Privacy Policy

1. Information We Collect

We collect information you provide directly to us, information we obtain automatically when you use our services, and information from third-party sources as described below.

1.1 Personal Information You Provide

• Account Information: Name, email address, phone number, company name, job title, and password when you create an account
• Profile Information: Additional details you choose to provide in your user profile, including profile pictures and preferences
• Device Information: Details about devices you choose to track, including serial numbers, model information, purchase dates, and warranty details
• Purchase Documentation: Receipts, invoices, warranty certificates, and other purchase-related documents you upload
• Communication Data: Information you provide when contacting our support team, participating in surveys, or engaging with our customer service
• Payment Information: Billing address and payment method details (processed securely through third-party payment processors)

1.2 Automatically Collected Information

• Usage Analytics: Information about how you interact with our platform, including pages visited, features used, time spent, and click patterns
• Device and Browser Data: IP address, browser type and version, operating system, device identifiers, and screen resolution
• Location Information: General geographic location based on IP address (not precise location tracking)
• Log Data: Server logs including access times, pages viewed, and system activity for security and performance monitoring
• Cookies and Tracking Technologies: Information collected through cookies, web beacons, and similar technologies as detailed in our Cookie Policy

1.3 Third-Party Information

• Vendor Data: Device lifecycle information, security advisories, and firmware updates from device manufacturers and vendors
• Integration Data: Information from third-party services you choose to connect with our platform
• Public Sources: Publicly available information about devices, warranties, and support lifecycles

2. How We Use Your Information

We use the collected information for legitimate business purposes, including:

2.1 Service Provision

• Providing and maintaining our device lifecycle management platform
• Processing your account registration and managing your user profile
• Tracking device warranties, support lifecycles, and end-of-life notifications
• Sending automated alerts and reminders about device status changes
• Generating reports and analytics about your device inventory

2.2 Communication and Support

• Responding to your inquiries and providing customer support
• Sending service-related notifications and updates
• Providing technical assistance and troubleshooting
• Communicating about new features, updates, and service changes

2.3 Platform Improvement

• Analyzing usage patterns to improve our services and user experience
• Developing new features and functionality based on user needs
• Conducting research and analytics to enhance platform performance
• Testing and optimizing our systems for better reliability and security

2.4 Legal and Security

• Complying with legal obligations and regulatory requirements
• Protecting our rights, property, and the safety of our users
• Preventing fraud, abuse, and unauthorized access to our services
• Enforcing our Terms of Service and other agreements

3. Information Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties except as described in this policy.

3.1 Service Providers and Partners

We may share information with trusted third-party service providers who assist us in operating our platform, conducting business, or serving users, including:

• Cloud hosting and infrastructure providers
• Payment processing companies
• Customer support and communication tools
• Analytics and monitoring services
• Security and fraud prevention services

3.2 Legal Requirements and Protection

We may disclose information when required by law or when we believe disclosure is necessary to:

• Comply with legal processes, court orders, or government requests
• Protect our rights, property, or safety, or that of our users or others
• Investigate potential violations of our Terms of Service
• Prevent or address fraud, security, or technical issues

3.3 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, user information may be transferred as part of the transaction, subject to appropriate confidentiality protections.

3.4 Consent-Based Sharing

We may share information with your explicit consent or at your direction, such as when you choose to integrate third-party services with our platform.

4. Data Security and Protection

We implement comprehensive technical, administrative, and physical security measures to protect your personal information:

4.1 Technical Safeguards

• End-to-end encryption for data transmission using industry-standard TLS protocols
• Advanced encryption for data at rest using AES-256 encryption standards
• Multi-factor authentication options for enhanced account security
• Regular security assessments, penetration testing, and vulnerability scanning
• Secure coding practices and regular security updates

4.2 Administrative Controls

• Strict access controls limiting employee access to personal information
• Regular security training for all staff members
• Background checks for employees with access to sensitive data
• Incident response procedures for potential security breaches

4.3 Physical Security

• Secure data centers with 24/7 monitoring and access controls
• Environmental controls and redundant systems for data protection
• Regular audits of physical security measures

5. Data Retention and Deletion

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy:

5.1 Retention Periods

• Account Data: Retained while your account is active and for up to 3 years after account closure
• Device Information: Retained as long as you maintain devices in our system
• Usage Analytics: Aggregated and anonymized data may be retained indefinitely for service improvement
• Communication Records: Customer support interactions retained for 5 years for quality assurance
• Legal Requirements: Some data may be retained longer to comply with legal obligations

5.2 Data Deletion

When you delete your account or request data deletion, we will:

• Delete or anonymize your personal information within 30 days
• Remove your data from active systems and backups
• Retain only what is legally required or necessary for legitimate business purposes
• Provide confirmation of data deletion upon request

6. Your Rights and Choices

You have several rights regarding your personal information, subject to applicable laws:

6.1 Access and Portability

• Request access to your personal information and how it's being used
• Obtain a copy of your data in a structured, machine-readable format
• Export your device information and related data

6.2 Correction and Updates

• Update your account information and profile details
• Correct inaccurate or incomplete personal information
• Modify your communication preferences and notification settings

6.3 Deletion and Restriction

• Request deletion of your personal information
• Restrict certain processing activities
• Object to specific uses of your information

6.4 Communication Preferences

• Opt out of marketing communications while maintaining service notifications
• Choose your preferred communication channels and frequency
• Manage cookie preferences through our Cookie Policy settings

7. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place:

• Standard Contractual Clauses approved by relevant data protection authorities
• Adequacy decisions recognizing equivalent privacy protections
• Certification schemes ensuring appropriate data protection standards
• Regular assessments of international transfer mechanisms

8. Children's Privacy

Our services are not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete such information promptly.

9. Third-Party Links and Services

Our platform may contain links to third-party websites or integrate with external services. This Privacy Policy does not apply to third-party sites or services. We encourage you to review the privacy policies of any third-party services you access through our platform.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will:

• Notify you of material changes via email or prominent notice on our platform
• Update the "Last updated" date at the top of this policy
• Provide a summary of significant changes when applicable
• Obtain your consent for material changes that affect your rights

11. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

12. Regulatory Compliance

We comply with applicable privacy laws and regulations, including:

• General Data Protection Regulation (GDPR) for EU residents
• California Consumer Privacy Act (CCPA) for California residents
• Personal Information Protection and Electronic Documents Act (PIPEDA) for Canadian residents
• Other applicable regional and national privacy laws

If you are a resident of the EU, California, or other regions with specific privacy rights, additional protections may apply to you under local laws.