Privacy Policy

Effective date: July 11, 2026 · Last updated: July 11, 2026

This website, spotros.com (the "Site"), is operated by SpotrOS LLC ("SpotrOS," "we," "us," or "our").

This Privacy Policy explains how we collect, use, disclose, and protect information when you visit the Site, submit information through it — including our get-started forms, savings calculator, advertising estimator, newsletter and community signup forms, and call-booking form — or communicate with us by phone, text message, chat, or social media messaging.

By using the Site, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Site or submit information through it.

1. Information We Collect

a. Information you provide directly. Depending on the form you use, we collect:

  • Full name
  • Business name
  • Email address
  • Phone number
  • The service(s) you're interested in and details about your business (for example, your current systems and your timeline for getting started)
  • Savings calculator: the figures you choose to enter, such as an approximate monthly revenue or sales volume, used to generate your estimate and follow up on your request
  • Advertising estimator: information about the advertising campaign you're interested in, such as your goals, preferences, and a summary of your campaign request
  • Newsletter and community signups: your name and email address
  • Any additional message or details you choose to provide
  • If you check the consent box: your text-message and phone-call communications consent (see Section 3)

Fields marked required must be completed to submit a form; all others are optional.

Language. Some of our forms and consent language are presented in Spanish. When you give consent, the language it was presented in is recorded as part of your consent record (Section 3). This Policy is currently published in English.

b. Information from your communications with us. When you call us, text us, chat with us, or message us on social channels, we collect the content of those communications, the phone number or account you contact us from, and related details (such as date, time, and duration). Calls to our business phone lines may be recorded — see Section 4. Some conversations may be handled by AI assistants — see Section 5.

c. Information collected automatically. Like most websites, our Site and its service providers may automatically collect limited technical information when you visit, including your IP address, browser type and version, device type, referring page, pages visited, approximate timestamp, and the campaign or referral source that brought you to the Site (for example, tags in a link you clicked). This information is used for security (spam and bot detection), performance (page caching), basic site operation, website analytics — understanding how visitors find and use the Site — and understanding which of our campaigns brought you to us, as described in Section 7.

d. Information from business customers. If your business becomes a customer, we process the information needed to deliver the services in your agreement — for example, account and contact details, content you provide for display on digital signage we manage for you, website content for sites we build and manage, and operational and summary reporting data generated in connection with your services. That processing is governed by your service agreement with us; this Policy covers the Site and our marketing-stage communications.

e. Information we do not knowingly collect. We do not knowingly collect information from children under 13. The Site is directed at business owners and operators and is not intended for use by children. See Section 13.

2. How We Use Your Information

We use the information described above to:

  • Respond to your inquiry, generate the estimate you requested, and follow up on your request
  • Evaluate eligibility and qualification for the programs you've applied to
  • Contact you by phone, text message, and/or email, consistent with the consent you provided (Section 3) and applicable law
  • Send you the newsletter or community content you signed up for (Section 6)
  • Provide, operate, and support our services and answer your questions, including through AI assistants (Section 5)
  • Review recorded calls and conversation transcripts for quality assurance and training, including improving how both our team and our automated systems handle inquiries (Sections 4 and 5)
  • Operate, maintain, secure, and improve the Site, including detecting and preventing spam, fraud, and abuse, and understanding how visitors use the Site through the analytics described in Section 7
  • Maintain business records, including records sufficient to demonstrate the consent you gave (Section 3) and the opt-out requests you make
  • Comply with legal obligations and enforce our Terms of Service

We do not sell your personal information, and we do not share it with third parties for their own marketing purposes.

3. Text Message and Phone Call Consent

Our forms that collect a phone number include a communications-consent checkbox, and checking it is part of submitting those forms — we only capture phone numbers that come with documented consent. Consent to marketing communications is not a condition of purchasing any goods or services: submitting a form is an inquiry or application, not a purchase, and if you prefer not to check the box, you can always contact us by phone or email instead (see Section 12). You can also revoke your consent at any time after submitting (see "How to revoke consent / opt out" below).

What checking the box means. When you check the consent box, you are agreeing to the specific consent language displayed next to the box at the time you submit the form. In general, that language covers: receiving text messages and phone calls from SpotrOS LLC at the number you provide — including service messages about your request and marketing offers and updates — placed using automated technology; that consent is not a condition of purchasing any goods or services; that message and data rates may apply and message frequency varies; and that you can reply STOP to opt out or HELP for help.

