Privacy Policy

This policy covers SignalWealth, operated by SignalWealth Inc. ("SignalWealth", "we", "us"): the SignalWealth CRM, client portal and Financial Picture, Studio, firm websites and blogs, texting, calling and fax, e-signature, the mobile app, the AI connector, the SignalWealth app for Zoom, and our website signalwealth.io. SignalWealth respects your privacy and collects only what is necessary to operate the platform. We do not sell user data, and we do not use it to train AI models.

Our Role

Advisory firms, insurance agencies and other businesses ("firms") use SignalWealth to work with their own clients and prospects. For the information a firm and its clients put into SignalWealth, the firm is in control and SignalWealth is its service provider: we process that information only to run the service for the firm, under our Terms of Service and, where signed, our Data Processing & Security Addendum. Many firms are financial institutions with their own privacy obligations (for example, under the Gramm-Leach-Bliley Act and the SEC's Regulation S-P), and their own privacy notices govern how they use their clients' information. If you are a client of a firm that uses SignalWealth, please contact that firm with questions or requests about your information; we will help them respond.

For information about the people who use SignalWealth at a firm, visitors to our website, and people who contact us, SignalWealth decides how it is used, as described in this policy.

Information We Collect

• Account information (for example: name, email address, login identifiers, role within the firm, two-factor and passkey settings)
• Client and contact records a firm enters or imports (for example: names, emails, phone numbers, addresses, households, notes, tasks, pipeline stage, custom fields and any other information the firm chooses to store about its own clients and prospects)
• Communications sent or received through SignalWealth (emails, text messages, calls and call recordings, voicemails and faxes), when the firm uses those features
• Calendar and scheduling data (meetings, tasks, and information visitors submit through a firm's booking page, forms or website chat)
• Client portal data (a client's sign-in details, documents exchanged with the firm, and the accounts, balances, income and expenses entered by the firm or the client for the Financial Picture)
• Connected financial accounts (only when a client chooses to connect an outside bank, retirement or investment account; see below)
• E-signature records (documents sent for signature, signatures, consent to sign electronically, and the certificate of completion)
• Usage data (for example: pages viewed, feature usage, basic diagnostics, and security logs)
• Content inputs you provide (for example: text prompts, uploaded media/assets, scripts, voice samples and video footage for Studio, metadata you enter)
• Connected account data (only when you connect third-party services such as Google, Microsoft, Zoom, Meta or LinkedIn via OAuth)
• Billing information (the firm's billing contact and invoices; card details are handled by Stripe and never reach us)

How We Use Information

We use information to operate the platform, provide the features a firm uses, support firms and their users, improve reliability, prevent abuse, and maintain security. We do not use a firm's client data to train AI models, for advertising, or for any purpose outside operating the service the firm signed up for.

Google / YouTube OAuth & User Data

If you choose to connect Google/YouTube, SignalWealth uses Google OAuth to request permission to access your YouTube account for the specific purposes described below. Access is governed by the scopes you approve at the Google consent screen.

Data Accessed (Scopes)

SignalWealth may request the following Google OAuth scopes (sensitive scopes requiring verification):

• .../auth/youtube — Manage your YouTube account
• .../auth/youtube.upload — Manage your YouTube videos (upload)

What Google/YouTube User Data We Access

When these scopes are granted, SignalWealth may access:

• YouTube account/channel identifiers necessary to perform authorized actions (for example: channel/account IDs)
• Video-related data required to upload and manage videos you submit through the platform (for example: video metadata such as title, description, tags, privacy status, upload status)
• OAuth credentials (access tokens / refresh tokens) needed to maintain the connection and perform actions you request

How We Use Google/YouTube User Data

• Authenticate your connection to Google/YouTube via OAuth
• Upload videos to your YouTube account when you explicitly trigger an upload
• Set and update video metadata you provide (title/description/tags/privacy settings)
• Display upload status and basic results of actions initiated by you

SignalWealth does not use Google/YouTube user data for advertising, and does not sell Google user data.

Google Calendar

If you connect Google Calendar, we access only what's needed to sync your calendar events two-way, using OAuth tokens you can revoke at any time from your account settings or directly with Google. We do not access your email, files, or any other Google data beyond this purpose.

SignalWealth does not use any AI/ML model, and does not integrate with any third-party AI/ML service, to process, analyze, or train on Google user data obtained through this integration. The platform's own analytical features (such as pipeline scoring) operate exclusively on data your firm enters directly into the CRM, and never on Google Calendar data. Our use of any data received through Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Microsoft Outlook

An advisor can connect their own Microsoft 365 or Outlook account (Settings → Integrations). We use it only to sync calendar events two-way and, if the advisor turns on email logging, to copy emails exchanged with the firm's contacts onto those contacts' records. Other email is not read or stored. The connection's tokens are stored encrypted, and disconnecting deletes them.

