Privacy Policy

PLEX Automation LLC ("PLEX Automation," "we," "us," or "our") is a limited liability company operating in the State of Alabama. We provide done-for-you AI automation services for small businesses, including missed-call text-back systems, automated appointment booking, Google review request automation, and AI voice agents.

Business Address: 120 19th St N, Suite 201, Birmingham, Alabama 35203
Phone: 256-609-4618
Email: [email protected]
Website: https://plexautomation.io

By visiting our website, submitting a form, communicating with us via text or email, or using any of our services, you agree to the terms of this Privacy Policy. If you do not agree with this policy, please do not use our website or services.

2.1 Information You Provide Directly

We collect personal information that you voluntarily provide when you:

• Submit a contact form or inquiry on our website
• Book a strategy call or consultation through our scheduling system
• Sign up for or enroll in any of our services
• Communicate with us by phone, email, or text message
• Respond to marketing messages, surveys, or promotions

This information may include: full name, business name, email address, phone number (including mobile), physical address, job title, industry type, and any other details you share voluntarily during communications.

2.2 Information Collected Automatically

When you visit our website, we automatically collect certain technical information through cookies, pixels, and similar technologies, including:

• IP address and approximate geographic location
• Browser type, operating system, and device type
• Pages visited, time spent on pages, and referring URLs
• Click behavior and scroll depth
• Session duration and repeat visit data

2.3 Information From Third Parties

We may receive information about you from third-party sources including:

• GoHighLevel (GHL): Our CRM platform, which stores contact records, communication history, pipeline status, and booking data
• Google Analytics: Aggregated website traffic and behavior data
• Meta (Facebook) Pixel: Conversion tracking and remarketing audiences
• Payment processors: Transaction confirmations (we do not store full payment card data)
• Referral sources: Information passed via referral links or affiliate tracking

We use the information we collect for the following purposes:

• Delivering our services: Setting up, configuring, and managing your AI automation systems
• Client communications: Responding to inquiries, sending onboarding materials, and providing support
• Appointment booking: Scheduling strategy calls, kickoff meetings, and follow-ups
• Billing and payments: Processing service fees, issuing invoices, and managing subscription plans
• Marketing and sales: Sending service updates, promotions, or information we believe is relevant to you — always with the ability to opt out
• System performance and analytics: Monitoring and improving our systems, website, and services
• Legal compliance: Complying with applicable laws, regulations, and legal processes
• Fraud prevention: Detecting and preventing fraudulent activity or abuse of our services

We rely on the following legal bases for processing your personal information:

• Consent: Where you have given us clear consent (e.g., opting in to text or email communications)
• Contract performance: Where processing is necessary to deliver services you have requested or contracted for
• Legitimate interests: Where we have a legitimate business interest that does not override your rights (e.g., fraud prevention, business analytics)
• Legal obligation: Where we are required by law to process your information

PLEX Automation and its clients use automated text messaging systems to communicate with leads and customers. We take our obligations under the Telephone Consumer Protection Act (TCPA) seriously.

4.1 Consent to Receive Text Messages

By providing your mobile phone number on any form, booking page, or communication channel associated with PLEX Automation or a PLEX Automation client system, you expressly consent to receive automated text messages (SMS) from that business. These messages may include:

• Appointment reminders and confirmations
• Missed call follow-up messages
• Lead qualification responses
• Review request messages
• Business updates and promotional offers

Consent to receive text messages is not required as a condition of purchasing any goods or services from PLEX Automation or any of our clients.

4.2 Message Frequency

Message frequency varies based on your interactions and service type. You may receive between 1 and 10 messages per week depending on the automation sequence you are enrolled in.

4.3 Message and Data Rates

Standard message and data rates from your mobile carrier may apply. PLEX Automation is not responsible for carrier charges.

4.4 Opt-Out Instructions

4.5 Do Not Call Registry

We respect and comply with the National Do Not Call Registry. If your number is registered, we will only contact you if you have provided prior express written consent. To register your number, visit www.donotcall.gov.

