Privacy Policy | RK Media Consulting Group

RK Media Consulting Group LLC ("RK Media," "we," "us," or "our") respects the privacy of website visitors, prospective clients, clients, ministry leaders, churches, faith-based organizations, nonprofit organizations, and other business contacts. This Privacy Policy explains what information we may collect, how we use and share it, the choices available to individuals, and how to contact us about privacy matters.

This Policy is intended to describe our actual practices in clear language. It applies only to the activities described below and does not replace any more specific privacy, confidentiality, security, or data-handling provision contained in a signed Client Service Agreement, Mutual Confidentiality and Nondisclosure Agreement, proposal, statement of work, data-access authorization, or other written agreement.

1. Scope of This Privacy Policy

This Policy applies to personal information collected through or in connection with the RK Media website and its connected business workflow. The public website is hosted through OpenAI's ChatGPT Sites service. At launch, RK Media uses Google Forms, Google Sheets, Google Drive, Google Docs, and Gmail for inquiry, review, records, and client-workflow support.

The RK Media Consulting Group website.
The Discovery Form and related inquiry or intake forms.
Clarity Call scheduling and consultation forms.
Email, telephone, video meetings, and other business communications.
Proposals, agreements, invoices, payments, onboarding, shared workspaces, and client portals.
Consulting, digital-media, ministry-development, audit, strategy, training, content, website, advertising, and MMTS™ services.
Cookies, analytics, advertising technologies, or similar tools, but only to the extent RK Media actually uses them.

This Policy does not control the independent privacy practices of Google, payment processors, scheduling services, video-meeting services, social-media platforms, website hosts, analytics providers, artificial-intelligence providers, or other third parties. Those providers may process information under their own terms and privacy policies.

2. Information We May Collect

2.1 Contact and Identity Information

Name, professional title, leadership role, and authorized-representative status.
Church, ministry, nonprofit, organization, or business name.
Email address, telephone number, mailing address, billing address, city, state, and country.
Website, social-media profile, and other digital-platform links.

2.2 Discovery, Consultation, and Ministry Information

Responses submitted through The Discovery Form or another intake form.
Information about organizational history, size, audience, mission, values, theology, culture, leadership, goals, challenges, readiness, capacity, budget, desired outcomes, and communication preferences.
Information shared during Clarity Calls, strategy sessions, meetings, support communications, and project reviews.
Notes, summaries, recommendations, qualification decisions, package recommendations, and follow-up records created from those communications.

2.3 Client and Project Information

Proposal, agreement, statement-of-work, invoice, payment-status, project, scheduling, approval, and support records.
Logos, brand materials, fonts, colors, photographs, videos, testimonials, sermons, teachings, flyers, calendars, analytics, reports, content plans, and other files voluntarily provided for the engagement.
Platform access information, permissions, account identifiers, and security-related instructions when access is required for an approved project.
Information about members, donors, volunteers, employees, participants, customers, youth, or other third parties when a client lawfully provides that information for an approved business purpose.

2.4 Payment and Transaction Information

RK Media may collect invoice, billing-contact, payment-status, transaction, refund, and accounting information. At launch, the Website does not collect card or bank data. If an independent payment processor is added later, that provider will collect payment information directly under its own privacy and security terms.

RK Media does not collect or process payment-card or bank-account information through the Website. No online payment processor is connected at launch. Payments are handled through invoices and approved payment instructions. Before online card or bank payments are enabled, RK Media will select a third-party payment processor and update this Policy.

2.5 Technical and Website Information

Depending on the website configuration and tools actually enabled, RK Media or its service providers may collect IP address, device type, browser type, operating system, referring page, pages viewed, approximate location, date and time of access, cookie identifiers, and similar usage or diagnostic information.

RK Media has not added Google Analytics, advertising pixels, retargeting, audience matching, session-recording tools, or third-party chat tracking to the Website. OpenAI may process cookies, logs, metadata, and operational information needed to host, secure, debug, and operate ChatGPT Sites.

2.6 Information We Do Not Intend to Request

Unless a specific written engagement requires it and appropriate safeguards are agreed in advance, RK Media does not intend to request Social Security numbers, full payment-card data, protected health information, highly sensitive pastoral-counseling records, private information about minors, or other regulated personal information. Please do not submit unnecessary sensitive information through the website or ordinary email.

