Privacy Policy

SmartDealMind LLC ("SmartDealMind", "we", "us") operates the website at smartdealmind.com and provides custom website-build and AI agent services to small businesses in LaGrange, Troup County, and the surrounding area. This policy explains what information we collect, how we use it, and the choices you have. It also covers Google-connected tools we operate for authorized account and channel owners, including mailbox tools and Channel Desk.

This version takes effect on October 15, 2026. It applies wherever you are. Section 2 explains the legal bases we rely on for visitors in the European Economic Area, the United Kingdom and places with similar laws, and section 8 explains your rights.

1. Information we collect

We only collect what we need to do business with you:

• Account information — when you create an account or sign in via Google, we receive your name, email, profile picture, and a unique account identifier from Google. We use this only to authenticate you and personalize the admin experience.
• Connected Google services — if you separately authorize a mailbox or YouTube tool, we receive the account, message, or channel data needed for the features you use. This additional access is explained in section 4 and on Google's consent screen; ordinary website sign-in does not itself connect your mailbox or YouTube channel.
• Estimate requests — when you submit our "Request a custom estimate" form, we collect your name, email, phone number (if provided), business name, and the message you wrote. This goes into our internal estimate inbox so we can reply.
• Quote interactions — when you view a quote we sent you (a "/q/<token>" link), we record that you viewed it and which line items you accepted, so we know what to build.
• Business prospect data — for outbound sales we maintain a public-information database of local businesses (name, phone, address, public category, public website if any). This data comes from publicly available sources such as the LaGrange-Troup County Chamber of Commerce directory and Google Maps. It is not sold or shared.
• Guide requests — when you request a guide, we collect your first name and email address, the guide and version, the time and source page, and the exact Terms you agreed to. If you later subscribe from the guide email, we record the exact wording you agreed to and the time. To stop abuse we also keep a keyed one-way hash of your IP address (not the address itself) and run Cloudflare Turnstile, described in section 3. The section "Guides by email and your choices" below explains guide emails.
• Quote payments — when you accept a quote that requires payment, we create a customer record and invoice with Stripe using your name, email and the phone number and business name if you gave them, and the quote details and reference. You pay on Stripe's page; Stripe handles your card or bank details, and we receive the payment status.
• Support messages — when you email [email protected] or use our support form, we keep your message and our replies in our mailbox and, for support tickets, in our support-ticket system, so we can help you and follow up.
• Server and activity logs — like every website, our servers automatically log request metadata (IP, user-agent, timestamp, URL) for security and debugging. Outside guide pages, our site also records page visits, inactivity and errors with a temporary identifier held in the page's memory. These logs stay in our own database and are never sold. We do not yet delete them on a fixed schedule; when we set a retention period, we will state it here.

2. How we use information

• To respond to estimate requests, send custom quotes, and provide the service you asked for.
• To authenticate admin accounts and protect against fraud or abuse.
• To reach out about projects you've engaged with us on.
• To improve our own internal sales process and demos.
• To provide the mailbox review and channel-management features you authorize, as described below.
• To email you a guide you request and, only if you subscribe, occasional emails with practical AI tips.
• To keep our forms and services secure and to prevent spam, bots and abuse.
• To keep a record of your choices so we can prove and honor them.

We do not sell your personal information. Google user data is subject to the additional purpose and sharing limits in section 4.

Legal bases (EEA, UK and similar laws)

• Providing what you ask for — sending a guide you request, answering estimate requests, quotes and projects, accounts and the connected tools you authorize: necessary to provide the service you requested or to take steps you asked for before a contract.
• Tips by email — your consent, given by pressing "Yes, send me tips" on the subscribe page linked from the guide email. You can withdraw it at any time; this does not affect earlier emails.
• Security and abuse prevention — Turnstile, the hashed IP address, rate limits and server logs: our legitimate interest in keeping the site, our email sending and your data secure.
• Records of your choices — consent records, unsubscribes and the erasure marker: our legitimate interest in proving and honoring your choices, and legal obligations where they apply.
• Payments and business records — performing our contract with you and meeting tax and accounting obligations.
• Business prospect data and improving our sales process and demos — our legitimate interest in offering our services to local businesses. You can object at any time (section 8).

3. Cookies

We use a small number of essential cookies:

• session — keeps you signed in to the admin console.

Outside guide pages, the activity logging described in section 1 uses a temporary identifier held in the page's memory, not a cookie, and sends activity and error records to our own logging service.

We do not use third-party advertising or behavioral-tracking cookies on this site.

Cloudflare Turnstile. Guide request pages run Cloudflare Turnstile, a security check that tells people apart from bots. It runs in your browser and Cloudflare processes signals from your browser and connection, including your IP address, to do so. We use it only to protect the form, not for advertising or tracking.

Do Not Track. Our site does not respond to Do Not Track signals. We do not use advertising or third-party tracking tools; our own activity logs are described in section 1. Some pages embed content from other providers, such as Google Maps on demo pages; those providers handle the information they receive under their own policies.

