How we handle your details

01Who we are

Acquisition Systems runs application pages, a commission-only sales team and payments for coaches and creators who sell programs. This policy covers acquisitionsystems.app, apply.acquisitionsystems.app, the application pages and links we run for coaches (including on a coach's own web address), and the emails we send.

When you apply on a coach's page or buy a coach's program, you are dealing with that coach: they are the seller. We run the page, the sales team and the records for them. What a coach does with your details outside this platform is covered by the coach's own policy.

02If you apply on a coach's page

What we keep

• What you type: your name, email address, phone number if the page asks for it, and your answers.
• Your consent: the words beside the box you ticked, and when you ticked it.
• If you tick the texting box: the words beside it and when you ticked it. That box is separate and never required; without it, no texts are sent to you. If you didn't come through a page and instead agreed to texts with the coach's team — by text, by email, on a form or on a call — we keep the same words, when you agreed, and who recorded it. Your mobile number and your texting consent are never shared with or sold to anyone for their own marketing.
• Where you came from: the page's address, the website that sent you (if your browser says), any campaign tags in the link (the utm_ values) and the coach's link you came through.
• The coach's links you clicked in the 30 days before you applied, and when (see the next section).
• A random code for your browser, saved in its storage by the page.
• If you join the coach's webinar through the join link in their emails or texts (each one is your own), or from the browser you signed up on: that you joined, and when. If the coach uploads the webinar platform's list of who attended, your email address in it is matched to your application, and only that you attended is kept.
• What the coach's team adds later: notes about calls, the stage your application is at, follow-up dates and labels.
• The coach's follow-up emails and texts: which automatic emails and texts were sent to you, when, and whether they arrived; and, if you reply to a text, what you wrote. The words of each email aren't kept for you.
• Calls with the coach's team made through the platform, or when you call the coach's number back: who called, when, for how long, how it went and any note they add; and a recording, only if the call began by telling you it may be recorded (see "Calls" below). When someone on the team calls you from their own phone or on WhatsApp, they note it here too: who called, when, how it went and any note they add — never a recording.

Why

So the coach's team can contact you about the program you applied for, as you agreed; to check your answers against the coach's criteria; to keep proof that you agreed; and so the coach can see which posts and ads bring applications.

Follow-up emails

The coach may send you a short series of automatic emails about the program you applied for: a welcome, a reminder to book your call, a note if you miss one. They come in the coach's name — from the coach's own domain when they have set one up, otherwise from ours — and replies go to the coach. They stop when you book, when your application moves on, or when you unsubscribe: every email has an Unsubscribe link, and your mail app's own unsubscribe button works too. An email may show the coach's logo at the top, which your mail app loads from our site; it's the same picture for everyone, so loading it doesn't tell us who opened which email. To see which of these emails get read, the email service we use (Resend) can count when an email is first opened — through a tiny invisible picture in it — and when a link in it is first clicked — its links pass through a tracking address on our domain on their way to the page. An email from the coach's own domain carries our own tiny picture instead, loaded from our site, and only its first opening is counted. We keep only those two times for each email, never where you were or what device you used; your mail app can stop the picture loading by not showing images. We then keep a scrambled fingerprint of your address, never the address itself, so the coach can't email you again even if your other details are later deleted. Automatic texts go only if you agreed to them, only between 9am and 8pm where you are, and never more than three in a day; reply STOP to any of them to end them, and any other reply also stops the automatic ones so a person can answer you.

Calls

When the coach's team calls you through the platform, the call shows the coach's business number, never a team member's own. They call only between 9am and 8pm where you are (from noon on Sundays), and no more than three times in a day. If calls are being recorded, you'll hear that the call may be recorded as soon as you answer, before anyone speaks; the recording can be played only by the team member working your application and us, and it's deleted after 90 days. Tell whoever calls you that you don't want calls, and the coach's team won't call you through the platform again: we keep a scrambled fingerprint of your number, never the number itself, so your request lasts even if your other details are later deleted.

