Privacy Policy

HatcherSoft LLC ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website hatchersoft.com and use our services.

1.1 Personal Information You Provide

We collect information that you voluntarily provide to us when you:

• Fill out contact forms or request consultations
• Subscribe to our newsletter or marketing communications
• Engage with our AI voice assistant (VAPI)
• Enter into a service agreement with us
• Communicate with us via email or other channels

This information may include:

• Name and contact information (email address, phone number, business address)
• Company name and business information
• Voice recordings and conversation transcripts from VAPI interactions
• Payment information (processed securely through Stripe)
• Any other information you choose to provide

1.2 Information Collected Automatically

When you visit our website, we automatically collect certain information about your device and browsing activity:

• Usage Data: Pages visited, time spent on pages, clicks, scrolling behavior
• Device Information: IP address, browser type and version, operating system, device identifiers
• Analytics Data: We use Google Analytics and Google Tag Manager to understand how visitors use our site
• Cookies and Tracking Technologies: See Section 5 for detailed information

We use the collected information for the following purposes:

• Service Delivery: To provide, maintain, and improve our automation services
• Communication: To respond to your inquiries, send service updates, and provide customer support
• Marketing: To send promotional emails and newsletters (you can opt-out at any time via Mailchimp)
• AI Voice Assistant: To process and improve VAPI voice interactions, analyze conversation quality, and enhance user experience
• Payment Processing: To process transactions securely through Stripe
• Analytics: To understand user behavior, optimize website performance, and improve our services
• Legal Compliance: To comply with legal obligations and protect our legal rights
• Security: To detect, prevent, and address technical issues, fraud, and security threats

We do not sell your personal information. We may share your information with:

3.1 Service Providers

• Google Analytics & Google Tag Manager: For website analytics and performance tracking
• VAPI (Voice AI Platform): For processing voice conversations and transcripts
• Stripe: For secure payment processing
• Mailchimp: For email marketing and newsletter distribution
• Amazon Web Services (AWS): For cloud hosting and data storage (data stored in AWS region closest to client location)
• Northwest Registered Agent Inc: Our registered agent for legal and compliance purposes

3.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, subpoenas, or government regulations).

3.3 Business Transfers

If HatcherSoft LLC is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law:

• Contact Form Data: Retained for up to 2 years after last contact
• VAPI Voice Recordings & Transcripts: Retained for up to 1 year for quality assurance and improvement purposes
• Client Project Data: Retained for the duration of the service agreement plus 3 years for legal and tax compliance
• Payment Records: Retained for 7 years as required by tax regulations
• Marketing Data: Retained until you unsubscribe or request deletion

We use cookies and similar tracking technologies to enhance your experience on our website:

5.1 Types of Cookies We Use

• Essential Cookies: Necessary for the website to function properly (always enabled)
• Analytics Cookies: Google Analytics cookies to understand how visitors use our site (default: enabled, can be managed via consent banner)
• Marketing Cookies: Used to show relevant advertisements (can be disabled via consent banner)
• Personalization Cookies: Remember your preferences and settings (can be disabled via consent banner)

5.2 Managing Cookies

You can control cookie preferences through our consent banner that appears on your first visit. You can also manage cookies through your browser settings. Note that disabling certain cookies may limit website functionality.

Depending on your location, you may have the following rights regarding your personal information:

6.1 California Residents (CCPA Rights)

• Right to Know: Request disclosure of personal information we collect, use, and disclose
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: Opt-out of the sale of personal information (we do not sell personal information)
• Right to Non-Discrimination: You will not receive discriminatory treatment for exercising your privacy rights

6.2 General Privacy Rights

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Opt-Out of Marketing: Unsubscribe from marketing emails via the link in each email or contact us directly

To exercise your rights, contact us at: info@hatchersoft.com

We implement appropriate technical and organizational security measures to protect your personal information:

• Encryption: Data transmitted over the internet is encrypted using SSL/TLS protocols
• Secure Hosting: Data is hosted on AWS with enterprise-grade security (99.9% uptime commitment)
• Access Controls: Limited access to personal information on a need-to-know basis
• Payment Security: Payment information is processed securely through Stripe (PCI DSS compliant)
• Regular Security Audits: Periodic reviews of our security practices and systems

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Our website may contain links to third-party websites and services. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately so we can delete it.

HatcherSoft LLC operates primarily in the United States. We do not currently serve international customers. Your information is processed and stored in the United States in compliance with U.S. laws and regulations.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on this page with a new "Last Updated" date
• Sending an email notification to registered users (for significant changes)

Your continued use of our services after any changes constitutes acceptance of the updated Privacy Policy.

Specific Privacy Inquiries

For privacy-specific questions or to exercise your privacy rights (access, correction, deletion), please email us at info@hatchersoft.com with "Privacy Request" in the subject line. We will respond to your request within 30 days.