Legal
Terms and Conditions
1. Acceptance of Terms
By using any Ashford South LLC services or website, you acknowledge that you have read and agree to these Terms and Conditions, as well as any referenced policies. If you do not agree, you must not use our services. We may update these terms from time to time and will notify users by updating the “Last Updated” date or via a notice on our site. Your continued use of the services after changes are posted constitutes acceptance of the revised terms.
2. Eligibility
Our services are intended for use by businesses and individuals who are 18 years of age or older. By accepting these terms, you affirm that you are at least 18. No one under 18 may use the services or provide personal information to Ashford South LLC. We do not knowingly collect information from minors, and any such data will be deleted if discovered.
3. Scope of Services
Ashford South LLC provides digital marketing and related services, including but not limited to Google Business Profile optimization, social media management, website design, branding, copywriting, digital advertising, and event structuring. We will perform the agreed services in a professional manner and devote reasonable resources to achieve the project goals. However, the scope of work and deliverables will be defined in your service agreement or project proposal. Any changes or additions to the scope must be agreed upon in writing. The client understands that successful outcomes often depend on third-party platforms (e.g. Google, social media networks) and market conditions beyond our control.
4. Client Responsibilities
To ensure a successful engagement, the Client agrees to fulfill the following obligations:
Provide Information and Access: The Client must provide timely, accurate, and complete information, materials, and access to platforms (e.g. account login credentials, brand assets) as needed for Ashford South LLC to perform the services. Delays or failure by the Client to supply required content, feedback, or approvals may affect project timelines or results, and Ashford South LLC is not liable for such impact. (For example, if you do not promptly respond to requests or provide necessary materials, any delay in deliverables or diminished results is not the responsibility of the Company.) The Client should designate a primary contact person authorized to make decisions and provide feedback.
Ownership of Materials and Permissions: The Client must ensure that any text, images, data, or other content provided to Ashford South LLC does not infringe any third-party intellectual property rights (e.g. copyrights or trademarks). By providing content or information to us, you represent that you have the legal right to use and share it. You grant Ashford South LLC a non-exclusive, royalty-free license to use, modify, reproduce, and distribute any content or materials you supply, solely for the purpose of performing the agreed services. This license ends when the project is completed or terminated, except for archival copies or as required for legal compliance. The Client will indemnify and hold the Company harmless from any third-party claims or liabilities arising from content or materials provided by the Client (for example, if the Client provides copyrighted material without permission).
Cooperation and Approvals: The Client agrees to reasonably cooperate with Ashford South LLC in executing the project. This includes being available for consultations, and reviewing and approving deliverables within a reasonable timeframe. If feedback or approval is delayed beyond the timeframe specified (or, if not specified, beyond a reasonable period), Ashford South LLC may proceed with the work as deemed appropriate or adjust deadlines accordingly. Failure to provide timely feedback or approvals may result in project delays for which the Company is not responsible. The Client’s active participation is required for optimal results, and the Company’s obligations are conditioned on such cooperation.
Compliance and Appropriate Use: The Client is responsible for using the services and any deliverables in compliance with all applicable laws, regulations, and platform policies. Ashford South LLC may refuse any request or content that, in our judgment, violates any law or third-party policy or is otherwise objectionable (e.g. hateful, fraudulent, or obscene content). The Client must also abide by any third-party terms of service (e.g. social media platform rules or Stripe’s terms for payments) when using our services.
5. Fees and Payment Terms
Payment Processing: All payments for our services will be processed through our third-party payment processor, Stripe, Inc. By providing your payment information, you authorize Ashford South LLC and Stripe to charge your chosen payment method for the agreed fees. You acknowledge that Stripe is a third-party service provider; we do not store your full credit card information on our systems. Stripe may collect and process your payment data pursuant to its own terms and privacy policy, which you may be subject to when making a payment. We share necessary personal and financial information with Stripe solely for payment processing purposes, and Stripe’s secure processing is used to protect your payment information.
Fee Schedule: The Client agrees to pay all fees in the amount and according to the billing schedule outlined in the applicable service agreement or invoice. Fees are typically charged in U.S. Dollars. Invoices are due upon receipt or as otherwise stated (e.g. net 15 days). For ongoing or retainer services, payments may be due on a recurring monthly basis (on the same calendar day each month as service start, unless otherwise specified). Late payments may be subject to late fees or suspension of services until the account is brought current.
No Refunds: Unless otherwise explicitly agreed in writing, all fees are non-refundable once work has commenced or a service has been delivered. Due to the investing of our time and resources and the nature of digital services, completed work and services already rendered cannot be returned. For example, if a project has begun or a month of service has been provided, those fees will not be refunded. The Client understands and agrees that initiating a service indicates a commitment to pay for the service as described. If the Client decides to terminate a project early, the Client remains responsible for any work already performed or expenses incurred by Ashford South LLC up to the termination date.
