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Privacy Policy

Effective Date: September 1, 2025
Last Updated: September 24, 2025
Company: CODEGUARD HOST LLC
Jurisdiction: Dallas, Texas, United States
Contact: support@codeguardhost.com

1. Introduction & Scope

1.1 Purpose

CODEGUARD HOST LLC (“we,” “our,” “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our websites, platforms, applications, and services (collectively, “Services”).

1.2 Acceptance

By accessing or using our Services, you consent to the practices described in this Privacy Policy. If you do not agree with our policies and practices, do not use our Services.

1.3 Changes to Policy

We may update this Privacy Policy periodically. Material changes will be notified via email or prominent website notice 30 days before implementation. Continued use after changes constitutes acceptance.

2. Comprehensive Data Collection

2.1 Information You Provide Directly

2.1.1 Account Information

  • Full name, email address, phone number

  • Business name and contact details

  • Billing address and shipping information

  • Username and password credentials

2.1.2 Payment Information

  • Credit card details (processed securely by third-party processors)

  • PayPal account information

  • Billing history and transaction records

  • Tax identification numbers (for business accounts)

2.1.3 Communication Data

  • Support tickets and email correspondence

  • Chat transcripts and phone call records

  • Feedback, surveys, and review submissions

  • Service customization preferences

2.2 Automatically Collected Information

2.2.1 Technical Data

  • IP address, device type, and unique device identifiers

  • Browser type, version, and language settings

  • Operating system and platform information

  • Network information and internet service provider details

2.2.2 Usage Data

  • Pages visited, time spent, and navigation paths

  • Clickstream data and mouse movements

  • Search queries and site interaction patterns

  • Error logs and performance metrics

2.2.3 Location Data

  • Generalized location based on IP address

  • Time zone and regional settings

  • Language preferences

2.3 Service-Specific Data Collection

2.3.1 Web Hosting Services

  • Domain registration information

  • Server access logs and error reports

  • Bandwidth usage statistics

  • Database configurations and content

  • SSL certificate details

2.3.2 Telephony & Voice Services

  • Call metadata (time, duration, caller/recipient numbers)

  • Call recordings (only when explicitly enabled by client)

  • Speech-to-text transcriptions (when configured)

  • IVR interaction patterns and menu selections

  • Call quality metrics and connection data

2.3.3 Automation & RPA Services

  • Workflow configurations and process maps

  • System integration credentials (encrypted)

  • Execution logs and performance metrics

  • Error reports and debugging information

  • Custom script configurations

2.3.4 SEO & Marketing Services

  • Website analytics data

  • Search engine ranking information

  • Competitor analysis data

  • Keyword research and performance metrics

  • Social media integration data

3. Detailed Use of Information

3.1 Service Provision & Operation

  • Create and manage user accounts

  • Process payments and subscription renewals

  • Provide customer support and technical assistance

  • Deliver service notifications and updates

  • Customize services based on user preferences

3.2 Business Operations

  • Invoice generation and billing management

  • Contract enforcement and compliance monitoring

  • Service improvement and feature development

  • Market research and customer analysis

  • Fraud detection and prevention

3.3 Communication Purposes

  • Respond to inquiries and support requests

  • Send service-related announcements

  • Provide marketing communications (with opt-out option)

  • Conduct customer satisfaction surveys

  • Deliver important policy updates

3.4 Legal & Compliance

  • Tax reporting and accounting requirements

  • Regulatory compliance and legal obligations

  • Dispute resolution and claim management

  • Enforcement of terms and conditions

4. Data Sharing & Disclosure

4.1 Service Providers & Vendors

We share information with trusted third-party providers for specific business functions:

4.1.1 Payment Processors

  • Stripe, PayPal, WooPayments: Payment processing and fraud prevention

  • Data shared: Transaction amounts, customer information, device data

4.1.2 Infrastructure Providers

  • DigitalOcean, AWS: Cloud hosting and storage services

  • Data shared: Website content, user data, application data

4.1.3 Communication Tools

  • Email service providers: Transactional and marketing emails

  • Data shared: Contact information, communication content

4.1.4 Analytics & Monitoring

  • Google Analytics, Hotjar: Usage analysis and improvement

  • Data shared: Anonymized usage data, behavioral metrics

4.2 Legal Requirements

We may disclose information when required by:

  • Court orders, subpoenas, or legal processes

  • Government agencies and regulatory bodies

  • Law enforcement requests with proper jurisdiction

  • Legal proceedings where disclosure is necessary

4.3 Business Transfers

In the event of merger, acquisition, or asset sale:

  • Customer information may be transferred as a business asset

  • Notice will be provided before data becomes subject to different privacy policy

  • Opt-out options will be provided where legally required

4.4 Protection & Safety

We may share information to:

  • Protect our rights, property, or safety

  • Prevent fraud, abuse, or illegal activities

  • Investigate potential violations of our terms

  • Ensure security of our services and users

5. International Data Transfers

5.1 Data Location

Our primary data centers are located in the United States. By using our Services, you acknowledge and consent to the transfer, processing, and storage of your information in the United States.

5.2 Cross-Border Compliance

For international users:

  • We adhere to standard contractual clauses where applicable

  • Data transfers comply with applicable privacy laws

  • Additional safeguards implemented for sensitive data

  • Rights under GDPR, CCPA, and other regulations acknowledged

5.3 Jurisdictional Limitations

While we respect international privacy standards:

  • Dispute resolution governed by Texas law

  • Primary jurisdiction: Dallas County, Texas courts

  • Regional rights may be limited by jurisdictional constraints

6. Data Retention Policy

6.1 Retention Periods

6.1.1 Active Accounts

  • Personal data: Retained while account is active

  • Payment information: 7 years for tax compliance

  • Service data: Duration of service subscription

6.1.2 Inactive Accounts

  • Data retained for 90 days after account closure

  • Backup data: 180 days before automated deletion

  • Legal holds: Extended retention when required

6.1.3 Specific Data Types

  • Financial records: 7 years minimum

  • Legal documents: 10 years or as required by law

  • Support communications: 3 years from resolution

  • Server logs: 12 months for security monitoring

6.2 Data Deletion Process

  • Automated deletion after retention periods expire

  • Manual deletion requests processed within 30 days

  • Backup data purged according to schedule

  • Confirmation provided upon completion

7. Security Measures

7.1 Technical Safeguards

7.1.1 Encryption

  • SSL/TLS encryption for all data transmissions

  • AES-256 encryption for stored sensitive data

  • Encrypted database connections

  • Secure key management practices

7.1.2 Access Controls

  • Role-based access permissions

  • Multi-factor authentication enforcement

  • Regular access review and audits

  • Principle of least privilege implementation

7.1.3 Network Security

  • Firewall protection and intrusion detection

  • DDoS mitigation and prevention

  • Regular vulnerability scanning

  • Security patch management

7.2 Administrative Safeguards

  • Employee privacy and security training

  • Confidentiality agreements for all staff

  • Regular security awareness programs

  • Incident response team and procedures

7.3 Physical Safeguards

  • Secure data center facilities

  • 24/7 monitoring and access controls

  • Environmental controls and redundancy

  • Regular physical security audits

8. Your Rights & Choices

8.1 Access & Correction

  • Right to access personal information we hold

  • Ability to correct inaccurate or incomplete data

  • Data export in machine-readable format

  • No fee for reasonable access requests

8.2 Deletion & Restriction

  • Right to request deletion of personal data

  • Ability to restrict processing in certain circumstances

  • Objection to processing for direct marketing

  • Withdrawal of consent (where processing is consent-based)

