HuddlBase Privacy Policy

1. Scope And Roles

HuddlBase provides a business workspace to customer organizations. For most workspace content, the customer is expected to decide why and how the data is used, and HuddlBase processes that data to provide the service. For account, security, billing-readiness, support, website, and operational data, HuddlBase may act as an independent business/controller.

A data processing addendum may be required before regulated, European, UK, California, or enterprise customer data is processed at scale.

2. Personal Information We May Collect

• Account data: name, email address, authentication identifiers, company membership, role, status, and account activity.
• Company data: company name, locations, member records, request types, approvals, operational routing, and admin settings.
• Workspace content: requests, comments, activity records, evidence metadata, attachments if enabled, and related operational records.
• Technical data: IP address, device/browser details, logs, error data, cookies or similar identifiers, timestamps, and security events.
• Support data: messages, diagnostics, reported issues, screenshots or files voluntarily provided for support, and follow-up history.
• Commercial data: order, plan, entitlement, payment status, and billing contact information if paid billing is enabled later.

3. How We Use Information

• Provide, secure, authenticate, troubleshoot, maintain, and improve HuddlBase.
• Enforce company isolation, role-based access, abuse prevention, audit controls, and account security.
• Support customers, respond to incidents, investigate misuse, and maintain service reliability.
• Comply with legal obligations, enforce agreements, protect rights, and respond to lawful requests.
• Develop product analytics and reliability insights using minimized, access-controlled operational data.

4. Sensitive And Regulated Data

HuddlBase V1 is not intended for payment card data, protected health information, payroll records, government identifiers, precise geolocation tracking, biometric data, child data, or other high-risk regulated data unless a signed agreement says the required controls are in place.

5. Sharing And Service Providers

HuddlBase may share information with service providers that host, operate, secure, monitor, support, or improve the service. Current providers include web hosting and backend infrastructure providers. Email, monitoring, and billing providers may be added as the service matures.

HuddlBase does not sell personal information and does not use workspace Customer Data for cross-context behavioral advertising.

6. Retention, Deletion, And Backups

HuddlBase keeps information for as long as needed to provide the service, comply with legal obligations, resolve disputes, enforce agreements, secure the platform, and maintain audit records.

Deletion requests may be subject to customer instructions, legal holds, backup retention, audit requirements, and technical constraints. Current deletion workflows may redact account/profile data without guaranteeing full erasure of every historical comment, file object, backup, or audit event.

7. Security

HuddlBase uses company-scoped server-side controls, protected routes, environment guardrails, and private storage patterns where available. No security measure is perfect, and HuddlBase cannot guarantee absolute security.

Customers must protect credentials, manage user access, avoid uploading unsupported sensitive data, and report suspected compromise promptly.

8. Privacy Rights

Depending on location and relationship to HuddlBase, individuals may have rights to request access, correction, deletion, portability, restriction, objection, appeal, or opt-out of certain processing. Many workspace requests must be directed to the customer organization because the customer controls that workspace data.

9. Cookies And Site Data

HuddlBase may use cookies or similar technologies for authentication, session continuity, security, and service operation. Marketing or advertising cookies should not be enabled until a consent and notice strategy is approved.

10. International And State Privacy Notes

HuddlBase may process information in the United States and other locations where its providers operate. Additional terms may be required for EEA, UK, California, or other privacy-regulated customers.

California and other state privacy laws may require specific disclosures, request methods, and non-discrimination commitments before broad public launch.

11. Contact

Privacy questions may be sent to legal@huddlbase.com or through the contact channel provided in the applicable customer agreement, invitation, or onboarding communication.