Privacy Policy

Effective Date: January 15, 2024
Last Updated: January 15, 2024

At TopoloOne, we take your privacy seriously. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our services.

1. Information We Collect

1.1 Information You Provide

Account Information: When you create an account, we collect:

• Name and email address
• Company information (for business accounts)
• Billing and payment information
• Profile information and preferences

Communications: We collect information when you:

• Contact our support team
• Participate in surveys or feedback
• Subscribe to our newsletter
• Engage with our community forums

1.2 Information We Collect Automatically

Usage Data: We automatically collect:

• Log data (IP address, browser type, pages visited)
• Device information (operating system, device type)
• Usage patterns and feature interactions
• Performance and analytics data

Cookies and Tracking: We use cookies and similar technologies to:

• Maintain your session and preferences
• Analyze usage patterns and improve our service
• Provide personalized content and features
• Enable third-party integrations

1.3 Information from Third Parties

Integrated Applications: When you use third-party applications through our service:

• We may receive basic profile information
• Usage data for analytics and billing purposes
• Authentication tokens (securely encrypted)

Business Partners: We may receive information from:

• Payment processors for billing verification
• Analytics providers for service improvement
• Security providers for fraud prevention

2. How We Use Your Information

2.1 Primary Uses

We use your information to:

• Provide and maintain our service
• Process payments and manage billing
• Authenticate and secure your account
• Provide customer support and assistance
• Improve and develop new features

2.2 Communication Uses

We may use your information to:

• Send transactional emails (billing, security alerts)
• Provide product updates and announcements
• Send marketing communications (with your consent)
• Respond to your inquiries and support requests

2.3 Analytics and Improvement

We analyze usage data to:

• Understand how our service is used
• Identify and fix technical issues
• Develop new features and improvements
• Optimize performance and reliability

3. Information Sharing and Disclosure

3.1 We Do Not Sell Your Data

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

3.2 When We Share Information

We may share your information in the following circumstances:

Service Providers: We work with trusted third-party providers who help us operate our service:

• Cloud hosting and infrastructure providers
• Payment processing services
• Customer support platforms
• Analytics and monitoring tools

Legal Requirements: We may disclose information when required by law or to:

• Comply with legal processes and government requests
• Protect our rights and prevent fraud
• Ensure safety and security of our users
• Enforce our Terms of Service

Business Transfers: In the event of a merger, acquisition, or sale, your information may be transferred as part of the business assets.

3.3 Third-Party Applications

When you use integrated applications through our service:

• Your data may be shared with those applications
• Each application has its own privacy policy
• We are not responsible for third-party privacy practices
• You can control which applications have access to your data

4. Data Security and Protection

4.1 Security Measures

We implement industry-standard security measures:

• Encryption: All data is encrypted in transit and at rest using AES-256
• Access Controls: Strict access controls and authentication requirements
• Monitoring: Continuous monitoring for security threats and vulnerabilities
• Audits: Regular security audits and penetration testing

4.2 Data Centers and Infrastructure

• Data is stored in secure, certified data centers
• Redundant systems and backup procedures
• Geographic distribution for reliability
• SOC 2 Type II and ISO 27001 compliance

4.3 Employee Access

• Employees have access only to data necessary for their role
• All access is logged and monitored
• Regular security training and background checks
• Strict confidentiality agreements

5. Your Rights and Choices

5.1 Access and Control

You have the right to:

• Access your personal information
• Update or correct your data
• Delete your account and data
• Export your data in a portable format
• Control third-party application access

5.2 Communication Preferences

You can control communications by:

• Updating your email preferences
• Unsubscribing from marketing emails
• Adjusting notification settings
• Contacting our support team

5.3 Cookie Management

You can manage cookies through:

• Your browser settings
• Our cookie preference center
• Third-party opt-out tools
• Disabling tracking technologies

6. Data Retention

6.1 Retention Periods

We retain your information for as long as:

• Your account is active
• Necessary to provide our services
• Required by law or regulation
• Needed for legitimate business purposes

6.2 Data Deletion

When you delete your account:

• Personal data is deleted within 30 days
• Some information may be retained for legal compliance
• Backup systems may retain data for up to 90 days
• Aggregated, anonymized data may be retained indefinitely

7. International Data Transfers

7.1 Global Operations

As a global service, we may transfer your data internationally:

• Data is processed in secure facilities worldwide
• We use appropriate safeguards for international transfers
• EU data is processed with adequate protection measures
• We comply with applicable data protection laws

7.2 Privacy Shield and GDPR

We are committed to:

• GDPR compliance for EU users
• Adequate protection for all international transfers
• Transparent privacy practices and user rights
• Regular privacy impact assessments

8. Children's Privacy

Our service is not intended for children under 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will delete it promptly.

9. Changes to This Privacy Policy

9.1 Updates and Notifications

We may update this Privacy Policy to reflect:

• Changes in our practices or services
• Legal or regulatory requirements
• Improvements in privacy protection

9.2 Notice of Changes

We will notify you of material changes by:

• Email notification to your registered address
• Prominent notice on our website
• In-app notifications for significant changes
• 30 days advance notice for material changes

10. Regional Privacy Rights

10.1 California Privacy Rights (CCPA)

California residents have additional rights including:

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of sale (we don't sell data)
• Right to non-discrimination for exercising rights

10.2 European Privacy Rights (GDPR)

EU residents have rights including:

• Right of access and portability
• Right to rectification and erasure
• Right to restrict processing
• Right to object to processing
• Right to lodge complaints with supervisory authorities

11. Contact Us

11.1 Privacy Questions

If you have questions about this Privacy Policy or our privacy practices:

Email: privacy@one.topolo.io
Mail: TopoloOne Privacy Team, [Address]
Phone: [Phone Number]

11.2 Data Protection Officer

For GDPR-related inquiries, contact our Data Protection Officer:

Email: dpo@one.topolo.io

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