Privacy Policy

1. Scope

This Policy applies to:

• The Site and any pages that link to it.
• Emails and other communications we send in direct response to your requests or in the course of providing services.
• Client invoicing, asset‑upload, and project‑management portals that link back to this Policy.

2. Information We Collect

3. How We Use Information

1. Respond to inquiries and provide quotes.
2. Deliver and manage projects, including storing project assets and sending invoices/status updates (contract performance).
3. Operate and secure the Site, troubleshoot, and analyze aggregated traffic (our legitimate interest to improve).
4. Track basic engagement metrics (e.g., email open rates) in Apollo or similar tools to evaluate outreach effectiveness (legitimate interest).
5. One‑to‑one business outreach relevant to your role; every message contains an opt‑out (legitimate interest).
6. Comply with law and enforce our agreements.

We do not use automated decision‑making that produces legal or similarly significant effects.

4. Legal Bases for Future International Compliance

If we process data of individuals in the European Economic Area, our lawful bases will be Contract, Legitimate Interests (balanced with your rights), or Consent (for marketing).

For Canadian recipients we will obtain express consent before sending commercial electronic messages per CASL.

5. Sharing & Disclosure

We do not sell or share personal information for monetary value or for cross‑context behavioral advertising and have not done so in the past 12 months.

We share information only with:

• Affiliates – Moons Out Labs, LLC operates under this same Privacy Policy and accesses data solely for internal administration.
• Service providers contractually bound to use data only on our behalf:
  • Amazon Web Services (SES) – email delivery
  • Google Workspace / Gmail – day‑to‑day email
  • Apollo – lead sourcing / email‑template management
  • Stripe / QuickBooks – invoicing & payment processing
• Professional advisers (lawyers, accountants) under confidentiality.
• Authorities when required by law or to protect rights and safety.

6. Cookies & Tracking

We use first‑party cookies and similar technologies to:

• Keep the Site secure and remember preferences.
• Compile anonymized analytics about pages visited. Google Analytics 4 is configured to anonymize IP addresses where feasible.

Aside from our analytics provider, we do not authorize third parties to collect personally identifiable information about your online activities over time and across other websites when you use our Site.

Do Not Track (DNT): Because no common industry standard exists, the Site currently does not respond to DNT signals. You can control cookies via your browser settings.

7. Your Choices & Rights

• Email opt‑out: Every outreach email contains a clear unsubscribe option. You may also email privacy@moonsoutmedia.com with "unsubscribe." Requests are honored within 10 business days and the address is placed on our suppression list.
• Access, correct, or delete: Contact us (email or request form) and we will respond to verifiable requests as required by applicable U.S. law.
• Cookies: Use your browser controls to block or delete cookies at any time.

8. Data Security

We implement reasonable administrative, technical, and physical safeguards, including:

• HTTPS encryption across the Site
• Multi‑factor authentication and least‑privilege access for internal systems
• Annual security and permission reviews
• Trusted cloud providers (AWS, Google) that meet industry standards

No system is 100% secure, but we routinely review and improve our safeguards.

9. Retention

• Contact inquiries: retained up to 2 years after last interaction.
• Client records & invoices: retained at least 7 years (IRS record‑keeping requirement).
• Analytics logs: anonymized or deleted within 24 months.

We dispose of data securely when no longer needed or upon valid deletion request, subject to legal holds.

10. Children's Privacy

Our services are not directed to children under 13, and we do not knowingly collect their personal information. If you believe a child has provided us data, please contact us; we will delete it promptly.

11. Changes to This Policy

We may update this Policy periodically. The "Last Updated" date reflects the latest revision. Material changes will be announced on the Site or, if appropriate, by email.

12. Contact Us