Earthborne Media, Inc. (“Earthborne Media,” “we,” “our,” or “us”) values your privacy. This Privacy Policy (“Policy”) describes our practices for collecting, using, sharing, retaining, and protecting information relating to identifiable individuals (“Personal Data”) in connection with our website, services, communications, and business operations.

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This Policy applies to information collected through our website and related online services, as well as through our interactions with clients, prospective clients, contractors, job applicants, and other individuals who communicate with us.

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Effective Date: 01/01/2026
Last Updated: 12/29/2025

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1. Definitions

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• Personal Data means information that identifies you as an individual or from which you may be identified, directly or indirectly.

• Sensitive Personal Data means categories of Personal Data that may be considered sensitive under applicable law (e.g., government identifiers, login credentials for accounts, precise geolocation, certain financial data, and other categories defined by local law).

• Non-Personal Data means information that does not directly identify you (e.g., aggregated analytics).

• Processing means collecting, using, storing, sharing, transferring, disclosing, deleting, or otherwise handling information.

• Controller/Business and Processor/Service Provider have the meanings provided under applicable privacy laws (such as GDPR and CCPA/CPRA).

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2. Collection and Processing of Your Personal Data

We collect Personal Data and Non-Personal Data. The categories we collect depend on how you interact with us.

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A. Types of Data We Collect, Purpose for Collection, and Use of Data

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1) Business Contact and Client Information

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What we collect: Name, business email, business phone number, company name, title/role, billing address, invoicing details, payment-related information (not full payment card details unless explicitly processed through a secure vendor), account notes, contract and service history, project information, and communications.

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Why we collect it / how we use it:

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• Provide requested services and deliverables

• Create proposals, contracts, statements of work, and invoices

• Manage accounts, client relationships, and support

• Communicate about projects, timelines, and updates

• Maintain business records and compliance

• Evaluate service fit and future work opportunities

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2) Prospective Clients / Leads

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What we collect: Name, email, phone, company, website, social links, project needs, budgets (if provided), and any other information you submit through forms, scheduling tools, or inquiry messages.

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Why we collect it / how we use it:

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• Respond to inquiries and provide information

• Determine service fit and scope

• Prepare proposals and estimates

• Conduct sales operations and relationship management

• Follow up regarding your inquiry

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3) Marketing Communications and Mailing Lists

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What we collect: Name, email, LinkedIn/website, interests, preferences, how you heard about us, your reason for contacting us, and engagement data (opens/clicks).

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Why we collect it / how we use it:

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• Send newsletters, updates, offers, and promotional communications

• Provide content and resources you request

• Understand what content is helpful and improve campaigns

• Maintain opt-out preferences

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4) Email Interconnectivity (Email Engagement Tracking)

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If you receive an email from us, we may use tools that collect data related to when you open our messages or click links, images, or banners.

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Why we collect it / how we use it:

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• Measure campaign performance and engagement

• Improve content relevance

• Maintain communication records in our CRM

• Understand audience interest

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We may also store the content of your communications (including your email signature information) in our CRM or internal systems.

 

5) Website and Device Information (Including Analytics)

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What we collect: Browser type, operating system, IP address, device identifiers, approximate location (derived from IP), domain name, referral URLs, pages viewed, click activity, time/date stamps, and other usage data.

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Why we collect it / how we use it:

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• Operate and secure our website

• Measure traffic and performance

• Improve design, UX, and content

• Identify errors and troubleshoot issues

• Conduct analytics and reporting

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We may use analytics providers (e.g., Google Analytics) that collect information over time and across websites.

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6) Cookies and First-Party Tracking

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We use cookies, pixels, and similar technologies.

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How we use them:

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• Essential site operation

• Personalization and user experience

• Analytics

• Marketing attribution and performance measurement

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Cookie types:

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• Session cookies (expire when the browser closes)

• Persistent cookies (remain until removed)

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You can disable cookies in your browser. If you do, some site features may not function properly.

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7) Surveys

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What we collect: Information you provide through surveys.

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Why we collect it / how we use it:

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• Understand user needs and improve services

• Conduct research and planning

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If a third-party platform hosts the survey, that provider’s privacy policy applies.

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8) Feedback / Support

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What we collect: Name, email, and any content you provide.

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Why we collect it / how we use it:

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• Respond to requests

• Troubleshoot and provide support

• Improve services

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9) Employment / Recruiting

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What we collect: Resume/CV, contact details, work history, education, portfolio, references, and other job-related information you provide. If you become an employee, we may collect additional information required for employment, payroll, benefits, tax reporting, and compliance (which may include government identifiers where legally required).

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Why we collect it / how we use it:

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• Evaluate applications and manage hiring

• Conduct onboarding and HR administration

• Comply with legal obligations

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10) Contractors, Vendors, and Partners

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What we collect: Business contact details, payment details, agreements, W-9/1099 information where applicable, and project communications.

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Why we collect it / how we use it:

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• Pay invoices and manage engagements

• Maintain records and compliance

• Coordinate projects

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3. How We Collect Information

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We may collect information:

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• Directly from you (forms, email, phone, contracts, onboarding, surveys)

• Automatically (cookies, server logs, analytics)

• From publicly available sources (e.g., company websites, LinkedIn, social platforms)

• From third parties (clients, referral partners, service providers, platforms you use to interact with us)

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4. Sensitive Personal Data

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In limited circumstances, the information we collect may be considered Sensitive Personal Data under the laws where you reside. We generally only collect Sensitive Personal Data when necessary (for example, for employment administration or legal compliance).

