This Privacy Policy applies to all products and services operated by Kool Arrow Solutions LLC, including Socialworkly, ResourceMagic, and any future products offered under the Kool Arrow Solutions LLC family. It explains what information we collect, how we use it, and your rights.
Additional privacy details specific to individual products — such as feature-specific data handling, third-party integrations, and retention windows — are described in each product's Product-Specific Schedule, which supplements this policy.
1. Information We Collect
Account Information
When you create an account with any Kool Arrow Solutions product, we collect your email address, name (if provided), and account identifiers and authentication details. Authentication is handled through Clerk, our identity provider, which supports email-based login and Google SSO.
Legal Consent Records
When you begin a free trial or subscribe to any Kool Arrow Solutions product, we record your agreement to our Terms of Service. This record includes your user ID, the timestamp of consent, your IP address, your browser user agent, the exact consent text you agreed to, the terms version in effect, the plan you selected, and the URL where consent was given. These records are retained for a minimum of 24 months and are linked directly to your Stripe transaction to support billing dispute resolution.
Usage and Analytics Data
We collect usage metadata including feature usage events and timestamps, interaction counts, onboarding completion status, subscription and plan status, estimated time-saved metrics where applicable, and user preferences. This data is used to operate the service, display account insights, support billing, and improve product functionality. We do not use this data to train AI models.
Product-Specific Data
Individual products may collect additional data specific to their features, such as saved templates, generated document history, voice session transcripts, writing style samples, or location information for resource finding. These are described in each product's Product-Specific Schedule.
Billing Information
Payments and subscriptions are processed by Stripe. Kool Arrow Solutions LLC does not store full payment card details. Stripe may collect and store billing-related information such as payment method details, billing address, and transaction history. Stripe's Privacy Policy governs their handling of billing data.
2. Information You Must Not Enter
No Kool Arrow Solutions product is designed to store or process sensitive personal data. You must not enter into any product:
- Protected Health Information (PHI)
- Client-identifying data
- Confidential or legally protected records
- Any information you are not authorized to share
Kool Arrow Solutions LLC is not a HIPAA-covered entity and does not offer a Business Associate Agreement (BAA) for any product. Do not use any Kool Arrow Solutions product as a HIPAA-compliant solution for processing PHI. You remain solely responsible for compliance with HIPAA and all other applicable privacy laws.
3. AI Interactions and Content
Kool Arrow Solutions products use third-party AI providers, including OpenAI, to generate responses. OpenAI does not use API inputs to train its models by default. We do not use AI interaction content for model training or reuse. Third-party AI providers handle data in accordance with their own privacy policies. AI-generated content includes transparency labeling and disclaimers that it should be reviewed before professional use.
4. Cookies and Tracking
We use only essential cookies or similar technologies required to maintain secure login sessions, ensure basic platform functionality, and store user preferences. We do not use advertising cookies or cross-site tracking.
5. How We Use Information
We use collected information to provide and maintain our products, authenticate users and manage accounts, process subscriptions and billing, display usage insights and analytics, provide feature functionality across sessions, improve features and user experience, communicate service-related updates, monitor and resolve technical errors, and maintain legal consent records for billing dispute resolution. We do not sell personal data.
6. Sharing of Information
We share information only with trusted service providers necessary to operate our products:
- Clerk — authentication and account management
- Stripe — billing and payments
- OpenAI — AI response generation
- Kit (formerly ConvertKit) — email communications
- Sentry — error monitoring and application stability
- Hosting and infrastructure providers
Additional third-party providers specific to individual products are described in the applicable Product-Specific Schedule. We do not share personal data for advertising or marketing purposes.
7. International Data Transfers
Kool Arrow Solutions LLC is operated in the United States. If you access any of our products from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate. Data protection laws in these countries may differ from those in your country of residence.
By using any Kool Arrow Solutions product, you acknowledge and consent to the transfer of your information to the United States and other jurisdictions as described in this policy. Where required by applicable law, we rely on appropriate legal mechanisms to facilitate international data transfers.
8. Email Communications
If you provide your email address through account creation or other opt-in channels, you may receive service-related communications. We use Kit (formerly ConvertKit) for email marketing. You may unsubscribe from marketing emails at any time using the link provided in each message. Transactional emails including account verification, billing notices, and security alerts are not subject to unsubscribe and will continue as long as your account is active.
9. Data Retention
We retain personal and usage data only as long as necessary to provide the service, maintain account functionality, and meet legal, billing, or operational requirements. Upon account deletion, personal data is removed within 30–90 days, except where retention is required for legal, billing, or dispute resolution purposes.
Legal consent records are retained for a minimum of 24 months regardless of account status. Response history and other product-specific data retention periods are described in each product's Product-Specific Schedule.
You may request deletion of your account and associated data by contacting us at info@koolarrowsolutions.com, subject to the retention exceptions described above.
10. Your Rights (GDPR and CCPA/CPRA)
For Users in the European Economic Area (GDPR)
You have the right to access the personal data we hold about you, request correction of inaccurate data, request deletion of your data subject to applicable legal retention requirements, object to or restrict certain processing, and request data portability where applicable. Our lawful bases for processing include performing our contractual obligations, complying with legal obligations, and pursuing legitimate business interests such as maintaining secure billing records.
For California Residents (CCPA/CPRA)
You have the right to know what categories of personal information we collect and how it is used, request access to or deletion of your personal information subject to applicable retention requirements, correct inaccurate personal information, and opt out of the sale or sharing of personal information. We do not sell personal data. We do not discriminate against users for exercising their privacy rights.
Exercising Your Rights
To exercise any of the rights above, contact us at info@koolarrowsolutions.com. We may need to verify your identity before fulfilling a request.
11. Data Security
We use reasonable technical and organizational safeguards across all products to protect personal data, including HTTPS/TLS encryption for all data in transit, rate limiting and CSRF protection, content sanitization, real-time PII detection where applicable, and configurable session controls. No system is completely secure. Use of our services is at your own risk. In the event of a security incident affecting your personal data, we will notify affected users as required by applicable law.
12. Children's Privacy
No Kool Arrow Solutions product is intended for use by children under 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal information, please contact us at info@koolarrowsolutions.com and we will take steps to remove that information.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the effective date at the top of this document. For material changes, we will make reasonable efforts to notify you via email or in-app notice. Continued use of any Kool Arrow Solutions product after changes take effect constitutes acceptance of the updated policy.
14. Contact
If you have questions about this Privacy Policy or wish to exercise your data rights, contact us at:
Kool Arrow Solutions LLC
131 Continental Drive Suite 305
Newark, DE 19713
info@koolarrowsolutions.com
koolarrowsolutions.com