Privacy Policy

Effective: August 11, 2026  ·  Last updated: August 11, 2026

This policy explains what NorthCore Labs LLC collects when you visit our website, request a demo, download a resource, or exchange calls and text messages with us — and what we do and do not do with it.

1. Who we are

NorthCore Labs LLC ("NorthCore Labs," "we," "us," "our") builds AI-powered lead response, communication and revenue-recovery systems for service businesses, including medical spas, aesthetics practices, dental practices, home-services companies, law firms and real-estate teams.

This website and the services described on it are directed to businesses and business owners, not to consumers seeking medical or cosmetic treatment.

2. Who this policy covers

This policy applies to information we collect about:

• Visitors to northcorelabs.io and any landing page we operate on our own domains;
• People who submit a form, request a demo, download a resource, or book a call with us;
• People who call, text, email or message us;
• Our clients and their authorized users.

It does not cover information we process on behalf of a client as their service provider — see Section 9.

3. Information we collect

Information you give us

• Contact details — name, business email address, mobile or business phone number.
• Business details — practice or company name, role, location, size, specialty, software you use, and answers to qualification questions you choose to answer on our forms.
• Consent records — which consent checkboxes you selected, the exact wording shown to you, the page URL, a timestamp and the IP address the submission came from. We keep this to prove consent was properly obtained.
• Anything you send us — the contents of emails, texts, chat messages, form notes and voicemails.

Information collected automatically

• IP address, approximate location derived from it, browser and device type, operating system.
• Pages viewed, time on page, referring URL, and the advertising parameters attached to your visit (for example utm_source, utm_campaign, or a click identifier).

Cookies and similar technologies

We use a small number of cookies and similar technologies to keep the site working, measure traffic, and measure whether our advertising works. You can block or delete cookies in your browser settings; essential parts of the site will still function. See Section 8 for the advertising specifics.

We do not knowingly collect sensitive personal information — such as government identifiers, financial account numbers, precise geolocation, biometric data, or health information about you personally — through this website, and we ask that you not send it to us.

4. How we use your information

• To respond to your request — deliver a resource you asked for, answer a question, or schedule a demo.
• To contact you by email, phone or text about your request, in line with the consent you gave.
• To qualify and prioritize inquiries, and to prepare for a call with you.
• To provide, maintain, support and improve our services.
• To measure and improve our website and our advertising.
• To keep records that demonstrate compliance with telemarketing and messaging laws.
• To detect and prevent fraud, abuse and security incidents.
• To comply with law and enforce our Terms of Service.

5. SMS and text messaging

We operate two separate and independent text messaging consents. They are collected on separate, individually unchecked checkboxes. Checking one does not opt you into the other, and each sends its own separate confirmation message.

Neither checkbox is required. Our forms submit successfully with both boxes left unchecked, and any resource you requested is delivered by email regardless of whether you consent to messaging. Consent to receive text messages is not a condition of purchase, of receiving a resource, or of any other transaction with us.

Message frequency varies. Message and data rates may apply. Reply STOP to any message to opt out, or HELP for help. You can also revoke consent by any reasonable method — including replying to a message, emailing us, or telling us on a call — and we will honor it.

Your consent applies only to messages from NorthCore Labs and only to the program you opted into. We do not transfer, sell, rent, or otherwise make your consent available to any other sender.

6. Phone calls, AI voice and recording

If you give us a phone number and consent to be contacted, we may call you — including with an automated dialing system or an artificial, prerecorded or AI-generated voice. Calls may be monitored or recorded for quality, training and accuracy. If you are on a call and do not want it recorded, say so and we will stop the recording or end the call. You can tell us to stop calling at any time and we will.

7. How we share your information

We share information only as described here:

• Service providers who run parts of our operation under contract — hosting, customer relationship management, email delivery, telephony and messaging, scheduling, and analytics. They may use the information only to perform services for us.
• Professional advisors — lawyers, accountants and auditors, where needed.
• Legal and safety — when required by law, subpoena or legal process, or to protect the rights, property or safety of NorthCore Labs, our clients or the public.
• Business transfer — in connection with a merger, acquisition, financing or sale of assets, subject to this policy.

8. Advertising, analytics and tracking pixels

We advertise our own services on third-party platforms, including Meta (Facebook and Instagram). To measure whether those ads work, we use the Meta Pixel on our website and Meta's Conversions API on our server.

These tools tell us that an action happened — for example, that someone who clicked an ad later submitted a form. Where required to match an action to an ad click, identifiers such as an email address or phone number are transmitted in hashed (irreversibly scrambled) form. We do not send Meta the contents of your form answers, your messages, or any client data.

You can limit this:

• Adjust your ad preferences inside Facebook or Instagram.
• Use your browser's cookie controls, tracking protection, or a content blocker.
• Send us a request under Section 11 and we will stop processing your information for advertising measurement.

We honor the Global Privacy Control (GPC) browser signal as a valid opt-out request where applicable law requires it.

9. Data we process for our clients

When we build and operate systems for a client, we act as that client's service provider. The client controls that data and their own privacy policy governs it — not this one. We use it only to deliver the services the client engaged us for, under contract, and we do not sell it or use it for our own marketing.

Where a client is a HIPAA covered entity and our work involves protected health information, we operate under a Business Associate Agreement with that client and handle the information under that agreement and HIPAA. If you are a patient or customer of one of our clients and want your information corrected or deleted, contact that business directly; we will support their request.

10. Your choices

• Text messages — reply STOP, or contact us by any method below.
• Phone calls — tell us to stop calling, on a call or in writing.
• Email — use the unsubscribe link in any marketing email, or contact us.
• Cookies — manage them in your browser.
• Access, correction or deletion — email us and we will act on your request.

We honor opt-out requests promptly, and in all cases within the timeframes required by law. Opting out of marketing does not stop messages that are strictly about a request you made or a meeting you booked, unless you ask us to stop those too.

11. State privacy rights

Depending on where you live — including California, Virginia, Colorado, Connecticut, Utah and other states with comprehensive privacy laws — you may have the right to:

• Know what personal information we hold about you and how we use it;
• Access a copy of it, or receive it in a portable format;
• Correct inaccurate information;
• Delete it, subject to legal exceptions;
• Opt out of sale, sharing for cross-context behavioral advertising, or targeted advertising — note that we do not sell or share personal information as those terms are defined;
• Not be discriminated against for exercising these rights.

To exercise a right, email privacy@northcorelabs.io with the words "Privacy Request" in the subject line. We will verify your identity before acting, respond within the period required by law, and will not charge you for a reasonable request. You may use an authorized agent where the law allows. If we decline, you may appeal by replying to our response with the word "Appeal."

12. Children

Our website and services are intended for businesses and for people aged 18 and over. We do not knowingly collect personal information from anyone under 18. If you believe a minor has given us information, contact us and we will delete it.

13. Security

We use administrative, technical and physical safeguards appropriate to the sensitivity of the information — encryption in transit, access controls, least-privilege permissions, and vendor review. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security.

14. Retention

We keep personal information only as long as we need it for the purposes in this policy, then delete or de-identify it. Specifically:

• Consent records — retained for at least five years after the last message or call, because messaging and telemarketing laws allow claims to be brought years after the fact and these records are our proof that consent was given.
• Opt-out records — retained indefinitely, so that we do not contact you again by mistake.
• Inquiry and client records — retained for the life of the relationship and for as long as needed afterward for legal, tax and accounting purposes.

15. Changes to this policy

We may update this policy. When we do, we will change the "Last updated" date at the top. If a change materially affects how we use information you already gave us, we will take reasonable steps to tell you directly.

16. Contact us