Gaia Digital LLC Privacy Policy

Gaia Media (Gaia Digital LLC)
Website: gaiamedia.co | Email: [email protected] | Phone: 914-298-4907 | Address: 397 Columbus Avenue, West Harrison, New York 10604, USA
Last Updated: March 25, 2026

Gaia Media, operated by Gaia Digital LLC ("Gaia Media," "we," "us," or "our"), is committed to protecting the privacy and personal information of every individual who visits our website, submits an inquiry, books an appointment, or communicates with us. This Privacy Policy explains what information we collect, how we use it, how we protect it, and the rights you have regarding your data.

By visiting gaiamedia.co or submitting your information through any of our forms, funnels, or landing pages, you agree to the practices described in this Privacy Policy. If you do not agree, please discontinue use of our website and services.

1. INFORMATION WE COLLECT

We may collect the following categories of personal information:

A. Information You Provide Directly

Full name

Business name and type

Phone number (including mobile number)

Email address

Physical address or service area

Appointment preferences and scheduling details

Messages, questions, or notes submitted through contact forms

Payment information (processed securely through Stripe; Gaia Media does not store card data)

B. Information Collected Automatically

IP address and general geographic location

Browser type, device type, and operating system

Pages visited, time spent on pages, and clickstream data

Referring website or source (e.g., a Facebook ad)

Cookie identifiers and pixel data (see Cookies & Tracking Technologies section)

C. Information from Third-Party Sources If you interact with our paid advertisements on Meta platforms (Facebook or Instagram), Meta may share limited engagement data with us in accordance with their platform policies. This data is used solely to evaluate campaign performance and is never used to re-identify you without your consent.

2. HOW WE COLLECT INFORMATION

Gaia Media collects information through the following means:

Website contact and lead capture forms hosted on gaiamedia.co

Landing pages and advertising funnels created through GoHighLevel

Online appointment scheduling through our booking system

Inbound and outbound phone calls and voicemails

SMS and email communications initiated by you or as part of an opted-in communication sequence

Meta advertising campaigns (Facebook and Instagram) when you engage with or respond to our ads

Cookies and tracking technologies embedded on our website pages

3. HOW WE USE YOUR INFORMATION

Gaia Media uses the personal information we collect for the following purposes:

To respond to inquiries and provide requested information about our services

To schedule, confirm, and manage appointments on behalf of our clients or for our own business development

To send follow-up communications including appointment reminders, service updates, and relevant offers

To deliver SMS and email communications to individuals who have opted in to receive them

To measure and optimize the performance of our Meta advertising campaigns

To process payments for services rendered through Stripe

To maintain records of client communications and project management within GoHighLevel

To improve our website, services, and user experience

To comply with legal obligations and enforce our terms of service

We do not use your personal information for any purpose incompatible with the reasons for which it was originally collected, without first obtaining your consent.

4. SMS & COMMUNICATIONS

Gaia Media uses SMS messaging as a communication channel to engage with leads, prospects, and clients who have opted in to receive text messages.

A. How You Opt In You may opt in to receive SMS messages from Gaia Media by:

Submitting your mobile phone number through a web form or landing page that includes SMS opt-in language

Verbally consenting during a phone consultation or discovery call

Texting a keyword to our designated number as indicated on a campaign form

By providing your mobile number and consenting to receive texts, you acknowledge that Gaia Media may contact you via SMS for the purposes described below.

B. Types of Messages You May Receive

Appointment confirmations, reminders, and rescheduling notifications

Follow-up messages related to a service inquiry or lead form submission

Updates about our services or promotions for which you have expressed interest

Responses to questions or requests you have submitted to us

C. Message Frequency Message frequency may vary based on your interactions with Gaia Media and the nature of the communication sequence you have opted into. You may receive multiple messages per week during active appointment scheduling or follow-up periods.

D. Costs Message and data rates may apply. You are responsible for any charges applied by your wireless carrier for sending or receiving text messages.

E. How to Opt Out You may opt out of receiving SMS messages from Gaia Media at any time by replying STOP to any text message you receive from us. After opting out, you will receive one final confirmation message and no further messages will be sent unless you re-opt in.

F. Help For assistance, reply HELP to any SMS message you receive from Gaia Media, or contact us directly at [email protected].

G. Consent is Not a Condition of Purchase Consent to receive SMS messages is never required as a condition of purchasing any service from Gaia Media. You may choose not to opt in and still receive our full range of services.

► SMS CONSENT PROTECTION NOTICE: Your SMS opt-in consent and mobile number are never sold, rented, or shared with any third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except for aggregators and providers of the text message services that enable delivery of our communications.

5. DATA SHARING POLICY

A. What We Do NOT Do

► No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

► No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors in support of services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We do not sell your personal data to any third party, under any circumstances.

We do not rent, trade, or exchange your personal information with other businesses for their marketing purposes.

We do not share your SMS opt-in status, mobile number, or consent records with affiliates, partners, or advertisers for marketing or promotional use.

B. Limited Sharing Permitted for Service Delivery We may share your information only in the following limited circumstances, and solely to the extent necessary to provide our services:

GoHighLevel: As our primary technology processor, GoHighLevel stores contact records, form submissions, conversation histories, appointment data, and automation workflows on our behalf. GoHighLevel acts as a data processor and is bound by its own privacy and security policies.

