Privacy Policy

1. Introduction

Welcome to NOVATICS, LLC ("NOVATICS," "we," "our," or "us"), a Louisiana limited liability company. We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our incident and facility management platform for libraries (the "Service").

Please read this Privacy Policy carefully. By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

2. Data Controller

NOVATICS, LLC is the data controller responsible for your personal data. If you have any questions about this Privacy Policy or our data practices, you may contact us at:

3. Information We Collect

We collect information in the following ways:

3.1 Information You Provide to Us

• Account Information: When you register, we collect your name, email address, organization name, phone number, and password.
• Billing Information: When you subscribe, we collect billing address and payment method details. Payment card information is processed directly by our payment processor (Square) and is not stored on our servers.
• Service Data: Information you input into the Service, including incident reports, facility data, patron information, staff records, and other operational data related to your library.
• Communications: When you contact us, we collect the information you provide in your correspondence.

3.2 Information Collected Automatically

• Device Information: IP address, browser type and version, operating system, device identifiers, and mobile network information.
• Usage Information: Pages visited, features used, time spent on pages, click patterns, and referring URLs.
• Log Data: Server logs that record requests made to our servers, including timestamps, request details, and response codes.

4. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your use of the Service. Cookies are small data files stored on your device.

Types of Cookies We Use

• Essential Cookies: Required for the Service to function properly, including authentication and security cookies.
• Functional Cookies: Remember your preferences and settings to enhance your experience.
• Analytics Cookies: Help us understand how visitors interact with the Service, allowing us to improve functionality and user experience.

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

Do Not Track

Some browsers offer a "Do Not Track" (DNT) feature. Currently, there is no uniform standard for how websites should respond to DNT signals. At this time, we do not respond to DNT signals. However, you may opt out of certain tracking as described above.

5. How We Use Your Information

We use the information we collect for the following purposes:

• Provide the Service: To create and manage your account, process transactions, and deliver the features and functionality of the Service.
• Process Payments: To process subscription payments and manage billing.
• Communicate with You: To send transactional emails, service announcements, security alerts, and respond to your inquiries.
• Improve the Service: To analyze usage patterns, diagnose technical issues, and enhance the Service's features and performance.
• Ensure Security: To detect, prevent, and address fraud, abuse, and security issues.
• Comply with Legal Obligations: To comply with applicable laws, regulations, and legal processes.
• Marketing: With your consent, to send promotional communications about new features, products, or services. You may opt out at any time.

Legal Bases for Processing (GDPR)

If you are located in the European Economic Area (EEA), our legal bases for processing your personal data include:

• Contract Performance: Processing necessary to fulfill our contractual obligations to you.
• Legitimate Interests: Processing necessary for our legitimate business interests, such as improving the Service and preventing fraud.
• Legal Compliance: Processing necessary to comply with legal obligations.
• Consent: Where you have given explicit consent to the processing.

6. How We Share Your Information

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

6.1 Service Providers

We share data with third-party vendors who perform services on our behalf:

• Square, Inc.: Payment processing and subscription management. Square's privacy policy governs their use of your payment information.
• Supabase: Database hosting and infrastructure services.
• Vercel: Website and application hosting.
• Email Service Providers: For sending transactional and marketing emails.

6.2 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., a court or government agency).

6.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have regarding your information.

6.4 With Your Consent

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

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.

• Account Data: Retained for the duration of your account and for thirty (30) days after account termination to allow for data export.
• Service Data: Retained for the duration of your subscription. Upon termination, data is retained for thirty (30) days before deletion.
• Billing Records: Retained for seven (7) years to comply with tax and accounting requirements.
• Log Data: Generally retained for up to twelve (12) months for security and analytical purposes.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using TLS/SSL;
• Encryption of sensitive data at rest;
• Regular security assessments and updates;
• Access controls limiting data access to authorized personnel;
• Secure authentication mechanisms.

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.

9. International Data Transfers

Our Service is hosted in the United States. If you access the Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located.

If you are located in the EEA, UK, or other regions with data protection laws, we will take appropriate safeguards to ensure that your personal data receives an adequate level of protection, including the use of Standard Contractual Clauses approved by the European Commission or other lawful transfer mechanisms.

10. Your Privacy Rights

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

• Right to Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Request deletion of your personal data under certain circumstances.
• Right to Restrict Processing: Request that we limit how we use your data.
• Right to Data Portability: Request a copy of your data in a structured, machine-readable format.
• Right to Object: Object to processing based on legitimate interests or for direct marketing.
• Right to Withdraw Consent: Where processing is based on consent, withdraw that consent at any time.

To exercise any of these rights, please contact us at legal@novatics.us. We will respond to your request within thirty (30) days.

11. California Privacy Rights (CCPA)

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

• Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you, the sources of that information, our business purposes for collecting it, and the categories of third parties with whom we share it.
• Right to Delete: You may request deletion of your personal information, subject to certain exceptions.
• Right to Opt-Out of Sale: We do not sell personal information. If this changes, we will provide a "Do Not Sell My Personal Information" link.
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

To exercise your California privacy rights, contact us at legal@novatics.us or submit a request through your account settings.

California "Shine the Light" Law: California residents may also request information regarding the disclosure of personal information to third parties for direct marketing purposes. We do not disclose personal information to third parties for their direct marketing purposes.

12. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly.

If you are a parent or guardian and believe that your child has provided us with personal information, please contact us at legal@novatics.us so that we can take appropriate action.

13. Marketing Communications

With your consent, we may send you promotional emails about new features, products, services, or events. You can opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in any marketing email;
• Updating your communication preferences in your account settings;
• Contacting us at legal@novatics.us.

Please note that even if you opt out of marketing communications, we will still send you transactional emails related to your account and the Service (e.g., billing confirmations, security alerts, and service updates).

14. Third-Party Links

The Service may contain links to third-party websites or services that are not operated by us. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party websites or services. We encourage you to review the privacy policies of any third-party websites you visit.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

• Update the "Last updated" date at the top of this page;
• Notify you by email or through a prominent notice on the Service prior to the changes becoming effective.

We encourage you to review this Privacy Policy periodically. Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Privacy Policy.

16. Contact Us

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