients and prospective clients about their accounts and, where separately authorized, to send promotional offers.

How you opt in

You may opt in to receive text messages from Outpost Systems by:

• Checking the consent checkbox on a form on our website, on an Outpost Systems landing page, or on our contractor onboarding intake form
• Providing your mobile number and agreeing to text communication during a call or consultation
• Signing an Outpost Systems proposal or service agreement that includes text message consent language
• Texting our published business number first and continuing the conversation

Opt-in is always affirmative and is never pre-checked or assumed. Separate consent is collected for non-marketing messages and for marketing messages, and you may give one without the other.

Types of messages you will receive

Non-marketing messages include onboarding steps and reminders, requests for information or assets needed to build your system, appointment and call confirmations, launch and go-live notices, support responses, system or outage alerts, billing and payment notifications, and account updates.

Marketing messages, sent only to those who separately consent, include special offers, discounts, new service and feature announcements, and occasional company updates.

Message frequency

Message frequency varies based on your account activity, the stage of your onboarding, and the type of consent you provided.

Message and data rates

Message and data rates may apply for any messages sent to you from us and to us from you. Contact your wireless provider with questions about your text or data plan.

Carrier liability

Carriers are not liable for delayed or undelivered messages.

How to opt out

You may cancel the SMS service at any time by replying STOP to any message. We will send one confirmation message and will not send you further text messages unless you opt in again.

How to get help

Reply HELP to any message for assistance, or contact us at admin@getoutpostsystems.com or (850) 805-4003.

Consent is not a condition of purchase

Consent to receive text messages is not a condition of purchasing any goods or services from Outpost Systems. You may decline text messages and still receive proposals, onboarding, and full service from us by phone and email.

Consent is protected

Text messaging originator opt-in data and consent will not be shared with any third parties, except for aggregators and providers of the Text Message services.

6. Data Sharing Policy

Outpost Systems does not sell, rent, trade, or lease your personal information. We do not make your information available to any outside company, list broker, lead buyer, data broker, or advertising network for that party's own marketing purposes. This applies equally to our own client and prospect data and to any customer data we process on behalf of our clients.

No mobile information will be shared with third parties or affiliates for marketing/promotional purposes.

Text messaging originator opt-in data and consent will not be shared with any third parties, except for aggregators and providers of the Text Message services.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Customer opt-in data is never sold, rented, or made available for marketing purposes to any outside party.

Outpost Systems does not make SMS consent available to affiliates or to any outside party for that party's own use.

Limited operational use of your information

To run our business and deliver the services you requested, we allow a small number of vetted service providers to process information strictly on our behalf, strictly under our instruction, and strictly for the purpose of delivering those services. These providers are contractually restricted from using the information for their own purposes. They include:

• Our CRM, automation, and communications platform, which hosts contact records, forms, conversations, calendars, and workflows
• Telecommunications aggregators and carriers, solely to transmit the text messages, calls, and voicemails you have asked to receive, and to process business text messaging campaign registrations you have authorized
• Our email delivery provider, solely to deliver messages you have asked to receive
• Our payment processor, solely to process subscription payments and invoices
• Our website and hosting providers, solely to operate our website and the websites we build for clients
• Contracted team members and support personnel working on your account, who receive only the information needed to perform their work and who are bound by confidentiality obligations

Legal and safety disclosures

We may release information when required by law, subpoena, court order, or valid government request; to establish, exercise, or defend legal claims; to prevent fraud; or to protect the safety, rights, or property of any person. In the event of a merger, acquisition, or sale of company assets, client records may transfer as part of that transaction, and the receiving party remains bound by the commitments in this policy, including all commitments regarding text messaging consent data.

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to function properly and to help us understand how visitors use the site.

Essential cookies are required for the website, its forms, its booking calendars, and its chat features to operate.

Analytics cookies help us understand aggregate traffic patterns, such as which pages are viewed and how visitors arrive at our site.

Advertising and conversion tracking technologies may be used on our website, including pixels and tags that measure the performance of advertisements we run and help us understand which campaigns generate inquiries. These technologies collect device and browsing signals. They do not collect the content of your text messages and they do not collect your SMS consent record.

You can control cookies through your browser settings, including blocking or deleting them. Disabling cookies may limit some website functions, such as form submission, appointment booking, or chat. Most browsers also support a Do Not Track signal; because there is no common industry standard for interpreting these signals, our website does not currently respond to them.

