Last updated: October 8, 2026.
This privacy policy explains what information WebProCMS ("we", "us") collects when you visit this website, why we collect it, and the choices you have. We aim to keep it short and honest. Below is a complete list of what this site collects and why.
Forms you submit
When you submit a form on this site (such as a contact form), we store the fields you fill in, the page you sent it from, your IP address, the country your IP address places you in, and the date, so we can respond to you and protect against abuse. We work out the country on our own server. Form contents may also be emailed to us.
We keep stored submissions until we delete them.
Details you give us through forms, such as your name and email address, may be added to our contact records, with your IP address and the country it places you in, so we can follow up with you.
If we mark a submission as spam, we send fingerprints of it to the company that provides this website's software, to help stop the same spam on other websites: scrambled codes made from short runs of its words and from an email address in it. No IP address is sent, and if we later mark the submission as not spam, its fingerprints are withdrawn.
Electronic signatures
If we send you a proposal or contract, we record when you first open it.
When you sign one on this site, we store the name you type, your email address, your IP address and browser details, the date and time, any signature you draw or upload, and the electronic-signature disclosure you agreed to. For a proposal, we also keep a copy of what you accepted, with a fingerprint that shows whether it has changed since. If you decline, we store any reason you give.
We email you a signed copy as a PDF, which shows the IP address you signed from.
Support requests
When you send us a support request, we store your name, email address, the subject and category you choose, your messages and our replies, and any files you attach. If you are signed in, the request is linked to your account.
Files you attach are stored privately: only our staff can open them.
Each request has a private link for following it and replying. Anyone with that link can read the conversation and reply to it, so keep it private.
We also add you to our contact records, with the start of your first message.
Member accounts
If you create an account on this site, we store your name, your email address and your password — kept only as a secure hash that cannot be turned back into the password.
When you sign up with our registration form, we keep a record that you agreed to our terms: the date and time, your IP address, your browser details, and a copy of the terms you agreed to.
If you subscribe to a plan, we store which plan you are on, its status and billing dates, and any reason you give us if you pause or cancel it.
When you create an account, sign in with another service, or tick "Remember me", we may set a cookie that keeps you signed in on this browser for up to 400 days, or until you sign out.
If you add a passkey, we store its public key, the name you give it, and when it was last used. The private key stays on your device and never reaches us.
When you sign up, we add your name and email address to our contact records, with your IP address and the country it places you in.
Appointments
When you book an appointment, we store your name, email address, phone number, what you booked and when, your time zone, any notes and answers to our questions, and anything you pay.
You do not need an account: your confirmation email has a private link for managing your booking. Anyone with that link can view, reschedule or cancel it, so keep it private.
We email you a confirmation with a calendar file, and a reminder before your appointment.
We keep a record of your past appointments, including whether you attended.
We also add you to our contact records, with a note of each booking, change and cancellation.
Courses
When you enroll in a course, we record the enrollment against your account, with your progress: the lessons you complete, and how much of each lesson video you watch.
If we enroll you ourselves and you do not have an account yet, we create one for you and email you a link to set your password.
We email you when you enroll.
If you have not visited a course for 7 days, we may send you a reminder.
We also note in our contact records when you enroll in and complete a course.
Clients and invoices
If you are one of our clients, we store your name and email address, and any company, phone number and address you give us, along with your invoices and payments.
Each invoice has its own private link. We record when you first open it, and when you accept an estimate through its link.
Referral links
If you arrive through a partner's referral link, we set a cookie, wpc_aff, that remembers which partner sent you for 30 days, so we can credit them if you sign up or buy.
We record the visit — the page you landed on and the website that linked to you — but not your IP address.
We do not set this cookie, or read one already set, when your browser sends a Do Not Track or Global Privacy Control signal.
If you apply to become a partner, we store your name, email address, website and application. Approved partners may upload a tax form, which we store privately and only our staff can open.
Contact records
We keep a contact database (CRM) on our own server. When you contact us or do business with us — through a form, a booking, an order, a donation, a support request, a phone call or the chat, for example — we may add a record with your name, email address, phone number and company, and a timeline of our dealings with you.
We may add details you give us or that we note ourselves, such as your job title, address, website, social media profile and notes from our conversations.
A record started from a form or a sign-up also notes your IP address and the country it places you in, which we work out on our own server.