An automatic check

Whether your application goes to the sales team for a call is decided automatically, by rules the coach sets on the page's answers. If it doesn't, you're sent to the coach's next page instead, such as their free community. Your application is still kept and the coach can see it. A booking page that asks its questions before showing times works the same way: if your answers don't qualify, you aren't passed to the sales team, and your name, contact details and answers are kept where only the coach and we can see them. If you'd like a person to look at it, email us.

If the coach advertises on Facebook or Instagram

Some coaches run ads on Facebook and Instagram, which belong to Meta. When the coach whose page you're on has asked us to, their pages load Meta's pixel: it sets Meta's cookies (_fbp, and _fbc if you came from one of the coach's ads) and tells Meta you viewed the page. We also tell Meta, from our server, when you apply, book a call, join the coach's webinar or buy from the coach. With each of those goes your email address, phone number, name and country scrambled (hashed) before they leave us, the ids in those cookies, your network address and your browser's name, and, for a purchase, what you paid. Meta uses this to show the coach which of their ads work and to show their ads to people more like those who buy; Meta's own privacy policy covers what it does with it.

In the European Union, the European Economic Area, the United Kingdom and Switzerland we ask first, with a bar at the bottom of the page: nothing is set or sent unless you press Accept. Anywhere, pressing No thanks, or a browser sending the Global Privacy Control signal, means nothing is set or sent about you. We keep those ids, your network address and your browser's name for 90 days after we last saw them, and our record of what we sent Meta for the same time; your yes or no stays with your application. If the coach stops, the ids we kept are deleted.

The application page itself is designed by the coach. It may include things from other companies, such as a video, a booking calendar, or an analytics or advertising tag, which collect information under those companies' own policies. The page you're sent to after applying may also be another company's, such as a booking calendar.

If the coach's page is hosted somewhere else. Some coaches' pages live on their own websites rather than on ours. Such a page's own website may send us a copy of what you type when you sign up — typically your name, email address, phone number and the other fields on its form, the page's campaign tags and your browser's time zone — and we keep it as an application, as above. The page's own website, and the coach's policy, cover what it keeps itself. Because we never see the words such a page asks you to agree to, we record no consent from it: nobody calls or texts you through the platform on the strength of that sign-up alone. The coach's emails reach you as for any application, each with its Unsubscribe link. If you've asked us to delete your details, anything such a page sends us about you afterwards is ignored.

03If you're on a coach's email list

A coach may give us an email list of people who agreed to hear from them — their newsletter's subscribers, say, or past clients — so we can send the coach's emails to it. Whoever uploads a list confirms that everyone on it agreed to get that coach's emails; bought, rented or scraped lists aren't allowed.

• What we keep: your email address, your name if the list has it, and which upload added you and when, with the confirmation the uploader gave.
• What it's for: only that coach's emails to their list: a short series in the coach's name, from the coach's own domain when they have set one up, otherwise from ours, with replies going to the coach, and the coach's logo at the top if they have one (loaded as described in section 02). When each email was first opened and a link in it first clicked may be counted, as described there too. Nobody calls or texts you because you're on a list, and no other coach sees it.
• When it stops: when you unsubscribe (every email has an Unsubscribe link, and your mail app's own button works too), when you apply on one of the coach's pages (their emails about your application take over), when you're taken off the list, or when the list is closed. Taking you off, or closing the list, deletes your address and name from it, and being taken off counts as unsubscribing from that coach.
• An unsubscribe lasts: we keep a scrambled fingerprint of your address, never the address itself, so the coach can't email you again, from any list or page. The list keeps that fingerprint too after your address is deleted from it, so the Unsubscribe link in an email you already have still works.

04If you click one of a coach's links

Coaches share short links in posts, videos, emails and ads. When you click one, we:

• count the click, and each time the coach's page is then opened in that browser, in daily totals for that link;
• note the country the click came from (as our hosting provider reports it, never your IP address), the website it came from and the link, in our traffic statistics;
• set small cookies on the page's own address (apply.acquisitionsystems.app, or the coach's own web address) so that, if you apply within 30 days, your application shows which of the coach's links you clicked and when.

If you don't apply, the record of your clicks holds nothing about who you are and is deleted after 30 days. Clicks from search-engine robots aren't counted.