Connected Financial Accounts

Clients can choose to connect outside bank, retirement and investment accounts in their firm's client portal so balances stay up to date. We use Plaid Inc. (“Plaid”) to make these connections. The client signs in to their institution on a secure page run by Plaid; we never see or store their institution username or password. By connecting an account, the client authorizes Plaid to share with us, and agrees that Plaid may collect and use their information in accordance with the Plaid End User Privacy Policy.

From a connected account we receive only what the Financial Picture needs: the institution's name, each account's name, type and the last four digits of its number, and its balances (for investment accounts, the account value). We use it only to show the client's accounts and balances to the client and to their advisor at the firm, and we refresh it periodically while the connection is active. The access credential Plaid gives us is encrypted before it is stored. A client or their advisor can disconnect an account at any time; we then ask Plaid to end the connection and stop updating it, and the last balances remain part of the firm's records unless deleted.

Facebook & Instagram (Meta) Data

If a firm chooses to connect a Facebook Page, SignalWealth uses Facebook Login for Business to request the permissions the firm approves on Facebook's consent screen. A firm admin connects one Facebook Page, and the Instagram business or creator account linked to that Page connects with it.

Permissions We Request

• pages_show_list, business_management — list the Pages you manage so you can pick your business Page
• pages_manage_posts, pages_read_engagement — publish the videos you approve to your Page as Reels and show you the link to each post
• instagram_basic, instagram_content_publish — identify the Instagram account linked to your Page and publish the videos you approve to it as Reels
• pages_manage_metadata, leads_retrieval — receive the leads people submit through your Page's lead forms (Facebook and Instagram lead ads)

What Meta Data We Store

• The Page access token, stored encrypted, used only to perform the actions above
• Account identifiers: your Page's name and ID, your linked Instagram account's username and ID, and the name and ID of the person who connected it
• Post records: the post ID, link and time of each video SignalWealth published for you
• Lead form submissions: when someone fills out your Page's lead form, the answers they submitted (for example: name, email, phone and your form's own questions), plus the form, ad and campaign names. These become a contact in your firm's CRM, the same as a lead from your website form.

How We Use Meta Data

• Publish videos you approved in SignalWealth Studio, at the time you choose
• Add people who submit your lead forms to your firm's CRM and notify your advisor
• Show connection status, recent posts and recent leads in your firm's settings

SignalWealth does not read your followers, messages or comments, does not use Meta data for advertising, and does not sell or share it. Lead information belongs to the firm whose form collected it and is handled like the rest of that firm's client data.

A firm admin can disconnect at any time in Settings → Facebook & Instagram. This deletes the stored token and stops posting and lead delivery. You can also remove SignalWealth in Facebook under Settings & Privacy → Settings → Business Integrations. See our Data Deletion page to have the rest deleted.

Zoom Data

An advisor can connect their own Zoom account to SignalWealth (Settings → Integrations → Zoom). The connection uses Zoom OAuth, and SignalWealth can only reach the Zoom account of the person who connected it.

Permissions We Request

• meeting:write:meeting — create the Zoom meeting and join link for a meeting you schedule in SignalWealth (from your booking page, a client's record or the calendar)
• user:read:user — read your Zoom user ID and email, to show which Zoom account is connected and to match Zoom's notifications to your connection
• cloud_recording:read:list_user_recordings, cloud_recording:read:recording — only if you turn on Automatic meeting notes: find and download the cloud recording or transcript of a meeting you scheduled with a client in SignalWealth

What Zoom Data We Store

• OAuth tokens for your Zoom connection, stored encrypted
• Account identifiers: your Zoom user ID and email, and the permissions you granted
• Meeting links: the join link of each Zoom meeting SignalWealth created for you, saved on that calendar event
• Meeting notes (only with Automatic meeting notes on): for a recorded meeting you scheduled with a client in SignalWealth, the transcript, an audio-only copy of the recording, and the notes written from it (see below). The original video is not kept.

How We Use Zoom Data

• Create Zoom meetings and add the join link to your calendar events and booking confirmations
• When you have turned on Automatic meeting notes and confirmed that you obtain your clients' consent to record: when Zoom tells us a cloud recording is ready, check that the meeting is one you scheduled with a client in SignalWealth, then bring in its transcript (or its audio) and write meeting notes on that client's record. Every other Zoom meeting is ignored, and nothing is downloaded for it.

Zoom data is used only to provide these features to you and your firm. We do not sell Zoom data, use it for advertising or marketing profiles, share it with other firms, or use it to train AI models.