A record can also note how you first found us — the website that referred you, any campaign tags in the link you followed, and the first page you visited — and be linked to your later visits to this site, which helps us judge how interested you are in what we offer. We do not make that link when your browser sends a Do Not Track or Global Privacy Control signal.
If we email you from our contact database, the email may contain a tiny image that tells us whether and when you opened it.
Contact records reach other services only as this policy describes, such as the services we use to send email and text messages, and our staff can export them.
We keep contact records until we delete them.
Newsletter
If you sign up for our emails, we keep your email address, your name and phone number if you give them, how and when you signed up, and whether you have confirmed. When you sign up yourself, we also keep a record of your consent: when you gave it, your IP address, the page you were on and the wording you agreed to.
You may also join our list by ticking a box to hear from us when you send us a form or an inquiry. Some of our forms add the person who sends them to our list.
If you are in our contact records, because you contacted us, booked with us or bought from us for example, we may also send you our marketing emails. From then on you stay on our mailing list until you unsubscribe.
Every marketing email we send has a link to unsubscribe, which takes effect straight away and covers all of our marketing emails. If you unsubscribe, we keep your address marked as unsubscribed so that we never send it marketing emails again. Emails about something you did with us, such as an order, a booking or an invoice, are not marketing emails and have no unsubscribe link.
Our marketing emails contain a tiny image that tells us whether and when you opened them. We record this for each person, without your IP address.
When you sign up, we count it in our site analytics, with the one-way hash described under Site analytics.
If an email to you bounces, we log it for 12 months and may stop emailing that address.
We keep your subscription, your consent record and the record of what we sent you until we delete them.
AI chat assistant
Our chat assistant uses AI to answer your questions. When you chat with it, we send your messages, the conversation so far and information about this site to an AI service, which writes the replies. The AI services section below names the service.
We keep each conversation on our server: your messages, the replies and the language you chatted in. It stays linked to your browser for your visit. We do not store your IP address with it.
If you give your name, email address or phone number in the chat and ask us to get back to you, we add them to our contact records and email our staff with the last few messages. If the assistant cannot answer you and you have typed an email address, we do the same, so that someone can follow up.
If you ask the assistant to sign you up for our emails, it does, and we keep your request and your IP address as the record of your consent.
The assistant can book an appointment for you with the details you give it.
If you ask, it can open a support request for you, with a copy of the conversation for our staff.
Our staff can read conversations and may join one to reply to you themselves.
We delete a conversation 90 days after its last message.
Anything from a conversation that we added to our contact records, a support request or an email to our staff stays there when the conversation is deleted.
Site analytics
As you browse, we count the pages visited on this site, the website that referred each visit, any campaign tags in the link that was followed, the kind of device and browser used and, when our hosting network reports it, the country a visit came from. We keep these as daily totals in our own database, not as a record of your visit.
To count how many different people visit each day, we combine your IP address and your browser's User-Agent string with the date and a private key, and keep only a one-way hash of the result. A new day gives a new hash, and we delete these hashes after 7 days.
For a live view of the last half hour, we also keep each page view for about 30 minutes, with the website that referred it, any campaign tags and a one-way hash of your IP address and browser details that changes every day.
We also make a second one-way hash from the same details, which stays the same from one day to the next. We store it, with the campaign tags and the website that referred you, when you arrive through a link that carries campaign tags or an advertising click ID (from Google, Microsoft, Meta, TikTok or LinkedIn ads, for example), and whenever you do something we count, such as sending a form, placing an order, making a booking or signing up. We store an advertising click ID exactly as we receive it.
If you then give us your details, in a form or in the chat for example, we keep the hash with your contact record.
That links the visits it recorded to you. Those copies stay with the record and are not deleted on the schedule below.
We never store your IP address or browser details with a page view, and we do not share these hashes with anyone.
Our own analytics sets no cookies.
If your browser sends a Do Not Track or Global Privacy Control signal, none of this happens: your visits are not counted and no hash is made. We still count a form, order or booking we receive from you, without a hash.
Analytics records are kept for 365 days and then deleted.
We share overall counts of page views and visitors with the companies that provide and look after our website software, never anything about an individual visit.
On-site search
If you use the search on this site, we log the words you searched for, where you searched, how many results came back and the date, but not who searched. We use this to find what visitors look for and cannot find.
We do not log your searches when your browser sends a Do Not Track or Global Privacy Control signal.