Chargebacks and Disputes: The Client agrees not to initiate chargebacks or payment disputes with their bank or credit card issuer for fees charged by Ashford South LLC. By entering this agreement, the Client waives the right to pursue any chargebacks for payments processed by the Company. If you have a concern about a charge or are dissatisfied with the service, you must contact Ashford South LLC first to attempt resolution. We are committed to addressing any billing issues or service concerns in good faith with you. Unauthorized chargebacks may be considered a breach of this agreement. Ashford South LLC reserves the right to contest any unjustified chargeback and to recover the original payment and any fees imposed by the payment processor as a result of a chargeback. This clause does not deprive you of any rights you have under your card issuer agreement; it is meant to ensure that we have an opportunity to resolve issues amicably before escalation.
6. No Guarantee of Results; Disclaimer of Warranties
No Guaranteed Outcomes: The Client acknowledges that Ashford South LLC does not guarantee any specific results or outcomes from the services provided. Marketing and branding efforts are often subjective and dependent on many factors outside the Company’s control – including changes in search engine algorithms, social media platform policies, market conditions, and the level of client participation. Past performance is not indicative of future results; while case studies or examples may illustrate potential, they are not promises of what your business will achieve. For example, we cannot guarantee a #1 search engine ranking, a certain number of leads or sales, or a specific increase in web traffic or social media followers as a result of our services. The Client agrees not to rely on any representation of likely success or anticipated outcome, and understands that any figures or forecasts provided are estimates for illustrative purposes, not assurances.
No Warranty; Services “As-Is”: Except as expressly set forth in this agreement, the services and deliverables are provided “as is” and on an “as available” basis, without any warranties of any kind, either express or implied. Ashford South LLC makes no warranty or representation that the services will meet the client’s requirements, achieve any intended results, or be uninterrupted or error-free. All implied warranties, including those of merchantability, fitness for a particular purpose, and non-infringement, are expressly disclaimed to the fullest extent permitted by law. The Company does not guarantee that any content, analytics, or advice provided will be error-free or complete, or that any third-party websites (such as Google or Facebook) will function as expected in conjunction with our services.
7. Limitation of Liability
To the maximum extent permitted by law, Ashford South LLC’s liability to the Client is limited. In no event shall Ashford South LLC (or its principals, employees, or affiliates) be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or relating to this agreement or the services, including but not limited to lost profits, lost revenue, loss of data, or business interruption, even if advised of the possibility of such damages. This limitation applies regardless of the legal theory (contract, tort, or otherwise) and regardless of the failure of any essential purpose of any remedy.
Additionally, the total aggregate liability of Ashford South LLC for any and all claims arising from or related to this agreement shall not exceed the total amount of fees that the Client has paid to the Company for the services in the six (6) months immediately preceding the event giving rise to the claim. If no fees were paid (for example, in the case of a free service or consultation), the Company’s liability is limited to $100 USD as liquidated damages.
Some jurisdictions do not allow the exclusion or limitation of certain damages or liabilities; in such cases, the above limitations shall apply to the fullest extent permitted by applicable law. Nothing in these terms is intended to limit or exclude liability for gross negligence, willful misconduct, or any liability that cannot be limited by law.
8. Dispute Resolution
Good Faith Negotiation: In the event of any dispute, claim, or controversy arising out of or relating to these Terms or the services provided (including any dispute regarding billing or results), both the Client and Ashford South LLC agree to first attempt to resolve the issue through good-faith negotiations. Either party may initiate this process by providing written notice to the other party describing the dispute and requested resolution. The parties shall communicate and endeavor to settle the dispute informally.
Arbitration Agreement: If a dispute cannot be resolved through informal negotiation within a reasonable period (e.g. 60 days), the parties agree that the dispute shall be resolved by final and binding arbitration as the exclusive remedy (except for the limited exceptions below). The arbitration will be conducted in the English language and administered by a neutral arbitration provider (such as the American Arbitration Association, AAA) under its Commercial Arbitration Rules. Each side waives the right to a trial by jury or to participate in a class action, and the arbitration will be conducted on an individual, case-by-case basis. For example, if a dispute arises, you will address your claim in arbitration only for yourself and not as a representative of a class. The arbitrator shall have the authority to award any relief that a court of competent jurisdiction could award, including monetary damages and injunctive relief, but shall not have authority to award relief on behalf of anyone other than the parties. Judgment on the arbitration award may be entered in any court having jurisdiction.
Exceptions: Notwithstanding the above, either party may seek temporary or preliminary injunctive relief from a court to prevent imminent harm (for example, misuse of intellectual property or violation of confidentiality) pending a final resolution by the arbitrator. Additionally, claims that qualify for resolution in small claims court may be brought in such court in lieu of arbitration.
Governing Law and Forum: This agreement and any dispute between the parties shall be governed by the laws of the State in which Ashford South LLC is headquartered (excluding its conflict of laws principles), and applicable federal law of the United States. Subject to the arbitration provision above, for any disputes not subject to arbitration, or for enforcement of an arbitration award, the parties consent to the exclusive jurisdiction of the state and federal courts located in that governing law state. The parties agree to submit to the personal jurisdiction of such courts.
