Privacy Policy

Who We Are

OakWind Studio ("we," "us," or "our") operates the website at https://oakwindstudio.com. We provide a lead-generation sales system for local service businesses — Facebook & Google ads management, dedicated landing pages, AI phone receptionist, a custom-branded CRM with SMS/email automation, local SEO, and bundled website development. This policy applies to data collected through our public website and (where indicated) through the services we operate on behalf of our clients.

Information We Collect — Public Website

From visitors to https://oakwindstudio.com, we collect information you voluntarily provide through our contact and Live Audit booking forms:

• Your name and business name
• Email address and phone number
• Current website URL (if any)
• Service interest, project timeline, and notes
• Revenue-context fields: typical job value, leads/month, current lead sources, current ad activity
• Calendar booking details (when you book a Live Audit)

Information We Collect — Client Lead-Gen Services

When you become a client and we operate ads, landing pages, an AI receptionist, or a CRM on your behalf, we and our sub-processors collect data from leads who interact with those properties. This may include name, contact details, message content, call recordings (see below), location, device/browser info, and ad-attribution metadata. That data is stored in your Go High Level (GHL) workspace, which you control and own.

Advertising Pixels & Conversion Tracking

On client landing pages and (with consent) on this website, we deploy:

• Meta Pixel + Conversions API (CAPI): Tracks page views, form submissions, calls, and bookings for Facebook/Instagram ad attribution. May share hashed identifiers (email/phone) with Meta.
• Google Ads conversion tracking + GA4: Tracks ad clicks, page views, form submissions, calls, and bookings for Google Ads attribution and analytics.
• Call tracking numbers: Some campaigns use dedicated phone numbers that route to the client’s real line. Calls may be recorded (see “Call Recording” below).

Leads visiting client properties can opt out via standard browser/ad platform controls (Do Not Track, ad-preference settings, cookie banners where applicable). Public-website visitors may opt out by dismissing the cookie notice.

Text Messaging (SMS) & TCPA Compliance

OakWind Studio’s own texts. When you opt in to texts from OakWind Studio LLC itself (for example, through our live demo opt-in form), you receive recurring automated customer care and informational text messages about your own request and appointment. These are not marketing or promotional messages. Message frequency varies and is shown where you opt in. Message and data rates may apply. Reply STOP to opt out at any time. Reply HELP for help, or contact us at [email protected] or +1 (817) 214-6300. Full program terms are in section 8 of our Terms of Use.

Texts we operate for clients. Where we operate SMS sequences on behalf of clients (lead follow-up, appointment confirmations, Loser-Bid Recovery), we collect express written consent at the point of opt-in and include the required disclosures: program description, message frequency, opt-out keyword (“STOP”), help keyword (“HELP”), message and data rates may apply, and identification of the client business sending the message. Consent records are stored in the client’s GHL workspace. We do not send SMS to anyone who has not opted in.

Text Messaging Opt-In Data

Mobile numbers and text messaging opt-in data and consent are never shared with or sold to third parties or affiliates for their own marketing or promotional purposes. Text messaging opt-in data and consent are excluded from every other category of sharing described in this policy. The only exception is the messaging providers that deliver the texts (Go High Level and Twilio), which process this information solely to send and receive messages on our behalf.

AI Phone Receptionist & Call Recording

Where we operate an AI phone receptionist on behalf of clients, inbound calls may be answered by an AI system trained on the client’s business. Calls are recorded for quality, training, and CRM ingestion. Texas (where OakWind is based) and most of the states we operate in are one-party-consent jurisdictions for call recording; nonetheless, we disclose recording at the start of each call (“This call may be recorded for quality and training”) regardless of the caller’s state to err on the side of transparency. Recordings and transcripts are stored in the client’s GHL workspace.

Sub-Processors & Third-Party Integrations

We use the following sub-processors to operate the services described above:

• Meta / Facebook — ad delivery and attribution
• Google (Ads, GA4, Maps) — ad delivery, analytics, GBP
• Go High Level (GHL) — CRM, pipeline, SMS, email, calendar, AI voice
• Twilio — SMS and call infrastructure (via GHL)
• Cal.com — Live Audit calendar booking
• Formspree — public-website contact form processing
• Cloudflare Pages — site hosting
• Smartlead — outbound email campaigns (cold outreach to prospective clients only — never leads)
• MillionVerifier — email validation for outbound campaigns

Each sub-processor has its own privacy practices. We work to ensure they meet reasonable security and confidentiality standards, but you should review their policies directly for the specifics of what they do with data we route to them.

How We Use Your Information

We use the information you provide to:

• Respond to your inquiry and conduct the Live Audit
• Understand your business and prepare a proposal
• Communicate with you about our services
• Where you become a client: deliver the contracted services (ads, landing pages, CRM, AI receptionist, SMS sequences)
• Improve our website, services, and ad creative

Cookies & Local Storage

Our public site uses local storage to remember your cookie-notice preference (key: cookie-consent). When you accept the cookie notice or arrive on a property running Meta Pixel / GA4 (such as a client landing page), additional cookies and similar technologies may be set for ad attribution and analytics purposes.

Third-Party Sharing

We do not sell, trade, or rent your personal information. We share information only with the sub-processors listed above, only to the extent necessary to operate the services we’ve been hired to provide. We are not in the data-brokerage business. Mobile numbers and text messaging opt-in data and consent are never shared with or sold to third parties or affiliates for their own marketing or promotional purposes (see “Text Messaging Opt-In Data” above).

Data Retention

We retain contact-form submissions for as long as necessary to respond and for legitimate business follow-up (typically 18 months). Client service data — leads, call recordings, SMS transcripts, ad-attribution data — lives in the client’s own GHL workspace, retained per the client’s configuration. When a client engagement ends, the client retains full ownership of their data and may export or delete it. If you are a lead who interacted with a client property and want your data deleted, contact us at [email protected] and we will route the request to the relevant client and confirm deletion.

Security

We take reasonable measures to protect your personal information from unauthorized access, use, or disclosure. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

Your Rights

You have the right to:

• Request access to the personal information we hold about you
• Request correction or deletion of your personal information
• Opt out of any future communications from us
• Lodge a complaint with a data protection authority

California residents: Under the California Consumer Privacy Act (CCPA), you have additional rights including the right to know what personal information we collect, the right to delete it, and the right to opt out of the sale of your personal information. We do not sell personal information. To exercise any of these rights, contact us at [email protected].

Children's Privacy

Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 13, we will promptly delete it.

Changes to This Policy

We may update this privacy policy from time to time. Changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.

Contact Us

If you have questions about this privacy policy or your personal information, contact us at [email protected].