Privacy policy

1. Who we are

ElderCairn is a privacy compliance resource for small and medium-sized businesses, operated by Ficus LLC, a Wisconsin limited liability company. We provide the ElderCairn Privacy Diagnostic, the ElderCairn Privacy Workbook, and related educational resources through eldercairn.com.

For questions about this Privacy Policy or your personal data, contact:

—      Email: privacy@eldercairn.com

—      Mailing address: PO Box 1076, Milwaukee, WI 53201

—      Business name: Ficus LLC, operating as ElderCairn

2. What data we collect and why

We collect personal data only when you provide it directly and only for the purposes described below.

2.1 Email address — fraud guide download

If you request the ElderCairn fraud guide, we collect your email address to deliver the guide. If you choose to opt in, we also use this address to notify you when new ElderCairn resources become available.

Rationale: Your consent.

2.2 Contact and inquiry information

If you contact us by email or through a website form, we collect the information you provide — typically your name, email address, business name, and the content of your message. We use this information to respond to your inquiry and determine whether ElderCairn services are a good fit.

Rationale: Our legitimate interest in responding to inquiries.

2.3 Scheduling and Diagnostic intake information

When you schedule a Privacy Diagnostic, we collect scheduling details and the information you provide in the intake questionnaire. Intake information may include details about your business's data practices, vendor relationships, and operational structure. We use this information solely to conduct the Diagnostic and prepare your findings report.

Rationale: Performance of a contract.

2.4 Payment information

Payments are processed by Stripe, Inc. ElderCairn does not collect or store payment card numbers or banking information. Stripe's privacy policy governs the handling of your payment information. ElderCairn receives only confirmation of payment and the amount paid.

2.5 Website usage data

eldercairn.com is hosted on Google Sites, a service provided by Google LLC. Google may collect technical information such as your IP address, browser type, and pages visited, in accordance with Google's privacy policy.

Automated scraping, crawling, or data collection from eldercairn.com by artificial intelligence systems, bots or similar technologies is not authorized.  ElderCairn does not consent to the use of website content or other materials as training data for any AI or machine learning system.

If analytics or additional tracking tools are enabled on the published site, this section will be updated to reflect that.

3. How we use your data

We use personal data only for the purposes for which it was provided:

—      Delivering requested resources

—      Responding to inquiries and scheduling engagements

—      Conducting the Diagnostic and preparing the findings report

—      Notifying you of new ElderCairn resources, if you have opted in

We do not use personal data for automated decision-making or profiling. We do not sell, rent, or trade personal data to third parties for marketing.

4. Who we share your data with

We share personal data only with service providers necessary to operate ElderCairn's services:

—      Google LLC: Website hosting (Google Sites) and email and engagement documentation (Google Workspace)

—      Stripe, Inc.: Payment processing

—      MailerLite: Email list management and automated delivery

—      Cal.com, Inc.: Appointment scheduling

We do not share Diagnostic intake information or findings with any third party unless required by law or with your explicit written consent.

5. How long we retain your data

When retention periods expire, data is securely deleted or anonymized. 

• Email addresses, contact information, and inquiry records are kept for two years from the date of last contact or until you request deletion - whichever comes first

• Records related to engagements, including diagnostic intakes and findings are kept for seven years from the date of the most recent engagement.

• Payment records are kept for seven years from the date of the most recent engagement or as required for tax and accounting purposes. 

6. Your rights

You may exercise the following rights regardless of your location. To exercise any right, email privacy@eldercairn.com with the subject line “Privacy Request.” We will acknowledge your request within one business day and respond fully within 10 business days. 

You have the right to request: 

• Access - a copy of the personal data we hold about you

• Correction - correction of inaccurate personal data

• Deletion - deletion of your personal data, subject to legal retention obligations

• Objection - object to certain types of processing of your personal data

• Withdrawal of consent - Withdraw consent at any time where processing is based on consent 

7. Security

We take reasonable technical and organizational measures to protect personal data, including secure third-party platforms, access controls, and secure communication channels.

No system is completely secure. If a data breach creates a risk to your rights or freedoms, we will notify affected individuals as required by law.

8. Cookies

ElderCairn does not currently use analytics cookies or tracking technologies on eldercairn.com.

When analytics are implemented, this section will be updated and a cookie consent mechanism will be provided before any tracking cookies are set. We are committed to obtaining your consent before placing any non-essential cookies in your browser.

9. Children's privacy

ElderCairn's services are intended for business owners and professionals. We do not knowingly collect personal data from individuals under 18. If we learn that we have collected such data, we will delete it promptly.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the effective date at the top of the document. Material changes will be communicated to individuals on our email list. Continued use of our website or services after an update constitutes acceptance of the revised policy.

11. Contact

—      Email: privacy@eldercairn.com

—      Subject line: Privacy Request