Privacy Policy

Last updated: March 2026

1. Introduction

Inca Media ("Company," "we," "us," or "our"), located in Port Orange, Florida, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (inca-media.com), use our services, or interact with our tools including the free business grader.

By using our website or services, you consent to the practices described in this policy. If you do not agree, please discontinue use of our services.

2. Information We Collect

Information you provide directly:

  • Contact information — Name, email address, phone number, and business name when you fill out forms, request a consultation, or submit a grader scan.
  • Business information — Business address, website URL, industry, and service interests provided during onboarding or consultation.
  • Account credentials — Login information for dashboards and platforms we manage on your behalf.
  • Payment information — Billing details processed securely through third-party payment processors (we do not store credit card numbers).
  • Communications — Messages, emails, and chat conversations you send to us.

Information collected automatically:

  • Device and browser data — IP address, browser type, operating system, device type, and screen resolution.
  • Usage data — Pages visited, time spent on pages, click patterns, referral sources, and navigation paths.
  • Cookies and tracking — We use cookies, pixels, and similar technologies to analyze traffic and improve our services (see Section 7).
  • Location data — General geographic location derived from your IP address.

Information from third-party sources:

  • Google APIs — Business data from Google Places, Google Business Profile, and Google PageSpeed Insights used in our grader tool.
  • Public business data — Publicly available information such as business ratings, reviews, and directory listings used for analysis.
  • Ad platforms — Performance data from Google Ads, Meta Ads, and other advertising platforms when managing campaigns on your behalf.

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our services (online ordering, websites, marketing, social media management).
  • Generate your free business grader report and AI-powered summary.
  • Communicate with you about your account, services, and support requests.
  • Send you relevant information about our services that may benefit your business.
  • Process payments and manage billing.
  • Analyze website usage to improve user experience and performance.
  • Run and optimize advertising campaigns on your behalf.
  • Comply with legal obligations and protect our rights.

4. Business Grader Tool

Our free business grader collects and processes the following:

  • Input data — Business name and location you provide to initiate a scan.
  • Scan results — Website performance metrics, SEO analysis, review data, social media presence, and security checks gathered from publicly available sources and APIs.
  • Lead information — Name, email, and phone number submitted to unlock your report.
  • AI summaries — Your scan data is processed through AI (OpenAI) to generate a personalized summary. Your data is not used to train AI models.

Scan results are cached in our database for up to 30 days to improve performance. By using the grader, you consent to us contacting you about your results and relevant services.

5. Online Ordering — Customer Data

If you use our online ordering platform, your customers' data is handled as follows:

  • Customer data ownership — All customer data (names, emails, phone numbers, order history) collected through your ordering platform belongs to you, the business owner.
  • We do not sell customer data — We will never sell, rent, or share your customers' personal information with third parties for their marketing purposes.
  • Data processing — We process customer data solely to operate the ordering platform, send order confirmations, and run loyalty programs on your behalf.
  • Payment processing — Customer payment information is processed by PCI-compliant third-party processors (e.g., Stripe). We do not store customer credit card numbers.

6. How We Share Your Information

We do not sell your personal information. We may share your information with:

  • Service providers — Third-party tools and platforms necessary to deliver our services (hosting providers, payment processors, email services, analytics tools, AI providers).
  • Advertising platforms — Google, Meta, and other ad networks when running campaigns on your behalf, using only the data necessary for campaign optimization.
  • Legal requirements — When required by law, court order, or governmental authority, or to protect our rights, safety, or property.
  • Business transfers — In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

7. Cookies & Tracking Technologies

We use the following technologies:

  • Essential cookies — Required for site functionality (session management, CSRF protection, form submissions).
  • Analytics cookies — Google Analytics and Microsoft Clarity to understand how visitors use our site and identify areas for improvement.
  • Advertising pixels — Facebook Pixel and Google Ads conversion tracking to measure the effectiveness of our advertising.
  • Third-party embeds — Google Maps for location display on our grader tool.

You can control cookies through your browser settings. Disabling cookies may affect site functionality.

8. Data Security

We implement reasonable technical and organizational measures to protect your information, including:

  • SSL/TLS encryption for all data in transit.
  • Secure, encrypted database storage.
  • Access controls limiting data access to authorized personnel only.
  • Regular security monitoring and updates.

No method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

9. Data Retention

  • Client account data — Retained for the duration of our business relationship and for 12 months after termination, unless you request earlier deletion.
  • Grader scan results — Cached for up to 30 days, then automatically deleted.
  • Lead information — Retained until you unsubscribe or request deletion.
  • Analytics data — Aggregated and anonymized data may be retained indefinitely for statistical purposes.
  • Payment records — Retained as required by tax and accounting regulations.

10. Your Rights

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

  • Access — Request a copy of the personal information we hold about you.
  • Correction — Request correction of inaccurate or incomplete information.
  • Deletion — Request deletion of your personal information, subject to legal retention requirements.
  • Opt-out — Unsubscribe from marketing communications at any time using the unsubscribe link in our emails or by contacting us directly.
  • Data portability — Request your data in a portable format.
  • Objection — Object to processing of your information for certain purposes.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

11. California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • The right to know what personal information we collect and how it is used.
  • The right to request deletion of your personal information.
  • The right to opt out of the sale of your personal information (we do not sell personal information).
  • The right to non-discrimination for exercising your privacy rights.

12. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 18, we will take steps to delete it promptly.

13. Third-Party Links

Our website and reports may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or a prominent notice on our website. The "Last updated" date at the top reflects the most recent revision. Continued use of our services after changes constitutes acceptance of the updated policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, contact us:

Talk to us