We delete the search log after 365 days.
Error logs
When something goes wrong on our side while a page loads, we log the error with the address of the page, your IP address, your browser's User-Agent string and, if you are signed in, your account, so we can find and fix the problem.
We do not log visits to pages that do not exist.
We delete these logs after 30 days.
We send the companies that provide and look after our website software a summary of errors so they can fix them. It never includes your IP address or your browser details.
Cookies we use
| Cookie | Purpose | Duration |
|---|---|---|
| webprocms-session, XSRF-TOKEN | Keeps your session working and protects forms from cross-site abuse. Strictly necessary. | 24 hours after your last visit |
| wpcms_visitor | Remembers whether you are signed in so the right content can be shown. Not used for tracking. | 30 days |
| wpcms_device | Set only when you sign in. Remembers that this browser has signed in to your account, so someone guessing your password cannot lock you out of it. Strictly necessary. | 180 days |
| remember_web_* | Keeps you signed in to your account on this browser. Set when you choose to stay signed in, and when you create an account or sign in with another service. | 400 days |
| wpc_aff | Remembers which partner referred you, so they can be credited. Never set when your browser sends a Do Not Track or Global Privacy Control signal. Not controlled by the cookie banner. | 30 days |
| __stripe_mid | Set by Stripe on payment pages to help prevent fraud. | 1 year |
| __stripe_sid | Set by Stripe on payment pages to help prevent fraud. | 30 minutes |
| Third-party cookies | Set by embedded services (such as Google or video providers) as described in the sections above. | Varies by provider |
This site also keeps a few items in your browser's own storage. They stay on your device, and you can remove them by clearing your browser's data for this site.
| Stored item | Purpose | Duration |
|---|---|---|
| webprocms.appearance | Remembers whether this site is shown to you in its light or dark look. | Until you clear it |
| wpcmsAiChatActive | Notes that you have a chat open, so it carries on as you move between pages. | Until you close the tab |
| siteSearchMode | Remembers whether you chose to search by keywords or by meaning. | Until you close the tab |
Payments
Payments are processed by Stripe. Your card details are entered directly into Stripe's secure checkout and never touch our servers; see stripe.com/privacy.
Stripe receives your name, email address and payment details, and the billing or shipping address it needs to process the payment and work out any sales tax. We keep the references Stripe sends back, so we can match each payment to what it paid for and issue any refund.
If you set up a subscription or another recurring payment, Stripe keeps your card on file to take the payments that follow; we never see the card number.
On the pages where you pay, Stripe sets its own cookies to keep payments secure and help prevent fraud.
Third-party analytics and marketing tools
This site includes third-party analytics scripts. These services may collect information about your visit (such as pages viewed and your device) and may set their own cookies.
AI services
We use AI services for some features. What you send us reaches them only for these:
- our chat assistant, which receives your messages and the conversation so far
- searching by meaning, on the site or in the chat, which receives the words of your search or question
- drafting replies to support requests when our staff ask for one, which receives the subject and the messages of the request
The AI services we use are run by OpenAI.
Search services
When you search by meaning rather than by keywords, we send the words you searched for to an AI service. It turns them into numbers that describe what they mean, so we can find pages about the same thing even when they use different words.
That service is OpenAI.
We keep those numbers for up to 7 days so we can answer the same search again quickly. We do not keep your search words with them.
Selling or sharing your data
We do not sell, rent, trade, or share your personal information with third parties for their marketing purposes.
How long we keep your data
We keep personal data only as long as needed for the purposes described above, and the retention periods noted in each section apply. Data you ask us to delete is removed without undue delay.
Your rights
Depending on where you live, you may have the right to access, correct, export, or delete the personal data we hold about you, and to object to or restrict certain processing. To exercise any of these rights, reach us through the contact page on this site — we will respond as required by applicable law. You also have the right to lodge a complaint with your local data protection authority.
Children
This site is not directed at children under 13, and we do not knowingly collect personal information from them. If you believe a child has provided us personal information, contact us and we will delete it.
Changes to this policy
We may update this policy as the site evolves — for example, when we add or remove a feature that affects what data is collected. The date at the top of this page always reflects the latest revision.
Contact
Questions about this policy or your data? Reach WebProCMS through the contact page on this site.
This policy is governed by the laws of the State of Texas, USA.