Privacy Policy

1. Information We Collect

We collect several types of information from and about users of our Services, including:

1.1 Information You Provide to Us

Contact and Account Information

When you use our Services, we may collect:

• Name: First and last name
• Email address: For account creation, communications, and support
• Company name: Your business or organization name
• Phone number: If you provide it for support or consulting services
• Job title/role: To understand your use case
• Password: Encrypted and stored securely for account access
• Payment information: Credit card details (processed by Stripe; we do not store full card numbers)

User Content

When you use RookBase or our Services, you may upload or submit:

• Documents: Files, PDFs, images, text documents you upload to our platform
• Text content: Information you type into our Services
• Search queries: Questions and searches you perform within our applications
• Communications: Messages you send through contact forms or support channels

Professional Services Information

If you engage us for custom development or consulting services, we may collect:

• Business requirements and specifications
• Project-related documents and communications
• Feedback and testimonials (with your permission)

1.2 Information We Collect Automatically

Usage Data

When you access our Services, we automatically collect:

• Device information: Type of device, operating system, browser type and version
• Log data: IP address, access times, pages viewed, time spent on pages
• Interaction data: Features used, buttons clicked, navigation patterns
• Performance data: Error logs, crash reports, load times
• Referral source: How you found our website (search engine, link, direct visit)

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Services. Types of cookies we use:

• Essential cookies: Required for the Services to function (e.g., authentication, security)
• Analytics cookies: Help us understand how visitors use our website (Google Analytics)
• Preference cookies: Remember your settings and preferences

You can control cookies through your browser settings. However, disabling certain cookies may limit your ability to use some features of our Services.

1.3 Information from Third Parties

We may receive information about you from third-party services you connect to our platform, such as:

• Payment processors: Transaction confirmation from Stripe
• Authentication services: If you use single sign-on (SSO) or social login
• Analytics providers: Aggregated usage statistics from Google Analytics

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Provide and Maintain Services

• Create and manage your account
• Process your transactions and send transaction notifications
• Provide customer support and respond to your inquiries
• Deliver the features and functionality of our Services
• Store and retrieve your documents and content
• Process your search queries and generate AI-powered responses

2.2 Improve and Develop Services

• Understand how users interact with our Services
• Identify and fix technical issues
• Develop new features and functionality
• Train and improve our AI models (using aggregated, anonymized data only)
• Conduct research and analysis to enhance user experience

2.3 Communications

• Send you service-related announcements and updates
• Respond to your comments, questions, and requests
• Send administrative information (account changes, policy updates)
• Send marketing communications (only with your consent; you can opt out anytime)
• Request feedback or participation in surveys

2.4 Security and Compliance

• Monitor and prevent fraud, abuse, and security threats
• Enforce our Terms of Service and other policies
• Comply with legal obligations and requests from law enforcement
• Protect our rights, property, and safety, and those of our users

2.5 Analytics and Performance

• Measure and analyze usage patterns and trends
• Track website traffic and user engagement
• Optimize our Services for better performance
• Generate aggregated, anonymized statistics for business purposes

3. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, we process your personal data based on the following legal grounds:

You have the right to withdraw your consent at any time where we rely on consent as the legal basis for processing.

4. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

We may share your information in the following limited circumstances:

4.1 Service Providers

We share information with trusted third-party service providers who perform services on our behalf, such as:

• Cloud hosting: Google Cloud Platform, Supabase, Azure (for data storage and infrastructure)
• Payment processing: Stripe (for handling payments and subscriptions)
• Email services: Google Workspace (for business communications)
• Analytics: Google Analytics (for website traffic analysis; anonymized data)
• Customer support: Tools we use to provide support services
• AI services: Azure OpenAI (for AI-powered features in RookBase)

These service providers are contractually obligated to protect your data and use it only for the purposes we specify.

4.2 Business Transfers

If FowlSystems is involved in a merger, acquisition, asset sale, or bankruptcy, your information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, subpoenas, law enforcement requests), including to:

• Comply with legal obligations
• Protect and defend our rights or property
• Prevent or investigate possible wrongdoing in connection with the Services
• Protect the personal safety of users or the public

4.4 With Your Consent

We may share your information with third parties when we have your explicit consent to do so.

4.5 Aggregated or Anonymized Data

We may share aggregated or anonymized information that cannot reasonably be used to identify you, such as:

• Industry trend reports
• Usage statistics
• General demographic information

5. Data Security

We implement commercially reasonable technical and organizational security measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption: Data is encrypted in transit (using TLS/SSL) and at rest
• Access controls: Strict access controls limit who can access your data
• Authentication: Secure authentication mechanisms protect your account
• Regular backups: Data is backed up regularly to prevent loss
• Security monitoring: We monitor for suspicious activity and security threats
• Vendor security: We select service providers with strong security practices

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security. You are responsible for maintaining the confidentiality of your account credentials.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

6.1 Active Accounts

While your account is active, we retain your account information and User Content to provide the Services.

6.2 Closed Accounts

After you close your account or request deletion:

• We typically delete or anonymize your personal information within 90 days
• Some data may be retained for longer periods if required for legal, accounting, or operational purposes
• Backup copies may persist for up to 90 additional days before being permanently deleted

6.3 Legal and Operational Requirements

We may retain certain information for longer periods when required to:

• Comply with legal obligations (e.g., tax records, financial reporting)
• Resolve disputes and enforce our agreements
• Prevent fraud and abuse
• Maintain business records

6.4 Marketing Communications

If you opt out of marketing emails, we retain your email address on a suppression list to honor your opt-out request.

7. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

7.1 General Rights (All Users)

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Data portability: Request a copy of your data in a structured, machine-readable format
• Opt-out: Unsubscribe from marketing communications

7.2 GDPR Rights (EEA, UK, Switzerland)

If you are located in the European Economic Area, United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR):

• Right to object: Object to processing based on legitimate interests
• Right to restriction: Request restriction of processing in certain circumstances
• Right to withdraw consent: Withdraw consent at any time (where processing is based on consent)
• Right to lodge a complaint: File a complaint with your local data protection authority

Data Protection Authority: If you are located in the EEA, UK, or Switzerland and believe we have not adequately addressed your concerns, you have the right to lodge a complaint with your local data protection supervisory authority.

7.3 CCPA Rights (California Residents)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):

• Right to know: Request information about the personal information we collect, use, and disclose
• Right to delete: Request deletion of your personal information
• Right to opt-out: Opt out of the "sale" of personal information (note: we do not sell personal information)
• Right to non-discrimination: We will not discriminate against you for exercising your CCPA rights

7.4 How to Exercise Your Rights

To exercise any of these rights, please contact us at:

• Email: [email protected]
• Or through your account settings (for certain requests)

We will respond to your request within 30 days (or as otherwise required by applicable law). We may need to verify your identity before processing your request.

8. International Data Transfers

FowlSystems is based in the United States. If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States and other countries where our service providers operate.

These countries may have data protection laws that are different from the laws of your country. However, we take steps to ensure that your information receives an adequate level of protection wherever it is processed.

8.1 GDPR Safeguards

For transfers of personal data from the EEA, UK, or Switzerland to the United States, we rely on:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions by the European Commission (where applicable)
• Other lawful transfer mechanisms as appropriate

For more information about our data transfer mechanisms, please contact us at [email protected].

9. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at [email protected], and we will delete such information from our systems.

10. Third-Party Links and Services

Our Services may contain links to third-party websites, applications, or services that are not owned or controlled by FowlSystems. This Privacy Policy applies only to our Services.

We are not responsible for the privacy practices of third-party websites or services. We encourage you to read the privacy policies of any third-party sites you visit or services you use.

10.1 Third-Party Service Providers

We use the following categories of third-party service providers:

• Google Analytics: Website analytics (Google Privacy Policy)
• Stripe: Payment processing (Stripe Privacy Policy)
• Google Cloud Platform: Cloud hosting (Google Cloud Privacy Notice)
• Azure: AI services (Microsoft Privacy Statement)
• Supabase: Database and authentication (Supabase Privacy Policy)

11. Cookie Policy

11.1 What Are Cookies

Cookies are small text files placed on your device by websites you visit. They are widely used to make websites work more efficiently and provide information to website owners.

11.2 Types of Cookies We Use

Essential Cookies

These cookies are necessary for the Services to function and cannot be disabled:

• Authentication and security cookies
• Session management cookies
• Load balancing cookies

Analytics Cookies

These cookies help us understand how visitors interact with our website:

• Google Analytics cookies (_ga, _gid, _gat)
• Track pages visited, time spent, and navigation patterns
• All data is anonymized

Preference Cookies

These cookies remember your settings and preferences:

• Language preferences
• Display settings
• Feature preferences

11.3 Managing Cookies

You can control and manage cookies through your browser settings:

• Chrome: Settings > Privacy and security > Cookies
• Firefox: Preferences > Privacy & Security > Cookies
• Safari: Preferences > Privacy > Cookies
• Edge: Settings > Privacy > Cookies

Please note that disabling cookies may limit your ability to use certain features of our Services.

11.4 Do Not Track

Some browsers include a "Do Not Track" (DNT) feature that signals to websites that you do not want your online activity tracked. Because there is no common understanding of how to interpret DNT signals, we do not currently respond to DNT browser signals.

12. 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. When we make changes, we will:

• Update the "Last Updated" date at the top of this Privacy Policy
• Post the updated Privacy Policy on our website
• Notify you via email if the changes are material
• Provide notice through our Services if appropriate

Your continued use of the Services after any changes to this Privacy Policy constitutes your acceptance of the updated Privacy Policy. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

If you do not agree to the updated Privacy Policy, you must stop using the Services and may close your account.

13. California "Shine the Light" Law

California Civil Code Section 1798.83 permits California residents to request certain information about our disclosure of personal information to third parties for direct marketing purposes. We do not share personal information with third parties for their direct marketing purposes.

14. Nevada Privacy Rights

Nevada residents have the right to opt out of the sale of their personal information. We do not sell personal information as defined by Nevada law. If you are a Nevada resident and have questions, please contact us at [email protected].

16. Definitions

For purposes of this Privacy Policy:

• "Personal Information" or "Personal Data" means information that identifies, relates to, describes, or could reasonably be linked with a particular individual or household.
• "Services" means our website (fowlsystems.com), software applications (including RookBase), and all related services we provide.
• "User Content" means documents, data, and other content you upload, submit, or transmit through our Services.
• "We," "us," "our" refers to FowlSystems LLC.
• "You," "your" refers to the individual or entity using our Services.