Stripe-Related Disputes: Because payments are processed via Stripe, the Client agrees to abide by any Stripe dispute resolution processes in the event of a payment dispute. You should review Stripe’s terms and understand that Stripe may have its own procedures for handling chargebacks and contested charges. The Client agrees to work with Ashford South LLC in good faith to resolve any payment issues before seeking remedies through Stripe or their bank, as noted in Section 5 above (no chargebacks clause). This not only helps avoid unnecessary fees and delays, but also serves as evidence of our mutual agreement in the event Stripe or a bank reviews the dispute (we may present these Terms to demonstrate the Client’s agreement not to initiate chargebacks without cause).
9. Force Majeure
Ashford South LLC shall not be liable for any failure to perform, or delay in performing, any of its obligations under this agreement if such failure or delay is caused by events beyond its reasonable control (“force majeure” events). In the event that either party is unable to perform its obligations due to force majeure, neither party shall be liable to the other for damages resulting from the failure to perform. Force majeure events include, but are not limited to: natural disasters (e.g. fire, flood, earthquake, hurricane), acts of God, epidemics or pandemics, war or acts of terrorism, civil unrest or riots, acts of governmental authorities or changes in law, strikes or labor disputes, power or communications outages, or other events beyond the control of the affected party. The party affected by a force majeure event shall give notice to the other party as soon as practicable, identifying the nature of the event and, if possible, the expected duration of the inability to perform. The obligations of the affected party will be suspended for the duration of the force majeure condition, and the time for performance will be extended by a period equivalent to the period of delay. If the force majeure event continues for an extended period (e.g. more than 30 days), either party may have the right to terminate the affected services without liability, upon written notice to the other, in which case any fees for work not yet performed will be refunded, and any completed work delivered shall be paid for.
10. No Guarantee of Results (Reiterated)
(Note: This section is a reiteration due to the importance of the topic and may overlap with Section 6.) The Client understands that no marketing, design, or consulting service can guarantee specific outcomes, and thus the Company makes no such guarantees. Any statements about possible results (such as “improve your search ranking” or “increase customer engagement”) are illustrative goals and not binding commitments. Dot Marketing Inc’s terms put it succinctly: “does not guarantee any specific results... and the client should not rely on any specific results from their use.”. Ashford South LLC adopts the same principle. Success metrics like website traffic, conversion rates, social media growth, or event attendance depend on numerous factors and stakeholder actions. The Client’s own efforts (for instance, answering customer inquiries generated by a campaign, or implementing recommended changes to their website) are often critical to achieving results. Limited Client Participation: If the Client fails to devote the necessary time or resources (for example, not providing content for posts, or not implementing SEO changes on their website when advised), the Client agrees that the Company is not responsible for any lack of results stemming from such failure. In summary, we do not guarantee any level of business success or return on investment, and the Client releases the Company from any claims related to unrealized expectations.
11. Intellectual Property and Ownership
Unless otherwise agreed in writing, all tools, processes, methodologies, or know-how used by Ashford South LLC in the course of delivering services shall remain the intellectual property of the Company. The Client will receive any final deliverables (e.g. completed designs, written content, reports) as specified in the contract, and upon full payment of all fees, the Client is granted a license (or ownership if stated) to use those deliverables for its intended purpose. Ashford South LLC reserves the right to use generalized know-how, techniques, or templates developed during the project in its future work, provided that no confidential or personally identifiable information of the Client is disclosed. If the project involves developing custom materials or content for the Client, the ownership and usage rights of those materials will be defined in the service agreement (e.g., the Client might receive full ownership of a logo design after payment, while the Company retains a portfolio right to display the work for self-promotion).
The Client further agrees that Ashford South LLC may use the Client’s business name and logo in a factual portfolio or case study manner to identify the Client as a client of the Company, unless the Client expressly withdraws consent in writing. Such use will not imply any endorsement of the Company by the Client, only that we provided services.
12. Confidentiality
Both parties agree to treat any confidential information of the other party with reasonable care and not to disclose it to any third party without consent. Confidential information includes any non-public business, technical, or personal information provided by one party to the other that is either identified as confidential or that should reasonably be understood to be confidential given the nature of the information and the context of disclosure. For example, the Client’s marketing plans, login credentials, customer lists, or proprietary data are confidential; likewise, the Company’s methodologies or pricing not publicly advertised may be confidential. Ashford South LLC will only use the Client’s information to perform the services and will restrict access to personnel or subcontractors who need to know it for that purpose. We will not disclose the Client’s confidential information to outside parties (other than our service providers under similar confidentiality obligations) without the Client’s permission, except as required by law or court order. This confidentiality obligation does not apply to information that becomes public through no breach by the receiving party, is independently developed or obtained by the receiving party, or is rightfully obtained from a third party not under a duty of confidentiality. These confidentiality obligations continue even after the project or relationship ends.
13. Indemnification
To the fullest extent permitted by law, the Client agrees to indemnify, defend, and hold harmless Ashford South LLC and its officers, employees, contractors, and agents from and against any and all third-party claims, liabilities, damages, or expenses (including reasonable attorneys’ fees) that arise out of: (a) the Client’s breach of these Terms, (b) the Client’s violation of any law or regulation in connection with the use of our services, or (c) content or materials provided by the Client (for instance, if the Client-provided content infringes someone’s copyright or contains unlawful material). In plain terms, if a third party sues because of something you (the Client) did or provided in the course of our engagement, you will cover the Company for those claims. We will promptly notify you of any such claim and cooperate in the defense, and you will have the right to assume the defense, provided you give assurance of your financial ability to indemnify. Ashford South LLC reserves the right to participate in the defense with counsel of its choice at its own expense (or at your expense if you fail to provide a competent defense). This indemnity survives the termination of the agreement.
