Privacy Policy

At OtterMatic LLC (**"OtterMatic," "we," "us," or "our"**), your privacy is important. This Privacy Policy explains what personal information we collect from visitors to our website (ottermatic.org) and related services (including contact forms, scheduling tools, and our AI chatbot), how we use and protect that information, and your rights regarding your data. We aim to keep this policy clear and concise without unnecessary legal jargon.

**Note:** OtterMatic is a U.S.-based company primarily serving U.S. clients. We do not actively market to or target residents of California or the European Union. However, if you access our site from California, the EU, or other regions with privacy laws, you consent to the processing and transfer of your information in accordance with this policy and applicable local laws. Individuals in those regions may have specific privacy rights, which we outline below.

1. Information We Collect

We only collect personal information necessary to operate our website and provide our services. This includes:

- **Contact Details and Form Inputs:** If you fill out a contact form or request information, we collect the details you provide such as your name, email address, phone number, company/organization, and the content of your message. Similarly, if you schedule a meeting through our site (e.g. via a Calendly widget), we collect the information you enter to schedule that appointment (typically your name, email, and any additional notes or responses).

- **Chatbot Interactions:** If you use our AI-powered chatbot, we collect the content of your conversation messages and any information you choose to share in the chat. This can include the questions you ask and the chatbot’s responses, as well as attachments or other inputs you provide to the chatbot. The chatbot may also capture basic technical data (like your device type, browser, and IP address) during your session. _Please avoid sharing sensitive personal details in the chat._

- **Analytics Data and Cookies:** Like most websites, we automatically collect some information about your visit for analytics and security. This includes your IP address, browser type, device information, pages visited, and how you interact with our site. We use Google Analytics cookies to gather standard internet log information and visitor behavior data. These cookies help us understand overall website traffic and usage patterns (e.g. which pages are visited, for how long) so we can improve our content. The information collected via analytics cookies is aggregated and does not directly identify you. (See **Cookies and Tracking** below for more details.)

We do **not** collect any sensitive categories of data (such as social security numbers, financial information, or health data) via our website.

2. How We Use Your Information

We use the personal information collected for the following purposes:

- **Providing and Improving Services:** We use your information to respond to your inquiries or requests (for example, contacting you back if you filled out a form or scheduled a call) and to provide the functionality of our AI chatbot. The content you provide in the chatbot is used to generate relevant responses and maintain the conversation context. We may review chatbot conversation logs to improve our AI and answer quality, refine our services, and troubleshoot any issues.

- **Lead Management and Communication:** Contact details from forms or scheduling tools are used to follow up with you about our consulting services, schedule meetings, and manage our client leads. For example, if you expressed interest in our automation/AI integration services, we may use your contact information to send you information or set up a consultation, but only in line with your request or expectations.

- **Analytics and User Experience:** We analyze usage data (e.g. site traffic, page visits, and chatbot usage patterns) to understand how visitors use our site and to make improvements. This helps us optimize website navigation, fix technical performance issues, and ensure our content is helpful and accessible.

- **Service Delivery and Functionality:** Data collected is also used to ensure our site and chatbot function properly. For instance, technical information (like browser and device type) helps us adapt the site’s display and maintain security. Chatbot data is used to enable the chatbot’s memory and context (via our RAG – Retrieval Augmented Generation – system) so that it can provide coherent and helpful answers during your session.

- **Legal Compliance and Protection:** In rare cases, we may need to use or preserve certain information to comply with legal obligations, resolve disputes, enforce our terms of service, or protect our rights or the rights of others. For example, we may retain communication records if necessary to demonstrate consent or to meet record-keeping requirements.

We will not use your personal data for any purpose that is incompatible with the above without requesting your consent.

3. How We Store and Protect Your Data

Your data is stored using trusted cloud-based tools under OtterMatic’s control. Specifically:

- **Airtable:** Contact form submissions and lead information may be stored in our Airtable databases. Airtable is a secure cloud spreadsheet/database platform that allows us to organize inquiries and client leads. Access to this data is restricted to OtterMatic personnel who need it to follow up with you.