4.6 PLEX Automation as a Service Provider

PLEX Automation provides automated messaging infrastructure to our business clients. In this capacity, we act as a service provider or data processor on behalf of our clients, who are the message originators. Our clients are responsible for obtaining appropriate consent from their own customers and for complying with TCPA and applicable state laws regarding text message marketing.

PLEX Automation complies with the CAN-SPAM Act of 2003. All commercial emails we send will:

• Clearly identify PLEX Automation as the sender in the "From" field
• Include a clear and accurate subject line that is not misleading
• Include our valid physical mailing address: 120 19th St N, Suite 201, Birmingham, Alabama 35203
• Provide a clear and easy way to opt out of future commercial email
• Honor opt-out requests within 10 business days
• Not use deceptive headers or routing information

To unsubscribe from our marketing emails, click the "Unsubscribe" link at the bottom of any email, or email us at [email protected] with "Unsubscribe" in the subject line. Please note that unsubscribing from marketing emails will not stop transactional emails related to your active service contract (e.g., invoices, service notifications).

We use cookies and similar tracking technologies on our website to enhance your experience and gather analytics data. The types of cookies we use include:

Essential Cookies

Required for the website to function. These cannot be disabled as they are necessary for basic features like form submission and page navigation.

Analytics Cookies

We use Google Analytics 4 (GA4) to collect aggregated data about how visitors use our site — including pages visited, session duration, and traffic sources. This data is anonymized and used only to improve our website. GA4 tracking ID: G-ZFR30DW5SQ.

Marketing & Advertising Cookies

We use the Meta (Facebook) Pixel (ID: 1625454241915097) to track conversions from our Facebook and Instagram ads and to build remarketing audiences. This pixel collects information about your visit and reports aggregated activity back to Meta. We do not control Meta's use of this data, which is governed by Meta's own Privacy Policy.

Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to refuse all cookies or to accept only certain types. Disabling cookies may affect the functionality of our website. You may also opt out of Google Analytics tracking at tools.google.com/dlpage/gaoptout and Meta ad personalization at facebook.com/adpreferences.

We currently do not respond to browser "Do Not Track" signals, as there is no industry-standard interpretation of this signal. However, we honor opt-out requests made directly to us or through the tools described above.

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We share information only in the following limited circumstances:

7.1 Service Providers (Sub-Processors)

We share information with vendors who perform services on our behalf, under written agreements that require them to protect your data and use it only for specified purposes:

• GoHighLevel: CRM, pipeline management, email/SMS automation, calendar booking
• Google: Analytics, advertising, calendar integrations
• Meta Platforms: Advertising and conversion tracking
• Stripe / Payment Processors: Payment processing (we do not store full card numbers)
• Twilio / Messaging Providers: SMS delivery infrastructure
• Anthropic / OpenAI / AI Providers: AI processing for our automated systems (data is processed per their enterprise data handling terms)

7.2 Legal Requirements

We may disclose your information if required to do so by law or in response to a valid legal request (e.g., subpoena, court order, or government agency request), or when we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

7.3 Business Transfers

In the event of a merger, acquisition, sale of assets, or reorganization of PLEX Automation, your information may be transferred to the successor entity. We will provide notice before your information becomes subject to a materially different privacy policy.

7.4 With Your Consent

We may share your information with other parties when you have given us your explicit consent to do so.

7.5 PLEX Automation's Role as a Processor for Clients

When we build and operate automation systems on behalf of our business clients, we act as a data processor processing information on behalf of our clients (the data controllers). In these cases, our clients' own privacy policies govern the handling of their customers' data. PLEX Automation processes that data only as directed by the client and in accordance with our Data Processing Agreement.

We implement reasonable and appropriate technical, administrative, and physical safeguards designed to protect your personal information from unauthorized access, use, alteration, or destruction. These measures include:

• Encrypted transmission of data (HTTPS/TLS) across all our web properties
• Access controls limiting who within PLEX Automation can view your information
• Use of reputable third-party platforms (GoHighLevel, Google, Stripe) with their own enterprise security certifications
• Regular review of data access practices and vendor security postures

We retain your personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required or permitted by law. Specifically:

• Active client records: Retained for the duration of the service relationship plus 5 years for billing, tax, and legal compliance purposes
• Lead and contact records: Retained for up to 3 years from the date of last interaction, or until you request deletion
• Communication logs (SMS/email): Retained for up to 2 years to support dispute resolution and service quality monitoring
• Website analytics data: Aggregated data retained per Google Analytics' standard retention settings (26 months)
• Financial records: Retained for 7 years as required by IRS and accounting regulations

Upon request, we will delete or anonymize your personal information unless we are legally required to retain it. To submit a deletion request, contact us at [email protected].