05If you buy

Payment is taken by Stripe, in the coach's name, into the coach's own Stripe account. You type your card or bank details into Stripe's page, and they never reach our servers. Stripe's privacy policy covers what Stripe does with them.

• What we keep: your email address, what you bought and its price, the amount and date of each payment, any refund or dispute, and Stripe's reference numbers for them.
• From Stripe's notifications: the details Stripe sends with each payment, such as your name, billing address and your card's brand and last four digits, kept in full for 90 days; after that only a record of what happened remains.
• If you join through a coach's join page: the email with your access link, and when it was sent. For a monthly membership, also the renewal terms you agreed to and when, and the yearly reminders with your one-click cancel link.

If you buy on Whop. Some coaches sell on Whop instead: Whop takes the payment on its own pages, in the coach's name, and pays the coach and their team their shares. With the coach's permission we read from Whop your email address, what you bought and its price, the amount and date of the payment, any refund or dispute, Whop's fees and its reference numbers. We use your email address only to match your purchase to your application, so the right person on the coach's team is credited. We never see your card details there either; Whop's privacy policy covers what Whop does with them.

If you pay a coach directly. Stripe also tells us about payments a coach takes on their own Stripe account away from our pages. We compare the buyer's email address and phone number with the coach's applicants and buyers, and the amount with the coach's prices. Only if you're one of them, or the amount is one of their prices, do we keep a record of that payment: its amount, date and Stripe's reference, linked to the record we already have of you (never a new copy of your details), so the coach's agreement with us can be kept. Otherwise nothing about it is kept beyond Stripe's notification, deleted as above.

06If you're a coach or on the sales team

• Your name, email address and role, and when your account was made.
• Your picture, if you add one: shown only to you, beside your name in your console. Replacing or removing it deletes the old one.
• Your logo for emails, if you're a coach and add one: shown at the top of your outreach emails to everyone who gets them, so it's stored without the hidden details an image file can carry (such as where a photo was taken). Replacing or removing it deletes the old one.
• Changing your sign-in email: the new address confirms it and your current address approves it. Afterwards we keep only a scrambled fingerprint of the address you left, as a security record.
• Which Stripe account is yours and whether it's ready. Stripe collects your identity and bank details on its own pages; we never see them.
• If you're a coach, payments you take away from our pages: one on your connected Stripe account from one of your leads or buyers, or at one of your offers' prices, is recorded and shown to the platform's owner, as your agreement with us provides. Any other payment on your account isn't kept.
• If you sell on Whop: which Whop business is yours, its products and its sales, read through our Whop app, which you install and which can only read. We never change anything on Whop, and Whop can't see anything here.
• The offers, rates, payment links, tracking links and pages you work with; your commissions and payouts if you're on the sales team; your sales if you're a coach.
• Your phone number for calls, if you add it: the platform rings it when you press Call on a lead, then connects you from the coach's business number. Leads never see it. It's deleted from our records when you remove it or leave; Telnyx's record of each call that rang it stays with Telnyx.
• Phone alerts, if you turn them on: the address your phone's or browser's alert service gives us for that device (Apple's, Google's, Mozilla's or Microsoft's), its encryption keys, and a name for it like "iPhone". Each alert is encrypted so that only your device can read it, and says only what happened and when, never a lead's name or number. Deleted when you remove the device, the service tells us it's gone, or you leave.
• A permanent log of the changes made in the console, and who made each one.
• Signing in: by a one-time link emailed to you, with no password. We store only a scrambled form of each link and session, so a copy of our database can't be used to sign in. You stay signed in for 30 days after you last use the platform on that device, renewed each time you do, up to 90 days. To stop anyone flooding your inbox with links, we keep a scrambled form of the network address each request came from, deleted with the link 30 days after it expires. So you can spot a sign-in that isn't yours and end it, each one keeps what it was on (like "iPhone · Safari") and roughly where from (a city and country, never the address itself), shown only to you under You → Signed in on, and deleted with the session.

07Cookies and browser storage

Only the last four are about advertising, and only on the pages of a coach who runs ads on Meta, as described under "If the coach advertises on Facebook or Instagram". With Global Privacy Control on in your browser, none of them are set. Tools a coach adds to their own page may set cookies of their own. Otherwise we don't follow you across other websites.