3. How We Collect Information

We may collect information through The Discovery Form, the Clarity Call Google Form, Gmail, Google Drive shared folders, direct communications, and approved meeting platforms. Clarity Call scheduling is handled manually through email and form responses at launch rather than through an outside automated scheduling service.

Directly from you when you complete a form, schedule a meeting, send an email, call us, sign an agreement, pay an invoice, provide files, or communicate during an engagement.
From an authorized representative, referral partner, team member, or organization acting on your behalf.
Automatically through the website and connected technologies, if those technologies are enabled.
From public websites, social-media profiles, directories, search results, and other publicly available sources when conducting an authorized audit, assessment, or business-development activity.
From service providers that support scheduling, communications, payments, accounting, hosting, analytics, automation, document management, or client delivery.

4. How We Use Information

RK Media may use information for the following purposes:

Responding to questions, inquiries, referrals, and requests.
Reviewing The Discovery Form and determining whether RK Media's services may be appropriate.
Scheduling and conducting Clarity Calls, meetings, and consultations.
Evaluating fit, readiness, needs, risks, and potential service packages.
Preparing recommendations, proposals, agreements, invoices, onboarding materials, strategies, audits, reports, plans, and deliverables.
Providing and managing approved consulting and digital-media services.
Communicating about meetings, decisions, approvals, support, deadlines, payments, security, and project status.
Maintaining client, prospect, accounting, tax, contract, insurance, and business records.
Improving RK Media's website, forms, services, client journey, training materials, and internal operations.
Protecting accounts, systems, intellectual property, confidential information, and users from fraud, misuse, unauthorized access, or security incidents.
Complying with applicable law, lawful process, accounting requirements, tax obligations, contractual duties, and dispute-resolution needs.
Sending marketing or educational communications when legally permitted and consistent with the recipient's choices.

5. Business and Legal Bases for Processing

Depending on the activity and applicable law, RK Media may process information because it is necessary to respond to a request, take steps toward a possible engagement, perform a contract, pursue a legitimate business purpose, comply with a legal obligation, protect rights or safety, or act with consent. This section does not claim that one specific privacy law applies to every visitor or client.

6. How We May Share Information

RK Media does not disclose information merely because another person or organization may find it useful. We may share information only as reasonably necessary for the purposes described in this Policy, including with:

RK Media's owners, authorized representatives, personnel, and contractors who need the information for an approved business purpose.
OpenAI, which hosts and operates ChatGPT Sites; Google, which supports Google Forms, Sheets, Drive, Docs, Gmail, and related account services; Zoom or Google Meet when identified in a meeting confirmation; and other approved service providers added later only after RK Media reviews the business need and updates this Policy when appropriate.
Professional advisers such as attorneys, accountants, tax professionals, insurers, consultants, and security specialists.
A client, prospect, or authorized organizational representative connected to the relevant inquiry or project.
Government authorities, courts, law enforcement, regulators, or other parties when disclosure is required or permitted by law.
A potential or actual purchaser, successor, lender, investor, or professional adviser in connection with a merger, financing, restructuring, sale, or transfer of some or all business assets, subject to appropriate confidentiality and legal requirements.

Service providers are expected to receive only the information reasonably needed to perform their functions and to handle it under applicable agreements, provider terms, and law. RK Media remains responsible for selecting and using service providers reasonably suited to its business and the sensitivity of the information involved.

7. Sale, Sharing, and Targeted Advertising

RK Media does not sell or rent personal information and does not share personal information for cross-context behavioral advertising or targeted advertising. RK Media does not use retargeting, audience matching, or advertising pixels at launch. This section will be revised before any such practice is introduced.

RK Media may disclose information to service providers for business operations without treating that disclosure as a sale where applicable law recognizes a service-provider or contractor relationship. Whether a specific disclosure is legally considered a sale, sharing, or targeted advertising depends on the actual technology, contracts, and applicable law.

8. Cookies, Analytics, and Similar Technologies

The website may use cookies or similar technologies that are necessary for operation, security, preferences, performance, analytics, or advertising. Browser settings may allow users to block or delete some cookies, but doing so may affect website functions.

At launch, RK Media does not place its own non-essential analytics or advertising cookies. Cookies or operational technologies used by OpenAI to provide ChatGPT Sites are governed by the applicable OpenAI terms and notices. RK Media will add a cookie banner, consent tool, Global Privacy Control response, or privacy-choice link before enabling non-essential tracking when required by applicable law.

