1. Overview
ACES Marketing Systems ("ACES," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with our automated marketing systems.
By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.
Important: If you are a healthcare provider or handle protected health information (PHI), additional HIPAA-compliant safeguards apply to your data. See Section 9 for details.
3. How We Use Your Information
We use your information for the following purposes:
3.1 To Provide and Improve Our Services
- Process your requests and transactions
- Deliver our marketing automation services
- Provide customer support and respond to inquiries
- Improve our website, services, and user experience
- Develop new features and offerings
3.2 For Marketing and Communications
- Send you marketing emails, newsletters, and promotional materials
- Contact you via SMS/text messages (with your consent)
- Make phone calls for sales, support, or service-related purposes
- Personalize your experience and recommendations
- Conduct market research and surveys
3.3 For Legal and Security Purposes
- Comply with legal obligations and regulatory requirements
- Protect against fraud, security risks, and illegal activities
- Enforce our terms of service and agreements
- Respond to legal requests and prevent harm
4. Automated Marketing Systems
ACES Marketing Systems provides automated marketing services to our clients. This section explains how our automated systems work and how your data may be used.
4.1 Types of Automated Systems
Our platform may deploy the following automated systems:
- Email Automation: Automated email campaigns, drip sequences, and newsletter delivery
- SMS Automation: Automated text message campaigns and appointment reminders
- Voice Automation: AI-powered phone answering, voicemail drops, and call routing
- Chatbots: AI-driven website chat and messaging platform automation
- Social Media Automation: Scheduled posts and automated engagement
- Direct Mail Automation: Triggered postcard and physical mail campaigns
4.2 Data Processing in Automated Systems
When you interact with automated systems (ours or our clients'), the following may occur:
- Your responses may be recorded and analyzed
- AI and machine learning may be used to personalize content
- Your engagement data (opens, clicks, replies) is tracked
- Behavioral triggers may initiate automated follow-up communications
- Data may be shared with integrated third-party platforms
Transparency Commitment: We believe in honest automation. Our systems are designed to enhance—not replace—genuine human communication. You always have the right to opt out or request human interaction.
5. SMS/Text Message Communications
5.1 Consent to Receive Text Messages
By providing your mobile phone number and opting in to receive text messages from ACES Marketing Systems or our clients, you expressly consent to receive:
- Marketing and promotional text messages
- Appointment reminders and confirmations
- Service updates and notifications
- Survey and feedback requests
- Automated system-generated messages
Important TCPA Disclosure: You are not required to consent to receive automated text messages as a condition of purchasing any goods or services. Message and data rates may apply. Message frequency varies.
5.2 How to Opt Out of Text Messages
You can stop receiving text messages at any time by using any of these methods:
- Text "STOP" - Reply with the word STOP, UNSUBSCRIBE, QUIT, CANCEL, or END to any text message
- Text "HELP" - For assistance, reply HELP to any message
- Contact Us - Email privacy@acesmarketingsystems.com or call us to opt out
After you send STOP, we will send you one final confirmation message and then you will no longer receive messages from that particular campaign or phone number. If you are receiving messages from multiple campaigns or phone numbers, you may need to opt out separately from each.
5.3 Text Message Timing
In compliance with the Telephone Consumer Protection Act (TCPA), we will not send text messages:
- Before 8:00 AM or after 9:00 PM in your local time zone
- More frequently than you have consented to receive
- After you have opted out or withdrawn consent
5.4 Text Message Carriers
Compatible carriers include but are not limited to: AT&T, Verizon Wireless, T-Mobile, Sprint, U.S. Cellular, Boost Mobile, MetroPCS, Virgin Mobile, and others. Carrier restrictions may apply. Not all mobile devices or carriers may be supported.
6. Email Communications
6.1 Types of Emails We Send
- Transactional Emails: Account confirmations, receipts, service updates
- Marketing Emails: Newsletters, promotional offers, product updates
- Automated Sequences: Drip campaigns, onboarding series, educational content
- Service Communications: Important account or service notifications
6.2 CAN-SPAM Compliance
All our emails comply with the CAN-SPAM Act and include:
- Clear identification that the message is an advertisement
- Valid physical postal address
- Clear and conspicuous unsubscribe mechanism
- Accurate "From" and "Reply-To" information
- Honest subject lines that reflect the email content
6.3 How to Unsubscribe from Emails
You can opt out of marketing emails at any time:
- Click the "Unsubscribe" link at the bottom of any email
- Email us at privacy@acesmarketingsystems.com
- Update your preferences in your account settings
We will process your unsubscribe request within 10 business days. Note that you may still receive transactional or service-related emails even after opting out of marketing communications.
7. Phone & Voice Communications
7.1 Types of Phone Communications
We or our clients may contact you by phone for:
- Sales and consultation calls
- Customer service and support
- Appointment confirmations and reminders
- Surveys and feedback requests
- Automated voice messages (with consent)
7.2 AI-Powered Phone Systems
We use AI-powered phone answering systems that may:
- Answer calls automatically
- Respond to common questions
- Route calls to appropriate parties
- Schedule appointments
- Record conversations for quality and training
Call Recording Notice: Calls may be recorded for quality assurance, training, and compliance purposes. You will be notified if a call is being recorded.
7.3 Missed Call Text-Back
When you call a business using our services and the call is not answered, you may receive an automated text message. This is not considered an unsolicited communication but a response to your initiated call. You can reply STOP to opt out of future missed call texts.