4. Google sign-in and connected services

Website sign-in

When you choose to sign in with Google, Google asks for your permission to share your basic profile (name, email, profile picture) with SmartDealMind. We use this information and your Google account identifier to identify your account and create a session. This website sign-in requests basic profile permissions. Connecting a separate Google service requires additional authorization.

Gmail and mailbox tools

If you authorize a Gmail integration, the permissions shown by Google can allow us to access message and thread identifiers, sender and recipient addresses, subjects, dates, labels, read status, snippets, message text or HTML, and attachment information such as filenames. We use this data to display, search and help you review your mailbox and carry out the mailbox tasks you request. A read-only permission permits reading; sending, drafting or changing messages requires the corresponding granted permissions and a tool that supports the requested action. We do not obtain your Google password through OAuth.

YouTube and Channel Desk

Channel Desk uses YouTube API Services. When a channel owner connects YouTube, we access the authorized channel's identity and relevant video metadata, publication status, processing status, thumbnails and caption tracks. We use these to confirm the correct channel, check releases and carry out approved publishing tasks. These tasks can send your video, title, description, thumbnail, captions and publication schedule to YouTube. The owner selects the channel and approves the release package; connecting one channel does not authorize us to manage another.

Google's handling of information is described in the Google Privacy Policy.

Google data use and sharing limits

We use Google user data to provide the features you authorize. We do not use it for advertising, sell it to data brokers, or use it to develop, improve or train generalized or non-personalized AI or machine-learning models. If you direct a connected assistant to review or summarize content, the content supplied to that assistant is processed to perform that task; the service providers involved are described in section 5. We allow human access only with your affirmative agreement to view the specific data, or when necessary for security or compliance with applicable law.

SmartDealMind's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements.

You can revoke the permissions you granted at any time in your Google account permissions page. Revocation stops future authorized access; it does not automatically erase information already saved by a tool or remove content you published on YouTube. Section 7 sets out our removal process and the applicable YouTube-data deadlines.

5. Third-party services

We rely on a small number of well-known providers to run the service:

• Cloudflare — hosting, content delivery, DNS and security; our database and storage (including guide requests and consent records); and the Turnstile security check.
• Amazon Web Services (Amazon SES) and Resend — send our email, including guide emails, confirmations, replies and account emails, depending on the type of email and our settings. They receive the recipient's address and the message.
• Zoho Mail and Hostinger — our support mailbox (Zoho Mail) and the server that hosts our support-ticket system (Hostinger).
• Stripe — invoices and payments for accepted quotes.
• Anthropic — some AI features we run, such as our travel-planner service, send the details of your request (for a trip: places, dates, number of travelers, budget and preferences) to Anthropic to produce the answer.
• Google — optional website sign-in, separately authorized Gmail and YouTube integrations, and embedded Google Maps on demo pages.
• Assistant and messaging services you use — if you use an operator assistant such as Codex or Claude to work with connected-service data, the information passed to that assistant is processed by its provider (OpenAI or Anthropic, respectively). If you use a Telegram interface, the commands and replies sent through it are also processed by Telegram. These interfaces can retain conversation history under their own settings and policies. Using Google sign-in alone does not send your mailbox content to an assistant or to Telegram.

We share information with service providers only as needed for the service or interaction you request. Each operates under its own privacy policy. Google-data transfers remain subject to the limits in section 4.

Processing in the United States

SmartDealMind is based in the United States, and our providers process information in the United States and other countries. If you are outside the United States, your information is transferred to and processed in the United States, where data protection laws may differ from those where you live.

6. How we protect Google user data

We use safeguards to protect Google user data, including sensitive data, against unauthorized access, disclosure and alteration. Our website and connections to Google APIs use HTTPS with TLS encryption in transit. Channel Desk applies the following additional safeguards on the operator's computer:

• Local access — the Channel Desk service listens only on the computer's loopback interface. Its browser interface and temporary OAuth callback use local HTTP on that computer; token exchanges and YouTube API requests go to Google over HTTPS.
• Restricted storage — OAuth connection credentials, including refresh tokens, are stored separately from public content and release packages. The connection flow requires a directory accessible only to its operating-system owner and credential files readable and writable only by that owner. It rejects unsafe ownership or permissions, and rejects credential files or the private credential directory when they are symbolic links. Publishing records also use a local database protected by owner-only filesystem permissions.
• Token handling — short-lived access tokens are held in process memory instead of being written to saved connection files. Account credentials are not included in public release packages or connection-status responses.
• Connection validation — the OAuth connection uses Proof Key for Code Exchange (PKCE), checks the callback state, host and path, and confirms the expected YouTube channel before saving its credentials. These checks help prevent an intercepted or mismatched authorization response from establishing a connection.
• Limited diagnostic output — Channel Desk disables request logging for its local interface and OAuth callback. Connection and YouTube-provider errors use sanitized messages instead of exposing raw Google error responses or authorization credentials.

These local files are protected by filesystem access controls; Channel Desk does not itself encrypt them. The security of the operator's device and operating-system account therefore also matters. The data-use and sharing limits in sections 4 and 5 continue to apply, and section 7 explains retention and deletion.

