Pippa PA Privacy Policy

2. Who We Are

Pippa PA (Claritas Capital Partners LLC)
Data Controller
Email: privacy@pippa-pa.com
30 North Gould Street, Sheridan, Wyoming, WY82801, United States
We determine what data is collected and why.

3. Our Data Processor (HighLevel/LeadConnector LLC)

We use HighLevel (LeadConnector LLC) as our secure CRM, communication, and automation platform. This means all customer data (call logs, messages, contact records, recordings, lead data) is stored and processed inside HighLevel’s secure cloud infrastructure. Pippa PA does not host or store data on any physical servers of our own. HighLevel handles:

• Encryption
• Backups
• Infrastructure security
• Network protection
• DPF/GDPR compliance safeguarding

HighLevel/LeadConnector Policies:

• Privacy Policy
• Data Processing Agreement
• EU–US Data Privacy Framework Certification
• Sub-Processor List
• Security & Compliance Overview

(We link these from our Data & Security page.)

4. Information We Collect

4.1 Personal Data Provided by You

• Name
• Phone number
• Email address
• Business information
• Payment/subscription details
• Call preferences
• Onboarding details
• Client scripts and instructions

4.2 Automatically Collected Data

• IP address
• Device information
• Browser type
• Usage patterns
• Interaction logs
• Cookies & tracking data

4.3 Communication Data

(This is the core of the Pippa PA service.) We collect and process:

• Incoming/outgoing calls
• Call audio (optional if recording enabled)
• Call transcripts
• SMS messages
• WhatsApp messages
• Email messages
• Calendar events
• Notes added inside HighLevel

4.4 Data From Your Customers

This includes:

• Names
• Phone numbers
• Enquiry information
• Booking details
• Lead information

This is processed only to deliver the receptionist/PA service.

5. How We Use Your Data

• Deliver the Pippa PA AI receptionist service (handle calls, route calls, capture leads, book appointments, respond to enquiries, send messages, update your CRM)
• Improve service accuracy – we analyse usage patterns to improve AI performance (not to train general models)
• Support – provide support and resolve issues
• Billing & Account Management – process subscription payments and manage your plan
• Legal & Compliance – maintain logs, protect our rights, prevent fraud, comply with local and UK GDPR laws

6. How HighLevel Processes Your Data (Critical Legal Protection)

• Encryption in transit and at rest
• Role-based access control
• Network firewalls
• Regular vulnerability testing
• Automated backups
• DPF-certified data transfers to the US
• Data minimisation & audit trails
• Secure sub-processors (Twilio, SendGrid, AWS, etc.)

HighLevel NEVER uses your data for:

• Advertising
• Selling
• Training general AI models

This is stated in the LeadConnector privacy policy.

7. Lawful Basis for Processing (UK GDPR)

• Legitimate interest (to deliver receptionist/PA services)
• Contractual necessity (to perform the service you purchased)
• Consent (optional marketing, call recordings)
• Legal obligation (tax, fraud prevention, safety)

8. Data Retention

• Contact records: until account closure or deletion request
• Call logs & transcripts: 12–24 months (you can request shorter)
• Payment/billing data: 6 years (legal requirement)
• Backups: determined by HighLevel’s infrastructure policy

You may request deletion at any time.

9. Your Data Rights

• Access your data
• Correct personal data
• Request deletion
• Request a copy (data portability)
• Restrict processing
• Object to processing
• Withdraw consent
• File a complaint with ICO (UK)

To exercise any rights, contact privacy@pippa-pa.com. We process all requests through HighLevel’s secure data-deletion flow.

10. Sharing Your Data

We do not sell personal data. We share data only with:

• HighLevel/LeadConnector (primary processor)
• Sub-processors (e.g., Twilio, AWS, SendGrid)
• Legal authorities (if required)
• Service providers assisting our operation

Full list is in our Sub-Processor Disclosure.

11. Sub-Processors We Use

Pippa PA uses the following GDPR-compliant sub-processors via HighLevel:

• LeadConnector LLC (CRM + automation)
• Twilio (telephony & SMS)
• MailerSend / SendGrid / LC Email (email delivery)
• Google Cloud / AWS (hosting depending on region)
• WhatsApp Business API Providers
• Stripe (payments)

Each has its own security policy linked on our website.

12. Cookies

We use cookies to analyse traffic, improve website performance, and enhance user experience. You may disable cookies through your browser.

13. Children’s Data

We do not knowingly collect data from anyone under 16.

14. Changes to This Policy

We may update this policy. Updated versions are posted with a new “Last Updated” date.

15. Contact Us

For any privacy-related questions:
privacy@pippa-pa.com
30 North Gould Street, Sheridan, Wyoming, WY82801, United States