Privacy Policy

Ultimum Solutions LLC, doing business as "Ultimum," "Ultimum Group," "Ultimum Consulting," "Ultimum Dev," "Ultimum Software," "Ultimum AI," "SalesStudio," "PolicyPerfect," and "PolicyPortal" (collectively, "Ultimum," "we," "our," or "us"), respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, process, and share data when you:

• Visit any Ultimum website or funnel
• Use any Ultimum CRM, dashboard, portal, or software application
• Receive SMS, email, or voice communications from us
• Use our AI tools, automations, or chatbot features
• Engage with Ultimum Consulting or Dev services
• Use our integrations and connected third-party services

By accessing or using any Ultimum product, service, or website, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect information in four main categories:

1. Information you provide directly

• Name, email, phone, company, EIN, and business profile
• Account registration information
• Messages, notes, uploads, documents, forms, and content you enter
• Information submitted through support channels
• Contact lists, leads, customers, and prospect data you import into our CRM or tools
• Payment information processed by our payment partners (e.g., Stripe)

2. Information collected automatically

• IP address, browser type, device identifiers
• Usage logs, clickstream data, pages visited, and time spent
• Access times and system activity
• Cookies, tags, beacons, and analytics data
• Log data from workflows, automations, AI tasks, and communication events

3. Information from communications tools

• SMS/MMS/voice call logs (metadata such as timestamps, not call content)
• Message deliverability data from carriers and gateways
• A2P 10DLC brand and campaign registration details
• Opt-in/opt-out events (STOP, HELP, unsubscribe)
• Email deliverability and verification results

4. Information from integrated third-party services

Integration with external systems may transmit or store data such as:

• Telephony (e.g., Twilio)
• CRM or marketing platforms (e.g., GoHighLevel)
• Payments (e.g., Stripe)
• Storage (e.g., Supabase, AWS S3)
• Hosting (e.g., Netlify, Vercel, Replit)
• Automation engines (e.g., Trigger.dev, Zapier)
• Browser-based apps (e.g., custom portals, calculators, quoting tools)

We only receive the data you authorize or provide through your usage.

2. How We Use Your Information

We use personal and business information for the following purposes:

• To provide, maintain, secure, and improve Ultimum services
• To operate CRM features, pipelines, workflows, automations, and portals
• To deliver SMS, MMS, email, and voice communications through carriers
• To generate or assist with AI content, AI automations, or AI-driven insights
• To process transactions and manage billing
• To provide consulting, technical support, and implementation services
• To build, host, and maintain websites, apps, and software tools
• To perform analytics, troubleshoot issues, and improve performance
• To comply with 10DLC, TCPA, CTIA, CAN-SPAM, and other regulatory requirements
• To fulfill legal obligations and maintain secure systems
• To prevent misuse, fraud, and unauthorized activities
• To communicate with you about updates, new features, and relevant services

3. AI Data Processing & Automated Decisioning

Ultimum provides AI-powered tools using internal and third-party AI models. When using these features:

• Inputs you provide (text, prompts, documents) may be processed by AI engines
• Outputs may be inaccurate, incomplete, or unpredictable
• You remain responsible for reviewing AI outputs before acting on them
• AI is not legal, financial, tax, compliance, or professional advice
• We may use anonymized, aggregated data to improve AI performance
• We do not use customer data to train public AI models unless a vendor already does so under its own policies

Certain features (e.g., conversational AI, auto-replies, or smart content tools) may generate automated messages or decisions; you control and configure these features and remain responsible for their use.

4. Cookies & Tracking Technologies

We use cookies and similar technologies for:

• Authentication
• Session management
• Analytics and usage tracking
• Funnel conversion tracking
• Security and fraud detection
• Personalization and performance

You may disable cookies in your browser, but some features may not function properly.

5. Disclosure to Third Parties

Ultimum may share information with:

Service providers and processors, including:

• GoHighLevel (CRM infrastructure)
• Twilio (telephony, SMS, calling)
• Stripe (payments)
• Supabase (database, auth, storage)
• Trigger.dev (automations)
• AWS, Netlify, Vercel, Replit (hosting)
• AI vendors (for text, voice, or content generation)
• Email verification and deliverability services

These providers process data on our behalf and have their own privacy policies.

We may also share information:

• With subcontractors providing development, consulting, or support
• When required by law, subpoena, or regulatory request
• To enforce our Terms or protect Ultimum and our users
• In connection with mergers, acquisitions, or business transfers
• With your consent or at your direction

We do NOT sell personal information.

6. Telephony, SMS, MMS, A2P & Communications Data

Our Services may send or facilitate SMS, MMS, email, or voice communications.

By providing your phone number, you consent to receiving text messages and calls from Ultimum. Consent is not a condition of purchase.

We store:

• Message metadata (timestamps, routing, segment counts)
• Opt-in and opt-out events (STOP, HELP)
• Carrier responses and deliverability data

We do not record call audio unless explicitly disclosed in a specific service.

You may opt out at any time by replying STOP.

7. Data Retention & Account Closure

We retain personal data for as long as:

• You maintain an account
• Required to provide Services
• Required for legal, tax, regulatory, audit, or fraud prevention purposes
• Required to maintain system integrity

Upon account closure:

• You may request a data export within 30 days
• After 30 days, we may delete or anonymize account data
• Backups may persist securely for limited periods
• Logs and aggregated data may be retained indefinitely for security and analytics

8. International Transfers & GDPR Rights

Some data may be processed in data centers located outside your country, including the United States, EU, UK, and other regions.

If you are in the European Economic Area, you have the following rights:

• Access your personal data
• Correct inaccurate data
• Request deletion ("right to be forgotten")
• Restrict or object to processing
• Data portability
• Withdraw consent (where applicable)

Requests may be submitted to: team@ultimumgroup.com.

We rely on contractual safeguards, DPAs, and provider compliance programs (e.g., GDPR, SCCs) where applicable.

9. US State Privacy Rights (CCPA/CPRA & Others)

If you reside in California or a state with similar privacy laws, you may exercise the following rights:

• Right to know what information is collected and how it's used
• Right to access personal information
• Right to request deletion
• Right to correct inaccurate information
• Right to opt out of "selling" or "sharing" personal data
• Right to limit use of sensitive personal data
• Right to non-discrimination for exercising rights

Ultimum does not sell personal information.

Requests may be submitted by contacting us at: team@ultimumgroup.com.

10. Security

We use administrative, technical, and physical safeguards to protect information, including:

• Encryption in transit (HTTPS/TLS)
• Access controls
• Audit logs
• Role-based permissions
• Secure hosting environments
• Vendor security assessments

However, no method of electronic transmission is 100% secure. You use the Services at your own risk.

11. Children's Privacy

Ultimum Services are not directed to children under 13 (or under 16 in applicable jurisdictions). We do not knowingly collect data from children.

12. Links to Third-Party Websites

Ultimum websites or portals may link to external websites or tools. We are not responsible for the privacy practices of those sites.

13. Changes to This Privacy Policy

We may update this Policy from time to time. Your continued use constitutes acceptance of the updated Policy.

14. Contact Information

Ultimum Solutions LLC
204 12th Street, Unit 115
Des Moines, IA 50309
team@ultimumgroup.com
(515) 346-0011

If you have questions about this Privacy Policy or would like to exercise your privacy rights, please contact us.

For more information about your rights and obligations when using Ultimum services, please review our Terms of Service, which are incorporated by reference into this Privacy Policy.