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Privacy Policy

Last Updated: November 26, 2024

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Cosmodot Inc. (“Cosmodot,” “we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains the types of personal data we collect, how we use and share that data, and your rights regarding your personal data.

This Privacy Policy applies to the use of Cosmodot’s products, services, platform, website, and other associated software and technologies (collectively, the “Services”).

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1. Personal Data We Collect


The personal data we collect depends on your interactions with us and how you use our Services. We may collect the following types of personal data:

  1. Contact Information:

    • Name, email address, phone number, job title, organization, and country of residence.

  2. Account Credentials:

    • Usernames, passwords, and other credentials required for accessing the Services.

  3. Demographic Information:

    • General demographic details such as your country of residence and language preferences.

  4. Device and Usage Data:

    • Technical details such as your IP address, browser type, operating system, and device identifiers.

    • Usage logs, including pages visited, features accessed, timestamps, and error reports.

    • This data helps us troubleshoot issues, optimize site performance, and improve user experience.

  5. Content You Provide:

    • Data uploaded or submitted through the Services, such as images, documents, feedback, and other user-generated content.

  6. Cookies and Similar Technologies:

    • Information collected through cookies and similar tracking technologies to enhance functionality and personalize your experience. For more information, please refer to our [Cookie Policy](insert link).

  7. Location Data:

    • Approximate location data derived from your device’s GPS or IP address to provide relevant content or optimize Services.

  8. Business Information:

    • Data related to your organization, including policies, workflows, or documentation shared as part of your use of the Services.

  9. Data from Third-Party Sources:

    • We may collect personal data from third-party sources such as marketing platforms, analytics providers, and publicly available databases. This data may include demographic details, preferences, and behavioral insights to better understand and serve our users.

Sensitive Personal Data
Cosmodot does not intentionally collect sensitive personal data (e.g., health, biometric, or financial data). If you provide such data, it is processed solely as necessary to fulfill the Services you request and subject to applicable data protection laws.

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2. How We Use Personal Data

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We process personal data for the following purposes:

  1. Provide and Improve Our Services

    • Operate, enhance, and deliver our Services, including software, platforms, and tools.

    • Troubleshoot technical issues, optimize performance, and ensure continuous service availability.

  2. Customer Support

    • Respond to support requests, inquiries, and complaints.

    • Diagnose and resolve technical issues, bugs, or errors.

    • Provide product updates and customer assistance.

  3. Marketing and Communications

    • Send promotional materials, newsletters, and updates about our products and services.

    • Notify users about events, webinars, and training sessions that may be relevant.

    • Personalize marketing content based on user preferences and interactions.

    • Users may opt out of promotional communications at any time by following the "unsubscribe" link in our emails or by contacting us directly.

  4. Compliance and Security

    • Fulfill legal and contractual obligations, including fraud prevention and ensuring system security.

    • Conduct audits and risk assessments to protect our users and systems from unauthorized access or misuse.

  5. Analytics and Personalization

    • Analyze user behavior, preferences, and usage patterns to improve our offerings.

    • Personalize content, recommendations, and user interfaces to enhance the user experience.

    • Use predictive analytics to anticipate user needs and tailor services accordingly.

  6. Transaction Processing

    • Process orders, payments, and billing-related activities.

    • Verify payment details and complete financial transactions.

    • Provide invoices, receipts, and other transaction-related documentation.

  7. Business Operations and Research

    • Perform internal business analysis and reporting to evaluate operational performance.

    • Conduct research and development to improve existing products and create new ones.

    • Aggregate and anonymize personal data for statistical analysis and business insights.

  8. Legal Obligations and Enforcement

    • Comply with applicable laws, regulations, and government requests.

    • Enforce our Terms of Service and other agreements.

    • Investigate and respond to legal claims or disputes.

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3. Sharing Personal Data

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We may share your personal data in the following circumstances:

  1. Affiliates

    • We may share your data with other entities within the Cosmodot Group to provide and enhance our Services, improve operational efficiency, and offer customer support.

  2. Service Providers

    • We engage third-party vendors to assist with various business operations, including:

      • Hosting and IT Services: For secure data storage, server management, and technical support.

      • Analytics: To analyze user behavior and improve our offerings.

      • Marketing and Advertising: For email campaigns, event promotion, and audience targeting.

      • Payment Processing: To facilitate secure transactions.

    • These vendors process your data only as instructed by Cosmodot and in compliance with this Privacy Policy.

  3. Legal and Regulatory Authorities

    • We may share personal data as required to:

      • Comply with applicable laws, regulations, or legal processes.

      • Respond to lawful requests from public or government authorities, including law enforcement.

      • Protect the rights, property, and safety of Cosmodot, our users, or others.

  4. Mergers, Acquisitions, or Asset Sales

    • In the event of a merger, acquisition, divestiture, or sale of some or all of our assets, your personal data may be transferred to the acquiring entity.

