1. Who we are and what this policy covers
Vander Media, LLC doing business as Firm Pillar ("Firm Pillar," "we," "us," or "our") operates firmpillar.com and the Firm Pillar CRM service for accounting firms. This policy describes information handled through our website and, when used, our accounts, purchases, support and platform services. Online signup and checkout are not currently available on this website.
For information about our own prospects, account holders and business operations, we determine how and why information is used. When a firm stores information about its contacts or clients in its account ("Customer Data"), that firm generally determines the purposes of processing. We ordinarily process Customer Data as a service provider under the firm's instructions, with providers such as HighLevel supporting that processing.
If you interact with an accounting firm through a website, form, calendar or message it operates using Firm Pillar, that firm's privacy notice also applies. Direct requests about its records to that firm. A separate data processing agreement may govern our work for the firm where required.
2. Information the service handles
- Account and contact details: names, business email addresses, phone numbers, firm names, account identifiers and information supplied during signup or setup.
- Orders and billing: plan selections, invoices, transaction details and payment status. Payment providers process payment credentials through the checkout or billing tools used for a purchase.
- Customer Data: imported contacts, form responses, website content, pipeline records, appointment details, emails and messages. Call recordings, transcripts and AI inputs or outputs may be processed when those features are enabled.
- Support information: questions, correspondence and account information supplied or accessed to resolve a support or setup request.
- Technical information: IP addresses, device and browser information, timestamps, activity logs and identifiers used for login, security and service functionality.
We receive information directly from you, through your use of the service, from people who interact with your firm's tools, and from integrations or imports you authorize. Provide only the information needed for the task and ensure you have permission to provide information about other people.
3. How we use information
We use account and operational information to provide access, configure services, process payments, answer questions, send service notices, troubleshoot issues, prevent misuse and meet legal obligations. We may use it to understand and improve how our own services perform.
We process Customer Data to deliver the functions a firm uses and carry out its instructions, including hosting pages, importing contacts, sending authorized communications, managing appointments and supporting workflows. Access for technical setup or support may be necessary even when a firm controls its own day-to-day account use.
We send Firm Pillar marketing communications where permitted and respect the choices described below. Customer Data supplied by a firm is not a general marketing list for Firm Pillar.
4. Providers and other disclosures
We disclose information to providers that help deliver the service, including Netlify for website hosting, Google Analytics for website measurement, HYROS for marketing attribution, Microsoft Clarity for session analytics, and HighLevel for the underlying CRM platform. Payment, communications, support and security providers may also process information when you use those services. Information disclosed depends on the function being used. Personnel and providers should receive access appropriate to their work.
When you authorize an integration, the connected service may receive information needed for that connection. Its own privacy terms may apply. HighLevel describes its separate processing roles in its Privacy Policy and Data Processing Agreement.
We may also disclose information at your direction; to comply with a valid legal request; to investigate fraud or protect rights and safety; or as part of a business sale, merger or financing, subject to applicable protections.
We do not sell Customer Data or disclose it for another company's independent marketing. We do not sell or share SMS opt-in records or consent for third-party marketing. Providers may process those records to deliver messages, honor preferences or meet legal requirements.
6. Email, text messages and your choices
Use the unsubscribe link in a Firm Pillar marketing email or contact us to stop marketing emails. Service messages about your account, billing or security may still be necessary.
If you opt in to text messages from Firm Pillar, the signup notice describes the program and expected frequency. Message and data rates may apply. Reply STOP to opt out or HELP for help, or contact us by email. Marketing consent is not a condition of purchasing our services.
SMS program: if you check the optional box on our onboarding intake survey, Vander Media, LLC d/b/a Firm Pillar sends you non-marketing text messages about your account onboarding, including setup call confirmations and reminders and customer support. Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for help, or email hello@socialclubstudios.com. Carriers are not liable for delayed or undelivered messages. We do not share mobile information or SMS opt-in data with third parties or affiliates for their marketing or promotional purposes.
If a message comes from an accounting firm using our platform, follow that firm's unsubscribe instructions or contact the firm. Each firm is responsible for its recipients, permissions and communication practices.
7. Retention and deletion
We retain account and operational information for as long as reasonably needed to provide the service, maintain appropriate business records, resolve disputes and meet legal obligations. The relevant purpose, sensitivity, account status and legal requirements affect that period.
Customer Data is retained and deleted according to the firm's instructions, the service arrangement and applicable law. When an account closes, some records may need to remain for legal or security reasons, and removal from protected backups may follow the provider's backup cycle. Contact us before closing an account if you need to arrange an export or deletion request.
8. Privacy requests and rights
Depending on your location, the information involved and the laws that apply, you may have rights to request access, correction, deletion or a portable copy; restrict or object to processing; withdraw consent; or opt out of certain uses. Withdrawing consent does not make earlier lawful processing unlawful.
Send a request to hello@socialclubstudios.com. We may need to verify your identity and authority. An authorized agent may make a request where permitted. We will respond within applicable legal deadlines and will not discriminate against you for exercising a protected privacy right.
If we deny a request, you may ask us to review it by replying and stating that you are appealing. Where applicable, you may also complain to your privacy regulator. Requests concerning a firm's Customer Data should go to that firm; we will assist it as required by our agreement and law.
9. Security and sensitive information
We use safeguards designed to protect information against unauthorized access, loss and misuse. No internet service can guarantee complete security. Protect your account credentials, use available multifactor authentication and give users only the access they need.
Firm Pillar is designed for marketing and sales workflows. Confirm the appropriate configuration, agreements and safeguards before placing tax returns, government identifiers, financial credentials, health information or other regulated records in the service. Contact us about a suspected security issue at hello@socialclubstudios.com.
10. International processing
We are based in the United States. Information may be processed in the United States and other countries where our providers operate. Their laws may differ from the laws where you live.
Where applicable law requires safeguards for a transfer or a particular processing agreement, those arrangements must be in place. Contact us for information about the arrangements relevant to your firm's intended use. A provider's certification does not mean Firm Pillar has the same certification.
11. Children
Firm Pillar is intended for businesses, and account holders must be at least 18. Our website and services are not directed to children. We do not knowingly collect information from children under 16 for our own business purposes. Contact us if you believe a child has provided information so we can address it. Firms using the service remain responsible for the information they submit and the restrictions that apply to it.
12. Updates and contact details
We will update this policy when our practices change and show the revised date. We will provide additional notice or obtain consent when the law requires it. We will not treat a policy update as permission for a use of previously collected information that requires separate consent.
Vander Media, LLC d/b/a Firm Pillar
9111 Broadway, STE E
Merrillville, IN 46410
Email: hello@socialclubstudios.com
See our Terms & Conditions for the rules governing platform access and services.