If you are a California resident, the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA) provide you with specific rights regarding your personal information.

Your California Rights

• Right to Know: You have the right to request disclosure of the categories and specific pieces of personal information we collect about you, the sources of that information, the purposes for which it is used, and the categories of third parties with whom it is shared.
• Right to Delete: You have the right to request deletion of your personal information, subject to certain exceptions (e.g., information needed to complete a transaction, comply with legal obligations, or exercise free speech).
• Right to Correct: You have the right to request correction of inaccurate personal information we hold about you.
• Right to Opt-Out of Sale/Sharing: PLEX Automation does not sell personal information. We do not share personal information for cross-context behavioral advertising. If this changes, we will update this policy and provide an opt-out mechanism.
• Right to Limit Use of Sensitive Information: You have the right to limit the use of sensitive personal information to specific purposes permitted by law.
• Right to Non-Discrimination: You will not be discriminated against for exercising any of your California privacy rights.

How to Submit a California Privacy Request

To exercise any of the above rights, submit a verifiable consumer request by:

• Emailing [email protected] with the subject line "California Privacy Request"
• Calling us at 256-609-4618

We will respond to verifiable requests within 45 days. We may extend this period by an additional 45 days if necessary, with notice. We will verify your identity before processing requests to protect against unauthorized disclosure.

Authorized Agent

You may designate an authorized agent to submit requests on your behalf. We will require written proof of the agent's authority and may still require you to verify your identity directly with us.

If you are located in the European Union (EU), European Economic Area (EEA), or United Kingdom (UK), the General Data Protection Regulation (GDPR) or UK GDPR provides you with the following rights:

• Right of Access: Obtain a copy of your personal data and information about how it is processed
• Right to Rectification: Request correction of inaccurate or incomplete personal data
• Right to Erasure ("Right to be Forgotten"): Request deletion of your personal data under certain circumstances
• Right to Restriction of Processing: Request that we limit how we process your data in certain situations
• Right to Data Portability: Receive your personal data in a structured, machine-readable format and transfer it to another controller
• Right to Object: Object to processing based on legitimate interests or for direct marketing purposes
• Rights Related to Automated Decision-Making: Not to be subject to decisions made solely by automated processing that significantly affect you, unless you have given consent or it is necessary for a contract

PLEX Automation is primarily a U.S.-based business and does not actively market to EU/UK residents. If we process your data and you are located in the EU/UK, we rely on your consent or the performance of a contract as our legal basis. To exercise your GDPR rights, contact us at [email protected]. You also have the right to lodge a complaint with your local supervisory authority.

International Data Transfers

If you are located outside the United States, your information will be transferred to and processed in the United States, where privacy laws may differ from those in your jurisdiction. By using our website or services, you consent to this transfer. We take steps to ensure adequate protection for international transfers as required by applicable law.

Our services are intended solely for adults operating or managing businesses. Our website and services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13.

If we become aware that we have inadvertently collected personal information from a child under 13 without parental consent, we will take steps to delete that information as quickly as possible. If you believe we may have collected information from a child under 13, please contact us immediately at [email protected].

Additionally, we do not knowingly collect information from individuals between the ages of 13 and 18 without appropriate parental or guardian consent. Our services are business-to-business in nature and assume users are adults (18+) operating businesses.

A core part of PLEX Automation's services involves AI-powered automated systems that interact with leads and customers on behalf of our business clients. We are committed to transparency about how these systems work.

