Privacy Policy

Sotant Inc. ("Sotant," "we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you visit our website, request information, book a demo, communicate with us, or otherwise interact with us online.

Company Information

1. Scope

This Privacy Policy applies to personal information collected through our website and related online interactions, including when you:

• visit our website;
• submit a contact form;
• request a demo, audit, or proposal;
• upload or share information with us;
• subscribe to updates or newsletters; or
• communicate with us by email, form, phone, video call, or other online channels.

This Privacy Policy does not apply to third-party websites, services, or platforms that may be linked from our site.

2. Information We Collect

We may collect the following categories of personal information:

A. Information you provide directly

• Name
• Work email address
• Phone number
• Company name
• Job title
• Business information you choose to share
• Messages, files, documents, and other materials you submit
• Information you provide during demo requests, audit discussions, intake forms, or business communications

B. Information collected automatically

When you use our website, we may automatically collect certain information, such as:

• IP address
• Browser type and version
• Device type and operating system
• Referring URLs
• Pages viewed
• Time spent on pages
• Clickstream data
• Date and time of access
• Cookie identifiers and similar online identifiers

C. Information from third parties

We may receive information from third-party services such as:

• analytics providers;
• CRM or marketing automation providers;
• scheduling and form tools;
• lead enrichment providers;
• advertising, retargeting, or attribution providers; and
• publicly available business information sources.

D. Sensitive personal information

We do not intentionally request highly sensitive personal information through our website. Please do not send Social Security numbers, financial account numbers, health information, government ID numbers, or other highly sensitive information through website forms unless specifically requested and protected through an approved process.

3. How We Use Personal Information

We may use personal information for the following purposes:

• to operate, maintain, and improve our website;
• to respond to inquiries and communicate with you;
• to provide demos, audits, proposals, and related business communications;
• to analyze website usage and improve performance;
• to personalize content and understand business interest in our services;
• to send newsletters, updates, or marketing communications where permitted by law;
• to serve, measure, and optimize advertising and retargeting campaigns;
• to maintain security, detect fraud, and protect our systems;
• to comply with legal obligations and enforce our terms; and
• to support corporate transactions, financing, diligence, or business restructuring where permitted by law.

4. Legal Bases for Processing (EEA)

If you are located in the European Economic Area ("EEA"), we process personal data only where we have a valid legal basis, including:

• your consent;
• performance of a contract or pre-contractual steps at your request;
• compliance with a legal obligation; and
• our legitimate interests, such as securing our website, improving our services, responding to business inquiries, and marketing our services, where those interests are not overridden by your rights.

5. Cookies, Pixels, and Similar Technologies

We use cookies, tracking pixels, tags, and similar technologies to:

• keep the website functioning;
• understand traffic and usage patterns;
• remember preferences;
• measure campaign performance;
• improve user experience; and
• deliver and optimize retargeting or advertising campaigns.

These technologies may be used by us and by third-party providers such as analytics, advertising, and social media partners.

Depending on your jurisdiction, you may be able to manage cookies through your browser settings or through a cookie consent banner or preference center on our website. If applicable law requires it, we will obtain consent before using certain non-essential cookies or tracking technologies.

6. Call, Demo, and Audit Recordings

We may record demos, calls, audit meetings, and related business discussions for purposes such as:

• documenting requirements;
• improving our services and internal processes;
• training personnel;
• quality assurance;
• maintaining business records; and
• confirming agreed scope, needs, and follow-up items.

By participating in a recorded meeting or call with us, you acknowledge that such recording may occur where permitted by applicable law. Where required, we will provide additional notice or obtain consent before recording.

7. How We Disclose Personal Information

We may disclose personal information to the following categories of recipients:

• hosting, cloud, and infrastructure providers;
• analytics providers;
• CRM, email, scheduling, communications, and call-recording vendors;
• advertising, retargeting, and attribution vendors;
• security and fraud prevention providers;
• professional advisors, including lawyers, accountants, and auditors;
• affiliates or subsidiaries;
• investors, acquirers, lenders, or successors in connection with a merger, acquisition, financing, diligence review, reorganization, or sale of assets; and
• government authorities, regulators, courts, or law enforcement where required by law or necessary to protect rights and safety.

