How Kopy Software collects, uses, and protects personal information

Scope

This Privacy Policy applies to Kopy Software website, inquiry forms, customer portal, billing workflows, email communications, SMS communications, and related services we provide to prospective clients, customers, and website visitors.

By using our website or services, you acknowledge that your information will be handled as described in this Privacy Policy.

Information We Collect

We collect information you provide directly, information generated as part of your account or billing relationship, and certain technical information when you use our website or portal.

• Contact and inquiry information, such as your name, email address, phone number, company name, industry, project goals, business description, target audience, website details, design preferences, preferred timeline, and any message you submit through our forms.
• Customer and billing information, such as billing address details, invoice and subscription records, service selections, payment status, and related transaction metadata.
• Account and portal information, such as customer portal login details, password reset activity, invite acceptance records, and session information needed to authenticate you.
• Communications information, such as emails, SMS messages, support requests, replies, confirmations, and notification history.
• Technical and usage information, such as IP address, browser type, device data, pages visited, referring pages, analytics events, and approximate interaction data collected through analytics and advertising tools.
• Browser storage information, such as locally stored draft inquiry data, chat session identifiers, and session storage used to maintain authenticated portal sessions in your browser.
• Payment card and bank information is generally processed by Stripe or another payment processor and not stored in full on our systems.

How We Use Information

• Provide quotes, proposals, websites, software, support plans, subscriptions, customer portal access, and other requested services.
• Communicate with you about inquiries, projects, invoices, subscriptions, support, password resets, account access, and service-related updates.
• Send transactional emails and SMS messages, including account notices, billing reminders, project updates, authentication messages, and support-related communications.
• Process payments, manage subscriptions, send invoices, reconcile transactions, prevent fraud, and maintain financial records.
• Operate, secure, troubleshoot, and improve our website, portal, forms, hosting, and internal workflows.
• Measure site performance and marketing effectiveness using analytics and advertising tools.
• Comply with legal obligations, enforce our agreements, protect our rights, and resolve disputes.

Legal Bases

Depending on where you are located, we may rely on one or more legal bases to process personal information, including performance of a contract, steps taken at your request before entering a contract, our legitimate business interests, your consent, and compliance with legal obligations.

Email and SMS Communications

We may send emails and text messages related to your inquiry, active project, account, invoice, subscription, authentication flow, support request, or other service relationship with us.

If we send promotional or optional marketing messages, we will do so only where we believe we have the required consent or other lawful basis. You may opt out using the unsubscribe link in the email, by replying STOP to an SMS where supported, or by contacting us directly. Opting out of marketing messages does not prevent us from sending important service or transactional communications.

Message and data rates may apply to SMS messages depending on your carrier and plan.

Cookies, Analytics, and Similar Technologies

We use cookies, browser storage, analytics tools, and similar technologies to operate the website, remember state, understand traffic, measure conversions, and improve performance.

These tools may include Google Analytics, Google Ads, local storage, session storage, and similar browser-based technologies. You can control some of these tools through your browser settings, device settings, or available opt-out mechanisms, but parts of the website may not function properly if certain storage or scripts are disabled.

How We Share Information

We do not sell personal information for money. We may share information when reasonably necessary to run our business and provide services.

• Service providers and vendors that help us with hosting, analytics, email delivery, SMS delivery, payment processing, billing, customer support, authentication, and infrastructure.
• Stripe and related financial service providers to process payments, invoices, subscription billing, and billing portal actions.
• We do not share mobile opt-in data or text messaging consent with third parties or affiliates for their own marketing or promotional use.
• Professional advisors, insurers, and legal counsel where needed for business, compliance, or dispute purposes.
• Law enforcement, regulators, courts, or other parties when required by law or when we believe disclosure is necessary to protect rights, safety, property, or legal claims.
• A buyer, successor, or affiliate in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar transaction.

Data Retention

We retain personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide services, maintain records, comply with tax and accounting requirements, enforce agreements, resolve disputes, and protect our business.

Retention periods vary depending on the type of information, the nature of the relationship, the sensitivity of the data, and applicable legal requirements.

Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information. No system or transmission method is completely secure, so we cannot guarantee absolute security.

Your Choices and Rights

• You may request access to, correction of, or deletion of certain personal information, subject to legal and operational limits.
• You may opt out of promotional emails using the unsubscribe link provided in those messages.
• You may opt out of eligible SMS marketing or optional text messages by replying STOP where supported or by contacting us.
• You may disable cookies or local browser storage through your device or browser settings, though some website or portal features may stop working correctly.
• If you are located in a jurisdiction with additional privacy rights, you may exercise those rights by contacting us and we will review the request consistent with applicable law.

Children

Our services are intended for business use and are not directed to children under 13. We do not knowingly collect personal information from children under 13.

Third-Party Services and Links

Our website and services may link to or integrate with third-party websites, platforms, and tools. Their privacy practices are governed by their own policies, not this Privacy Policy.

International Visitors

We are based in the United States. If you access our website or services from outside the United States, you understand that your information may be transferred to, stored in, and processed in the United States or other jurisdictions where our service providers operate.

Changes to This Policy

We may update this Privacy Policy from time to time. Updated versions become effective when posted on this page unless stated otherwise. Your continued use of the website or services after changes are posted indicates acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy or want to submit a privacy request, contact Kopy Software using the email or phone number below.