8.3 Communication Preferences

  • Opt-out of marketing communications

  • Control over promotional messages

  • Notification preferences management

  • Unsubscribe links in all marketing emails

8.4 Automated Decision Making

  • Right to human intervention in automated processes

  • Ability to express concerns about automated decisions

  • Explanation of logic involved in automated processing

9. Specific Service Provisions

9.1 Telephony Services

9.1.1 Call Recording

  • Recordings only made with explicit consent

  • Clear notification provided when recording active

  • Access restricted to authorized personnel

  • Retention according to service agreement

9.1.2 Speech Data

  • STT/TTS data processed for service delivery

  • Transcripts stored only when specifically requested

  • Voice data anonymized where possible

  • Compliance with telecommunication regulations

9.2 Hosting Services

9.2.1 Client Data

  • We act as data processor for client content

  • Clients maintain ownership of their data

  • Access only for maintenance and security purposes

  • Confidentiality maintained for all client data

9.2.2 Backup Data

  • Regular automated backups performed

  • Encryption of all backup data

  • Limited access to backup systems

  • Defined retention and destruction policies

9.3 Automation Services

9.3.1 Process Data

  • Workflow execution data collected for monitoring

  • Error logging for service improvement

  • Performance metrics for optimization

  • Client data processed according to instructions

9.3.2 Integration Data

  • Third-party credentials encrypted at rest

  • API call logging for troubleshooting

  • Data mapping and transformation logs

  • Compliance with integrated system requirements

10. Payment Dispute Policy

10.1 Chargeback Handling

  • Immediate account suspension upon chargeback initiation

  • Data preservation for dispute resolution

  • Cooperation with payment processors in investigations

  • Legal action for fraudulent chargebacks

10.2 Data Retention for Disputes

  • Payment data retained for 7 years for dispute resolution

  • Communication records preserved during disputes

  • Service usage logs maintained as evidence

  • Legal hold procedures for active disputes

10.3 Fraud Prevention

  • Advanced fraud detection systems

  • Transaction monitoring and analysis

  • Suspicious activity reporting

  • Cooperation with law enforcement

11. Children’s Privacy

11.1 Age Restrictions

  • Services not directed to children under 18

  • No knowing collection of data from minors

  • Age verification during account creation

  • Parental consent required for minor users

11.2 Verification Process

  • Age verification during registration

  • Parental consent documentation requirements

  • Monitoring for potential minor usage

  • Immediate deletion upon discovery of minor data

12. Cookies & Tracking Technologies

12.1 Types of Cookies Used

12.1.1 Essential Cookies

  • Session management and authentication

  • Shopping cart functionality

  • Security and fraud prevention

  • No opt-out available for essential functions

12.1.2 Performance Cookies

  • Website analytics and usage statistics

  • Performance monitoring and improvement

  • Error tracking and resolution

12.1.3 Functional Cookies

  • Preference storage and personalization

  • Language and location settings

  • Enhanced user experience features

12.2 Cookie Management

  • Browser controls for cookie management

  • Opt-out mechanisms for analytics cookies

  • Clear information about cookie purposes

  • Regular review and updating of cookie policy

13. Contact Information & Procedures

13.1 Privacy Inquiries

For privacy-related questions, requests, or concerns:

  • Email: support@codeguardhost.com

  • Response Time: Within 72 business hours

  • Verification: Identity confirmation required for data requests

  • Escalation: Designated privacy officer for complex issues

13.2 Complaint Procedure

  • Formal complaint submission process

  • Investigation and response within 30 days

  • Escalation to regulatory authorities if unresolved

  • Documentation of all privacy complaints

13.3 Regulatory Compliance

  • Designated privacy contact for regulatory inquiries

  • Cooperation with lawful investigations

  • Transparency in privacy practices

  • Regular compliance reviews and updates

14. Legal Framework & Jurisdiction

14.1 Governing Law

This Privacy Policy is governed by the laws of the State of Texas, without regard to conflict of law principles.

14.2 Dispute Resolution

  • Primary jurisdiction: Dallas County, Texas

  • Arbitration for privacy-related disputes

  • Class action waiver provisions

  • Legal fee allocation according to Texas law

14.3 International Considerations

While we acknowledge international privacy standards:

  • Texas law governs all legal proceedings

  • Dallas County courts have exclusive jurisdiction

  • Regional rights subject to jurisdictional limitations

  • Additional protections provided where practicable

Acknowledgement: By using our Services, you acknowledge that you have read and understood this comprehensive Privacy Policy and consent to the collection, use, and sharing of your information as described herein.

CODEGUARD HOST LLC
Dallas, Texas
support@codeguardhost.com
Effective: September 1, 2025