Policies

Last updated: June 15, 2026

Privacy Policy

Buteo Systems ("Buteo Systems," "we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, request a consultation, purchase a one-time deliverable, subscribe to a monthly service, or otherwise interact with us.

1. Scope

This policy applies to information collected through buteosystems.com and related communications channels operated by Buteo Systems. It does not apply to third-party websites, platforms, or services we do not control — including hosting providers, Shopify, WordPress, payment processors, or tools you connect to deliverables we build for you. Those services have their own privacy policies.

2. Information We Collect

Information you provide directly

  • Contact and booking forms: name, company, email, phone, website, social media links, service interest, tier selection, preferred contact times, and message content.
  • Consultations and sales: project requirements, business context, and communications by email, phone, or scheduling tools.
  • Client engagements: billing and account details, statements of work, deliverable feedback, credentials or access you provide for project execution, and support correspondence.
  • Payments: payment information is processed by third-party payment providers (e.g., Stripe). We do not store full credit card numbers on our servers.

Information collected automatically

  • Website usage: IP address, browser type, device information, pages visited, referring URLs, and general location derived from IP (e.g., city or region).
  • Analytics: Google Analytics and similar tools, when you consent to cookies, help us understand traffic and improve the site.
  • Advertising: Adsterra (EffectiveCPM Network) may collect or receive information from your browser or device when you accept cookies and ads are displayed — including native banners, popunder ads, and sponsored links — subject to the ad network's policies.
  • Cookie preferences: whether you accepted or declined non-essential cookies, stored locally in your browser and logged to our systems when you make a choice.
  • Server logs: user agent, referrer, and request path associated with form submissions and site events stored in our AWS infrastructure.

3. How We Use Your Information

We use collected information to:

  • Respond to inquiries and schedule consultations
  • Scope, deliver, and support one-time projects and monthly subscription services
  • Process payments and manage billing for subscriptions
  • Send service-related communications (project updates, deliverables, renewal notices, billing receipts)
  • Send marketing communications where you have opted in or where permitted by law (you may opt out at any time)
  • Improve our website, services, and client experience
  • Detect, prevent, and address fraud, abuse, or security issues
  • Comply with legal obligations

4. One-Time Projects vs. Subscriptions

One-time deliverables (e.g., website builds, SEO audits, custom software projects): we retain project-related information for the duration of the engagement and for a reasonable period afterward to provide support, maintain records, and resolve disputes.

Monthly subscription services (e.g., ongoing SEO and GEO management): we retain account and billing information for as long as your subscription is active and as needed to fulfill our contractual and legal obligations after cancellation.

5. How We Share Information

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

  • Service providers who help us operate our business — including cloud hosting (AWS), email delivery, analytics, appointment scheduling (Cal.com), and payment processing (Stripe).
  • Professional advisors such as accountants or attorneys when necessary.
  • Legal and safety when required by law, subpoena, or to protect the rights, property, or safety of Buteo Systems, our clients, or others.
  • Business transfers in connection with a merger, acquisition, or sale of assets, with notice where required by law.

Service providers are authorized to use your information only as needed to perform services on our behalf and are expected to maintain appropriate safeguards.

6. Cookies and Similar Technologies

We use cookies and similar technologies for:

  • Essential operation: basic site functionality and security.
  • Preferences: remembering your cookie consent choice.
  • Analytics: understanding how visitors use our site (Google Analytics), subject to your consent where required.
  • Advertising: displaying ads via Adsterra (EffectiveCPM Network) on select pages — native banners, popunder ads, and sponsored SmartLinks — only after you accept cookies in our banner.

When you first visit our site, a cookie banner allows you to accept or decline non-essential cookies. You may also control cookies through your browser settings. Declining analytics cookies limits our ability to measure site usage but does not prevent you from using the site or contacting us.

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy — including active client relationships, subscription billing, legal recordkeeping, and dispute resolution. Visitor event logs and analytics data are retained for a limited period consistent with operational needs. When information is no longer required, we delete or anonymize it where feasible.

8. Data Security

We implement commercially reasonable technical and organizational measures to protect personal information, including encrypted connections (HTTPS), access controls, and secure cloud infrastructure. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights and Choices

Depending on your location, you may have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your information, subject to legal and contractual exceptions
  • Opt out of marketing emails by using the unsubscribe link or contacting us
  • Decline non-essential cookies via our cookie banner or browser settings

Texas residents and residents of other U.S. states with privacy laws may have additional rights. We will honor applicable requests in accordance with law. To exercise your rights, contact us at info@buteosystems.com. We may need to verify your identity before processing a request.