Likewise, Ashford South LLC will indemnify and hold the Client harmless from any third-party claims or damages arising out of the Company’s willful misconduct or violation of law in providing the services, but not for claims arising from the content or direction provided by the Client. Any liability of the Company to indemnify is subject to the limitations of liability set forth in Section 7 above.
14. Miscellaneous Provisions
Entire Agreement: These Terms & Conditions (along with any applicable Service Agreement, Statement of Work, or Order Form and any incorporated policies like the Privacy Policy) constitute the entire agreement between the Client and Ashford South LLC regarding the services, and supersede all prior and contemporaneous agreements, understandings, or communications (whether written or oral) relating to the subject matter. Any changes or amendments to this agreement must be made in writing and agreed by both parties (for example, via a mutually signed addendum or updated online terms accepted by the user).
Severability: If any provision of these Terms is found to be invalid or unenforceable by a court or arbitrator of competent jurisdiction, that provision will be enforced to the maximum extent permissible, and the remaining provisions of the Terms will remain in full force and effect. The parties agree to negotiate in good faith a valid and enforceable provision that is as similar as possible to the one found invalid, to reflect the original intent.
No Waiver: No failure or delay by either party in exercising any right, power, or remedy under these Terms shall operate as a waiver of any such right or remedy, and no waiver of any breach shall be deemed to be a waiver of any other or subsequent breach. To be effective, any waiver must be in writing and signed by the party granting the waiver.
Assignment: The Client may not assign or transfer any of its rights or obligations under these Terms to any third party without the prior written consent of Ashford South LLC. Any unauthorized assignment is null and void. Ashford South LLC may assign or delegate its obligations to an affiliate or successor in interest (for example, a buyer of the company or a merger) provided that the assignee agrees to be bound by these terms.
Relationship of Parties: The relationship between Ashford South LLC and the Client is that of an independent contractor. Nothing in this agreement shall be construed to create a partnership, joint venture, or agency relationship between us. Neither party has the authority to bind the other to any contract or obligation, and neither party will represent otherwise.
Third-Party Beneficiaries: These Terms are for the benefit of the Client and Ashford South LLC, and not for any other person or entity. No third party shall have any rights to enforce any term of this agreement, except as expressly provided (for example, indemnified parties under Section 13).
Notices: Official notices under this agreement shall be given in writing and delivered to the receiving party by email (with confirmed receipt), certified mail (return receipt requested), or an internationally recognized courier service to the address on record. Notices will be effective upon receipt or refusal.
Headings: The section titles and headings in this document are for convenience only and have no legal or contractual effect. They do not define or limit the scope of any provision.
15. Contact Information (Terms)
If you have any questions or concerns about these Terms and Conditions, you may contact Ashford South LLC. Contact us at: [Email]: support@ashfordsouth.com [Phone]: (123) 456-7890 [Business Address]: 1234 Marketing Ave, Athens, GA 30601, USA. (This is sample contact information; please use the actual contact details of your business in the real document.)
Privacy Policy
1. Introduction
Ashford South LLC (“Company” or “We”) respects your privacy and is committed to protecting it through our compliance with this Privacy Policy. This policy describes what information we collect, how we use and share it, and the choices you have regarding your information. It applies to information that clients and website users provide to us voluntarily, as well as data we collect automatically when you interact with our services. Please read this Privacy Policy carefully to understand our practices regarding your information. By accessing or using our website and services, you agree to the terms of this Privacy Policy. If you do not agree with our policies, you should discontinue use of our site and services. We may update this Privacy Policy from time to time (see Changes to This Policy below for details on how we notify you of changes).
2. Information We Collect
We collect personal information and business-related information that you voluntarily provide to us, as well as some data automatically collected when you use our site or services. The types of information we may collect include:
Contact and Identity Information: This includes your name, business name, postal address, email address, phone number, and other identifiers by which we may contact you or identify you. For example, when you sign up for our services or fill out a contact form, you may provide your name, company name, phone number, and email address.
Business Profile and Content Information: If you engage us for services like Google Business Profile optimization or social media management, we will collect the information you provide about your business. This may include business descriptions, hours of operation, locations, photographs, logos, social media account credentials (to manage your profiles), and any content (text, images, videos) you ask us to post or incorporate. Essentially, any information or content you voluntarily supply to us for use in your marketing or design projects will be collected and stored so that we can perform the services. This can include passwords or access tokens for third-party platforms (which we handle securely and only use for service purposes), as well as copywriting briefs, design preferences, or event details you provide. You provide this information voluntarily in order for us to complete the services. We advise you not to submit sensitive personal information (like Social Security numbers, financial account details unrelated to payments, or health information) unless it is specifically required for the service, as our focus is on business-related content.