How we prove and record your consent. Because a simple yes/no checkbox is not, by itself, adequate proof of what you agreed to, we record the following seven data points every time the box is checked and a form is submitted:

  1. The exact consent text displayed to you at that moment
  2. The version identifier of that consent text
  3. The date and time of your submission (UTC)
  4. The IP address the submission came from
  5. Your browser's user-agent string
  6. The URL of the page where you gave consent
  7. The language the consent text was presented in (English or Spanish)

We retain each consent record for at least five (5) years from the date it is created. Consent records are not altered after creation.

The consent above covers texts and calls — not marketing email. Checking the box does not subscribe you to marketing email; we treat consent to email marketing separately (see Section 6).

How to revoke consent / opt out. You may revoke your consent and opt out of future marketing texts and calls at any time by:

  • Replying STOP to any text message we send you (reply HELP for help), or
  • Any other reasonable means, including contacting us directly using the information in Section 12.

We honor opt-out requests promptly, and in any event within the timeframe required by applicable law. We retain records of your opt-out for as long as necessary to keep honoring it.

4. Call Recording

Calls to our business phone lines may be recorded. This applies whether your call is answered by a person or by an automated assistant. Where a call is recorded, a disclosure plays at the beginning of the call, before the conversation starts, informing you that the call is recorded for quality and training. By continuing the call after that disclosure, you consent to the recording.

Recordings and transcripts of recorded calls are used for quality assurance and training — including reviewing how inquiries were handled, training our team, and improving our automated systems (for example, using transcripts to make our AI assistants more accurate and more helpful).

If you prefer not to be recorded, you can end the call and contact us instead by email using the information in Section 12.

Call recordings are retained for as long as reasonably necessary for the quality-assurance, training, and record-keeping purposes described above and to comply with legal obligations.

5. AI Assistants

Some conversations with us — on website chat, by text message, on social media messaging channels, or by phone — may be handled in whole or in part by AI assistants. Where an AI assistant answers a phone call, the greeting identifies it as an AI assistant at the start of the call.

AI-assisted conversations may be reviewed by humans. Conversation content is processed to respond to you, to provide and support our services, and to improve the quality and accuracy of our systems — including the automated systems themselves. You can always ask to be connected with a person, and we will arrange a callback or follow-up from our team.

6. Email Communications

We will always use your email address to send you transactional and service communications related to a request you've made (for example, confirming we received your inquiry or delivering the estimate you asked for). These messages do not require marketing consent.

If you sign up for our newsletter or community list, we will use your email address to send you that content. We send marketing email only where we have an appropriate basis to do so — such as your signup or consent — and every marketing email we send includes an unsubscribe link, as required by law. Unsubscribing from marketing email does not affect transactional messages about your active requests or services.

7. Cookies, Caching, and Similar Technologies

Our Site uses technologies including the following:

  • Security and anti-spam verification (Google reCAPTCHA v3): we use Google's reCAPTCHA service to help distinguish human visitors from automated bots on our forms. reCAPTCHA may collect hardware and software information (such as device and application data) and send it to Google for analysis. Use of reCAPTCHA is subject to Google's Privacy Policy and Terms of Service.
  • Network security and content delivery: the Site may use network security and content-delivery services that help protect it from malicious traffic and load it faster. These services may process your IP address and set security-related cookies.
  • Web fonts: the Site may load typefaces from third-party font services, which may receive your IP address when a page loads in order to serve the correct font files.
  • Performance caching: our hosting environment uses page-caching technology to load pages faster. This may set functional cookies needed to serve cached content correctly; it does not track you across other websites.
  • Standard website/CMS cookies: our content management system (WordPress) may set limited functional cookies (such as session identifiers) needed for the Site to operate correctly.
  • Campaign attribution: when you arrive at the Site through a link that carries campaign tags, we record those tags with your form submission so we know which of our campaigns brought you to us. This is first-party attribution of our own campaigns; it does not track you across other websites.
  • Website analytics (Google Analytics 4): we use Google Analytics 4, deployed through Google's Site Kit integration, to understand how visitors find and use the Site — for example, which pages are visited, how visitors arrive, and general information about the devices and browsers used. Google Analytics sets first-party cookies (the _ga family of cookies) to distinguish visitors and sessions, and your IP address is processed by Google as part of this service, subject to Google's data controls. Google processes this information as our service provider. You can learn how Google handles this data at How Google uses information from sites or apps that use our services and in Google's Privacy Policy. Opting out of analytics: you can block or delete analytics cookies using your browser settings, or install the Google Analytics Opt-out Browser Add-on.
  • Newsletter software cookies: the software that manages our newsletter and community signups sets first-party cookies that count page views on this Site, which helps us understand in aggregate how our pages and content are used. These cookies are first-party and do not track you across other websites.

