Summary
| What do we collect? | Business contact details (name, work email, company, job title), website usage data, and, for applicants and contractors, CVs and payment details. |
| Do we collect sensitive data? | No. |
| Do we get data from third parties? | Yes. B2B data providers (Apollo.io) and public professional profiles such as LinkedIn, to find companies that may need our services. |
| Do we sell your data? | No. |
| Do we use AI on your data? | We use Claude by Anthropic on a business plan that does not use our data to train models. |
| How do I exercise my rights? | Email security@writechoice.io. We answer within 30 days. |
1. Who we are
WriteChoice Group LLC ("WriteChoice", "we") provides technical documentation services. We are the data controller for the personal data described in this policy.
| Company | WriteChoice Group LLC |
| Address | 30 N Gould St, STE R, Sheridan, WY 82801, USA |
| Privacy contact | security@writechoice.io |
When we work on a client project, any personal data inside the client's material is processed on the client's behalf, under our contract with that client and our Security Policies. In that case the client is the controller and we are the processor.
2. What we collect and why
| Who | Data | Purpose | Legal basis |
|---|---|---|---|
| Website visitors | IP address, device and browser data, pages visited, the company associated with your IP address | Measure website performance, measure ad campaigns, identify companies interested in our services | Consent, given through our cookie banner |
| People who contact us or book a call | Name, work email, company, job title, phone number, what you tell us; call recordings and transcripts when you agree to them | Answer your request, prepare proposals, follow up | Legitimate interest; consent for recordings |
| Prospects we contact | Name, work email, company, job title, LinkedIn profile, from public sources and B2B data providers | Contact businesses that may benefit from our services | Legitimate interest |
| Clients | Business contact details, billing information | Deliver services, invoice, manage the relationship | Contract |
| Job applicants and contractors | CV, professional background, contact details; for contractors also contract, tax and payment details | Recruit, contract and pay our team | Contract; legal obligation |
We do not sell personal data, and we do not collect sensitive categories of data.
3. Cookies and tracking on our website
When you first visit our website, a cookie banner lets you accept all cookies, reject non-essential cookies, or choose by category. Analytics and marketing tools do not run until you accept them, and you can change your choice at any time from the banner or in your browser settings.
| Category | Tools | Purpose | Consent required |
|---|---|---|---|
| Strictly necessary | Framer (hosting), cookie banner | Run the website and remember your cookie choice | No |
| Analytics | Google Analytics, Framer analytics | Understand how visitors use the website | Yes |
| Marketing | Google Ads, Google Tag Manager, Apollo.io website tracker | Measure ad campaigns and identify the companies that visit us, based on IP address | Yes |
Most browsers offer a "Do Not Track" setting. There is no common standard for it yet, so our website does not respond to it; use the cookie banner to control tracking instead.
4. Who we share data with
We share personal data only with service providers that process it for us, under their data processing terms:
| Provider | Purpose |
|---|---|
| Google (Workspace, Analytics, Ads) | Email, documents, website analytics and advertising |
| Framer | Website hosting |
| Apollo.io | B2B contact data, email outreach, website visitor tracking |
| Pipedrive | CRM |
| HeyReach | LinkedIn outreach |
| Fireflies.ai | Call recording and transcription, with consent |
| Slack, Notion | Internal communication and project management |
| Anthropic (Claude) | AI-assisted writing and analysis, on a business plan that does not train on our data |
| Deel | Contractor contracts and payments |
| Banking and accounting providers | Payments, invoicing and bookkeeping |
We may also disclose data when the law requires it, to protect our rights, or as part of a merger, acquisition or sale of all or part of our business.
5. International transfers
We are based in the United States, and most of our providers store data there. Some members of our team work from other countries, including Brazil. When personal data from the UK or the European Economic Area is transferred outside those regions, we rely on our providers' Standard Contractual Clauses or other safeguards recognised by law.
6. How long we keep data
| Data | Kept for |
|---|---|
| Leads, prospects and their call recordings | 3 years after our last contact |
| Proposals and contracts | 5 years after the end of the contract |
| Job applicants | 1 year after the application |
| Tax and accounting records | As long as the law requires |
After that, we delete the data or make it anonymous.
7. Security
We protect personal data with two-factor authentication, a company password manager, encrypted devices and least-privilege access. The full controls are described in our Security Policies and on our Trust Center. No system is completely secure, but if an incident affects your personal data we will tell you as the law requires.
8. Your rights
Depending on where you live (for example under the GDPR, UK GDPR, Brazil's LGPD or California's CCPA), you can ask us to:
- Access the personal data we hold about you, or receive a copy
- Correct or delete it
- Restrict or object to how we use it, including for direct marketing
- Withdraw consent you gave us
Email security@writechoice.io. We confirm receipt within 7 business days and answer within 30 days. You can also complain to your data protection authority, such as the ICO in the UK, your local authority in the EU, or the ANPD in Brazil.
9. Marketing emails and messages
You can stop our sales and marketing messages at any time with the unsubscribe link in our emails, or by replying and asking us to stop. We then keep only your email address on a suppression list, so we do not contact you again.
10. Other
- Children. Our services are for businesses and are not directed at anyone under 18. We do not knowingly collect their data, and we delete it if we learn we have.
- Other websites. Our website links to other websites. Their privacy practices are their own.
- Changes. We update this policy when our practices change, and show the date of the last update at the top of this page.