- **Supabase:** Chatbot conversation logs and related data are stored in a Supabase database. Supabase is a secure cloud-hosted database (with a built-in vector store for our AI memory) that we use to log and retrieve past conversation context. This helps the chatbot “remember” context within a session and allows us to review interactions to improve the service.

- **Other Cloud Services:** We use other cloud-based service providers to operate our website and communications (for example, our website hosting provider, and email service for incoming messages). All such providers are selected for their strong security practices and are under contract with OtterMatic. They are not permitted to use your data for their own purposes.

We take reasonable measures to protect your personal information. These measures include access controls (only authorized staff can access the data stored in the above systems), encryption where applicable, and monitoring for security threats. Our third-party service providers also employ security safeguards to protect data on their systems. Despite these measures, no method of transmission or storage is 100% secure, so we cannot guarantee absolute security of data; however, we strive to use industry best practices to protect your information.

All data is primarily stored and processed in the United States. If you are visiting from outside the U.S., be aware that your information will be transferred to and stored on servers located in the U.S. (See **International Users** below.)

4. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required or permitted by law. In general:

- **Chatbot Conversation Logs:** We store chatbot conversations (the messages you and the bot exchange) for up to 12 months. This retention allows us to refer to recent conversations for context (if you return) and to improve our AI’s performance by learning from past interactions. After 12 months, chat logs are deleted or anonymized and archived for internal analysis. Anonymizing means removing or altering any personal identifiers so the data can no longer be linked to an individual.

- **Contact and Scheduling Information:** If you contact us or schedule a meeting, we retain the information you provided for as long as needed to respond to your request and pursue our business relationship. For example, if you become a client, we will keep your contact information as part of our business records. If you do not become a client, we may periodically review and delete personal data from inquiries that are no longer needed. You may also request deletion of your information at any time (see **Your Rights** below), and we will honor such requests in accordance with applicable law.

- **Analytics Data:** Google Analytics data is retained by Google according to their standard retention settings. Currently, analytics data is kept for a period (e.g., 14 months) after which it may be automatically deleted or aggregated. We do not personally identify users in our analytics, and we mainly review aggregate trends over time. Any web server logs capturing IP addresses or device info are typically retained for a short duration (a few weeks) for security monitoring, except if needed longer to investigate security incidents.

When data is no longer needed for the purposes outlined, we either delete it securely or anonymize it so it can no longer be associated with you.

5. Data Sharing and Disclosure

We do not sell your personal information to third parties. We also do not share your data with third parties for their own marketing or advertising purposes. We only share or disclose personal information in the following limited ways:

- **Service Providers (Processors):** We share data with third-party companies that help us run our website and services – but only to the extent necessary for them to perform their work on our behalf. These providers are bound by contracts to protect your information and use it only for our specified purposes. Key service providers include:

- **Supabase (Supabase, Inc.):** Hosts our database for chatbot conversations and website data. Supabase may store and process conversation logs and related data to enable our chatbot functionality, under our instructions.

- **OpenAI (ChatGPT API):** We use OpenAI’s GPT API to power our AI chatbot. When you interact with the chatbot, the content of your messages is sent to OpenAI’s servers in real time to generate the AI’s responses. OpenAI processes this data only to provide the response and subject to their own privacy and security terms. (According to OpenAI, API inputs are retained for a limited time for abuse monitoring, then deleted, unless you have a specific enterprise agreement.)

- **Airtable (Airtable, Inc.):** Stores contact form submissions and lead information for our internal use. Airtable acts as a cloud database where we organize the information you submit. Airtable does not access or use this data except as needed to host it for us.

- **Calendly (Calendly, LLC):** If you schedule an appointment through our embedded Calendly scheduler, your scheduling information (like name, email, selected time) is collected by Calendly on our behalf. Calendly provides us with those details to manage the meeting. Calendly may send you confirmations or reminders as part of the scheduling process. Your data is handled according to Calendly’s privacy practices when you use that tool, but we will treat the information we receive from Calendly in line with this policy.

