Privacy Policy

1. Introduction

ROMAC Systems ("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 use our software products and services.

2. Information We Collect

We may collect the following types of information:

Personal Information

• Name and contact information (email, phone, address)
• Company name and job title
• Billing and payment information
• Account login credentials

Business Data

• Data you enter into our software (job information, customer records, etc.)
• Software usage patterns and preferences
• Support ticket history and communications

Technical Information

• IP address and device information
• Browser type and operating system
• Error logs and diagnostic data

3. How We Use Your Information

We use collected information to:

• Provide and maintain our software services
• Process payments and manage subscriptions
• Provide technical support and respond to inquiries
• Send service updates and important notifications
• Improve our products and develop new features
• Detect and prevent fraud or security issues
• Comply with legal obligations

4. Email Marketing Communications

We may send you marketing emails about product updates, newsletters, and special offers if you have opted in to receive such communications or if we have a legitimate business interest based on our existing customer relationship.

Email Collection and Consent

We collect email addresses through:

• Direct signup forms on our website
• Software registration and account creation
• Business inquiries and customer relationships
• Trade shows, events, and partner referrals

When you provide your email address, you may choose which types of communications you wish to receive (product updates, newsletters, or promotional offers).

Email Preference Management

You have full control over your email preferences. Each marketing email contains a link to manage your preferences or unsubscribe. You can:

• Choose which types of emails you want to receive
• Update your preferences at any time
• Unsubscribe from all marketing emails with one click
• Request a copy of your data or account deletion

Email Tracking

Our marketing emails may include tracking technologies to help us understand how you interact with our content:

• Open Tracking: We use invisible tracking pixels to know when an email is opened
• Click Tracking: Links in emails may be tracked to measure engagement
• Purpose: This data helps us improve email content and understand what information is most valuable to our audience

Tracking data is used only for internal analytics and is not shared with third parties for their marketing purposes.

Your Rights and Choices

Under CAN-SPAM (U.S.) and GDPR (EU) regulations, you have the right to:

• Know what data we have about you and request a copy
• Opt out of marketing emails at any time (we honor requests within 10 business days)
• Update your email preferences for specific types of content
• Request deletion of your contact information

All marketing emails include our physical mailing address and a clear unsubscribe option as required by law.

Email Service Provider

We use Amazon SES (Simple Email Service) to send marketing emails. Amazon may process your email address and engagement data in accordance with their privacy policy. We maintain appropriate data processing agreements to ensure your information is protected.

5. Information Sharing

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

• Service Providers: Third-party vendors who assist in operating our business (payment processors, hosting providers)
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with a merger, acquisition, or sale of assets

6. Data Security

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

• Encryption of data in transit and at rest
• Secure access controls and authentication
• Regular security assessments and updates
• Employee training on data protection

7. Data Retention

We retain your information for as long as your account is active or as needed to provide services. After account termination, we may retain certain data for legal compliance, dispute resolution, or legitimate business purposes.

8. Your Rights

You have the right to:

• Access your personal information
• Correct inaccurate data
• Request deletion of your data
• Export your data in a portable format
• Opt out of marketing communications

To exercise these rights, please contact us using the information provided below.

9. Cookies and Tracking

Our website and software may use cookies and similar technologies to enhance user experience, analyze usage, and remember preferences. You can control cookies through your browser settings.

10. Third-Party Links

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

11. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through our software. The "Last updated" date indicates when the policy was last revised.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

ROMAC Systems
PO Box 660
Lake City, TN 37769