Last updated: April 7, 2026
At RelayBridge, your privacy and security are not afterthoughts — they're the foundation of everything we do. You're trusting us with your life's work: supplier relationships, financial records, customer details, trade secrets. We take that responsibility seriously.
This policy explains in plain language what we collect, how we protect it, and what we will never do with it. No legal jargon, no hidden clauses.
1. Information We Collect
We collect only what's necessary to provide our documentation services:
- Contact information: name, email address, phone number, business type
- Business materials: any documents, photos, audio recordings, spreadsheets, and files you share with us for your documentation project
- Website usage: basic analytics data (pages visited, time on site) — no personal tracking beyond this
2. How We Collect Information
We receive your information through the channels you choose:
- Our contact form (powered by Web3Forms)
- Our chat assistant (powered by Chatbase)
- Email correspondence
- WhatsApp messages
- Phone calls
- Our secure document upload portal
3. How We Use Your Information
We use your information for one purpose: to provide the documentation service you hired us for. Specifically:
- To convert, organize, and create your documentation package
- To communicate with you about your project progress and milestones
- To deliver your final package in your preferred formats
We never sell, share, trade, or rent your data to anyone. Period.
4. Non-Disclosure Agreement (NDA)
Every single project begins with a signed Non-Disclosure Agreement before you send us any materials. This is not optional — it's standard on every engagement, regardless of package size.
The NDA legally binds RelayBridge and every team member who touches your project to strict confidentiality. Your business information, trade secrets, customer lists, supplier relationships, financial records, and operational knowledge are all covered.
If you'd like to review our NDA template before getting started, just ask — we're happy to share it in advance.
5. Data Security — Multiple Layers of Protection
We don't just "take security seriously" — we've built our entire system around it. Here's exactly how your data is protected:
- Encryption at rest: All stored files are protected with AES-256 encryption — the same standard used by banks and government agencies
- Encryption in transit: All data transfers between you and our systems use TLS/SSL encryption — nothing travels in plain text
- Secure cloud storage: Your materials are stored in encrypted, US-based cloud infrastructure with redundancy and disaster recovery built in
- Multi-factor authentication: Every team member uses MFA to access any system containing client data — no exceptions
- Access controls: Only your assigned documentation team can see your materials. No other team members, no other departments, no shared access
- No personal devices: Client files are never downloaded to personal laptops, phones, or home computers. All work happens within secure systems
- Audit logging: All access to client data is logged, so we know exactly who accessed what and when
- Private AI instance: We use a private, self-hosted AI system to process your documents and recordings. Your materials are never sent to public AI services like ChatGPT, Google, or any other third-party AI platform. Nothing you share with us ever becomes part of a public training dataset or is accessible to anyone outside our secure environment
6. Client Data Isolation — Your Business Stays Yours
This is important: we never mix data between clients.
- Each client project is stored in its own isolated environment
- We never use one client's business information to inform, improve, or supplement another client's project
- Your supplier contacts, customer lists, financial records, and trade secrets are never visible to any other client — and never will be
- We don't build cross-client databases, share templates pre-filled with other businesses' data, or reuse proprietary information in any way
Your business is unique. We treat it that way in our systems, not just in our marketing.
7. Cookies & Website Tracking
We keep cookies to an absolute minimum:
- Chatbot (Chatbase): Our chat assistant uses a cookie to maintain your conversation session. This chatbot only provides public information about RelayBridge services — it does not have access to any client data, project files, or private information. It's a search and discovery tool, nothing more.
- Basic analytics: Standard website analytics to understand which pages are visited. No personal tracking, no advertising cookies, no third-party ad networks.
We do not use cookies for advertising, retargeting, or tracking you across other websites.
8. Third-Party Services
We use a small number of trusted services to operate our website:
- Web3Forms — processes contact form submissions (your message is sent to our email; Web3Forms does not store data long-term)
- Chatbase — powers the chat assistant on our website (public information only, no access to client data)
- Netlify — hosts our static website
None of these services have access to your project materials, business documents, or private data. They only handle website interactions.
9. Data Retention & Deletion
We retain project data for 12 months after final delivery. This gives you time to request additional copies, revisions, or updates. After that period, all data is securely deleted from our systems.
You can request complete deletion at any time — before, during, or after the 12-month period. When you request deletion:
- All source materials you sent us are permanently removed
- All working files and intermediate outputs are permanently removed
- All final deliverables stored on our systems are permanently removed
- We provide written confirmation that the deletion is complete
10. Legal Compliance
We follow standard legal practices for data protection and go above and beyond where possible:
- We comply with applicable US data protection laws
- We honor all NDA obligations as legally binding contracts
- We respond to data access and deletion requests within 5 business days
- We maintain internal security policies that exceed industry standards for small business services
11. Your Rights
You have the right to:
- Access — request a copy of any personal data we hold about you
- Correction — ask us to correct inaccurate information
- Deletion — request complete removal of your data from our systems
- Portability — receive your project deliverables in standard, usable formats
- Objection — object to any use of your data you're not comfortable with
To exercise any of these rights, email us at hello@therelaybridge.com. We respond within 5 business days.
12. Changes to This Policy
We may update this privacy policy from time to time. When we do, we'll post the revised version on this page with an updated date. We encourage you to check back periodically. Material changes will be communicated to active clients directly.
13. Contact
If you have any questions about this privacy policy, how we handle your data, or want to see our NDA template before starting a project, reach out:
Our promise: Your business information is your most valuable asset. We protect it with the same care you would — NDAs before anything starts, encrypted storage with multiple layers of security, complete client isolation, and your right to deletion at any time. We don't cut corners on trust.