Privacy Policy

Last updated: November 6, 2026

Client Followup Systems LLC ("Client Followup Systems," "CFS," "we," "us," or "our") respects your privacy. This Privacy Policy explains what information we collect through clientfollowupsystems.com, our contact forms, email, phone or text messages, and any secure upload page we provide for client documents, and how we use, share, and protect that information.

Who we are

Client Followup Systems recovers money that distributors and retailers wrongly deduct from food and beverage brands' payments (including short-pays and chargebacks from distributors such as UNFI and KeHE, and related retailer deductions). We also provide recovery and reconciliation support for public agencies. We are based in Snellville, Georgia.

Information we collect

Information you give us. When you request a free deduction review or contact us, we may collect:

• Full name
• Brand or company name
• Email address
• Phone number
• Who you sell through (for example UNFI, KeHE, both, Walmart or other retailers, a government agency inquiry, or other)
• The message or details you include with your request

Documents you upload or send us. To perform a free review or paid recovery work, you may share payment reports, remittance advice, invoices, bills of lading, contracts, portal screenshots, and other financial or business documents through our secure upload page, email, or another channel we arrange. Those materials can include sensitive commercial and financial information.

Communications. If you email, call, or text us, we keep the content of those communications and related contact details so we can respond and manage your matter.

Website technical data. We may collect basic technical information such as browser type, pages visited, approximate location derived from IP address, and referral source, through cookies or similar tools used by our website and CRM host.

Payment information. If you pay us for services, payment is processed by our payment provider. We do not store full payment card numbers on our systems.

How we use your information

We use the information above to:

• Respond to your inquiry and arrange your free deduction review
• Review your payment and remittance reports, identify likely disputable deductions, and discuss findings with you
• Provide lookback recovery, monthly deduction management, and government recovery or reconciliation services under a signed agreement
• Contact you by email, phone, or text (when you have agreed) about your inquiry, review, deadlines, and ongoing work
• Operate, secure, and improve our website and services
• Keep business and legal records
• Meet legal and contractual obligations

Confidentiality of client financial data

Payment reports, remittance files, and other financial documents you share with us are treated as confidential. We use them only to review and dispute your deductions, to perform agreed recovery or reconciliation work, and as otherwise required by law or your written authorization. We do not use your client financial documents for marketing to third parties.

How we share information

We do not sell your personal information.

We share information only as needed with:

• Service providers that help us run the business — for example our website and CRM host (including GoHighLevel), email and messaging providers, hosting or file-storage providers used for secure uploads, and payment processors — and only so they can perform services for us under confidentiality obligations appropriate to their role
• Authorities when required by law, court order, or to protect rights, safety, or property
• A successor if Client Followup Systems is merged, sold, or reorganized, subject to this policy or equivalent protections

We do not share mobile opt-in data or SMS consent with third parties or affiliates for their own marketing or promotional purposes.

Text messages (SMS) and email

If you opt in to text messages, we may send non-marketing texts about your inquiry or engagement — for example confirmations, reminders, follow-ups about your review, and status updates on open work. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help. Consent to texts is not a condition of requesting a free review or purchasing services.

If you give us your email address, we may email you about your inquiry, your review, your agreement, and related service communications. You can ask us to stop non-essential email at any time.

Data security and retention

We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including measures intended to protect uploaded financial documents. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

We keep information only as long as needed for the purposes above, for the life of a client engagement and related follow-up, or as required by law, tax, or dispute-record obligations. When retention is no longer required, we delete or de-identify information in the ordinary course of business.

Your choices and rights

• Texts: reply STOP to opt out; HELP for help
• Calls and email: tell us you no longer want to be contacted that way and we will honor it
• Access or deletion: email us to request a copy of your personal information or ask us to delete it. We will honor deletion requests subject to legal record-keeping requirements and information we must keep to complete work already underway or to defend legal claims

Children's privacy

Our services are for businesses and government agencies. They are not directed to children under 13, and we do not knowingly collect their information.

Changes to this policy

We may update this Privacy Policy. The "Last updated" date at the top shows when it last changed. Continued use of the website or services after a change means you accept the updated policy.

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