9. Email and Marketing Communications

RK Media may send transactional or relationship communications about inquiries, form submissions, meetings, proposals, agreements, invoices, payments, onboarding, projects, security, and requested services. These communications are necessary to respond to or manage the relationship.

RK Media may also send educational, promotional, or marketing communications where legally permitted. Marketing messages will use accurate sender and subject information, include legally required identification and contact information, provide a reasonable way to opt out, and honor valid opt-out requests.

RK Media will send only inquiry responses, form confirmations, appointment information, proposals, invoices, onboarding messages, project communications, and other transactional or relationship email. RK Media will not begin bulk promotional email campaigns until it has established a valid physical postal address and a compliant unsubscribe process.

10. Payments

Payments may be processed by an independent payment provider. The payment provider may collect payment-card, bank, billing, device, fraud-prevention, and transaction information under its own privacy policy. RK Media may receive confirmation, status, partial payment details, and transaction identifiers needed for invoicing, accounting, refunds, disputes, and service delivery.

No payment processor is connected to the Website at launch. Any future payment page will identify the selected processor and link to that provider's privacy and security information before the payment function is activated.

11. Client-Provided Third-Party Information

Clients may provide information about members, donors, volunteers, employees, participants, customers, ministry leaders, youth, or other third parties. The client represents that it has the authority, permission, consent, and lawful basis necessary to provide that information and to authorize RK Media to use it for the approved engagement.

Clients should provide only the minimum information necessary. Unless specifically agreed in writing, clients should not provide private counseling records, protected health information, full donor or member lists, information about children, financial-account credentials, or other highly sensitive information.

12. Photographs, Videos, Testimonials, Case Studies, and Portfolio Use

RK Media may review photographs, videos, audio, testimonials, logos, names, biographies, sermons, teachings, and other media supplied for an engagement. The client is responsible for obtaining all necessary rights, releases, consents, licenses, and approvals before providing those materials.

RK Media will use client names, logos, testimonials, confidential project information, or non-public results for portfolio, publicity, case-study, or marketing purposes only as permitted by the applicable signed agreement or separate written authorization. Publicly available information and final work may be used only within the authorization actually granted.

13. Artificial Intelligence and Digital Tools

RK Media may use reputable cloud, collaboration, automation, research, drafting, analysis, content-development, or artificial-intelligence tools when reasonably useful for internal workflow or approved services. RK Media will seek to limit information shared to what is reasonably necessary and to apply human review before delivering final client work.

Without appropriate authorization and safeguards, RK Media will not knowingly place passwords, financial-account credentials, full donor or member lists, private counseling information, highly sensitive personal information, or clearly identified client trade secrets into a public or consumer-facing AI system that may use submitted information for unrelated model training.

RK Media may use AI-assisted tools such as ChatGPT, Google Gemini, Anthropic Claude, Perplexity, and Canva AI features for research, outlining, drafting, analysis, and content support. RK Media will minimize or de-identify client information, will not enter passwords, payment data, protected health information, private counseling records, full donor or member lists, or highly sensitive client information into consumer AI systems, and will use human review for final work. Confidential client material may be entered into an AI system only when the account controls and provider terms are appropriate for the information and the client has authorized the use when authorization is reasonably required.

14. Data Retention

RK Media retains information only for as long as reasonably necessary for the purposes described in this Policy, including inquiry follow-up, service delivery, client support, accounting, tax, insurance, legal compliance, dispute resolution, security, backup, and enforcement of agreements. Different categories of information may be kept for different periods.

When information is no longer reasonably needed, RK Media may delete, anonymize, archive, or securely dispose of it, subject to legal duties, litigation holds, professional recordkeeping needs, technical limitations, and routine backup systems.

unconverted Discovery Form submissions and prospect records may be retained for up to 12 months after the last meaningful contact; marketing opt-out records may be retained as long as reasonably necessary to honor the opt-out; client-supplied non-public working materials will be returned or deleted within 10 business days after completion, termination, or a valid written request unless retention is reasonably required by law, accounting, insurance, dispute, professional recordkeeping, or backup needs; final deliverables and ordinary project-administration records may be retained for 3 years after project closure; signed agreements, invoices, payment records, and tax-supporting records may be retained for 7 years or longer when required by law or professional advice; passwords are not intended to be stored in general project documents and account access should be revoked when no longer needed; provider backups and operational logs follow the provider's normal retention cycle.

