Updated 9/29/2026

This Privacy Policy explains how On-Hold Media Group (“On-Hold Media Group”, “we”, “us”, or “our”) collects, uses, shares, and protects information in connection with our websites, onholdwizard.com and onholdmediagroup.com, our customer and employee portals, and the on-hold messaging, music, and VoIP production services we provide (together, the “Services”). By using the Services, you agree to the practices described in this policy.

Information We Collect

Information you give us

• Contact and inquiry forms – your name, company name, email address, department, subject, and message.
• Newsletter sign-up – your first name, company name, and email address.
• Production agreements – company name, contact name, mailing address, phone number, email address, and the package and options you select.
• Phone system survey – company and contact details, plus your telephone system manufacturer, model, and related technical specifications.
• ROI calculator – your name, company, email address, phone number, and the business figures you enter.
• Referrals – your contact details and the name, company, phone number, and email address of the person you refer. Please only refer people who are happy for us to contact them.
• Portal accounts – your login credentials, script and message requests, custom script submissions, attachments you upload, and your music and location preferences.
• Correspondence – any information you include when you email, call, or submit a support ticket.

Information collected automatically

• Log and device data – IP address, browser type, referring and exit pages, and the date and time of your visit. We also use IP addresses to limit repeated login and password-reset attempts.
• Download activity – when you open a production download link we send you, we record that the link was opened so we can confirm delivery.
• Cookies and similar technologies – described in the Cookies section below.

We do not collect payment card numbers through this website.

How We Use Information

• To write, record, produce, and deliver your on-hold audio productions and VoIP files.
• To create and manage your portal account, including sign-in and password resets.
• To respond to inquiries, provide customer and technical support, and prepare quotes and agreements.
• To send service notices, production-ready notifications, and, where you have opted in, our newsletter and marketing emails.
• To protect the Services against spam, fraud, and automated abuse.
• To understand how the Services are used and improve them.
• To comply with legal obligations and enforce our agreements.

How We Share Information

We do not sell, rent, or trade your personal information. We share it only with service providers that help us run the Services, under obligations to protect it and use it only on our behalf:

• Hosting, databases, and storage – Heroku (application hosting and database), Amazon Web Services (file storage and delivery), MongoDB (form and referral records), and Redis (caching and background tasks).
• Email delivery – SendGrid, which sends our transactional emails such as password resets and production notifications.
• Email marketing – Constant Contact, which manages our newsletter mailing lists.
• Security – Google reCAPTCHA, which protects our forms and login pages from bots.
• Analytics – Google Analytics, which provides aggregated website usage statistics.
• AI writing assistance – Anthropic (Claude). Our staff may use this AI service to help draft on-hold scripts, which can involve sending your company name, business details, and script requests. It is used under commercial terms that do not allow the provider to train its models on this data, and every script is reviewed by our team.
• Media – some pages embed videos hosted by YouTube or Vimeo, which may collect information under their own policies when you play them.

We may also disclose information when required by law or legal process, to protect the rights, safety, or property of On-Hold Media Group, our customers, or others, or in connection with a merger, acquisition, or sale of assets.

Cookies and Similar Technologies

We use a small number of cookies and browser storage items:

You can block or delete cookies in your browser settings, though parts of the portal will not work without the session and security cookies. Google’s use of data from reCAPTCHA and Analytics is described in the Google Privacy Policy, and you can opt out of Google Analytics with the Google Analytics opt-out add-on. See also our Cookie Policy.

Email Choices

You can unsubscribe from our newsletter and marketing emails at any time using the link in any message, or by contacting us. Customers will still receive service emails, such as production notifications and password resets, while their account is active.

Security and Confidentiality

We protect your information with HTTPS encryption in transit, hashed passwords, secure cookies, automated bot and brute-force protections, and access restricted to staff who need it to serve you. Your proprietary script copy and account records are treated as confidential. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Data Retention

We keep customer account, script, and production records for as long as you are a customer and afterwards as needed to restore past productions, resolve disputes, and meet legal and accounting requirements. Inquiry and prospect information is kept while it is useful for responding to you, or until you ask us to delete it.

Your Rights

You may ask us to access, correct, or delete the personal information we hold about you, or to stop sending you marketing emails. Depending on where you live, including under U.S. state privacy laws such as those of Texas and California, you may have additional rights, such as obtaining a copy of your data or appealing a decision we make about your request. To make a request, contact us using the details below. We will verify your identity before acting and will not discriminate against you for exercising your rights.

Children’s Privacy

Our Services are intended for businesses and are not directed to children. In line with the Children’s Online Privacy Protection Act (COPPA), we do not knowingly collect personal information from children under 13. If you believe a child has provided us information, please contact us and we will promptly delete it.

Links to Other Websites

Our websites may link to third-party sites and services. We are not responsible for their content or privacy practices, and this policy does not apply to them. Please review their privacy policies before providing any information.

Changes to This Policy

We may update this policy from time to time. When we do, we will change the “Updated” date above, and for significant changes we may also notify customers by email or through the portal.

Contacting Us

If you have questions about this Privacy Policy or wish to make a privacy request, contact us at [email protected], call 866-758-1300, or write to On-Hold Media Group, 5345 Towne Square Dr, Suite #290, Plano, TX 75024.