1. Who we are
Xarify is a sponsorship proposal services business based in the Minneapolis–Saint Paul metro area, Minnesota, USA. For purposes of this policy, "we," "us," and "Xarify" refer to the business operating xarify.com. You can reach our privacy contact through our contact form.
2. Scope
This policy covers personal information that Xarify collects and controls — meaning data you submit to us through this website, our email forms, our autoresponder sequence, or during an active engagement. It does not cover personal information that you, as a Xarify client, collect from your sponsors and donors using systems we build for you. In that case, you are the data controller and we are a service provider acting on your behalf.
3. Information we collect
Information you provide directly
- Capture form & audit booking: name, organization, role, audience type (event / nonprofit / creator), email, phone (optional), website (optional), event date, sponsorship goal, budget range.
- Newsletter: email address.
- Email replies and audit calls: any information you share with us during the audit conversation or in email exchanges.
- Engagement materials: anything you upload or send us to incorporate into deliverables (logos, photos, copy, audience data).
Information collected automatically
- Server logs: IP address, user agent, referring URL, timestamps. We retain these for up to 90 days for security, debugging, and abuse prevention.
- First-party cookies: a small number of cookies that remember your form state and unsubscribe choices. See our Cookie Policy.
What we do not collect
We do not run third-party advertising trackers, social-media remarketing pixels, or behavioral ad networks on this site. We do not buy personal data from data brokers.
4. Why we collect it
- To respond to your inquiry, send pricing access, and schedule the 20-minute audit.
- To deliver the engagement: produce decks, narrated walkthroughs, the proposal site, and the capture engine you contracted us to build.
- To send the educational autoresponder sequence (10 emails over ~6 weeks). You can opt out at any time.
- To send the optional newsletter, if you subscribed.
- To improve how we describe and price our services.
- To meet legal, tax, and accounting obligations.
5. Legal bases (for visitors in the EEA, UK, or Canada)
Where applicable law requires us to identify a legal basis for processing, we rely on:
- Performance of a contract — to deliver an engagement you've signed an SOW for.
- Legitimate interests — to respond to inquiries, prevent abuse, and improve our services, balanced against your privacy.
- Consent — for the newsletter and the autoresponder sequence. You can withdraw consent at any time using the unsubscribe link.
- Legal obligation — for tax, accounting, and law-enforcement compliance.
6. Who we share information with
We share your information only with the small number of vendors required to operate the business:
- Hosting: our website is hosted with our infrastructure provider; data submitted through forms is stored on that account.
- Email delivery: autoresponders and transactional emails are sent through a reputable email service provider with TLS in transit.
- Calendaring: if you book an audit through a calendar embed, the calendar provider receives the booking details you submit.
- Accounting / tax: our bookkeeper and accountant may see invoice-level data.
- Law enforcement: only when legally required, and only what's specifically requested.
We do not sell or rent personal information.
7. Where data lives
Xarify operates from the United States. Our hosting, email, and calendaring vendors operate primarily in the U.S. If you are accessing the site from outside the U.S., your information will be transferred to and processed in the U.S. We use vendors that maintain appropriate safeguards consistent with applicable law.
8. How long we keep information
- Capture form submissions: retained for the life of the engagement plus 7 years for tax/accounting, then deleted.
- Newsletter subscribers: retained until you unsubscribe; unsubscribe records are retained indefinitely so we don't accidentally re-add you.
- Server logs: 90 days.
- Engagement files (decks, photos, copy): retained for the life of the engagement plus 2 years for revision support, then archived or deleted at your request.
9. Your rights
You can ask us to:
- Confirm whether we hold personal information about you.
- Send you a copy of what we hold.
- Correct inaccurate information.
- Delete your information (subject to record-keeping obligations under tax law).
- Stop sending you marketing emails — every email has a one-click unsubscribe.
To exercise any of these, send a request through our contact form with the subject line "Data request." We respond within 7 business days. Residents of California, Colorado, Connecticut, Virginia, and other states with state-level privacy laws have rights under those statutes; we honor them in line with the same process.
10. How we secure information
We use industry-standard transport encryption (TLS) for data in transit. Form submissions and email are protected with vendor-level access controls. Only Xarify team members with a need to know have access to client records. We do not maintain a data warehouse or analytics platform that aggregates client information for sale or marketing.
11. Children
Xarify's services are intended for organizations and adults. We do not knowingly collect data from anyone under 16. If you believe a minor has provided us information, contact us and we will delete it.
12. Do Not Track
Some browsers send a "Do Not Track" signal. Because there is no consistent industry standard for honoring DNT, this site does not currently respond to those signals. We instead rely on our default of not running third-party trackers in the first place.
13. External links
This site links to third-party sites (vendors, blog references, partner domains like prosada.com and ilo360.com). Once you click through, this policy no longer applies — please review their privacy practices.
14. Changes
We may update this policy as our practices evolve. The "Last updated" date will reflect the most recent version. Material changes affecting active engagements will be sent to the contact email on file.
15. Contact
Questions: reach us through our contact form. Xarify, Minneapolis–Saint Paul, Minnesota, USA.