Privacy, Security & Data Retention Policy

Reaching Neighbors values its clients and is committed to protecting your privacy and the security of your data. This policy explains the types of information we collect, how we use and retain it, under what circumstances it may be shared and how we secure. By using our website or services, you agree to the terms outlined below.

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Collection and Use of Information

Before placing an order, you will be required to create an account and provide basic information including your name, email address, company name, mailing address, phone number, and billing details.

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Clients using our Self-Service Online Ordering platform may create, upload, and store address lists directly through their account dashboard. Clients using our Concierge Service may provide mailing lists via email, secure file transfer, or document sharing platforms. These lists may include, but are not limited to, contacts such as past clients, personal databases, and prospective customers. All submitted lists are treated as confidential and are used solely for the purpose of executing direct mail campaigns as directed by the client. Reaching Neighbors does not sell, rent, or disclose mailing data to any third party, except as necessary to fulfill services (e.g., print, processing, or delivery vendors).

 

Access to this data is restricted to Reaching Neighbors personnel and authorized service providers and is governed by strict confidentiality protocols. Clients may access, update, or delete their mailing data at any time during the active period. Reaching Neighbors retains this data for up to two (2) years following the date of the last order. After this period, order history may be archived internally for record keeping purposes, and all mailing data will be permanently deleted. Clients may request early data deletion at any time via written request.

 

Use of Collected Information

Your information may be used to:

• Respond to inquiries and provide customer support

• Process payments and fulfill direct mail orders

• Enhance your experience and navigation on our website

• Send essential communications such as account notices and order confirmations

• Inform you about Reaching Neighbors services and offerings, based on your communication preferences

 

You may review or update your account details, view recent orders, and access your transaction history by logging into your account or by contacting us at (210) 496-6352 or clientcare@reachingneighbors.com.

 

Data Security Measures

Reaching Neighbors employs a comprehensive set of industry-standard safeguards to ensure confidentiality, integrity, and security of personal and financial information.

• Encryption in Transit and at Rest:
  All data is encrypted using Transport Layer Security (TLS 1.2) during transmission. Data stored (“at rest”) is secured using Advanced Encryption Standard (AES) with a 256-bit key. HTTPS communications use SHA-2 compliant cipher suites.

• Payment Security and PCI Compliance:
  All payment processing is handled through PCI DSS-compliant third-party processors. Reaching Neighbors does not store full credit card numbers or CVV codes. When displaying payment information, only the last four digits are shown.

• Access Control and Multi-Factor Authentication (MFA):
  Access to sensitive systems is restricted to authorized personnel, protected by secure login credentials and, where applicable, multi-factor authentication.

• Vulnerability Monitoring:
  We employ a third-party cybersecurity firm to conduct routine vulnerability scans and monitor for suspicious activity or threats to our systems.

• Breach Notification Protocols:
  In the event of a data breach affecting personal information, we will notify impacted individuals promptly, as required by applicable data protection laws, and will include details about the breach, impacted data, and steps taken in response.

• User Responsibility:
  Users are responsible for maintaining the confidentiality of their login credentials and should notify Reaching Neighbors immediately of any suspected unauthorized access or use of their account.

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Use of Cookies

Our website uses cookies to improve functionality and user experience. Cookies help:

• Track your orders during the checkout process

• Recognize returning users and retain preferences

• Analyze site usage for performance improvements

Cookies do not store personally identifiable information. You may disable cookies via your browser settings; however, doing so may limit certain features such as order processing or account access.

 

Changes to This Policy

We may update this policy periodically to reflect changes in our practices or applicable regulations. Clients will be notified through:

• Updates posted on our website, and/or

• Direct communication via email

You will have the opportunity to opt out of any material changes that involve new uses of your personal data not previously disclosed.

 

For questions or concerns regarding this policy, please contact:
Reaching Neighbors
Attn: Customer Service
16719 Huebner Rd, Bldg 2
San Antonio, TX 78248

Phone: (210) 496-6352
Email: clientcare@reachingneighbors.com

 

Last Updated: April 15, 2025