13.1 AI Voice Agents

Our Voice AI systems are automated phone agents that answer calls, engage callers in conversation, qualify leads, and schedule appointments. When you call a business using a PLEX Voice AI system:

• The call may be answered by an AI agent, not a human
• The conversation may be recorded and transcribed for quality assurance and CRM logging
• Call recordings and transcripts may be retained by the business client for up to 2 years
• You have the right to request to speak with a human at any time during the interaction

13.2 Automated Text Messaging

Our SMS automation systems send messages on behalf of our business clients using automated telephone dialing technology. These messages are sent based on triggers (such as a missed call) and do not require human action to send. All such messages comply with TCPA requirements as described in Section 4.

13.3 Automated Decision-Making

Our AI systems make automated determinations (such as lead qualification assessments and appointment scheduling decisions) based on your responses during interactions. These determinations affect whether and when you are connected with a business representative. You may always request human review of any automated interaction by contacting the business directly or by contacting PLEX Automation.

13.4 AI Data Processing

Conversation data from our AI systems may be processed by third-party AI providers (including but not limited to Anthropic and OpenAI) to generate responses and improve system performance. These providers are bound by enterprise data processing agreements and do not use your conversation data to train their public models unless specifically configured to do so.

Our website may contain links to third-party websites, including our scheduling platform (GoHighLevel), payment processors, and external resources. We are not responsible for the privacy practices, content, or security of any third-party websites. We encourage you to review the privacy policies of any third-party sites you visit. This Privacy Policy applies only to information collected by PLEX Automation through our own website and services.

Our website may include embedded content from social platforms (including LinkedIn, Facebook, and Google), which may collect data about your interaction with that content regardless of whether you have an account with those platforms. Their respective privacy policies govern this collection.

Regardless of your location, you have the following general rights with respect to your personal information:

• Access & Correction: Request access to or correction of the personal information we hold about you
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Opt-Out of Marketing: Unsubscribe from email or text marketing at any time (STOP for texts, unsubscribe link for emails)
• Portability: Request a copy of your data in a structured, readable format
• Withdrawal of Consent: Where processing is based on consent, you may withdraw your consent at any time without affecting the lawfulness of prior processing
• Complaint: File a complaint with the relevant data protection authority in your jurisdiction

To exercise any of these rights, contact us at:

• Email: [email protected]
• Phone: 256-609-4618
• Mail: PLEX Automation LLC, 120 19th St N Suite 201, Birmingham, AL 35203

We will respond to all verifiable requests within 30 days (or 45 days for California residents). We may need to verify your identity before processing certain requests.

16.1 Governing Law

This Privacy Policy and any disputes arising from it are governed by the laws of the State of Alabama, without regard to conflict of law principles. Any legal action or proceeding arising under this policy shall be brought exclusively in the federal or state courts located in Jefferson County, Alabama.

16.2 Dispute Resolution

Before initiating any legal action, you agree to first contact us at [email protected] to attempt to resolve the dispute informally. We will make good-faith efforts to resolve any dispute within 30 days of receiving written notice.

16.3 Disclaimer of Warranties

Our website and services are provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

16.4 Limitation of Liability

To the maximum extent permitted by applicable law, PLEX Automation LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, goodwill, or other intangible losses, resulting from:

• Unauthorized access to or alteration of your data
• Actions of third-party service providers
• Any security breach despite reasonable security measures
• Your use of or inability to use our website or services

In no event shall our total liability exceed the greater of (a) the total amount you paid to PLEX Automation in the three months preceding the claim, or (b) one hundred dollars ($100.00).

16.5 Indemnification

You agree to indemnify, defend, and hold harmless PLEX Automation LLC, its members, officers, employees, and agents from and against any claims, damages, losses, and expenses (including reasonable attorneys' fees) arising from your violation of this Privacy Policy or your misuse of our website or services.

We reserve the right to update or modify this Privacy Policy at any time. When we make material changes, we will:

• Update the "Effective Date" and "Last Updated" date at the top of this page
• Post the updated policy at plexautomation.io/privacy
• For material changes affecting existing clients, send notification via email to the address on file

Your continued use of our website or services after any changes to this policy constitutes your acceptance of the revised policy. We encourage you to review this policy periodically. If you object to any changes, you must stop using our services and contact us to close your account.

If you have any questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us through any of the following channels:

We take privacy inquiries seriously and will respond to all requests within 5 business days.