Payment Information: When you pay for our services, you may provide payment details such as credit or debit card information or bank account details. All payment transactions are processed by our third-party payment processor (Stripe). We do not store your full credit card numbers on our own servers; however, we may store basic transaction information such as the last four digits of your card, the billing name and address, the payment amount, and the date of the transaction, for record-keeping. Payment information is collected via Stripe’s secure forms. Please review Stripe’s privacy policy for details on how they handle your payment data.
Communications: If you contact us by email, phone, or via our website (for example, through a chat widget or a contact form), we will collect the information you provide in those communications. This can include your contact details and any other personal information you choose to include in your message. We may also keep records of our correspondence with you (such as support inquiries or project discussions).
Automatically Collected Data: Like many websites, we use technological tools to collect certain information about visitors to our site automatically. This may include device and usage information: your IP address, browser type, device type, operating system, referring URLs, pages viewed, and the dates/times of access. We may also collect information through cookies and similar tracking technologies (see Cookies and Tracking below) – for instance, we might record that a user using Chrome on Windows visited our homepage and then our contact page. This information helps us understand how people use our site, diagnose technical issues, and improve the user experience. By itself, this data typically does not identify you personally, but it may be linked with your personal information if you have provided that (for example, if you submit a form on the site, we might tie your site usage to the information on that form for analytics).
Note: Personal information, as used in this policy, generally means information that can identify you as an individual or that relates to an identifiable person (either on its own or when combined with other data). This can include obvious things like your name or email, but also less obvious things like an IP address if it can be associated with you. We aim to collect only what is relevant for the purposes described in the next section. If we ever need to collect sensitive categories of data, we will do so with your explicit consent and only as necessary.
3. How We Use Your Information
We use the information we collect from you for various legitimate business purposes in order to serve you and improve our services. The primary ways in which we use your information include:
To Provide and Customize Services: We use the personal and business information you give us to carry out the services you’ve requested. For example, we will use your Google Business Profile details and content to optimize your listing, use your social media login (with your permission) to manage and post on your social accounts, or use your brand materials to create designs and marketing content tailored for your business. All data is used strictly to complete the tasks and projects you have engaged us for. In short, we process your information to fulfill our contractual obligations to you and ensure you get the service results expected.
Communication: We use your contact information to communicate with you about your services, projects, and account. This includes sending administrative emails (e.g. scheduling meetings, sending drafts for approval, notifying you of changes or issues), responding to your inquiries or support requests, and sending billing reminders or invoices. Communication is a core part of service delivery (for instance, we might email you a monthly performance report or call you to discuss strategy). We may also send you information related to services you’ve signed up for, such as helpful resources or tips to maximize results.
Marketing and Newsletters (Opt-In Only): With your consent, we may also use your contact information to send you marketing communications about our company’s updates, new services or features, special promotions, or educational content we think may interest you. For example, if you subscribe to our newsletter or expressly agree to receive promotional emails, we might send you periodic emails about digital marketing tips or our new product offerings. We will only send you marketing emails if you have opted in to receive them. And of course, you can opt out of these communications at any time (each marketing email will include an “unsubscribe” link or you can contact us to be removed). Opting out of marketing emails will not affect our communications with you regarding active projects or transactional matters.
Payment Processing: We use payment-related information to process transactions for service fees. For instance, if you purchase a service package, we (through Stripe) will use your card or bank info to charge the agreed amount. We may also use payment details to issue refunds (if applicable under our terms) or to prevent fraud. All such processing is done through secure third-party systems (Stripe) and in compliance with applicable payment security standards.
Improving and Analyzing Services: We may use usage data (and feedback you provide) to improve our website and services. This includes analyzing how users navigate our site, which pages or services are most interesting to our clients, and where improvements are needed. For example, we might use Google Analytics or similar tools to see aggregated trends in site traffic or to test changes in site design. These insights help us enhance functionality, user interface, and content. Additionally, if we notice common client needs or questions, we might develop new services or FAQs to address those. Internal analytics and product development uses of your data are aimed at providing a better experience for you and all our customers. (When possible, we use aggregated or de-identified data for this purpose, which is not personally identifiable.)
Testimonials and Case Studies: If you provide us with a testimonial or feedback, with your permission, we may use it (along with your name and business name) on our website or marketing materials to showcase client success stories. We will obtain consent before publishing any personal testimonial. Similarly, we might internally use your project as a case study to inform our strategies for other clients (stripped of any personal identifiers or confidential info).
Legal Compliance and Protection: We may use or disclose your information as necessary to comply with applicable laws, regulations, legal processes, or governmental requests. For example, we might retain certain financial records for tax purposes, or disclose information in response to a court order or subpoena. We also reserve the right to use and disclose data to the extent needed to protect our rights or the rights of others, to enforce our Terms & Conditions or other agreements, to investigate or prevent fraud or security issues, or to resolve disputes. (For instance, if there’s a billing dispute or a chargeback claim, we may use your usage logs or communications to demonstrate that services were delivered as per agreement.)