- **Google Analytics (Google LLC):** Provides web analytics services. Google Analytics may receive certain information about your device and browsing via cookies (as described above). This information is aggregated for statistical analysis of our site’s performance. We have configured Google Analytics to anonymize IP addresses where feasible. We do not send any personally identifying information to Google Analytics, and we do not allow Google to use or share our analytics data for its own purposes.

- **Email/Hosting Providers:** We may use standard email services (with appropriate security) to receive and respond to messages you send us (for example, if you email us directly or via a form). Similarly, our website hosting provider will process technical data (like IP addresses in logs) to deliver the site to you. These providers only use data as needed to perform email or hosting on our behalf.

- **Business Transfers:** If OtterMatic undergoes a business transaction such as a merger, acquisition, or asset sale, your information may be transferred to the successor entity as part of that process. In such cases, we will ensure the new owner is bound to respect the commitments we’ve made in this Privacy Policy.

- **Legal Requirements:** We may disclose personal information if required to do so by law or lawful subpoena, or if we believe in good faith that such action is necessary to (i) comply with a legal obligation or regulatory requirement, (ii) protect and defend our rights or property, (iii) prevent fraud or abuse of our services or investigate violations of our policies, or (iv) protect the safety of our users or the public.

Outside of the circumstances above, OtterMatic will not share your personal data with third parties. Notably, we never sell, rent, or trade your information for marketing purposes.

6. Cookies and Tracking

**What Are Cookies?** Cookies are small text files stored on your device when you visit a website. We use cookies and similar tracking technologies only for the purposes of analytics and essential site functionality. We do not use cookies for advertising or profiling purposes.

The types of cookies or trackers we may use include:

- **Essential Cookies:** These are necessary for the basic operation of our website and chatbot. For example, if our chatbot or scheduling tool uses a session cookie to remember context as you navigate between pages or to maintain your chat session, that would be considered essential. (These cookies are generally temporary and may be cleared when you close your browser.)

- **Analytics Cookies:** These cookies (set by Google Analytics or similar tools) collect information about how visitors use our site – for instance, which pages are visited and any error messages. The data collected is used in aggregate form to help us improve website performance and user experience. We have configured our analytics to respect “Do Not Track” signals to the extent possible and not to collect more data than necessary.

**Cookie Control:** When you first visit our site, you may see a notice about cookies. By continuing to use the site, you agree to our use of cookies as described in this policy. If required by law (for example, for EU users), we will obtain your consent before setting non-essential cookies (you might be presented with a cookie banner or settings). In any case, you have the ability to control cookies through your browser settings. Most web browsers allow you to refuse new cookies, delete existing cookies, or be notified when a cookie is set. You can also opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on. Please note that if you disable cookies, some features of our site (like the chatbot session continuity or scheduling tool) may not function properly.

We do not use any third-party advertising networks or social media trackers on our site. The only tracking in place is for our own analytics and functional requirements.

7. Your Rights and Choices

We respect your rights over your personal data. Depending on your jurisdiction and applicable law, you may have some or all of the following rights regarding the personal information we hold about you:

- **Right to Access:** You can request confirmation of whether we are processing your personal information, and if so, request a copy of that information (along with supplemental details like the purposes of processing and categories of data).

- **Right to Rectification:** If any of your information is inaccurate or incomplete, you have the right to request that we correct or update it.

- **Right to Deletion:** You can request that we delete your personal information. If you want us to erase data we have about you, please contact us. We will honor such requests to the extent required by law (for example, we may need to keep certain records for legal or administrative purposes, but we’ll inform you if so).

- **Right to Object or Restrict Processing:** You have the right to object to certain processing of your data or ask us to limit how we use it. For instance, you can request to opt-out of any direct communications from us (we will always honor requests to unsubscribe from emails). If you are an EU resident, you can object to processing based on our legitimate interests or for marketing purposes.