    • We will notify you if such a transfer occurs and inform you of any material changes to the handling of your data.

  5. With Your Consent

    • We may share your data in other circumstances where you provide explicit consent. For example:

      • When participating in co-branded events or initiatives with partners.

      • When agreeing to share feedback for publication or marketing purposes.

  6. Third-Party Cookies and Tracking Technologies

    • While we do not sell your personal data, certain cookies or tracking technologies may share anonymized or aggregated data with third parties for analytics, advertising, or performance evaluation purposes. See our [Cookie Policy](insert link) for more details.

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Additional Points to Consider:

  1. Data Safeguards

    • Third-party vendors and affiliates are contractually obligated to handle your data securely and in accordance with applicable privacy laws.

  2. Cross-Border Data Transfers

    • If personal data is transferred to countries outside your jurisdiction (e.g., the United States), such transfers are safeguarded by mechanisms like Standard Contractual Clauses (SCCs) or equivalent legal frameworks.

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4. Data Transfers and Storage

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  1. Global Data Processing

    • Cosmodot processes personal data in countries outside your country of residence to deliver and improve our Services. These locations may include the United States and other jurisdictions where Cosmodot or its trusted partners operate.

  2. Compliance with International Data Protection Standards

    • For users located in the European Economic Area (EEA), the United Kingdom, and Switzerland, we ensure that all personal data transferred outside these regions is protected by appropriate safeguards, including:

      • Standard Contractual Clauses (SCCs): Legally approved mechanisms to ensure adequate protection for your data.

      • Adequacy Decisions: Transfers to countries deemed by the European Commission to provide adequate protection.

      • Technical Safeguards: Measures like encryption and secure protocols to protect data during transfers.

  3. Data Storage Locations

    • Your personal data may be stored on servers in multiple locations worldwide to enhance service availability, ensure continuity, and provide operational efficiency. These storage practices comply with applicable legal requirements and industry standards.

  4. Third-Party Processing

    • We may engage third-party service providers (e.g., cloud storage, analytics, or payment processors) to process your data. These providers are contractually obligated to:

      • Adhere to strict data protection and security standards.

      • Comply with applicable data protection laws, including GDPR and similar frameworks.

  5. User Rights and Information Requests

    • You may request details about how we safeguard international data transfers or a copy of the applicable data transfer agreements by contacting us at privacy@cosmodot.com.

  6. Data Security During Transfers

    • We implement robust technical and organizational measures to ensure the security of your data during transfers, including:

      • End-to-end encryption during transmission.

      • Regular audits of our data transfer processes.

  7. Acknowledgment of Risks

    • While we take all reasonable steps to protect your personal data, you acknowledge that no data transfer over the internet is completely secure. By using our Services, you agree to these international data transfers.

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5. Retention of Personal Data

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We retain personal data only as long as necessary to:

  1. Fulfill the purposes for which it was collected, including providing and improving our Services.

  2. Comply with legal, regulatory, and contractual obligations.

  3. Address disputes, enforce agreements, and protect Cosmodot’s rights.

Retention Criteria
The specific retention periods for personal data depend on:

  1. Nature of the Data: Certain types of data (e.g., transaction records or communications) may require longer retention to fulfill business or legal purposes.

  2. Legal Requirements: We may retain data as required by law, including obligations under tax, accounting, and regulatory frameworks.

  3. Business Needs: Data may be retained to support operational purposes, analyze usage trends, and improve our Services.

  4. User Consent: Where retention is based on your consent, we will retain the data until you withdraw consent or request deletion.

Automatic Deletion and Anonymization

  1. Personal data no longer required for the purposes stated above will be securely deleted or anonymized to prevent identification.

  2. Anonymized data may be used for research, statistical analysis, or product improvement without further notice to you.

Your Rights Regarding Retention

  1. You may request the deletion of your personal data in accordance with applicable laws.

  2. To make a request, please contact us at privacy@cosmodot.com.

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6. Data Security

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We take data security seriously and implement robust technical and organizational measures to protect personal data from unauthorized access, disclosure, alteration, or destruction. These measures include, but are not limited to:

  1. Encryption:

    • Personal data is encrypted during transmission (e.g., via HTTPS) and at rest using industry-standard protocols.

  2. Access Controls:

    • Access to personal data is restricted to authorized personnel who need it for operational purposes.

    • Role-based permissions and two-factor authentication are used to ensure secure access.

  3. Monitoring and Audits:

    • Regular security audits and vulnerability assessments are conducted to identify and address potential threats.

    • Real-time monitoring of systems to detect and respond to anomalies or breaches.

  4. Secure Infrastructure:

    • Data is stored on servers protected by firewalls, intrusion detection systems, and physical security measures.

  5. Incident Response:

    • In the event of a security breach, we follow a defined incident response plan to:

      • Contain and remediate the breach.