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5. Use of Information

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In addition to the purposes described above, we may use Personal Data to:

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• Provide services, deliverables, and customer support

• Communicate about projects, scheduling, and account matters

• Personalize content and improve user experience

• Develop and improve our offerings

• Conduct analytics and generate internal insights

• Send marketing communications (where permitted)

• Create aggregated or anonymized reports (e.g., trends in website performance or content interest)

• Protect our business, systems, and users (fraud prevention, security monitoring)

• Enforce our agreements and policies

• Comply with applicable laws and legal processes

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Legal Bases for Processing (Where Applicable)

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Depending on your location and applicable law, we process Personal Data based on:

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• Consent

• Contractual necessity (to perform a contract or take steps before entering one)

• Legal obligation

• Legitimate interests (e.g., improving services, securing systems, marketing to business contacts where permitted)

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6. Sharing of Information

We may disclose Personal Data in the following situations:

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A. Affiliates and Business Transfers

We may share information with affiliates or in connection with a merger, acquisition, restructuring, financing, or sale of assets. If such a transaction occurs, your information may be transferred as part of that transaction.

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B. Clients (Project Delivery & Coordination)

We may share information with clients to deliver services, coordinate work, or fulfill contracts. For example, if you are a client contact, we may share your contact information with teammates or contractors working on the project.

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C. Service Providers

We may provide Personal Data to third parties that act as agents, consultants, or contractors to perform tasks on our behalf (e.g., hosting, analytics, email delivery, scheduling, CRM, billing, payment processing). These providers are required to maintain confidentiality and are not permitted to use your information except to provide services to us.

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D. Third-Party Tracking Companies / Analytics Partners

We may share data with analytics and advertising partners. These partners may also collect information directly from you over time and across websites. Their privacy policies govern their practices. For example, Google Analytics reports website trends and usage.

 

E. Other Disclosures With Your Consent

We may ask whether you would like us to share information with third parties not otherwise described in this Policy.

 

F. Other Disclosures Without Your Consent (Legal / Safety / Enforcement)

We may disclose information in response to subpoenas, warrants, court orders, legal process, or as otherwise required by law. We may also disclose information to:

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• Establish, exercise, or defend legal rights

• Investigate, prevent, or take action regarding illegal activity, suspected fraud, threats to safety, or policy violations

• Protect rights, property, and safety of Earthborne Media, our clients, or others

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7. Retention of Information

We retain Personal Data for as long as necessary to fulfill the purposes described in this Policy, including providing services, maintaining business records, and complying with legal obligations. Retention periods may vary depending on the type of data and the reason for collection.

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If you request deletion, we will take reasonable steps to delete Personal Data from active systems, but it may remain in backups or archives where deletion is impractical, not required, or prohibited by law.

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8. Protecting Information (Security)

We use reasonable administrative, technical, and organizational measures designed to protect Personal Data from unauthorized access, misuse, loss, alteration, or disclosure.

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However, no method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

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If we are required to notify you about a situation involving your data, we may do so by email, telephone, or mail, as permitted by law.

 

9. Your Choices and Rights

You may have choices regarding your Personal Data, including:

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A. Access, Correction, and/or Deletion

You may request access to, correction of, or deletion of the Personal Data we have collected about you by contacting us (see Contact Information below). We may need to verify your identity before responding.

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B. Ability to Object to Processing

You may object to certain processing. If we receive an objection, we will evaluate whether we must discontinue processing as required by law.

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C. Promotional Emails / Marketing Communications

You may unsubscribe from promotional emails using the unsubscribe link in our emails or by contacting us. Even if you opt out, we may still send you non-promotional service communications.

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D. Opt-Out / Revocation of Consent

If we rely on your consent to process information, you may revoke consent by contacting us. If you revoke consent, we may be unable to provide certain services and may limit or deny requests if permitted by law or if we cannot verify your identity.

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E. Different Purposes

If we use Personal Data for a purpose materially different than the one for which it was collected, we will offer you an opportunity to opt in or opt out, as required by law.

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F. California Residents

California residents may be entitled to request information regarding categories of Personal Data shared with third parties or affiliates for direct marketing. Requests can be submitted using the contact information below.

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G. Online Tracking / Do Not Track

We do not currently recognize automated browser signals regarding tracking mechanisms, which may include “Do Not Track” instructions.

 

10. Transmitting Information to Other Countries

Personal Data may be processed in a country where you do not reside, including the United States, and those privacy laws may be less stringent than the laws where you live.

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Where possible, we take steps to apply consistent privacy principles to Personal Data regardless of where it is processed.

 

By submitting Personal Data to us, you acknowledge and agree that your information may be transferred, stored, and processed outside your country of residence, including in the United States.

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If you would like more information about our cross-border data practices, contact us using the information below.

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11. Contact Information

If you have questions, concerns, or requests regarding this Policy, please contact:

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Earthborne Media, Inc.
Attn: Privacy Officer
Boulder, CO

Email: sayhi@earthbornemedia.com
Phone: [Insert Phone Number]

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If you are dissatisfied with our response and you are located in the European Union, you may have a right to lodge a complaint with your local supervisory authority.

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12. Miscellaneous

A. Modifications to Policy

We may change this Policy and our privacy practices over time. If we make material changes, we will post an updated version and revise the Effective Date. The Policy in effect when you submitted Personal Data will generally apply to that Personal Data unless required otherwise by law.

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B. Affiliated Companies / Separate Policies

Some affiliated programs, sites, or services may have their own privacy policies. We encourage you to review the privacy policies of any third-party or affiliate sites you use.

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C. Third-Party Links

Our website may include links to third-party websites. We are not responsible for their privacy practices. Please review the privacy policies of those websites.