7.4 Do Not Call Registry
We honor the National Do Not Call Registry. If you have registered your number and do not wish to receive calls from us, please inform us and we will add you to our internal do-not-call list.
8. Data Sharing & Third Parties
8.1 When We Share Your Information
We may share your information with:
Service Providers
Third-party vendors who perform services on our behalf:
- Email service providers (SendGrid, Mailgun, etc.)
- SMS gateway providers
- Cloud hosting and storage providers
- Payment processors
- Analytics and advertising platforms
- CRM and marketing automation platforms
Business Partners
With your consent, we may share information with:
- Joint marketing partners
- Referral partners
- Integration partners (platforms you connect to our services)
Legal Requirements
When required by law or to protect rights:
- In response to legal process (subpoenas, court orders)
- To comply with regulatory requirements
- To protect our rights, property, or safety
- To prevent fraud or security threats
Business Transfers
In connection with a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred to successor entities.
8.2 Third-Party Links and Integrations
Our services may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. Please review their privacy policies before providing them with your information.
9. Data Security & HIPAA Compliance
9.1 Security Measures
We implement industry-standard security measures to protect your information:
- Encryption of data in transit and at rest (SSL/TLS, AES-256)
- Regular security audits and penetration testing
- Access controls and authentication (role-based, multi-factor)
- Employee training on data security and privacy
- Incident response and breach notification procedures
- Regular backups and disaster recovery planning
9.2 HIPAA Compliance for Healthcare Clients
For healthcare providers and covered entities handling Protected Health Information (PHI):
- We sign Business Associate Agreements (BAAs) as required
- PHI is stored and transmitted using HIPAA-compliant systems
- Access to PHI is strictly limited and logged
- All systems undergo HIPAA security rule compliance audits
- Staff receive HIPAA training and sign confidentiality agreements
- We maintain documentation as required by HIPAA regulations
Healthcare Provider Notice: If you are a covered entity under HIPAA, please contact us to execute a Business Associate Agreement before transmitting any PHI through our systems.
9.3 Data Breach Notification
In the event of a data breach affecting your personal information, we will:
- Notify affected individuals without unreasonable delay
- Notify appropriate regulatory authorities as required
- Provide information about the breach and steps being taken
- Offer assistance such as credit monitoring if appropriate
9.4 Data Retention
We retain your information for as long as necessary to:
- Provide our services and fulfill transactions
- Comply with legal obligations (tax, regulatory, etc.)
- Resolve disputes and enforce agreements
- For legitimate business purposes (analytics, improvements)
When information is no longer needed, we securely delete or anonymize it.
10. Your Privacy Rights
10.1 General Rights
You have the following rights regarding your personal information:
- Access: Request a copy of your personal information
- Correction: Request correction of inaccurate information
- Deletion: Request deletion of your information (subject to limitations)
- Portability: Request your data in a portable format
- Opt-Out: Opt out of marketing communications
- Object: Object to processing of your information
- Restrict: Request restriction of processing
10.2 State-Specific Rights (CCPA/CPRA, VCDPA, etc.)
If you are a resident of California, Virginia, Colorado, Connecticut, or other states with privacy laws, you may have additional rights:
- Right to know what personal information is collected
- Right to know whether personal information is sold or shared
- Right to opt out of the sale/sharing of personal information
- Right to limit use of sensitive personal information
- Right to non-discrimination for exercising privacy rights
Note: ACES Marketing Systems does not sell your personal information to third parties.
10.3 How to Exercise Your Rights
To exercise any of these rights, contact us:
- Email: privacy@acesmarketingsystems.com
- Phone: (855) 288-7932
- Mail: 919 Conference Drive Suite 4158 Goodlettsville, TN 37072
We will respond to your request within 30-45 days (depending on jurisdiction). We may require verification of your identity before processing requests.
11. Cookies & Tracking Technologies
11.1 What Are Cookies?
Cookies are small text files stored on your device that help us provide and improve our services. We use cookies and similar technologies (pixels, web beacons, local storage) to:
- Remember your preferences and settings
- Understand how you use our website
- Personalize content and advertising
- Analyze site performance and traffic
- Detect and prevent fraud
11.2 Types of Cookies We Use
- Essential Cookies: Required for the website to function
- Performance Cookies: Help us understand website usage (Google Analytics, etc.)
- Functional Cookies: Remember your preferences
- Advertising Cookies: Deliver relevant ads and track campaign effectiveness
11.3 Managing Cookies
You can control cookies through your browser settings:
- Block all cookies
- Accept cookies only from specific sites
- Delete existing cookies
- Receive warnings before cookies are stored
Note that blocking cookies may affect website functionality.
11.4 Do Not Track
Some browsers have a "Do Not Track" feature. We do not currently respond to Do Not Track signals, but you can adjust your cookie preferences as described above.
12. Children's Privacy
Our services are not intended for children under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately and we will delete such information.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes:
- We will update the "Last Updated" date at the top of this policy
- For material changes, we will provide prominent notice or obtain consent as required
- We encourage you to review this policy periodically
Your continued use of our services after changes constitutes acceptance of the updated policy.
Additional Resources
For more information about your privacy rights and data protection:
Thank you for trusting ACES Marketing Systems with your information.
We are committed to transparency, security, and respecting your privacy rights.