Ruby Consulting · RubyCo

Privacy Policy

Effective date: November 2, 2026 · Last updated: November 2, 2026

This Privacy Policy explains how RubyCo, operating the Ruby Consulting website at therubyconsulting.com, collects and uses personal information when you visit our website, contact us, or discuss our consulting services.

1. Information we collect

• Information you provide: your name, email address, selected service, message, and any business contact or project information you choose to share through our contact form, email, or subsequent discussions.
• Business relationship records: correspondence, consultation notes, proposals, and service-related records associated with your inquiry or engagement. Relevant contact information and communications may be recorded in our internal customer relationship management (CRM) system.
• Technical and security information: website requests may generate information such as IP address, browser and device details, requested URLs, timestamps, and security events through hosting and website protection systems.

Please do not send passwords, payment card details, government identifiers, sensitive personal information, or confidential client datasets through the website contact form. We can discuss an appropriate way to exchange information needed for an engagement.

2. How we use information

We use inquiry and contact information to respond to requests, understand your needs, arrange consultations, prepare proposals, conduct negotiations, and provide client service. We also use relevant technical information to operate the website, troubleshoot problems, detect spam or malicious activity, and protect our systems. Information may also be used to meet applicable legal obligations and resolve disputes.

We do not use contact form submissions for advertising newsletters or promotional mailing lists.

3. Who may access information

Access within RubyCo is limited to personnel and contractors who need the information for their work. We use service providers for website hosting, email delivery, and security:

• Namecheap EasyWP: website hosting and related infrastructure.
• Namecheap Private Email: receiving, storing, and sending business correspondence.
• WPForms and WP Mail SMTP: website form processing and routing notification emails through our configured mail service.
• Wordfence: website security, including processing IP addresses and security events. Relevant threat information may be processed by Wordfence/Defiant as part of its security services.

Our internal CRM is hosted on a RubyCo company server in the United States. It is not a separately branded public CRM service.

Information may also be disclosed when required by applicable law or legal process, or when necessary to establish, exercise, or defend legal claims.

4. Cookies, fonts, and external websites

WordPress and website security or form functions may use cookies or similar browser storage to support authentication, preferences, form operation, or abuse prevention. Administrative login cookies apply to authorized users who sign in to manage the website. You can manage cookies through your browser settings; blocking them may affect some functions.

The website loads fonts from Google Fonts. When your browser requests these files, Google receives technical request information, including your IP address and browser information. External links, such as our LinkedIn link, lead to services with their own privacy practices.

Provider information: Namecheap Privacy Policy, Wordfence Privacy Policy, and Google Privacy Policy.

5. How long we keep information

Inquiries that do not become client projects: our retention policy is to delete or anonymize the associated personal information within 24 months after the last meaningful contact, unless ongoing negotiations or a specific legal or other necessary business purpose justify longer retention. This period applies to relevant inquiry records in email, the internal CRM, and any website-held copies. It describes our retention rule, not an automatic deletion feature of the website.

Client and contractual records: information is retained for the engagement and afterward only as needed for contractual, accounting, legal, or dispute-related purposes. The appropriate period depends on the record and applicable requirements; the 24-month inquiry rule does not automatically apply to contracts or accounting records.

Technical logs and backup copies may follow separate operational retention cycles. You can contact us to ask about information associated with you or to request deletion, subject to applicable exceptions.

6. International processing

RubyCo is based in the United States, and our internal CRM is hosted in the United States. Website and email providers may process information in locations where they or their service providers operate. If you contact us from another country, your information may be processed outside your country, where privacy laws may differ. Contact us for information about the locations and safeguards relevant to your inquiry. This notice does not replace any transfer safeguards required by applicable law.

7. Your choices and privacy requests

You may ask us to access, correct, or delete personal information associated with you by emailing team@therubyconsulting.com. Depending on applicable law, you may also have rights to restrict or object to processing, receive a portable copy of certain information, withdraw consent where processing relies on consent, or complain to a competent privacy regulator. These rights may be subject to conditions and exceptions.

We may request information reasonably necessary to verify your identity before acting on a request. Please do not email identity documents unless we have agreed on a suitable verification method. Requests are handled in accordance with applicable legal requirements.

Where applicable data protection law requires a legal basis, the relevant basis may be steps requested before entering a contract, performance of a contract with you, legitimate interests in responding to business inquiries and protecting our services, compliance with legal obligations, or consent where required. Submitting an inquiry is not consent to promotional marketing.

8. Security and children

We use website security and access controls to help protect information. No internet transmission or storage system can be guaranteed completely secure.

Our website and consulting services are intended for business audiences and are not directed at children. If you believe a child has provided personal information through the website, contact us so we can review and address it.

9. Scope and updates

This policy covers website interactions and business inquiries. Any processing of client-controlled data during a consulting engagement may be governed by the relevant service agreement and data-processing terms.

We may update this policy as our practices change. The updated policy will show a revised date. Where applicable law requires additional notice or consent, those requirements apply.

For questions or privacy requests, contact team@therubyconsulting.com.