Disconnecting and Removing the App

You can disconnect at any time in Settings → Integrations → Zoom → Disconnect, or remove the app in Zoom (Zoom App Marketplace → Manage → Added Apps → Remove). Either way we delete the stored Zoom tokens and your Zoom identifiers, ask Zoom to revoke our access, stop creating meetings and stop Automatic meeting notes. Meeting notes already written stay on your clients' records (they are part of your firm's CRM) until you or your firm delete them. To have them deleted, see Data Deletion.

Meeting & Call Recordings and AI Notes

Firms that use AI notes can add a meeting recording or transcript to a client's record (uploaded by an advisor, or brought in automatically from Zoom as described above), and recorded SignalWealth Phone calls can be summarized the same way. Before any recording is processed, the advisor must confirm that everyone on the call or in the meeting agreed to be recorded; that confirmation (who confirmed and when) is saved with the notes. Advisors are responsible for obtaining consent as their state's law and their compliance rules require.

• What we keep: an audio-only copy of the recording, the transcript, the summary, key points and suggested follow-up, and a note on the client's record. Uploaded video is converted to audio and the original file is deleted.
• Who processes it: audio is transcribed by ElevenLabs, and the summary is written by Anthropic's Claude, both through their business APIs acting as our service providers. They receive only the recording's audio or transcript, not the rest of your CRM data. Anthropic does not use it to train its models. Transcripts from Zoom are used as they are, without re-transcribing.
• Who can see it: people in the advisor's own firm who can open that client's record. It is never shared with other firms.
• Deleting it: the advisor who added the notes, or a firm admin, can delete them (with the transcript and recording) at any time from the client's record.

Data Sharing

We do not sell user data. We may share data only in limited cases:

• Service providers (subprocessors) that help operate SignalWealth, under written confidentiality and security obligations and only to provide their service to us. Our subprocessor list names each one, what it does, the data it handles and where. They include Amazon Web Services (hosting and storage), Postmark (email), Telnyx (texting, calls and fax), Plaid (connected accounts), Anthropic (AI writing and summaries), ElevenLabs (transcription and voices), HeyGen (on-camera video), Stripe (payments) and Expo (mobile notifications). We give firms at least 30 days' notice before adding one.
• The firm you work with: a client's information is shared with the advisory firm that invited them, and with no other firm
• Legal / compliance requests where required to comply with law or protect rights, safety, and integrity

If you connect Google/YouTube, Google may process data as part of providing Google OAuth and YouTube API services under Google’s own terms and policies.

Data Storage & Protection

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the data, including:

• Encryption in transit (HTTPS/TLS 1.2 or higher)
• Encryption at rest: stored files and recordings (AES-256), the database and data volumes (encrypted storage), and OAuth tokens for Google, Microsoft, Zoom, Meta, LinkedIn and YouTube (encrypted in the database)
• Access controls and least-privilege permissions
• Secure handling of secrets and OAuth tokens
• Operational logging focused on reliability and security (avoiding unnecessary sensitive content)

OAuth tokens (if stored) are used only to perform actions you explicitly authorize and request.

The platform runs on Amazon Web Services in the United States. Two-factor sign-in is required for firm administrators, each firm's data is isolated from every other firm's, and backups are taken nightly, encrypted and stored off the server. Our Security page has the details.

Data Retention

We retain data only as long as necessary to provide the service, maintain security and operational integrity, and meet legal obligations where applicable. We aim to minimize retention by storing only what is needed to operate connected functionality and support user-requested workflows. In particular:

• Firm and client data (contacts, notes, meeting notes, recordings, documents) is kept while the firm's account is active, until the firm deletes it, or until the firm asks us to delete it after closing its account. A firm can export its data for 30 days after its account ends. When we delete a firm, a closure archive of its data is kept for 90 days in case of a mistake, then deleted automatically. Financial advisory firms often have their own record-keeping obligations; deciding what to keep is the firm's choice.
• OAuth tokens for connected services (Zoom, Google, Microsoft, Meta) are deleted when you disconnect or remove the app.
• Uploads waiting to be processed are deleted once processed, or within 24 hours if processing fails.
• Backups are encrypted and expire automatically after 35 days.

Accessing Your Data

Firm users can see their firm's data in the CRM. To request a copy of the personal data we hold about you, or to correct it, email support@signalwealth.io with the subject "Data Request". We will verify your identity and respond within 30 days. If you are a client of a firm that uses SignalWealth, the firm controls your information; contact them first, and we will help them respond.

