Effective as of October 2, 2026
This Privacy Policy explains what personal information Luminos Agency LLC (“Luminos”, “we”, “us”) collects, why, who we share it with and the choices you have. It applies to luminosagency.com, our client portal at portal.luminosagency.com (including our booking, checkout and client pages and the client mobile app), our emails and the calls we hold with you.
We serve businesses in the United States and Canada. Most of the people whose information we handle are business owners, their staff and people who contact us about our services.
Information we collect
Information you give us
- Contact form: your name, email address and, if you choose, your company, phone number, website, the services you are interested in and your message.
- Free SEO snapshot: your email address and the website you want us to review.
- Newsletter: your email address and, optionally, your name.
- Plugin downloads: your email address and, optionally, your name, plus whether you asked to receive plugin updates and offers by email.
- Booking a call: your name, email address, company and, where the booking page asks for it, your phone number, plus any notes, answers to booking questions and the email addresses of anyone you invite.
- Buying hosting, a care plan, a domain or a plugin: your name, email address, company, phone number, billing address, the website or domain the service is for and the plan you chose. Card payments are handled by Stripe. We never see or store your full card number.
- Client portal and app: your contact details, login details, and the messages, files, approvals, support tickets and other content you or your team add.
- Domain registration: the registrant contact details that domain registries require.
Information collected automatically
- Usage and device information: pages viewed, links clicked, forms started and submitted, approximate location (country or region), browser and device type, and the website or campaign that referred you. We collect this with Google Analytics and similar cookies (see “Cookies and analytics”).
- IP address and browser details: recorded with a booking, and used briefly by our forms to block spam and abuse.
- Campaign information: when you buy through our checkout, we store how you reached us (for example the referring site or campaign tags in the link) with your order.
- Security and server logs: our servers and security tools record requests, IP addresses and errors so we can keep our sites and services running safely.
- Email activity: in our marketing and outreach emails we may record whether an email was opened and which links were clicked.
Calls and meetings
Our calls take place over Zoom. If we record a call, Zoom shows a recording notice to everyone on the call. We may keep the recording, create a transcript of it and use an AI service to write a summary of what was discussed and agreed. For clients, the summary may be shared with your team in the client portal.
Information from other sources
- Public business information: to find businesses that might benefit from our services, we use publicly available information such as business listings on Google, a business’s own website and publicly listed business contact details. We may also run an automated review of a business’s public website.
- Service providers: for example, payment status from Stripe and meeting details from Zoom and Google Calendar.
How we use your information
- To reply to your inquiries, prepare snapshots and proposals, and hold the calls you book.
- To provide the services you buy from us: building and running websites, hosting, care plans, marketing and support.
- To process payments, send invoices and keep business and tax records.
- To send service emails, such as booking confirmations, reminders, receipts and account notices.
- To send our newsletter and plugin updates when you have asked for them.
- To contact businesses that may benefit from our services (see “Emails from us”).
- To understand how our website is used, measure our marketing and improve our services.
- To keep our services secure and prevent spam, fraud and abuse.
- To meet our legal obligations and protect our rights.
Emails from us
Service emails about your bookings, orders and account are part of the service and are sent even if you have not subscribed to marketing.
Newsletter and plugin updates are only sent if you sign up. We ask you to confirm your address by clicking a link before we add you. Every one of these emails has an unsubscribe link.
Business outreach: we may email a business at an address it lists publicly to introduce our services, sometimes with observations about its website. These emails identify us, include a way to opt out, and stop if you reply or opt out. To stop them, use the opt-out link or email support@luminosagency.com.
Cookies and analytics
We use:
- Essential cookies that keep you signed in to the client portal, protect forms against misuse and remember your cookie choices.
- Analytics cookies: Google Analytics on luminosagency.com and on the portal’s booking and checkout pages, so we can see how visitors find and use our site and which pages and campaigns lead to inquiries, bookings and purchases.
- Session recordings: Microsoft Clarity on luminosagency.com records how visitors move through our pages, such as clicks, scrolling and mouse movement, so we can see where a page is confusing. Text you type into forms is masked and not recorded, and Clarity does not run if you opt out of analytics in Cookie preferences.
- Advertising measurement: if we advertise with Google, Google’s tools may use cookies to tell us whether an ad led to an inquiry or purchase.
- Accessibility tool: accessiBe provides the accessibility menu on our site and may store your accessibility settings in your browser.
Analytics and advertising cookies are on by default. You can turn them off at any time with “Cookie preferences” in the footer of our website. Your choice also applies to our booking and checkout pages. You can also block or delete cookies in your browser settings.