7. Data retention

We keep account and project information as long as your account is active or as long as needed to complete and support a project we're working on with you. Connected tools may retain authorization tokens to maintain the connection, and local records of requested work and its results. Channel Desk also retains owner-supplied release assets and publishing records. We distinguish your original files from information retrieved through Google APIs; revoking a connection does not automatically remove your original files.

For YouTube API data, our retention rule is to refresh or delete stored metadata within 30 calendar days and periodically reconfirm authorization. If you ask us to delete that data or revoke access through us, we remove the associated API data as soon as possible and within seven calendar days. If you revoke access through Google's settings, we remove the associated API data as soon as possible and within 30 calendar days. These rules concern copies held by our tools; they do not delete your videos from YouTube.

To disconnect a tool or request deletion of Google-derived information we hold, email [email protected] and identify the account and connected tool. Do not send passwords or tokens. We will verify the request, remove the associated connection credentials and stored information within our control, and explain any records we must retain for legal or security reasons. Deleting our records does not delete your original Gmail messages or published YouTube videos. Copies you have sent to a separate assistant or messaging service must also be managed through that service's history and deletion controls.

Guide records

We delete guide records after these periods:

• Guide requests, including the hashed IP address used for abuse limits, and the consent record of a request whose guide email was never accepted for delivery: 48 hours.
• Records of guide emails, and of confirmation emails sent under our earlier process, that we sent or tried to send: 30 days.
• Accepted consent records, consent history and your email preference, including when we tried to send your welcome email and its sending status: three years from when they were recorded or last changed.
• Private guide links expire after 24 hours, subscribe and confirmation links after seven days and unsubscribe links after three years. Expired links stop working. Expired subscribe, confirmation and unsubscribe links are then deleted; private guide links are deleted with the email records after 30 days.
• Daily guide totals, which contain no personal information: one year.

These periods are when a record becomes due for deletion. Deletion runs automatically when the next new guide request is processed, so during quiet periods a record can remain until then.

8. Your rights and choices

• Email [email protected] to access, correct, or delete your data.
• Revoke Google sign-in or connected-service access via your Google permissions page.
• Stop receiving outreach about your business — email us and we'll mark you as opted out.
• Unsubscribe with the link in any guide or tips email. It takes effect immediately and stops both tips and guide emails to that address for three years.

Depending on where you live, you may also have the right to receive a copy of your data in a portable format, to restrict or object to our use of it, and to withdraw consent at any time. We do not sell personal information or use it for automated decisions with legal or similar effects on you. To use any of these rights, email us from the address concerned or tell us which address it is. We will confirm the request is yours, asking only for what we need to do that, and respond within one month.

Erasing your guide data. When you ask us to erase your guide data, we delete your name, email address and guide records from our guide database and check that none remain. We keep only a one-way hash of your email address. For three years, this marker blocks guide emails and tips emails to that address. Email providers may keep delivery logs for a limited time under their own policies.

If you are in the European Economic Area or the United Kingdom, you can also complain to your data protection authority. We would appreciate the chance to resolve your concern first.

Guides by email and your choices

To request a guide, you give your first name and email address and agree to our Terms and this Privacy Policy. You do not need to subscribe to anything to receive a guide. However, if in the last three years you unsubscribed or asked us to erase your guide data, we do not send guide emails to that address. Guides are delivered only by email, through a private link that expires after 24 hours; the website form does not provide a download.

Requesting a guide does not sign you up for anything else, and the guide form has no marketing box. The guide email delivers your guide first. Below it, we offer occasional emails with practical AI tips. If you want them, the Subscribe button opens a page where you press "Yes, send me tips"; only that press subscribes you. Right after you subscribe, we may send you one welcome email, addressed with your first name when available, with a first tip and a link to our free guides. Opening the email or the page does not, so automatic link checkers cannot subscribe anyone. We record the exact wording you agreed to, its version and the time. Older records keep their original wording, including consent given through the earlier form. An unsubscribe stays in effect for three years from your last change.

We never share, rent or sell our email list. Any future partner offer needs your separate permission. Every guide and tips email includes an unsubscribe link, our business name and our postal address. Open the link and confirm on the page; the block takes effect immediately. Compatible email apps also offer one-click unsubscribe. Unsubscribing takes effect immediately and also stops guide emails to that address for three years; contact us if you want guides again sooner. Requests and resends are rate-limited to prevent abuse. First names and email addresses never go to analytics or logs, and guide pages are excluded from general journey and error logging. Guide totals contain only the guide, version, date and counts.

9. Children's privacy

SmartDealMind is not directed at children under 13. We do not knowingly collect data from them.

10. Changes to this policy

If we make material changes, we'll update the "Last updated" date at the top of this page. If a connected feature needs additional permissions or a new use of Google data, we will explain the change and request the required authorization before using the data for that purpose.

11. Contact

SmartDealMind LLC
4519 Woodruff Rd
Unit 4 #6356
Columbus, GA 31904
[email protected]

The person responsible for privacy at SmartDealMind is the company's owner, reachable at the address and email above.