8. Data Security Practices

We take reasonable and appropriate administrative, technical, and physical measures to protect information in our care, including:

• Encrypted transmission of data submitted through our website and forms
• Password protection and access controls on our CRM, hosting, and business accounts
• Multi-factor authentication on administrative accounts where available
• Role-based access limits, so team members and contractors see only what their work requires
• Separation of client sub-accounts, so one client's data is not accessible from another client's environment
• Payment processing handled entirely within a PCI-compliant processor environment
• Periodic review of user access and prompt removal of access when a team member or contractor departs

No method of transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify you as required by applicable law, and where the breach affects data we process on a client's behalf, we will notify that client promptly.

9. Data Retention

We retain information for as long as needed to fulfill the purposes described in this policy and to meet our legal, tax, contractual, and recordkeeping obligations.

• Active client and account records are retained for the duration of the engagement and afterward as needed to support the relationship and any applicable statute of limitations
• Financial and tax records are retained as required by federal and Wyoming law
• Text messaging consent and opt-out records are retained for as long as we operate the messaging program, and afterward as needed to demonstrate compliance to carriers and regulators
• Inquiry records from prospects who did not become clients are retained for a limited period and then removed or de-identified
• Data we process on behalf of a client is retained according to that client's instructions and our agreement with them, and is returned or removed at the end of the engagement as described in our Terms of Service

You may request deletion of your information as described in Section 11. We will honor the request except where retention is required by law or is necessary to establish or defend legal claims. Opt-out records are always retained so that we can continue to honor your opt-out.

10. Third-Party Services

GoHighLevel (primary data processor). Outpost Systems uses the GoHighLevel platform as its customer relationship management, communications, and automation system, both for our own business and for the client accounts we build and administer. GoHighLevel stores contact records, form submissions, conversation history, appointment calendars, and automation workflows, and it enables the delivery of text messages, emails, phone calls, voicemail, and online appointment scheduling. GoHighLevel acts as a data processor and processes information only under instruction and only to provide the platform services in use. It does not use our data or our clients' data for its own marketing purposes.

Telecommunications providers and aggregators. Text messages, calls, and voicemails are transmitted through licensed telecommunications carriers and messaging aggregators integrated with GoHighLevel. These parties receive only the information required to route and deliver communications and to process A2P 10DLC brand and campaign registrations that you have authorized.

Payment processing. Subscription payments, setup fees, and invoices are processed through Stripe. Stripe collects and processes payment card and bank information directly and is responsible for the security of that data under its own privacy policy.

Website hosting and analytics. Our website and the websites we build are hosted by third-party providers and may use analytics and advertising measurement tools as described in Section 7.

Each of these providers operates under its own privacy policy for its own platform. We encourage you to review those policies. Their role in relation to Outpost Systems data is limited to processing that data on our behalf or on behalf of our clients.

11. Your Rights and Choices

Depending on where you live, you may have the right to:

• Access. Request a copy of the personal information we hold about you
• Correct. Ask us to fix information that is inaccurate or incomplete
• Delete. Ask us to delete your personal information, subject to legal and contractual retention requirements
• Opt out of marketing. Withdraw consent to marketing text messages, marketing emails, or both, at any time
• Opt out of the sale or sharing of personal information. Outpost Systems does not sell or share personal information for cross-context behavioral advertising, so there is nothing to opt out of, but you may confirm this with us at any time
• Non-discrimination. Exercise any of these rights without receiving different pricing or a lower quality of service from us

To exercise any of these rights, contact us using the details in Section 15. We may ask you to verify your identity before we act on a request. We will respond within the timeframe required by applicable law.

If your request concerns data we process on behalf of one of our clients, we will refer you to that client, who controls the data, and we will assist them in responding.

12. Opt-Out Instructions

Text messages. Reply STOP to any text message from Outpost Systems. You will receive one confirmation message and no further texts. To rejoin, opt in again the same way you did the first time. You may also opt out by emailing or calling us using the details in Section 15.

Email. Click the unsubscribe link at the bottom of any marketing email, or reply asking to be removed.

Phone calls and voicemail. Tell any Outpost Systems team member that you no longer wish to be called, or send that request in writing to the contact details in Section 15.

Please note that opting out of marketing communications does not stop transactional messages related to an active account, such as onboarding steps, support responses, system alerts, and billing notices, unless you ask us to stop those as well.

13. Children's Information

Our website and services are intended for business owners and adults. Outpost Systems does not knowingly collect personal information from children under the age of 13, and our text messaging program is not directed to children. If you believe a child has provided us with personal information, contact us using the details in Section 15 and we will delete that information promptly.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, our technology, or applicable law. When we do, we will revise the “Last Updated” date at the bottom of this page and post the updated policy at https://www.getoutpostsystems.com/privacy-policy. Material changes affecting how we use your information will be communicated to active clients where appropriate. Your continued use of our website and services after an update constitutes acceptance of the revised policy.

15. Contact Information

Questions, requests, or concerns about this Privacy Policy or about your personal information may be directed to:

Last Updated: August 20, 2026