Privacy Policy

Stratnetic is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our corporate website (stratnetic.com) or use our SaaS platform (stratnetic.ai).

1. Information We Collect

1.1 Information You Provide

We collect information you voluntarily provide when you:

• Create an Account: Name, email address, organization name, and payment information
• Use Our Services: Documents you upload, search queries, and service configurations
• Contact Us: Contact form submissions, email communications, and support requests
• Request Beta Access: Name, email, organization details, and use case descriptions

1.2 Automatically Collected Information

When you access our services, we automatically collect:

• Device Information: IP address, browser type, device type, operating system
• Usage Data: Pages visited, features used, time spent, and interaction patterns
• Technical Data: Error logs, performance metrics, and diagnostic information

1.3 Payment Information

Payment processing is handled securely by Stripe, our payment processor. We do not store your complete credit card information on our servers. Stripe maintains PCI DSS Level 1 certification, the highest level of security in the payment industry.

2. How We Use Your Information

We use collected information for the following purposes:

2.1 Service Delivery

• Process your documents through our AI-powered tools
• Generate grant recommendations, document analyses, and compliance reports
• Manage your account and subscription
• Process payments and maintain billing records

2.2 Service Improvement

• Analyze usage patterns to improve our services
• Identify and fix technical issues
• Develop new features and capabilities
• Conduct research and development

2.3 Communication

• Send service-related notifications and updates
• Respond to your inquiries and support requests
• Send important account and security information
• Provide product updates and new feature announcements (with your consent)

2.4 Legal and Security

• Comply with legal obligations and regulatory requirements
• Protect against fraud, abuse, and security threats
• Enforce our Terms of Service and other agreements
• Respond to legal requests and prevent harm

3. Information Sharing and Disclosure

We do not sell your personal information. We share information only in the following circumstances:

3.1 Service Providers

We work with trusted third-party service providers who assist us in operating our services:

• OpenAI: AI processing for document analysis and grant matching (documents are processed and not retained)
• Stripe: Payment processing and subscription management
• Hosting Providers: Cloud infrastructure and data storage
• Email Services: Transactional and notification emails

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

3.2 Legal Requirements

We may disclose information when required to:

• Comply with applicable laws, regulations, or legal processes
• Respond to lawful requests from public authorities
• Enforce our agreements and policies
• Protect our rights, property, or safety, or that of others

3.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and/or prominent notice on our website of any change in ownership or use of your personal information.

3.4 With Your Consent

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

4. Data Security

We implement comprehensive security measures to protect your information:

4.1 Technical Safeguards

• Encryption: All data transmissions use TLS/SSL encryption
• Access Controls: Role-based access controls and authentication mechanisms
• Secure Infrastructure: Industry-standard cloud hosting with security monitoring
• Regular Updates: Timely security patches and software updates

4.2 Organizational Safeguards

• Limited employee access to personal information on a need-to-know basis
• Confidentiality agreements with all personnel who handle personal data
• Regular security training and awareness programs
• Incident response procedures for security breaches

4.3 Document Processing Security

Documents uploaded to our AI processing tools are:

• Encrypted during transmission and processing
• Processed in isolated environments
• Automatically deleted after results are generated
• Never used for training AI models without explicit consent

5. Data Retention

5.1 Account Information

We retain your account information for as long as your account is active or as needed to provide services. If you close your account, we will delete or anonymize your information within 90 days, except where retention is required for legal or regulatory purposes.

5.2 Uploaded Documents

Zero Retention Policy: Documents uploaded for processing are automatically deleted immediately after results are generated, unless you explicitly choose to save them in your account. Saved documents are retained until you delete them or close your account.

5.3 Transaction Records

Billing and payment records are retained for 7 years to comply with financial regulations and tax requirements.

5.4 Usage Data

Aggregated, anonymized usage data may be retained indefinitely for analytical and improvement purposes.

6. Your Privacy Rights

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

6.1 Access and Portability

• Request a copy of your personal information
• Receive your data in a structured, commonly used format
• Transfer your data to another service provider

6.2 Correction and Update

• Correct inaccurate or incomplete information
• Update your account details at any time

6.3 Deletion

• Request deletion of your personal information
• Close your account and remove associated data
• Note: Some information may be retained for legal or regulatory compliance

6.4 Objection and Restriction

• Object to processing of your information for certain purposes
• Request restriction of processing in specific circumstances
• Opt-out of marketing communications at any time

6.5 Exercising Your Rights

To exercise any of these rights, please contact us at privacy@stratnetic.com. We will respond to your request within 30 days. You may be required to verify your identity before we process your request.

6.6 California Residents (CCPA)

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

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information held by businesses and their service providers
• Right to opt-out of sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your CCPA rights

6.7 European Residents (GDPR)

If you are in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR):

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restriction of processing
• Right to data portability
• Right to object to processing
• Right to lodge a complaint with a supervisory authority

7. Cookies and Tracking Technologies

7.1 What We Use

We use cookies and similar tracking technologies to:

• Essential Cookies: Required for basic site functionality and security
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Understand how visitors use our services
• Performance Cookies: Monitor and improve service performance

7.2 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may limit your ability to use some features of our services.

7.3 Do Not Track

Our services do not currently respond to "Do Not Track" signals from browsers. You can manage tracking preferences through your browser settings and opt-out mechanisms provided by third-party services.

8. Third-Party Services

8.1 OpenAI

We use OpenAI's API for AI-powered document processing and analysis. Documents sent to OpenAI are:

• Processed through their API with enterprise-grade security
• Not used by OpenAI to train their models (per our API agreement)
• Not retained by OpenAI after processing
• Subject to OpenAI's data processing agreements and privacy commitments

8.2 Stripe

Payment processing is handled by Stripe. When you make a payment:

• Stripe collects and processes your payment information
• We receive only limited information necessary for transaction records
• Stripe maintains PCI DSS Level 1 compliance
• Stripe's privacy policy governs their handling of your payment data

8.3 Links to Third-Party Websites

Our services may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review their privacy policies.

9. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child without parental consent, we will take steps to delete that information promptly.

If you believe we have collected information from a child, please contact us immediately at privacy@stratnetic.com.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from your jurisdiction.

10.1 Safeguards

When we transfer information internationally, we implement appropriate safeguards:

• Standard Contractual Clauses approved by relevant authorities
• Data Processing Agreements with all service providers
• Compliance with applicable data transfer regulations
• Technical and organizational security measures

10.2 EU-U.S. Data Transfers

For data transfers from the European Economic Area to the United States, we rely on appropriate transfer mechanisms such as Standard Contractual Clauses and ensure our service providers maintain adequate data protection standards.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated policy on our website with a new "Last Updated" date
• Sending an email notification to your registered email address
• Displaying a prominent notice on our services

Your continued use of our services after we publish changes to this Privacy Policy constitutes your acceptance of the updated policy.

12. Contact Us

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

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This Privacy Policy is effective as of November 7, 2025. It applies to all users of Stratnetic's corporate website and SaaS platform services.