      • Notify affected users and relevant authorities as required by applicable laws.

  6. Compliance with Standards:

    • Our security measures comply with applicable laws and frameworks, such as GDPR, CCPA, and ISO/IEC 27001, where relevant.

  7. User Responsibilities:

    • While we take every precaution to protect your data, users are encouraged to safeguard their account credentials and report any suspicious activity.

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7. Cookies and Tracking Technologies

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We use cookies and similar tracking technologies to enhance your experience on our website, analyze usage patterns, and deliver personalized content. Cookies are small text files stored on your device that help us recognize you and customize your interactions with our website.

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Types of Cookies We Use

  1. Required Cookies

    • Essential for the functionality and security of the site.

    • Enable features such as account login, page navigation, and access to secure areas of the site.

  2. Functional Cookies

    • Help us analyze user behavior to evaluate and improve site performance.

    • Remember your preferences, such as language settings or region selection.

  3. Advertising Cookies

    • Used to deliver personalized ads and measure the effectiveness of advertising campaigns.

    • May track your interactions with ads and content on our site and across third-party platforms.

  4. Analytics Cookies

    • Collect aggregated data on how users interact with our website, such as page views, time spent on pages, and click-through rates.

    • Enable us to optimize content and features based on user behavior.

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How We Use Cookies

We use cookies to:

  1. Improve your browsing experience by remembering your preferences.

  2. Provide insights into how users interact with our website to enhance usability and functionality.

  3. Deliver tailored content and personalized advertisements.

  4. Enable integration with third-party platforms, such as social media or analytics tools.

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Managing Your Cookie Preferences

  1. Cookie Consent Banner

    • When you first visit our site, you will be presented with a cookie consent banner that allows you to accept or customize your cookie preferences.

  2. Browser Settings

    • You can manage or delete cookies through your browser settings. Most browsers allow you to block cookies or notify you when cookies are being used.

  3. Cookie Settings Page

    • To adjust your preferences, visit our [Cookie Settings Page](insert link).

  4. Opt-Out Options

 

Third-Party Cookies

We may allow third-party service providers, such as analytics platforms (e.g., Google Analytics) and advertising networks, to set cookies on our site. These providers may collect information about your activities on our website and other websites to deliver targeted advertising.

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Data Retention

Cookies are retained on your device for varying periods:

  1. Session Cookies: Deleted when you close your browser.

  2. Persistent Cookies: Remain on your device until they expire or are manually deleted.

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8. Your Rights

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Depending on your location, applicable laws such as the GDPR, CCPA, or other privacy regulations may grant you specific rights regarding your personal data. These include:

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  1. Right of Access

    • Request confirmation of whether we process your personal data.

    • Obtain a copy of your personal data and related information about how it is processed.

  2. Right to Correction

    • Request correction of incomplete, inaccurate, or outdated personal data.

  3. Right to Deletion

    • Request deletion of your personal data where:

      • The data is no longer needed for the purposes for which it was collected.

      • You withdraw your consent (where processing is based on consent).

      • Processing is unlawful or you object to further processing.

      • We are required to delete the data to comply with legal obligations.

  4. Right to Object

    • Object to the processing of your personal data for specific purposes, such as direct marketing or profiling based on legitimate interests.

  5. Right to Data Portability

    • Receive your personal data in a structured, commonly used, and machine-readable format.

    • Request that we transfer your data directly to another controller, where technically feasible.

  6. Right to Withdraw Consent

    • Where processing is based on your consent, you may withdraw consent at any time. This does not affect the lawfulness of processing based on consent before its withdrawal.

  7. Right to Restrict Processing

    • Request that we limit the processing of your personal data in certain circumstances, such as when you contest its accuracy or object to its use.

  8. Right to Lodge a Complaint

    • If you believe your rights have been violated, you have the right to lodge a complaint with a supervisory authority or data protection agency in your jurisdiction.

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Exercising Your Rights
To exercise any of these rights, contact us at [privacy@cosmodot.com]. Please include sufficient information for us to verify your identity and understand your request.

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9. Children’s Privacy

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  1. Age Restrictions

    • Our Services are not intended for children under the age of 16, and we do not knowingly collect personal data from them.

  2. Parental Consent

    • If we become aware that we have collected personal data from a child under 16 without verified parental consent, we will take immediate steps to delete that data.

  3. Reporting Concerns

    • If you believe that a child under 16 has provided us with personal data, please contact us at [privacy@cosmodot.com].

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10. Updates to This Privacy Policy

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  1. Policy Changes

    • We may update this Privacy Policy from time to time to reflect changes in legal requirements, industry practices, or our data processing activities.

  2. Notification of Changes

    • Minor updates will be reflected by changing the "Last Updated" date at the top of this Privacy Policy.

    • For significant changes, we will notify you through:

      • Email (if we have your contact details).

      • Notices posted prominently on our website.

  3. User Responsibility

    • We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.

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