Privacy Policy
Effective date: September 7, 2026
Last updated: September 7, 2026
Ruffin & Associates LLC (“Ruffin & Associates,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, store, and protect information through sruffinandassociatesllc.com, including its public forms and authenticated client portal.
1. Information We Collect
Depending on how you use the website, we may collect:
- Contact information, including names, email addresses, telephone numbers, mailing addresses, job titles, and organization names.
- Information submitted through public contact, service-request, and account-request forms.
- Client account and portal information, including usernames, organization assignments, and account activity.
- Information submitted for an authorized background-check or verification request, which may include a subject’s name, aliases, date of birth, address history, contact information, client reference, requested searches, and other information necessary to perform the requested service.
- Information demonstrating authorization, consent, or a permissible business purpose for a request.
- Technical and security information, such as IP address, browser type, device information, timestamps, authentication activity, and server logs.
- Communications sent to or received from Ruffin & Associates.
2. How We Use Information
We may use information to:
- Respond to inquiries and service requests.
- Create and administer authorized client accounts.
- Process lawful background-check and verification requests.
- Confirm the identity and authority of requesting organizations.
- Communicate about requests, reports, account activity, and support.
- Send website-generated notifications through our approved email account.
- Operate, secure, troubleshoot, and improve the website and client portal.
- Detect fraud, abuse, unauthorized access, or other security threats.
- Maintain business records and comply with applicable legal obligations.
- Enforce our agreements, policies, and permitted-use requirements.
We do not use information obtained through the website for targeted advertising, and we do not sell personal information.
3. Background-Check Information
Background-check and verification information should be submitted only by authorized users with a lawful and permissible purpose. The requesting organization is responsible for obtaining any notices, authorizations, certifications, or consents required by applicable law before submitting information.
The website and portal are not intended to replace a requesting organization’s independent legal and compliance obligations.
4. How Information Is Stored
Validated form submissions are stored securely with access restricted to approved administration staff members of Ruffin & Associates LLC only. Website-generated email notifications do NOT contain submitted information and are only used to notify designated Ruffin & Associates recipients that a form was submitted.
Information is transmitted through the website using HTTPS, and administrative access is restricted.
5. Google and Gmail Authorization
Ruffin & Associates uses Google’s Gmail API through its configured website mail service solely to send website-generated email and submission notifications from an authorized Gmail account.
The application is not intended to read, analyze, sell, or use the contents of the authorized Gmail account for advertising. OAuth credentials and authorization tokens are used only as necessary to authenticate the approved sending account and provide email-delivery functionality.
Our use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Users may revoke the application’s Google access through their Google Account security settings. Revoking access will stop the website from sending email through that account.
6. Service Providers
We may use service providers to operate the website and deliver its services, including:
- WordPress software and plugins.
- GoDaddy hosting and infrastructure services.
- Google and Gmail email-delivery services.
- FluentSMTP email-connection software and authorization services.
- Future secure document-management or identity services after they are formally implemented.
These providers may process information only as necessary to provide their services, maintain security, or comply with applicable law. Their handling of information is also governed by their respective terms and privacy policies.
7. Cookies and Similar Technologies
The website may use cookies or similar technologies that are necessary for authentication, security, session management, preferences, and WordPress administration.
We will update this policy if analytics, advertising, or other non-essential tracking technologies are introduced.
8. Information Sharing
We may disclose information:
- To personnel and service providers who need it to operate the website or fulfill an authorized request.
- To a client organization associated with an authorized request.
- When required by law, court order, subpoena, or valid governmental request.
- To investigate fraud, misuse, security incidents, or threats to rights and safety.
- In connection with a merger, acquisition, reorganization, or transfer of business assets, subject to appropriate safeguards.
We do not authorize service providers to sell personal information or use it for their own targeted advertising.
9. Retention and Deletion
We retain information only for as long as reasonably necessary to fulfill the purposes described in this policy, meet contractual or legal obligations, resolve disputes, and maintain appropriate business records.
Retention periods for live service records may vary according to the record type, client requirements, and applicable law. When information is no longer required, we take reasonable steps to delete it or render it inaccessible.
10. Security
We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, alteration, disclosure, or destruction.
No website, email system, or electronic storage method can be guaranteed completely secure. Users should avoid sending sensitive information through an unapproved channel and should report suspected unauthorized access promptly.
11. Your Choices and Requests
Subject to applicable law, you may request access to, correction of, or deletion of personal information associated with you. We may need to verify your identity and authority before completing a request.
Google users may review or revoke connected-app access through their Google Account.
To make a privacy request, contact us using the information below.
12. Children’s Privacy
The website and services are intended for businesses and adults. They are not directed to children under 13, and we do not knowingly collect personal information directly from children through the website.
13. Changes to This Policy
We may update this Privacy Policy when our services, technology, storage architecture, or legal obligations change. The revised policy will be posted on this page with an updated effective date.
If a change materially affects how Google user data is accessed or used, we will update our disclosures and obtain any consent required by Google’s policies or applicable law.
14. Contact Us
Ruffin & Associates LLC
Email: info@sruffinandassociatesllc.com
Mailing address: 4029 Alston Way, Vestavia Hills, AL 35242
Website: https://sruffinandassociatesllc.com/