Privacy Policy & Data Rights

1. Scope & Commitment to Data Privacy

DOTCHATER LLC ("Company", "We", "Us", or "Our") is committed to maintaining the trust and confidence of our website visitors, software application users, B2B corporate clients, and marketplace partners. This Privacy Policy outlines the types of personal data we collect, why we collect it, how we process and store it securely, and your explicit statutory rights regarding your personal information.

This policy applies to all websites hosted under the dotchater.com domain, custom software platforms developed and maintained by DOTCHATER LLC, and any partner integrations or cloud API endpoints operated by our engineering team.

2. Categories of Information We Collect

We process personal data in accordance with the principles of data minimization and purpose limitation. Data collected falls under three primary categories:

• Information Provided Voluntarily: When submitting scoping requests, booking technical consultation calls, filing support tickets, or entering into software service contracts, we collect personal identifiers such as your full name, work email address, phone number, job title, company name, billing details, and project specifications.
• Technical & System Telemetry: When interacting with our websites or cloud API services, server logs automatically capture standard connection metadata, including internet protocol (IP) address, user-agent browser type, operating system identifiers, referral URLs, requested endpoints, and timestamps.
• Client Application Data (B2B Processing): For software applications engineered on behalf of B2B corporate clients, DOTCHATER LLC acts strictly as a Data Processor under executed Data Processing Agreements (DPA), handling end-user data solely according to explicit client instructions.

3. Lawful Basis & Purposes for Data Processing

Under regulations such as the General Data Protection Regulation (GDPR Article 6), we process personal information only where a valid legal basis exists:

• Performance of a Contract: To fulfill software engineering deliverables, execute SOW milestones, process invoice payments, and deliver technical support SLA services.
• Legitimate Interests: To secure our web application infrastructure, prevent fraud or malicious security breaches, audit system performance, and communicate essential service notifications.
• Compliance with Legal Obligations: To maintain corporate tax records, fulfill lawful court orders, or comply with financial reporting standards.
• Consent: Where explicit opt-in consent has been provided by you for direct business communications or technical inquiries.

4. Data Storage, Isolation & International Transfers

DOTCHATER LLC utilizes enterprise cloud hosting environments (e.g. AWS and GCP) hosted in secure tier-3 data centers located in the United States and European Union. All stored database assets and user data are encrypted at rest using AES-256 encryption.

Where personal data is transferred across international borders outside the European Economic Area (EEA), DOTCHATER LLC ensures appropriate safeguards are in place, including standard contractual clauses (SCCs) approved by the European Commission or equivalent cross-border data transfer mechanisms.

5. Strict No-Sale Policy & Subprocessor Disclosures

DOTCHATER LLC DOES NOT SELL, RENT, LEASE, OR TRADE PERSONAL DATA TO THIRD PARTIES OR DATA BROKERS UNDER ANY CIRCUMSTANCES.

We share personal data strictly with trusted third-party infrastructure subprocessors necessary to deliver our services (e.g., cloud hosting providers, payment gateways, and error monitoring tools). All subprocessors are vetted for security compliance and operate under strict data processing addendums requiring equal or greater privacy protection standards.

6. Your Statutory Rights (GDPR / CCPA / CPRA)

Depending on your location, you hold specific statutory rights regarding your personal information:

• Right to Access & Portability: Request a structured, machine-readable copy of your personal data held by us.
• Right to Rectification: Request correction of inaccurate or incomplete personal information.
• Right to Erasure ("Right to be Forgotten"): Request deletion of your personal data, subject to legal retention obligations.
• Right to Restrict or Object to Processing: Limit or object to how your personal information is processed.
• Non-Discrimination: We will never discriminate against any user for exercising their privacy rights.

7. Data Retention & Erasure Schedule

Personal data is retained only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements. Upon expiration of the retention period, data is securely deleted or anonymized in accordance with NIST data sanitization guidelines.

8. Cookies & Web Telemetry Policy

Our website utilizes essential functional cookies required for site navigation, security token verification, and form state preservation. We do not use intrusive cross-site tracking or third-party behavioral advertising cookies.

9. Contact Our Data Protection Officer (DPO)

To submit a Data Subject Access Request (DSAR) or contact our privacy governance team, please reach out to:

privacy@dotchater.com
Attn: Data Protection Officer — DOTCHATER LLC
New Mexico, USA