- **Right to Data Portability:** If applicable, you can request a copy of your information in a common machine-readable format, so you can reuse it or transfer it to another provider.

- **Right to Withdraw Consent:** If we are processing your information based on your consent, you have the right to withdraw that consent at any time. For example, if you consented to analytics cookies, you can change your preference to disable them.

- **Right to Non-Discrimination:** If you exercise any of your rights under applicable law (such as CCPA in California), we will not discriminate against you for doing so. OtterMatic does not deny services or provide different quality of service to individuals who exercise their privacy rights.

These rights may be subject to certain exceptions or limitations under local laws. For example, under CCPA (California Consumer Privacy Act), California residents can request a notice detailing the categories of personal information we have collected and the categories of third parties with whom we shared it in the past 12 months, as well as request deletion of their data. Under GDPR (General Data Protection Regulation), EU individuals have the rights listed above and can also lodge a complaint with their local data protection authority if they have concerns about how we handle their data.

**Exercising Your Rights:** To make any request regarding your personal data, please contact us using the information in the **Contact Us** section below. We may need to verify your identity (for example, by confirming control of your email address) before fulfilling certain requests, to ensure we protect your data from unauthorized access. We will respond to legitimate requests within the timeframe required by law (typically within 30 days). There is no fee for making a request, though if a request is excessive or unfounded, we may charge a reasonable fee or decline to comply as permitted by law.

8. Children’s Privacy

Our website and services are **not intended for children under 13**. We do not knowingly collect personal information from anyone under the age of 13. If you are under 13, please do not use the contact forms, chatbot, or provide any personal data on our site.

In the event that we learn we have collected personal information from a child under 13, we will promptly take steps to delete such information from our systems. If you are a parent or guardian and believe your child may have provided us with personal information, please contact us so we can investigate and delete any such data.

9. International Users

As noted earlier, OtterMatic primarily operates in the United States and does not actively target users in other countries with specific marketing. If you are located outside the U.S. (for example, in the European Economic Area (EEA), United Kingdom, or Canada) and choose to use our website or services, please be aware that your information will be transferred to and stored on servers in the United States, where our website is hosted and our databases reside. This means your information will be subject to U.S. laws and may be accessible to U.S. authorities under lawful orders.

For users in the EEA/UK: In GDPR terms, any personal data you provide will be transferred to the U.S., which may not have the same level of data protection as your home country. By interacting with our site and providing your data, you consent to this international transfer. We will take reasonable steps to ensure your privacy rights are protected in line with this policy and common data privacy standards.

For users in Canada or other countries with privacy laws: By using our site or providing information, you consent to the collection, use, and disclosure of your information as described in this policy. We strive to uphold principles consistent with major privacy regulations even if they do not directly apply to us.

Regardless of your location, we want you to have control over your data. If you are in a region that grants you legal privacy rights (such as the GDPR, UK Data Protection Act, CCPA, etc.), we will honor your requests to exercise those rights as described in the **Your Rights and Choices** section. We believe in treating all users’ data with care and respect.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or for other operational reasons. When we make material changes, we will update the “Last Updated” date at the top of the policy and post the revised policy on this page. If the changes are significant, we may also notify you by additional means (such as by a notice on our homepage or via email, if appropriate).

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of the OtterMatic website after any changes to this policy constitutes your acceptance of the updated terms.

11. Contact Us

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

OtterMatic LLC (Attn: Privacy)

Email: privacy@ottermatic.org

Address: Virginia, USA (Exact address available upon request)

We will do our best to address your inquiry promptly and thoroughly. If you are contacting us to exercise a privacy right, please describe your request with enough detail for us to understand and respond. We may need to verify your identity for security purposes, as mentioned above.

Thank you for trusting OtterMatic. We are committed to protecting your privacy while providing valuable automation and AI consulting services. If you have any further questions about our privacy practices, feel free to reach out at any time.