Privacy Policy

1. Who this policy is for

This privacy policy applies to the PbonAdworks Agency Reportingapplication (the “Application”), an internal-use tool operated by PbonAdworks (the “Agency”, “we”, “us”) for the purposes of consolidating marketing performance metrics, managing client onboarding, generating client invoices, and tracking rebillable business expenses.

The Application is not a consumer-facing product. Access is restricted to agency employees, authorized administrators and other authorized business users. The Application does not enable members of the general public to connect their own financial accounts.

2. What data we collect

The Application processes the following categories of data:

• Account data for agency staff — name, email address, hashed password, role (admin or staff), and audit timestamps.
• Client business data — clinic name, contact information, billing details, integration credentials, and pipeline status. Provided by the client under our service agreement.
• Marketing performance data — campaign-level spend, impressions, leads, conversions, and revenue attribution, retrieved from the Meta Marketing API, the Google Ads API, and the GoHighLevel CRM API.
• Calendar and CRM data— appointment counts, shown leads, won opportunities, and first-touch attribution (paid search, paid social, organic) for each client’s GoHighLevel sub-account.
• Creative analytics — copies of advertising creative assets (images, video stills, ad copy) along with AI-generated classifications and performance metrics.
• Agency financial data— transaction-level data from the Agency’s own American Express business cards, retrieved through Plaid. This data covers the Agency’s charges only; no client or third-party financial accounts are connected.
• Operational logs— request logs, sync run timestamps, error traces, and security events generated by the Application’s normal operation.

Facebook connections and Creative Intelligence

When you connect a Facebook profile, Facebook handles authentication and presents the access permissions. We receive your name and app-scoped Facebook identifier, the permissions granted, connection timestamps and expiry information, and metadata for accessible ad accounts and Pages. Linked professional Instagram account identifiers and names are retrieved only when available under the granted permissions. We store user and Page access tokens encrypted on the server. We do not ask for or store your Facebook password.

You select which ad accounts to add to Creative Intelligence. We use the connection to read campaigns, ads, creative images or videos, ad copy and performance metrics for creative reporting and analysis. This connection does not publish, edit or delete ads. Authorized Creative Intelligence users in the agency workspace can access the selected accounts and imported reports; the connection is shared within that authorized workspace.

Creative assets, ad copy and relevant reporting information may be processed by the hosting, storage and AI providers listed below to provide previews and analysis. Access tokens are used for server-side platform requests, rather than exposed to workspace viewers or included as input to creative analysis.

You can update access through Facebook or disconnect the profile in Connections. Disconnecting removes stored access credentials; it does not automatically erase saved creative assets and reports. To request their deletion, follow our Data Deletion Instructions.

3. How we use this data

The data described above is used solely to:

• render dashboards and reports for our clients;
• compute monthly performance metrics (lead volume, cost per lead, close rate, return on ad spend);
• provision new GoHighLevel sub-accounts for newly-onboarded clinics;
• generate invoices and reconcile rebillable expenses;
• operate, monitor, and improve the Application; and
• satisfy our accounting, tax, and contractual obligations.

We do not sell data, share it for advertising, or use it to train third-party machine learning models outside the documented integrations described below.

4. Sub-processors

The Application transmits data to the following third-party service providers (“sub-processors”), each of which maintains its own privacy and security commitments:

• Vercel — application hosting, edge network, and Blob asset storage.
• Neon — primary Postgres database (encrypted at rest).
• Cloudflare R2 — off-provider encrypted database backups.
• Plaid — aggregation of the Agency’s own business credit-card transactions.
• Stripe — client billing.
• Meta Platforms — authentication and read-only access to granted ad accounts, Pages and linked Instagram profiles for Creative Intelligence.
• Google — read-only access to the Agency’s Google Ads accounts.
• GoHighLevel — CRM data for each client sub-account.
• Anthropic — generative AI for creative classification and digest emails.
• Google Gemini — multimodal analysis of advertising creative.
• Resend — transactional email delivery.
• GitHub — source code repository and CI / CD.

5. How long we keep data

Accounting and other business records are retained for the duration of the business relationship with the relevant client, plus a further seven years to meet accounting and tax record-keeping obligations, unless earlier deletion is required by law.

Facebook connection data and imported creative history are retained while needed to provide the authorized reporting service. We remove access credentials when the profile is disconnected. Requests to delete stored profile data, creative assets or reports are handled through our Data Deletion Instructions; the accounting retention period above is not a blanket retention period for Facebook data. Any records legally required to be retained are restricted to that purpose.

Encrypted off-provider backups expire ninety (90) days after creation. Deletion of operational records therefore propagates through the backup chain within ninety days.

Generative-AI provider retention is subject to those providers’ published terms; we use providers whose API terms commit to either zero retention or short retention windows for inputs and outputs.

6. Security

The Application is delivered over HTTPS with TLS 1.3. All data at rest is encrypted with AES-256. Particularly sensitive credentials (Plaid access tokens, GoHighLevel private integration tokens, and Meta user and Page access tokens) are additionally encrypted at the application layer with a key held only in the production environment. Access to production systems requires multi-factor authentication. Dependency vulnerabilities are monitored continuously through GitHub Dependabot and CodeQL. Full security practices are documented in the repository’s SECURITY.md file.

7. Your rights

If you are a client of the Agency or an agency employee whose personal data is processed by the Application, you may request access to your data, correction of inaccurate data, deletion (where retention is not legally required), or a copy of your data in a portable format. To make a request, email gunnar@pbonadworks.com. We acknowledge requests within five business days and fulfill them within thirty days unless an extension is required.

8. Children

The Application is not directed to children under 13 (or under 16 in jurisdictions where that is the applicable threshold). We do not knowingly collect data from children.

9. Changes to this policy

We may update this policy from time to time. Material changes will be communicated to active clients by email. The “Last updated” date at the top of this page reflects the most recent revision.

10. Contact

Questions about this policy or about the Application’s data practices should be directed to gunnar@pbonadworks.com.