We will only use your personal information for the purposes we collected it, or for purposes that are compatible with the original reason it was collected. If we need to use your information for an unrelated purpose, we will notify you and, if required, seek your consent.
4. How We Share or Disclose Information
We understand the importance of keeping your information private. We do not sell your personal information to third parties for profit. We only share your information in the following circumstances:
With Service Providers (Third-Party Processors): We share personal information with trusted third-party companies that perform services on our behalf, in order to run our business and fulfill our contract with you. These third parties are bound by contractual obligations to keep personal information confidential and to use it only for the purposes of providing their specific services to us. Key examples include:
Payment Processors: As noted, we use Stripe to handle credit card transactions. Stripe will receive billing information and payment details to process your payments. Stripe is a “payment processor” third party with whom we share financial data solely to complete transactions.
Hosting and IT Providers: Our website and client data may be stored on third-party servers or cloud services (for example, web hosting companies or cloud storage platforms). They enable our website to function and store your project files or data securely.
Email and Communication Tools: We may use third-party email services (e.g., Mailchimp for newsletters, or a CRM system) to send communications. These providers will process your contact info on our behalf to dispatch messages. Similarly, if we use a project management or customer support tool, your info might pass through those systems.
Analytics and Marketing Tools: We might utilize Google Analytics, Facebook Pixel, or similar analytics/advertising partners which collect usage information via cookies on our site. These partners help us understand site traffic or improve marketing; however, these typically involve aggregated data. (See Cookies section below for details on third-party cookies).
Professional Advisors: On occasion, we may share necessary information with our accountants, auditors, lawyers, or insurers, but only as needed for accounting, auditing, legal compliance, or to protect our interests in the event of a dispute. These professionals are obligated to confidentiality.
We list the types of third parties we work with in this policy so you know how your data might be handled. For instance, we may share your data with advertising platforms, cloud hosting services, payment processors, and SaaS tool providers as needed. We strive to only share the minimum information each service provider needs to perform its function, and we evaluate their privacy and security practices.
With Your Consent: We will share your personal information with third parties if and when you explicitly direct or authorize us to do so. For example, if as part of a joint marketing effort you ask us to coordinate with another vendor and share files or contact info, we will do so at your direction. Or if we want to feature your business on our website or social media (as a success story or reference), we will only share information about you publicly if you have agreed.
Legal and Safety Disclosures: We may disclose personal information if we reasonably believe that such action is necessary to (a) comply with the law and lawful requests or legal process (e.g., a subpoena or court order), (b) to enforce our agreements and protect the rights or safety of Ashford South LLC, our clients, or others, (c) to investigate or assist in preventing any violation of law (such as fraud or security breaches). For instance, if required by tax authorities, we might provide records of payments received; or if a client disputes a charge alleging non-delivery, we might show our communications and deliverables as evidence. We will limit the information disclosed to what is legally required or what is necessary to achieve the purpose.
Business Transfers: If Ashford South LLC is involved in a merger, acquisition, sale of assets, or reorganization, personal information about our customers and site users may be among the assets transferred to the buyer or successor entity. We will ensure that any such successor will continue to be bound by confidentiality and the basics of this Privacy Policy with respect to your personal information (or we will notify you and obtain consent if required by law). You would be notified via a prominent notice on our website or by email of any change in ownership or uses of your personal information due to such a transaction, as well as any choices you may have regarding your information.
Apart from the scenarios above, we do not share your personal information with third parties. In particular, we do not provide your information to third parties for their own direct marketing purposes unless you have given consent. If in the future we need to share data in a new way not covered by this policy, we will update this Policy and notify you as needed, and obtain consent where required.
Finally, note that if you leave our website via a link to a third-party site (for example, a link to a partner or a social media platform), this Privacy Policy no longer applies. Your activities and information on third-party sites are governed by their respective privacy policies. We encourage you to read the privacy statements of any other sites you visit. We include this reminder because we want you to be aware that our responsibility covers only data we directly collect and control, not how other companies may handle it.
5. Cookies and Tracking Technologies
Like most websites, Ashford South LLC’s site uses cookies and similar tracking technologies to provide and improve our services. Cookies are small text files placed on your device (computer or smartphone) when you visit a website, which enable certain features or remember preferences. Here is how we use cookies and your choices regarding them:
Types of Cookies We Use: We use both session cookies (which expire when you close your browser) and persistent cookies (which remain on your device for a set period or until deleted) for several purposes. These include:
Essential Cookies: These are necessary for our website’s core functionality. For example, if our site has a client login or a shopping cart, essential cookies would keep you logged in or remember items in your cart. Without these, the site might not work properly.
Analytics Cookies: We use these to collect information about how visitors interact with our site, such as which pages are visited, how long is spent on each page, and any errors encountered. This helps us improve our content and user experience. (We might use Google Analytics, which sets its own cookies, to perform this analysis.)
Advertising/Marketing Cookies: If we run ads or use retargeting (for instance, showing our ads on other sites like Facebook or Google), cookies might be used to track when you visit our site and later serve you our advertising. These cookies can also measure the effectiveness of ad campaigns.
Preference Cookies: These remember your choices on our site (e.g., your language or region selection, or other custom settings) to provide a more personalized experience.
