1. Introduction

FoxBot Analytics ("we," "us," "our," or "Service") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard your information when you use our web-based analytics platform.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Information You Provide

We collect information you voluntarily provide to us, including:

• Account Information: Username, email address, password (encrypted), and display name provided during account registration
• Authentication Data: Login credentials used to access the Service
• User Profile Information: Your role, department, and other organizational attributes
• Communications: Messages, queries, and feedback you submit through the Service

2.2 Information Automatically Collected

When you use FoxBot Analytics, we automatically collect certain information, including:

• Session Data: Unique session identifiers, login timestamps, and logout timestamps
• Usage Information: Queries submitted, features accessed, and time spent using the Service
• Device Information: Browser type, operating system, IP address, and device identifiers
• Request Information: Pages visited, referring URLs, and error messages
• Analytics: Aggregate usage patterns and feature utilization statistics

2.3 Information From Third Parties

We may receive information about you from authorized FuelFox systems, including:

• User account information from FuelFox's primary user management system
• Operational data made available through FuelFox's data systems
• QuickBooks Online financial data (where applicable and authorized)

3. How We Use Your Information

We use the information we collect for various purposes, including:

• Authentication: Verifying your identity and maintaining secure access to your account
• Service Delivery: Providing, maintaining, and improving FoxBot Analytics
• Personalization: Customizing your experience based on your preferences and role
• Security: Detecting, preventing, and addressing fraud, abuse, and security incidents
• Communication: Sending administrative messages, updates, and customer support responses
• Analytics: Understanding usage patterns to improve product features and user experience
• Compliance: Meeting legal and regulatory obligations
• Business Operations: Conducting internal operations and business functions

4. Data Storage and Security

4.1 Storage Location

Your personal information and session data are stored securely in encrypted databases hosted on Amazon Web Services (AWS) in the us-east-1 region. This location was selected for reliability, redundancy, and security compliance.

4.2 Encryption

We employ industry-standard encryption to protect your data:

• In Transit: All data transmitted between your browser and our servers uses HTTPS encryption (TLS 1.2 or higher)
• At Rest: Sensitive data including passwords and authentication tokens are encrypted using bcrypt and industry-standard algorithms
• Database: Session data and user information are stored in encrypted PostgreSQL databases with additional security measures

4.3 Security Measures

We implement comprehensive security measures including:

• Secure password hashing using bcrypt with automatic salt generation
• Session management with secure, HTTPOnly cookies
• Access controls and role-based permission enforcement
• AWS Secrets Manager for secure credential management
• Virtual Private Cloud (VPC) network isolation
• Security group restrictions limiting network access
• Request logging and audit trails for security monitoring

5. Data Sharing and Third-Party Services

5.1 Data Sharing Policy

We do NOT share, sell, or rent your personal information to third parties for their marketing purposes. We only share information with third-party service providers as necessary to operate the Service, and only under contractual obligations to protect your privacy.

5.2 Legal Compliance

We may disclose your information when required by law or when we have a good faith belief that disclosure is necessary to:

• Comply with legal obligations or court orders
• Enforce our Terms of Service and other agreements
• Protect the security or integrity of the Service
• Protect the rights, privacy, safety, or property of users or the public

6. Data Retention

We retain your information for as long as necessary to provide the Service and meet our legal and operational obligations:

• Account Information: Retained while your account is active and for a reasonable period afterward for audit and security purposes
• Session Data: Retained for the duration of your active session plus 30 days for audit purposes
• Usage Logs: Retained for 90 days for security and analytics purposes
• Backup Data: Retained in secure backup systems for disaster recovery purposes

When you request account deletion, we will remove your personal information within 30 days, except where retention is required by law or for legitimate business purposes.

7. Your Rights and Choices

7.1 Access and Portability

You have the right to request access to your personal information and to receive a copy of your data in a portable format. Contact your account administrator to submit an access request.

7.2 Correction and Updates

You may update your account information at any time through the Service. If you require assistance, contact your account administrator.

7.3 Deletion Requests

You have the right to request deletion of your account and associated personal information. Upon request, we will delete your personal data within 30 days, subject to applicable legal requirements.

7.4 Opt-Out Options

You can opt out of certain communications from us by:

• Adjusting notification settings in your account preferences
• Requesting removal from administrative communications through your account administrator

8. Cookies and Tracking Technologies

FoxBot Analytics uses cookies to maintain secure user sessions. These are session cookies that expire when you close your browser or log out.

• Session Cookies: Used to maintain your authenticated session and remember your login state
• Security Cookies: Used to protect against cross-site request forgery (CSRF) attacks
• Analytics Cookies: Used to understand how you use the Service and improve functionality

We do not use cookies for marketing or behavioral advertising. You may disable cookies in your browser settings, but this may limit certain functionality of the Service.

9. Children's Privacy

FoxBot Analytics is not directed to children under the age of 18, and we do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 18, we will delete such information promptly.

10. International Data Transfers

Your information may be transferred to, stored in, and processed in countries other than your country of residence, including the United States. These countries may have data protection laws that differ from your home country.

By using FoxBot Analytics, you consent to the transfer of your information to countries outside your country of residence, which may provide a different level of data protection than your home country.

11. Business Transfers

If FuelFox is involved in a merger, acquisition, bankruptcy, or sale of substantially all assets, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.

12. Security Incident Notification

In the event of a data breach involving your personal information, we will notify you as required by applicable law. Notification will include information about the incident, steps we are taking in response, and recommended protective measures.

13. Third-Party Links

FoxBot Analytics may contain links to third-party websites and services. We are not responsible for the privacy practices of these third-party sites. We encourage you to review the privacy policies of any third-party services before providing your information or using their services.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, regulations, or other factors. We will notify you of material changes by posting the updated Privacy Policy on the Service and updating the "Last Updated" date.

Your continued use of FoxBot Analytics following the posting of changes constitutes your acceptance of the updated Privacy Policy. It is your responsibility to review this Privacy Policy periodically for updates.

15. Contact Us

If you have questions about this Privacy Policy, concerns about our privacy practices, or wish to exercise your privacy rights, please contact FuelFox through your account administrator or the contact information provided within the Service.

We will respond to privacy inquiries within 30 days of receipt.