Privacy
Privacy Policy
This page explains what RFT Media does with the information you share through rftmedia.com. We've kept it plain on purpose, and specific where being vague would be more comfortable — including about where AI is involved, because we sell AI governance and it would be strange to be coy about our own.
What We Collect
The information you give us, and what we work out from it.
What you send us through the contact form
Your name, email address, organization, role, website, which market you're in, roughly how many people you have, your timeline, and the description you write of what's breaking. We ask for each because they change how we answer — the description most of all.
What the Diagnostic intake collects
If you engage us for an AI Operations Diagnostic, we send you a private intake form that asks in detail about your systems, where your records disagree, where your staff's hours go, what has broken recently, and what you'd need any automation to never do. It is a far more detailed picture than the contact form, and it exists because answering it in writing is what makes the engagement worth what you pay for it.
What we work out from what you send
We score inbound enquiries for fit against a written profile, and we draft a summary and a suggested reply for the person who will answer you. That assessment is internal, it is never a decision made about you by a machine, and a person reads every one of them before anyone writes back.
Basic technical information
Our servers record standard technical data when a page loads, including your browser's user-agent string and which pages you visit. We use this to keep the site running and to fix problems, not to build a profile of you.
How AI Is Involved
A model drafts. A person decides. Always in that order.
When you write to us, the text you send is processed by Anthropic's Claude API to produce an internal summary and a suggested reply for whoever will answer you. If you engage us for a Diagnostic, the answers you give on the intake form are processed the same way to draft the first version of the analysis.
Three things are true of that, and we'd rather state them than let you assume them. Your information is not used to train anyone's model. No automated decision is made about you — the internal fit score is a way of ordering a queue, not a gate, and every enquiry is read by a person. And nothing a model writes reaches you without one of us reading and rewriting it first.
If you would rather we did not process your enquiry this way, say so in your message or email us, and we will handle it by hand.
How We Use It
We use what you send us to answer you, and to do the work.
- To read your message and reply to it.
- To follow up about a project or a discovery call you asked about.
- To produce the analysis you commissioned, if you engaged us for a Diagnostic.
- To keep a record of our conversation so we don't ask you the same questions twice.
- To keep the website working and secure.
Who Else Touches It
We don't sell your information. Here is everyone who handles it.
We don't sell, rent, or trade your details to anyone, and we don't hand them to advertisers or data brokers. We do rely on a small number of vendors to run the business. This is the complete list:
Anthropic
Processes the text you send us to draft internal summaries and analysis. Not used to train their models.
Mailgun
Delivers our email, including the alert that tells us you got in touch.
Cloudflare
DNS and network protection for the site.
Contabo / Coolify
Hosts the site and its database, in the United States.
How Long We Keep It
Two years for an enquiry. Longer for work we actually did.
Contact-form enquiries are kept for two years after we last spoke, then deleted. If a conversation turns into an engagement, the records of that work — including your Diagnostic answers and the analysis we produced — are kept for seven years, which is the ordinary retention for professional work product and matches what our own accountants require.
Encrypted backups are kept for fourteen days, so a deletion may persist in a backup for up to that long before it ages out.
If you'd rather we didn't wait, you can ask us to delete your information at any time. See below.
Your Choices
Want your information removed? Just ask.
Email us at help@rftmedia.com and tell us you want the information you sent us deleted. We remove it from our systems, including the internal summary a model drafted about your enquiry. What remains afterwards is a dated record that a deletion happened and who performed it, with the contents removed — we keep that because being able to show what was done and when is the same discipline we build for clients. You can also write to ask what we hold, or to correct something wrong.
Privacy requests
help@rftmedia.comA Couple More Things
This site isn't for children.
RFT Media builds tools for organizations, and this website is meant for adults doing that kind of work. We don't knowingly collect information from children.
If this policy changes, the date changes with it.
If we update how we handle your information, we'll update this page and change the date at the top. Anything material, we'll try to make easy to spot.
Questions about any of this?
Reach out and a real person will answer. We'd rather you ask than wonder.