AI services
We use AI services, mainly Anthropic’s Claude, to help us work faster: for example to summarize call transcripts, draft emails, and analyze websites and search data. We use their business (API) services, and the information is processed for us under their business terms. A person on our team is responsible for what we send to you.
How we share your information
We do not sell your personal information. We share it only:
- With service providers who help us run our business, listed below. They may use it only to provide their services to us.
- With your consent or at your direction, for example the guests you invite to a call, or your team members in the client portal.
- For legal reasons, if the law requires it or to protect our rights, our clients or the public.
- In a business transfer, if Luminos is merged or sold, subject to this policy.
Service providers
- DigitalOcean: servers and backup storage (United States).
- Stripe: card payments, subscriptions and invoices.
- Google: Google Workspace (our email, documents and calendar), Google Analytics, Google Ads measurement, and Google Maps/Places business listings.
- Zoom: video calls and call recordings.
- Postmark: delivery of our website and portal emails.
- Anthropic: AI assistance (see “AI services”).
- Deepgram: transcription of call recordings, where used.
- Complianz: cookie consent banner.
- Microsoft: Clarity session recordings and heatmaps on our website.
- accessiBe: accessibility menu on our website.
- WPMU DEV: website security, image optimization and SEO tools for our WordPress site.
- OpenSRS (Tucows): domain registration, when you buy a domain from us.
- DataForSEO: search and ranking data for our SEO work.
Where your information is stored
Our servers and backups are in the United States. If you are in Canada, your information will be stored and processed in the United States and may be accessible to authorities there under US law.
How long we keep it
We keep personal information for as long as we need it for the purposes above. That usually means:
- Client and billing records for as long as you are a client and afterwards for as long as the law or our accounting needs require.
- Inquiries, leads and mailing-list records until you ask us to delete them or unsubscribe, after which we keep only what we need to respect your choice (for example, so we do not email you again).
- Call recordings, transcripts and summaries for as long as they are useful to the work, or until you ask us to delete them.
- Server and security logs for short periods.
Our backups are kept on a rolling basis and expire automatically, so deleted information can remain in a backup for a short time before it is overwritten.
How we protect it
We use encrypted connections (HTTPS) on our sites, store sensitive credentials encrypted, limit access to the people who need it, keep our software updated and monitor our systems. No method of storage or transmission is completely secure, but we work to protect your information and will tell you if a breach affects you where the law requires it.
Your choices and rights
You can:
- ask for a copy of the personal information we hold about you;
- ask us to correct it or delete it;
- unsubscribe from marketing and outreach emails at any time;
- turn off analytics and advertising cookies with “Cookie preferences”.
To make a request, email support@luminosagency.com. We may need to confirm your identity before acting on it, and some information may need to be kept for legal reasons. We will not treat you differently for using your rights.
Additional information for US residents
Some US states, including California, give residents rights over their personal information: to know what we collect and how we use and share it, to get a copy, to correct or delete it, and to opt out of its “sale” or its “sharing” for targeted advertising.
- The categories of information we collect are described in “Information we collect”: identifiers and contact details, commercial information (what you buy), internet activity on our sites, approximate location, call recordings, and professional information (your company and role).
- We do not sell personal information for money.
- Analytics and advertising cookies may count as “sharing” under some state laws. You can opt out with “Cookie preferences”.
- We do not use or disclose sensitive personal information for purposes that would require offering a right to limit it.
You, or an agent you authorize, can make a request by emailing support@luminosagency.com. We will respond within the time the law requires.
Additional information for residents of Canada
We handle personal information of people in Canada in line with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and, for residents of Quebec, Quebec’s Act respecting the protection of personal information in the private sector.
- We collect personal information with your consent, which you can withdraw at any time, subject to legal or contractual limits.
- You can ask to access and correct your personal information.
- As explained above, your information is stored and processed in the United States.
- Our privacy officer can be reached at support@luminosagency.com.
Websites we build and host for clients
When we build, host or look after a website for a client, information about that website’s visitors and customers belongs to our client. We handle it on our client’s behalf and under their instructions, and the client’s own privacy policy applies to it. If you have a question about a website we host, please contact the business that runs it.
Children
Our services are for businesses and are not directed to children. We do not knowingly collect personal information from anyone under 16. If you believe a child has given us personal information, contact us and we will delete it.
Links to other websites
Our site links to other websites, including tools we recommend. Their own privacy policies apply when you visit them.
Changes to this policy
We may update this policy as our services change. We will change the date at the top when we do, and for significant changes we will let clients know by email or in the client portal.
Contact us
For any question about this policy or your personal information, email support@luminosagency.com.
Luminos Agency LLC