15. Information Security

RK Media uses reasonable administrative, technical, and organizational safeguards appropriate to the size of the business, the nature of its services, and the sensitivity of information involved. Measures may include access limitations, secure account practices, multi-factor authentication where available, secure sharing methods, provider review, backups, incident procedures, and removal of access when no longer needed.

No website, email, cloud platform, payment system, storage system, transmission method, or security measure is completely secure. RK Media cannot guarantee absolute security, and users should avoid sending unnecessary sensitive information through ordinary email or public forms.

16. Security Incidents and Breach Response

RK Media may investigate suspected loss, unauthorized access, misuse, or disclosure; take reasonable steps to contain and remedy the issue; preserve relevant records; cooperate with service providers and authorities; and provide notices when required by applicable law or an approved response plan.

The timing and content of any notification will depend on the facts, applicable law, law-enforcement needs, the scope of the incident, and measures needed to restore the reasonable integrity of systems and data.

17. Privacy Choices and Requests

Depending on applicable law and the nature of the relationship, an individual may request access to, correction of, or deletion of personal information; ask questions about use or disclosure; object to or limit certain processing; or opt out of marketing communications.

To submit a privacy request, email rkmediacg@gmail.com with the subject line "Privacy Request" and describe the request. RK Media may request information reasonably necessary to verify identity, authority, the applicable record, and the request. RK Media may deny, limit, or charge for a request where permitted by law, including when identity cannot be verified or an exception applies.

Where applicable law permits authorized-agent requests, RK Media may require proof that the agent is authorized and may separately verify the identity of the person whose information is involved. RK Media will not unlawfully discriminate against a person for exercising an applicable privacy right.

18. State-Specific Privacy Rights

Some U.S. state privacy laws apply only to businesses that meet specific revenue, volume, processing, or business-model thresholds. RK Media has not represented in this draft that any particular comprehensive state privacy law applies. Where a law does apply, RK Media will provide the notices, request methods, opt-outs, appeals, and other rights required by that law.

RK Media does not currently represent that it meets the applicability thresholds of any comprehensive state consumer privacy law. RK Media will review this conclusion at least annually and whenever its revenue, data volume, clientele, advertising practices, or service providers materially change.

19. Children's Privacy

The RK Media website and consulting services are directed to adults, ministry leaders, authorized organizational representatives, and business users. They are not directed to children under 13, and RK Media does not knowingly seek to collect personal information directly from children under 13 through the website.

A church, ministry, parent, guardian, or other authorized adult may provide information or media involving minors for an approved project only when that party has obtained the required authority, consents, releases, and permissions. If a parent or guardian believes a child submitted personal information directly to RK Media, please contact rkmediacg@gmail.com so the matter can be reviewed and appropriate action taken.

20. International Visitors

RK Media is based in the United States. Information may be processed or stored in the United States or in other locations used by OpenAI, Google, meeting providers, and other approved service providers. ChatGPT Sites does not provide data-residency guarantees at launch. Privacy laws may differ from those in the visitor's country.

RK Media does not intentionally target or regularly market its services to individuals outside the United States. Because the Website is publicly accessible, international visitors may still view it or submit an inquiry. RK Media will obtain legal review and update its notices before intentionally marketing to or regularly serving individuals in jurisdictions that require additional privacy notices, contracts, representatives, or transfer safeguards.

21. Third-Party Websites and Social Media

The website and RK Media communications may link to third-party websites, forms, scheduling pages, payment pages, social-media platforms, applications, or services. RK Media does not control those third parties and is not responsible for their privacy, security, availability, content, or practices. Users should review the applicable third-party policies before providing information.

22. Changes to This Privacy Policy

RK Media may update this Policy to reflect changes in services, technology, providers, business practices, or law. The revised version will display an updated effective or last-updated date. When appropriate, RK Media may provide additional notice of material changes.

23. Contact RK Media

Questions, privacy requests, or concerns may be directed to:

RK Media Consulting Group LLC

Attention: Privacy Contact

Email: rkmediacg@gmail.com

Mailing Address: 1309 Coffeen Avenue STE 1200, Sheridan, Wyoming 82801