Privacy & Cookie Policy
Effective date: October 2, 2026 · Last updated: October 2, 2026
WebSwan Digital Solutions (“WebSwan Digital Solutions,” “we,” “us”), powered by The WebSwan, provides website compliance audits, a 24/7 AI receptionist and digital marketing for doctors, attorneys and other service businesses. This policy explains what information we collect through webswandigitalsolutions.com (the “Site”), how we use it, and the choices you have.
1. Information we collect
Information you give us
- Free website compliance audit requests: your name, practice or firm name, practice type, website, state, phone number, email address, the services you want checked and any notes you choose to share.
- Contact form: your name, email address, phone number and message.
- WhatsApp requests: if you choose to send your audit request by WhatsApp, the message you send reaches us through WhatsApp.
- Messages to SwanGuard AI, our compliance assistant: the questions you type or select in the chat.
- Calls to Rachel, our AI receptionist line: the information you share during the call.
Please do not submit health information, case details or other sensitive personal information through our forms or chat. Our forms are for audit and service inquiries only.
Information collected automatically
- Device and usage information such as browser type, pages viewed, referring pages and approximate location derived from your IP address.
- Cookies and similar technologies, described in Section 4.
2. How we use information
- To respond to your inquiry, prepare your website compliance audit and provide our services.
- To operate, secure and improve the Site, including preventing spam and abuse.
- To understand how visitors use the Site through analytics and advertising measurement.
- To comply with legal obligations and enforce our terms.
3. How we share information
We do not sell your personal information for money. We share information only with service providers that help us run the Site, and only as needed to provide those services:
- Our website hosting and site-building platform (SiteSwan), including the performance monitoring it uses
- Form processing (Formspree) for audit requests
- WhatsApp (Meta), only if you choose to send your request that way
- Google services: Google Analytics for site statistics, Google reCAPTCHA for spam protection, Google Translate for on-page translation and YouTube for embedded videos
- Vimeo for embedded videos
- SwanGuard AI, our compliance assistant: the chat runs inside your browser. The messages you type to it are not sent to an outside AI provider and are not stored by us.
- Rachel, our AI receptionist: calls to our AI receptionist line are handled through our phone service provider.
We may also disclose information when required by law or to protect the rights and safety of WebSwan Digital Solutions, our clients, our users or others.
4. Cookies and your choices
We use strictly necessary cookies to run the Site and, with your choice where required, performance and analytics cookies, including cookies from the providers listed in Section 3 that may also be used for advertising measurement. You can accept or decline non-essential cookies in our cookie banner and change your choice at any time through Cookie Settings or the Do Not Sell or Share My Info button. You can also block or delete cookies in your browser settings.
Opt-out preference signals
We honor browser-based opt-out preference signals, including Global Privacy Control (GPC). When we detect a valid signal, we treat it as a request to opt out of the sale or sharing of personal information and of targeted advertising on this site. Because these signals vary by browser and by add-on, you can also opt out using the controls above.
Do Not Track
Our site does not currently respond differently to browser “Do Not Track” (DNT) signals. We do honor GPC as described above.
5. Your privacy rights
Depending on where you live, including California and other states with consumer privacy laws, you may have the right to:
- Know what personal information we collect and how we use it
- Access, correct or delete your personal information
- Opt out of the sale or sharing of your personal information and of targeted advertising
- Not be discriminated against for exercising these rights
To make a request, call or text (415) 877-0687 or email designs@thewebswan.com. We will verify your request and respond within the time required by applicable law. You may use an authorized agent where permitted.
6. Data retention and security
We keep client project records for as long as we work together, and afterward only as long as needed for tax, accounting and legal purposes. Audit requests and other inquiry records are kept for 24 months, unless you ask us to delete them sooner. SwanGuard AI chat messages are not stored. We keep records longer only where the law requires it.
We use reasonable administrative and technical safeguards to protect personal information, but no method of transmission or storage is completely secure.
7. Third-party websites and links
Our pages link to websites, tools and services we do not control, including client websites, our State Compliance Penalty Checker, social media and messaging apps. Their privacy practices are governed by their own policies, and we are not responsible for them.
8. Children’s privacy
The Site is intended for adults and is not directed to children under 13. We do not knowingly collect personal information from children under 13.
9. Changes to this policy
We may update this policy from time to time. The dates above show when it was last updated.
10. Contact us
WebSwan Digital Solutions, powered by The WebSwan
- Privacy requests: call or text (415) 877-0687 or email designs@thewebswan.com
- Location: Oakland, CA 94609 (by appointment only; please call or text to schedule)
- AI receptionist (Rachel): (239) 667-0151