Data Deletion & Revoking Access

You can request deletion of your SignalWealth account data, including data from connected Zoom, Google/YouTube or Meta accounts, by emailing support@signalwealth.io or using our support page with the subject “Data Deletion Request”. See also our Data Deletion page.

After we verify your request, we will take commercially reasonable steps to:

• Disconnect your Zoom, Google/YouTube and Meta integrations and delete their stored OAuth tokens
• Delete meeting notes, transcripts and recordings you ask us to delete
• Delete associated linkage records and platform-stored metadata tied to your account, unless retention is required by law or for security/fraud prevention

You may also revoke SignalWealth’s access at any time in your Google Account settings (Third-party access). Revoking access prevents further YouTube API actions from SignalWealth.

Content Privacy

Your content remains private to your account unless you choose to publish it externally (for example, uploading to YouTube).

SignalWealth does not claim ownership of your content.

SMS Communications

If you provide your mobile phone number to SignalWealth, you consent to receive SMS or MMS messages related to our services, including account notifications, scheduling confirmations, service updates, and informational messages.

SMS Opt-In

Users opt in to receive SMS messages from SignalWealth by submitting a form on our website that includes a phone number field and an SMS consent checkbox. By selecting the consent checkbox and submitting the form, users provide express written consent to receive SMS communications from SignalWealth.

These messages may include account notifications, onboarding instructions, service alerts, and occasional promotional updates related to SignalWealth services.

Message frequency may vary. Message and data rates may apply.

You may opt out of SMS communications at any time by replying STOP. For help, reply HELP or contact us at support@signalwealth.io.

We do not sell or share your mobile phone number with third parties for their marketing purposes.

Mobile App

The SignalWealth app for iPhone is a companion to the SignalWealth CRM. It is for advisors and their staff who already have a SignalWealth account. It shows the same information you can see in the CRM on the web, and anything you do in the app (adding a note, sending a text, completing a task, approving a video) is saved to your firm's CRM exactly as it would be on the web.

• Signing in: your email and password are sent securely to SignalWealth to sign you in. The app keeps a sign-in token, and a trusted-device token if you choose to skip two-factor codes on that phone, in the iPhone's Keychain. Your password is not stored on the phone.
• Notifications: if you allow notifications, the app sends us your phone's push notification token, its platform and the app version, so we can alert you about new texts, signed documents, videos ready to review and similar events. Signing out removes the token. You can turn notifications off at any time in the iPhone's Settings.
• Error reports: if the app hits an error, it may send a short error message to our server so we can fix it. It does not include your clients' information.
• Not collected: the app does not use your location, contacts, photos, camera or microphone, and contains no advertising, analytics or tracking. When you tap Call, Text or Email, your iPhone opens its own Phone, Messages or Mail app.

Client information you view or enter in the app belongs to your firm and is handled as described in the rest of this policy. To delete your account and its data, see Data Deletion & Revoking Access or contact support@signalwealth.io.

Cookies & Tracking Technologies

SignalWealth may use cookies and similar tracking technologies to enhance user experience, analyze website traffic, and improve platform performance. Cookies may collect information such as browser type, device information, pages visited, and usage patterns.

You may control cookie settings through your browser preferences. Disabling cookies may affect certain website functionality.

Our public website (signalwealth.io and insights.signalwealth.io) and our trial signup page use Google Analytics, a web analytics service provided by Google LLC, to understand how visitors find and use the site. Google Analytics uses cookies to collect information such as pages visited, time on page, referring site, and approximate location derived from your IP address. We do not send names, email addresses or client data to Google Analytics, and Google Analytics is not used inside the CRM or on client-facing firm pages. You can opt out with the Google Analytics opt-out browser add-on. See how Google uses information from sites that use its services.

Data Security & Security Incidents

We use reasonable safeguards to protect stored data, described on our Security page. No system is perfectly secure.

If we become aware of unauthorized access to a firm's customer information in our systems or those of our subprocessors, we notify the affected firm without undue delay and no later than 72 hours after becoming aware of it, with what we know and updates as we learn more, so the firm can meet its own obligations, including any notice to its clients. Where the law requires us to notify individuals or authorities directly, we do so.

Third-Party Services

SignalWealth may integrate with third-party services (such as Zoom, Google/YouTube, Microsoft, Meta, LinkedIn and Plaid) to enable functionality. Each third party has its own privacy practices and terms.

Changes to This Policy

We may update this policy as SignalWealth changes. We'll post the new version here with its date and, for material changes, tell firm administrators by email at least 30 days before they take effect.

Contact

Privacy questions: support@signalwealth.io. Security concerns: security@signalwealth.io. SignalWealth Inc., 4760 Preston Rd, Suite 244-271, Frisco, TX 75034.