Third-Party Cookies: Some cookies on our site may be placed by third parties. For example, as mentioned, analytics services (Google Analytics) or social media plugins (a “Like” button) may set cookies. Additionally, any embedded content (videos, widgets) might use cookies. We may also use third-party services that set cookies to assist with advertising or analyzing site performance. We will provide basic information on the third-party services we use that may set cookies (like Google, Facebook, etc.), but note that they are governed by their own privacy/cookie policies. We do not control third-party cookies, although we may use data provided by them.
Consent and Your Choices: When you first visit our site, you may see a cookie banner or notice that informs you that we use cookies and, where required by law, requests your consent (especially for non-essential cookies). By continuing to use our site after seeing the notice, you are indicating your consent to the use of cookies as described. You have the right to control or limit cookies. Most web browsers allow you to set preferences for cookie usage: you can typically block or delete cookies. For instance, you can configure your browser to refuse all cookies or to alert you when cookies are being sent. You can also delete cookies that have already been set. Please be aware, however, that if you disable or refuse cookies, some parts of our website might become inaccessible or not function properly. (For example, certain interactive features or remembering your preferences may not work.) There are also third-party tools and extensions that can help manage cookies and trackers.
Other Tracking Technologies: In addition to cookies, we may use web beacons (also known as pixel tags) in our email communications or on our website. These are tiny graphic images or script codes that have a unique identifier, used to understand browsing activity or whether an email was opened. For example, if we send a newsletter, the embedded beacon may tell us if you opened it and what links you clicked. This helps us gauge the effectiveness of our communications. Web beacons typically rely on cookies to function, so disabling cookies can impair their function as well.
Do Not Track Signals: Some browsers offer a “Do Not Track” (DNT) setting that lets you signal to websites that you do not want to be tracked. Our site currently does not respond to DNT signals because there is not a common standard adopted by industry for DNT. We will update our practices if an official standard for DNT is established. In the meantime, you can use the cookie/browser settings described above to manage tracking.
For more detailed information about the cookies and tracking technologies we use, and to change your preferences, you can refer to our Cookie Policy (if available) which is part of this Privacy Policy. By using our site without disabling cookies, you are consenting to our use of cookies as described here.
6. Data Retention and Security
Data Retention: We will retain your personal information only for as long as necessary to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements. For example, if you are a client, we will keep your information for as long as your account is active or as needed to provide you services. After you cease being a client, we may retain certain data for a period of time. Typical retention periods are influenced by: (a) the length of our service relationship or project (we keep data during the relationship), (b) whether there is a legal obligation to keep data (for instance, records of payments might be kept for X years for tax and financial audit purposes), and (c) whether retention is advisable in light of our legal position (such as applicable statutes of limitations for contracts or to defend against possible disputes). When we no longer have a legitimate need to retain your personal information, we will securely dispose of it or anonymize it. For instance, project files might be archived for a year in case you return or have questions, then permanently deleted, whereas basic contact details might be kept in a suppression list if you opted out of emails (to ensure we don’t accidentally contact you).
Security Measures: We take reasonable and appropriate measures to secure your personal information and protect it from loss, misuse, and unauthorized access or disclosure. These measures include technical, administrative, and physical safeguards. For example:
We use encryption (HTTPS/TLS) to protect data transmitted on our website (you can see the padlock in the browser address bar on our site, indicating a secure connection for data entry).
We maintain up-to-date firewalls and network security monitoring on our systems to prevent intrusions.
Access to personal data is restricted to employees or contractors who need that information to perform their job duties (for example, our marketing strategist will have your campaign info, but not necessarily your billing info, which might be limited to accounting personnel). Those who have access are bound by confidentiality.
We ensure our third-party service providers implement security measures. For instance, Stripe is PCI-DSS compliant for payment security.
We periodically review our information collection, storage, and processing practices, including physical security measures, to guard against unauthorized access. If we store sensitive information (like login credentials you provide), we use additional encryption or hashing.
We also train our staff on data privacy and security practices, so they handle your data with care.
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security. Cyber threats evolve rapidly, and unforeseen security issues can arise. For example, despite our safeguards, a zero-day vulnerability or a sophisticated attack could potentially lead to a breach. Therefore, you acknowledge that you provide your personal information at your own risk. In the unfortunate event of a data breach that affects your personal information, we will notify you and the appropriate authorities as required by law, and we will take prompt action to mitigate the issue.
To enhance security, you also play a role: please use strong, unique passwords for any client portals or accounts, and notify us immediately if you suspect any unauthorized activity involving your data or our services. We will never ask you for your account passwords via email or unsolicited communication – be vigilant against phishing.
7. Your Rights and Choices
Depending on the laws applicable to you (which may vary based on your state of residence or country), you may have certain rights regarding your personal information. Ashford South LLC is based in the United States and primarily serves U.S. clients, and we strive to uphold privacy rights in line with frameworks like the California Consumer Privacy Act (CCPA) and others, to the extent they apply. We outline key rights here:
Access and Portability: You have the right to request access to the personal information we hold about you. This means you can ask us to confirm if we’re processing your data and to provide you with a copy of the data we have, in a readily usable format. For example, you can contact us to get a copy of the contact info and account details we have on file for you.