08Who sees your details

• The coach whose page you applied on, whose program you bought, or whose email list you're on.
• The coach's sales team (closers, setters and dialers on that coach's offers): the applications waiting for a call and the ones they're working, with your answers and contact details. When your application qualifies, or the page you applied on takes everyone who applies, each of them is emailed your name, email address, phone number and answers so they can reach you quickly.
• Acquisition Systems, which runs the platform and sees everything on it.
• The companies that run parts of the service for us (below), only to do that job.
• Meta, for a coach who runs ads on Facebook or Instagram: what's described under "If the coach advertises on Facebook or Instagram", unless you said no.
• Anyone the law requires us to tell, such as a court or a tax authority.

We don't sell your details. We share them for advertising only with Meta, only for a coach who runs ads there, and you can say no.

09Where your details are kept

If you're outside the United States, your details are sent to and kept in the United States.

10How long we keep them

11Your choices

• See, copy, correct or delete what we hold about you: email acquisitionsystemsco@gmail.com. We'll check the request comes from you, usually by writing to the email address we have for you, and reply within 30 days.
• Stop being contacted: tell whoever contacted you, or email us. For a coach's emails, the Unsubscribe link in any of them works at once.
• Withdraw your consent at any time, the same way. It doesn't undo anything done before.
• Say no to Meta's ad measurement on a coach's pages: press No thanks on the bar where we ask, turn on Global Privacy Control in your browser, or email us.

What deleting removes, and what it keeps

Your application, answers, notes, history, labels, calls, the links you clicked and your place on any coach's email list are deleted straight away; within the hour, so are any recordings of your calls (at Telnyx too) and Twilio's records of your texts. Telnyx, which carries the calls, keeps its own record of each call (the numbers, the time, how long) under its own privacy policy: it offers no way for us to delete it. We keep:

• A hidden proof that you agreed to be contacted: your email address and phone number, the words you agreed to and when, including the texting box if you ticked it, for 4 years, so we can show you agreed if a call or message is ever questioned. Then it's deleted automatically.
• If you bought: the sale's amounts and dates, as accounting records, without your name or email. While a membership is still running, your email stays on it until the membership ends, so you still receive the notices the law requires.
• A one-way fingerprint of your email address, which can't be turned back into it, so a list imported later can't add you back. You can still apply again yourself.

Copies in our backups disappear within 90 days, and from our database's recovery history within 30. Emails already sent about you to the sales team stay in their inboxes. Stripe or Whop, and the coach, keep their own records of any payment; ask the coach to delete those. You won't be treated any differently for asking.

12How we protect them

• Everything travels encrypted.
• No passwords to steal: sign-in is by one-time emailed link, and we store only scrambled forms of links and sessions.
• Each coach's workspace is private, and a member of the sales team sees only the applications and commissions that are theirs to work.
• Card and bank details stay with Stripe.
• Backups are encrypted before they leave our hosting provider, with a key kept apart from them.
• Every change made in the console is logged with who made it.

13The law where you live

In the European Union or the United Kingdom, the law asks us to say why we may use your details: your consent, when you tick the box on an application page, and when you press Accept for Meta's cookies on a coach's page (which also covers what we tell Meta about you); the steps needed for a purchase you make, or to run an account for a coach or member of the sales team; our legitimate interest in keeping the service secure, stopping floods of fake applications and seeing which of a coach's links bring applications; and legal duties, such as keeping accounting records. You may also complain to your local data protection authority.

In California and other US states with privacy laws, you have the rights described under "Your choices". We don't sell personal information. For a coach who runs ads on Meta, what we tell Meta can count as "sharing" for advertising under some of these laws; Global Privacy Control, No thanks on the bar, or an email to us opts you out.

14Children

Our service is for adults. We don't knowingly collect details from anyone under 18; if you think we have, email us and we'll delete them.

15Changes to this policy

When we change this policy, we'll update it here and change the date at the top.

16Contact us

Acquisition Systems: acquisitionsystemsco@gmail.com.