Stripe: Payment information is transmitted securely to Stripe for the purpose of processing transactions. Gaia Media does not store, retain, or have access to your full payment card details.

Meta Platforms: If you engage with our Facebook or Instagram ads, Meta may process certain behavioral data in accordance with their platform terms. We receive aggregated or anonymized campaign performance data only.

Zoom / Calendly: If you schedule or attend a video consultation, these platforms may process scheduling and meeting data in accordance with their respective privacy policies.

SMS Aggregators and Carriers: To deliver SMS messages to your device, your mobile number may be transmitted to licensed telecommunications aggregators and your wireless carrier. This is strictly limited to message delivery and does not constitute sharing for marketing purposes.

Legal compliance: We may disclose information if required by law, court order, or governmental authority, or to protect the rights and safety of Gaia Media, our clients, or the public.

6. COOKIES & TRACKING TECHNOLOGIES

Gaia Media uses cookies and tracking technologies on gaiamedia.co and associated landing pages to improve functionality, understand visitor behavior, and optimize our advertising campaigns.

A. Types of Technologies We Use

Session and persistent cookies: Small data files stored on your browser to retain preferences and session state across pages.

Meta Pixel (Facebook Pixel): A tracking code that helps us measure the effectiveness of our Facebook and Instagram advertising campaigns by recording actions taken on our website. This data is transmitted to Meta and used in accordance with Meta's Data Policy.

Analytics tools: We may use analytics platforms to track aggregate website traffic, page performance, and user behavior for internal improvement purposes.

B. Managing Cookies You can control or disable cookies through your browser settings at any time. Please note that disabling certain cookies may affect the functionality of our website. To opt out of Meta's use of your data for ad targeting, visit Meta's Ad Preferences at facebook.com/ads/preferences.

7. DATA SECURITY PRACTICES

Gaia Media implements appropriate technical and organizational safeguards to protect your personal information. These measures include:

Secure HTTPS encryption on our website and all data transmission channels

Role-based access controls within GoHighLevel to limit who can view contact records

Secure payment processing via Stripe, which is PCI-DSS compliant

Password-protected and access-controlled platforms for all team members

Regular review of our data practices and platform security configurations

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to maintaining reasonable and industry-standard protections.

8. DATA RETENTION

Gaia Media retains your personal information only for as long as necessary to fulfill the purposes for which it was collected:

Active lead and client records: Retained in GoHighLevel for the duration of our business relationship and for a reasonable period thereafter.

Appointment and booking data: Retained for up to two (2) years following the date of the last interaction.

Payment records: Retained as required by applicable tax and financial regulations, typically seven (7) years.

SMS and communication logs: Retained for internal record-keeping and compliance purposes for up to two (2) years.

Upon request, we will delete or anonymize your personal information to the extent permitted by applicable law and our legitimate business and legal obligations.

9. THIRD-PARTY SERVICES

Gaia Media integrates with the following third-party platforms. Each processes data in accordance with their own privacy policies, which we encourage you to review:

GoHighLevel (gohighlevel.com): Our primary CRM, funnel builder, SMS and email communication platform, and appointment scheduling system. GoHighLevel acts as a data processor.

Meta Platforms / Facebook (facebook.com): Used to run paid advertising campaigns on Facebook and Instagram.

Stripe (stripe.com): Secure payment processing. Stripe is PCI-DSS Level 1 certified.

Zoom (zoom.us) / Calendly (calendly.com): Used for scheduling and conducting virtual consultations.

Gaia Media is not responsible for the privacy practices of these third-party services and encourages users to review each platform's privacy policy independently.

10. YOUR RIGHTS & CHOICES

Depending on your location and applicable law, you may have the following rights:

Right to Access: Request a copy of the personal information we hold about you.

Right to Correction: Request that we correct inaccurate or incomplete information.

Right to Deletion: Request that we delete your personal information, subject to legal and operational retention requirements.

Right to Opt Out: Opt out of SMS communications, email marketing, or other non-essential communications at any time.

Right to Data Portability: Request a structured copy of your data in a commonly used format.

Right to Restriction: Request that we limit the processing of your personal information in certain circumstances.

To exercise any of these rights, please contact us at [email protected].

11. OPT-OUT INSTRUCTIONS

SMS Messages: Reply STOP to any SMS message from Gaia Media to immediately unsubscribe. You will receive one final confirmation message and no further messages will be sent.

Email Communications: Click the "Unsubscribe" link in the footer of any email from Gaia Media, or contact us at [email protected].

All Communications: To opt out of all communications, contact us at [email protected]. We will process your request promptly.

12. CHILDREN'S INFORMATION

Gaia Media's website and services are not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has submitted personal information to us without parental consent, please contact us immediately at [email protected] and we will delete that information promptly.

13. CHANGES TO THIS POLICY

Gaia Media reserves the right to update or modify this Privacy Policy at any time. When we make material changes, we will update the "Last Updated" date at the top of this policy. Your continued use of gaiamedia.co following the posting of changes constitutes your acceptance of those changes.

14. CONTACT INFORMATION

Gaia Media (Gaia Digital LLC) Website: gaiamedia.co Email: [email protected] Phone: 914-298-4907 Location: Westchester County, New York, USA

We are committed to resolving any privacy concerns in a timely and transparent manner.