Correction (Rectification): If any of your personal information is inaccurate or incomplete, you have the right to request a correction. For instance, if your email address or business name changes, or if you notice an error in data we have, let us know and we will update it.
Deletion: You have the right to request that we delete your personal information, subject to certain exceptions. Upon your request, we will erase or anonymize the personal data we have about you. However, we may retain some information if necessary for legitimate business or legal purposes – for example, we might keep records of transactions to comply with legal obligations or to resolve disputes, or we might retain your email in a “do not contact” list to honor an opt-out. If deletion is fully requested, we will also direct our service providers to delete your information from their records, where applicable.
Opt-Out of Marketing: As noted, if you have opted in to our marketing communications, you can at any time opt out. You can do so by clicking the unsubscribe link in our emails or by contacting us and requesting to be removed. Once you opt out, we will stop using your contact info for promotional purposes. (Note: You will still receive transactional or service-related communications as long as you are a client, such as invoices or project updates, as those are not promotional.)
Opt-Out of Sale or Sharing: We do not sell personal data. If applicable law (like CCPA) treats certain uses of data as a “sale” or “sharing” (for example, using third-party analytics or advertising cookies might be construed as such), and you wish to opt out, you can use tools on our website (like a “Do Not Sell/Share My Info” link if provided) or browser signals (like the Global Privacy Control) to opt out. We will honor such signals where required and feasible.
Non-Discrimination: We will not discriminate or retaliate against you for exercising any of these privacy rights. For example, if you request deletion of your data, we will not deny you services or charge different prices except if the data was necessary to provide the service (in which case we’ll inform you).
To exercise any of your rights, or if you have any requests related to your personal information, please contact us using the contact information in Section 10 below. We may need to verify your identity before fulfilling certain requests (for instance, an access or deletion request) to ensure the privacy and security of the data – typically, this could involve confirming information we already have on file (like sending the request from the email associated with your account, or answering a question about your interactions with us). For some requests, authorized agents may make the request on your behalf, but we will still take steps to verify that the request is legitimate.
Please note that if you are located outside the United States, the privacy laws and rights available to you may differ. Ashford South LLC is not currently subject to the EU General Data Protection Regulation (GDPR) as we do not target or monitor individuals in the EU in any significant way. However, if you are a data subject under GDPR or other international laws and you believe we’re processing your personal data, you can still reach out with any concerns or requests, and we will do our best to accommodate or clarify.
8. Children’s Privacy
Our services and website are not intended for children under the age of 18, and we do not knowingly collect personal information from anyone under 18 years old. If you are under 18, do not use or provide any information on this website or through our services. This includes not providing your name, address, phone number, email, or any screen name/username you might use. Parents or legal guardians should be aware of our policy: we do not wish to collect data from minors. If we learn that we have inadvertently collected personal information from a child under 18 without verifiable parental consent, we will take immediate steps to delete that information from our records.
If you believe we might have any information from or about a minor under 18, please contact us promptly so that we can investigate and address the issue. We will also comply with all applicable laws such as the Children’s Online Privacy Protection Act (COPPA) which applies to children under 13 (though our policy sets a higher age threshold of 18 due to the business nature of our services and contractual requirements).
Parents and guardians: if you have any questions about personal information that may have been submitted by a child, please reach out to us (see Contact Us below). We will be happy to remove any such data and terminate the child’s ability to use our services (if applicable).
Updates to Our Policies
We may update or revise this Privacy Policy from time to time as our practices change or as required by law. If we make material changes to how we handle personal information, we will provide prominent notice to inform you. For example, we may post a notice on our website’s homepage or send an email notification if we have your email on file. The “Last Updated” date at the top of this Privacy Policy will reflect the date of the most recent changes. We encourage you to review this Policy periodically for any updates.
Your continued use of our website or services after any updates constitute your acceptance of the changes, to the extent permitted by law. If you do not agree to the revised terms, you should discontinue use of the site and services and can request us to delete your data if needed. For significant changes, especially those that may require your consent by law, we will either obtain your consent or give you the opportunity to opt in to the new practices.
Contact us
If you have any questions, concerns, or requests regarding this Privacy Policy or about how Ashford South LLC collects and uses your information, please do not hesitate to contact us. We are here to address your inquiries and support your privacy rights.
Contact Information for Privacy Inquiries:
Email: hello@ashfordsouth.com
Phone: (678) 261-7145 (ask for the Privacy team or administrator)
Please include your name and contact information and a detailed description of your request or question. If you are making a request about your personal data, please describe the request (e.g., “I would like a copy of my data” or “Please delete my account information”) and, if applicable, the relevant time frame or interactions you’ve had with us (so we can locate your data). We will respond to legitimate requests as soon as reasonably practicable, and at least within any timeline required by law.
For general inquiries not related to privacy (e.g., service information, support), please use our general contact channels as listed on our website or in the Terms above.
Thank you for entrusting Ashford South LLC with your digital marketing needs. We value your privacy and business, and we are committed to safeguarding the information you share with us.