10. Third-Party Links and Integrations

Our website may link to third-party sites (e.g., LinkedIn, Cal.com, client platforms) or embed third-party content. We are not responsible for the privacy practices of those third parties. We encourage you to review their policies before providing information to them.

11. Children's Privacy

Our services are directed to businesses and adults. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us and we will delete it promptly.

12. International Users

Buteo Systems is based in the United States. If you access our services from outside the U.S., your information may be transferred to, stored, and processed in the United States, where privacy laws may differ from those in your jurisdiction.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page indicates when it was last revised. Material changes will be posted on this page. Continued use of our website or services after changes become effective constitutes acceptance of the updated policy.

14. Contact Us

For privacy-related questions, requests, or concerns, contact:

Return Policy

Buteo Systems provides professional digital services — including custom website builds, SEO and GEO engagements, e-commerce storefronts, software development, and ongoing subscription management. Because our work is custom, labor-based, and often begins immediately after purchase, traditional product returns do not apply. This Return Policy explains how cancellations, refunds, and disputes are handled.

1. Scope

This policy applies to services purchased directly from Buteo Systems through our website, invoices, proposals, or signed statements of work ("SOW"). It does not apply to third-party products or subscriptions you maintain separately — such as domain registration, hosting, Shopify plans, WordPress plugins, or payment processor accounts — even when we help configure them as part of a deliverable.

2. One-Time Deliverables

One-time services include fixed-scope engagements such as website builds, SEO audits, custom software projects, and tiered packages (Nest, Flight, and Talon). Unless your SOW states otherwise:

  • Before work begins: If you cancel in writing before we start substantive work, we may refund amounts paid minus any non-recoverable costs already incurred (e.g., third-party licenses, subcontractor deposits, or preparatory research).
  • After work begins: Fees are generally non-refundable once work has commenced, because time, expertise, and resources cannot be returned.
  • Deliverable acceptance: Deliverables are considered accepted if you do not provide written rejection with specific deficiencies within 14 calendar days of delivery notification, as described in our Terms of Service.
  • Scope changes: Requests outside the agreed scope may require a change order and additional fees. We do not provide refunds for work performed under an approved change order.

3. Monthly Subscription Services

Subscription services — such as ongoing SEO and GEO management — are billed on a recurring monthly basis. Unless your agreement states otherwise:

  • Subscriptions renew automatically each billing period until cancelled.
  • You may cancel by emailing info@buteosystems.com before your next billing date. Cancellation takes effect at the end of the current paid period.
  • No partial-month refunds are provided for unused time within a billing period, except where required by law.
  • We do not prorate refunds for mid-cycle downgrades unless explicitly agreed in writing.

4. Consultations and Discovery Calls

Free consultations and discovery calls are for scoping purposes and do not constitute a purchased service. If you paid for a paid consultation or strategy session, refunds are available only if you cancel at least 24 hours before the scheduled time, unless we reschedule at your request or fail to attend.

5. Non-Refundable Items

The following are generally not eligible for refund:

  • Work already performed, delivered, or accepted under your SOW
  • Deposits applied to work that has started
  • Third-party fees, licenses, or pass-through costs we paid on your behalf
  • Subscription fees for the current billing period after the period has started
  • Rush fees, expedite charges, or custom add-ons explicitly marked non-refundable in your invoice

6. Defective or Incomplete Deliverables

If a deliverable does not match the scope defined in your SOW, notify us in writing within the acceptance period with specific deficiencies. We will make commercially reasonable efforts to correct issues within scope at no additional charge. Remedies may include revision, completion of missing items, or — in rare cases where correction is not feasible — a partial refund or credit as mutually agreed. This is your primary remedy; we do not offer returns of custom digital work in the same way as physical goods.

7. How to Request a Refund

To request a cancellation or refund review, email info@buteosystems.com with:

  • Your name and company
  • Invoice or SOW reference number
  • Service purchased and date of payment
  • Reason for your request

We will review requests within 5 business days and respond with our decision. Approved refunds are processed to the original payment method within 10 business daysof approval, subject to payment processor timelines.

8. Chargebacks and Payment Disputes

If you have a billing concern, contact us first so we can resolve it directly. Initiating a chargeback without attempting to work with us may delay project delivery, suspend active subscriptions, and affect future engagements. We reserve the right to provide payment processors and banks with SOWs, delivery records, and communications to document services rendered.

9. Changes to This Policy

We may update this Return Policy from time to time. The "Last updated" date at the top of this page reflects the latest revision. Changes apply to new purchases after the effective date; existing engagements remain governed by the policy in effect at the time of purchase, unless otherwise required by law.

10. Contact Us

For cancellation, refund, or billing questions, contact:

See also our Terms of Service.