Other than the Google Analytics service and the first-party cookies described above, we do not use third-party analytics tools on the Site, and we do not use advertising cookies, tracking pixels, cross-site trackers, or Google Analytics advertising features. If that changes, we will update this Policy.

We do not currently respond to browser "Do Not Track" signals because no common industry standard for responding to them exists. Because we do not sell personal information and do not use it for cross-site targeted advertising, there is no sale or targeted-advertising activity to opt out of.

8. Digital Signage and Advertising

We operate digital screens in participating businesses, and a local advertising network that places content on some of those screens.

Our screens do not watch you. The screens we operate do not use cameras, microphones, facial recognition, or any audience-surveillance or audience-tracking technology. We estimate advertising reach at the venue level — using information about the venue itself, such as its location, hours, and overall business activity — not by identifying, photographing, or tracking the people who see a screen. Reach estimates provided through our advertising estimator are built the same way: from venue-level information, not from personal data about viewers.

If you choose to scan a QR code shown on a screen, the web page you visit may collect standard web information as described in Section 1(c) and this Policy.

For the businesses that host our screens, the content we display (menus, promotions, advertising) is managed under their service agreements with us, as described in Section 1(d).

9. Payment Services

Some of the products and services we offer are used together with payment processing services provided by independent third-party payment processing providers. Those providers collect and process payment and transaction information under their own agreements and privacy policies, which we encourage you to review. This Policy does not cover the practices of third-party payment processors.

10. How We Share Information

We do not sell your personal information. We may share it with:

  • Service providers who help us operate the Site and respond to inquiries — for example, our website hosting, security, and anti-spam providers; our website analytics provider (Google Analytics — see Section 7); the customer relationship and communications systems we use to track and follow up on your inquiry; and the telecommunications providers that transmit our calls and text messages. These providers process information on our behalf to provide their services to us.
  • Legal and safety reasons — if required by law, subpoena, or legal process, or to protect the rights, property, or safety of SpotrOS, our users, or others.
  • Business transfers — if we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to reasonable protections and, where required, notice.

We do not share your information with unrelated third parties for their own marketing use.

11. Data Retention

  • Consent records (Section 3): retained for at least five (5) years from creation, and not altered after creation.
  • Opt-out records: retained for as long as necessary to keep honoring your opt-out.
  • Call recordings (Section 4): retained for as long as reasonably necessary for quality assurance, training, and record-keeping, and to comply with legal obligations.
  • General lead and inquiry information (name, contact details, form responses, calculator and estimator inputs, conversation history): retained for as long as reasonably necessary to respond to and follow up on your inquiry, maintain our business records, comply with legal obligations, and resolve disputes. When information is no longer needed for these purposes, we delete it or de-identify it.

12. Contact Us

Questions about this Privacy Policy, or requests to exercise a privacy right, can be directed to:

SpotrOS
Phone: 551-525-6611
Email: hello@spotros.com

13. Children's Privacy

The Site is intended for business owners and operators and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, contact us using Section 12 and we will delete it.

14. Your Privacy Rights

Depending on where you live, you may have rights under your state's privacy law — for example, New Jersey residents under the New Jersey Data Privacy Act — to access, correct, delete, or obtain a copy of the personal information a business holds about you, to the extent that law applies to the business and the information at issue.

Regardless of where you live, we will honor reasonable requests to access, correct, or delete your personal information, except where we need to retain it — for example, consent and opt-out records we keep to demonstrate compliance with law, or information we need to complete a service you requested, maintain required business records, or comply with a legal obligation. To make a request, contact us using the information in Section 12. We will respond within the timeframe required by applicable law, and we will not discriminate against you for exercising a privacy right.

15. Security

We use reasonable administrative, technical, and physical safeguards designed to protect the information we collect. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security. If a security incident affects your personal information, we will notify you and the relevant authorities as required by applicable law.

16. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the most recent revision. If we make material changes, we will update that date and take reasonable steps to make you aware, such as a notice on this page. Where a change affects consent you have already given, we will obtain fresh consent where required by law. Continued use of the Site after changes take effect constitutes acceptance of the updated Policy.

17. Related Documents

This Privacy Policy should be read together with our Terms of Service, which govern your use of the Site generally.