Privacy Policy
RetentionTek is operated by Mohammed A B Salah E Abd El-Shafy, a sole proprietor. RetentionTek stores account information, business setup and communications-readiness contact details, imported visit records, internal review tasks and assessment submissions to provide its current workspace and assessment service.
Use limited business data
Do not submit treatment notes, diagnoses or other sensitive clinical information. Identifiable visit, appointment, or service records may themselves reveal information about a person’s care, even without clinical notes. If health-privacy rules may apply to your data, do not import identifiable records until you have independently confirmed that the service is appropriate for your use and that all required agreements and permissions are in place. Use only data you have authority to process. Imported data is not independently verified. This product makes no HIPAA or SOC 2 certification claim.
Accounts and access
Workspace access is restricted by membership. Passwords are handled by the authentication service; sessions use HTTP-only cookies. Whether account email verification is required depends on how the service is configured: when verification is switched on, an account must verify its email address before sign-in; when it is switched off, sign-in is not gated on email verification, and the sign-in screen says so. Confirming a customer email address is a separate owner action that by itself grants no purpose consent and sends nothing. Account and operational security is not a certification.
AI and communication
The evidence assistant runs deterministic rules by default, and in that mode it does not send imported records to an external AI model. If an AI provider is explicitly configured for the Co-Pilot assistant, the scoped workspace evidence selected for a question is processed by that third-party provider under the operator’s configuration; the workspace then shows the processing mode used for each answer and labels any model-written interpretation separately from the verified evidence. The assistant is read-only: it cannot send messages, book appointments or charge a customer. Separately, when Write with Reti is enabled, choosing Write email text sends your writing instructions and the selected email purpose to Groq. This writing feature does not attach stored customer records, contact details or inbox messages. Keep names, contact details and other private information out of your instructions. RetentionTek stores the instructions, request record and generated text for request limits and safe retries. Writing returns editable text only; saving, approval and queueing are separate owner actions. Automated SMS messaging is not currently active. On the Contact page, a person may independently choose optional informational/customer-care texts about demo requests, onboarding, account or service updates, and support, and separately choose optional promotional and marketing texts about RetentionTek products, offers, and services. Either, both, or neither choice may be selected. These choices do not authorize any RetentionTek customer or other business to message the person.
Connected business inboxes
If a workspace administrator connects Google Workspace/Gmail or Microsoft 365/Outlook, RetentionTek receives authorization to send email through that mailbox and read messages for reply, opt-out, and delivery-issue detection. Inbox synchronization can fetch messages before determining whether they match a RetentionTek activity; do not assume only matched messages are read. Message contents are processed in memory for synchronization and are not stored as raw inbound message bodies. RetentionTek stores mailbox connection credentials in encrypted form and retains message identifiers, hashes/references, event metadata, and customer handoff records needed for operation and audit. Approved outbound email subject and body are stored in the email job record. Depending on workspace configuration, general Co-Pilot tools may include handoff metadata and outbound message proposals in their context; an explicitly configured external AI provider may process the scoped evidence selected for a question as described above. We do not claim that mailbox data is never accessible to a human or never processed by an AI provider. Workspace members with the relevant access may see activity and handoff records. A workspace administrator can disconnect an inbox in RetentionTek; this removes the local connection credentials and stops RetentionTek's use of that connection, but does not itself request provider-side revocation or erase existing audit records. To revoke Google's grant as well, remove RetentionTek from your Google Account's third-party connections. Disconnecting does not delete retained email-job or audit records. Message retention follows the applicable workspace records and backup lifecycle; we do not state a fixed duration here.
SMS information and choices
We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. Phone numbers and mobile opt-in information collected for the RetentionTek SMS program are not sold and are not shared with third parties or affiliates for their marketing or promotional purposes. We may share this information with service providers and processors only as needed to host, operate, and deliver the RetentionTek messaging service, where legally appropriate. If SMS is enabled, informational messages may concern demo requests, onboarding, account or service updates, and customer care; promotional messages may concern RetentionTek products, offers, and services. The person may choose each category independently. Message frequency varies and message and data rates may apply. Reply STOP to opt out or HELP for help. Consent is optional and is not a condition of purchase. A STOP request is retained as needed to honor the opt-out.
Deletion and retention
Use Imports → Delete to remove a stored dataset and related internal tasks from the application database. Backup copies may remain until the operator removes or expires them. Use the Contact page for privacy and account-deletion requests. Requests require manual review and identity confirmation. A verified backup retention schedule remains a launch limitation.
Assessment submissions
The assessment form saves the submitted business contact details and calculated result for operator review. Its confirmation means the submission was saved, not that an email was delivered or a follow-up occurred.
Optional campaign measurement
If you allow measurement, this browser stores a random identifier and limited UTM campaign codes for up to 30 days. An email signup can attach those codes to the new workspace so we can distinguish account creation, completed setup and confirmed invoice payments. This feature itself installs no ad pixel and does not send these records to an advertising platform. Declining does not affect access. Use Measurement settings on public pages, or the control on this Privacy page, to stop future attribution from this browser. Declining removes the stored identifier and campaign codes and retains only your choice and its date. It does not erase records already attached to an account; contact us for a deletion request. Google-signup attribution is not currently supported. Campaign codes must describe campaigns, not people or sensitive information.
Meta Pixel and Conversions API
RetentionTek uses Meta Pixel and Meta Conversions API to measure whether an advertisement leads to a free trial. The Pixel reports page views. When the server confirms that a trial is running, the server sends one trial event to the Conversions API, and the browser repeats that event with the same event identifier. Meta can then count one trial. The event includes the event name, the time, the page address, a hashed account email address, a hashed workspace identifier, the browser IP address, the browser user agent, and Meta first party cookies when they exist. We never send salon customer records, file contents, message text, plan rows, or other end customer data. Only the account owner signup data is sent. The Conversions API access token stays in the server environment and is never sent to a browser. You can turn both services off for this browser with the control below. Global Privacy Control is honored on every page.