We may also disclose information at your direction or with your consent.

8. California Privacy Notice

This section applies to California residents and supplements the rest of this Privacy Policy.

In the preceding 12 months, we may have collected the following categories of personal information:

• Identifiers — such as name, email address, IP address, and online identifiers
• Customer records or similar information — such as company, title, and business contact details
• Commercial information — such as records of inquiries, proposals, demos, audits, or interest in our services
• Internet or other electronic network activity — such as browser data, website interactions, device data, and usage patterns
• Audio, electronic, or visual information — such as recordings or notes from calls, demos, audits, or meetings
• Professional or employment-related information — such as employer, role, business needs, or publicly available professional information
• User-submitted content — such as files, forms, messages, and materials you provide to us
• Inferences — such as general business interest or product relevance based on interactions with our website or team

Sources

We collect this information from:

• you directly;
• your device or browser;
• service providers acting on our behalf; and
• third-party business, advertising, or analytics sources.

Purposes

We collect and use these categories for the purposes described in this Privacy Policy, including operating the website, responding to inquiries, marketing, retargeting, analytics, recordings, security, compliance, and business operations.

Disclosure for business purposes

We may disclose these categories to service providers, contractors, advisors, cloud providers, communications vendors, analytics vendors, advertising vendors, and other parties described in this Privacy Policy.

Sale or Sharing

We do not sell personal information for money.

However, we do use tracking technologies, retargeting tools, and advertising pixels that may constitute "sharing" or targeted advertising under certain privacy laws. California residents may opt out of such sharing by using any cookie preference tools made available on our website or by contacting us at privacy@sotant.com.

Sensitive personal information

We do not use or disclose sensitive personal information for the purpose of inferring characteristics about individuals through the website. If we collect sensitive personal information, we use it only as reasonably necessary for permitted business purposes or as otherwise allowed by law.

9. Your Privacy Rights

A. California residents

If you are a California resident, you may have the right to:

• know the categories and specific pieces of personal information we collect about you;
• know the categories of sources, purposes, and recipients of that information;
• request deletion of personal information, subject to exceptions;
• request correction of inaccurate personal information;
• opt out of the sale or sharing of personal information;
• limit certain uses of sensitive personal information where applicable; and
• receive equal service and pricing even if you exercise your privacy rights.

B. EEA individuals

If you are in the EEA, you may have the right to:

• access your personal data;
• correct inaccurate data;
• request deletion of your data;
• restrict processing;
• object to processing in certain situations;
• request data portability;
• withdraw consent where processing is based on consent; and
• lodge a complaint with your local data protection authority.

10. How to Exercise Your Rights

To submit a privacy request, contact us at:

Please specify the type of request you are making and provide enough information for us to verify your request. We may need to confirm your identity before processing certain requests. You may also use an authorized agent where permitted by law.

If you want to opt out of retargeting, pixels, or cookie-based advertising practices that may qualify as sharing or targeted advertising, you may do so through any cookie controls on our website or by contacting us at privacy@sotant.com.

11. Marketing Communications

You may opt out of marketing emails by using the unsubscribe link in the email or by contacting us at privacy@sotant.com. Even if you opt out of marketing messages, we may still send service-related, transactional, or administrative communications.

12. Data Retention

We retain personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

• provide requested information or services;
• maintain business and financial records;
• document sales, demos, audits, and related communications;
• improve our services and internal operations;
• resolve disputes;
• enforce agreements; and
• comply with legal, regulatory, tax, accounting, and reporting obligations.

Retention periods vary depending on the type of information and the reason we collected it. In general, we retain business contact information, communications, and related commercial records for standard business and legal retention periods unless a longer period is required or permitted by law.

13. International Data Transfers

Sotant is based in the United States. If you access our website from outside the United States, your information may be transferred to, stored in, and processed in the United States or other countries where our service providers operate.

Where required by applicable law, we use appropriate safeguards for international transfers of personal data, such as contractual protections or other approved transfer mechanisms.

14. Security

We use reasonable administrative, technical, and organizational measures designed to protect personal information. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.

15. Children's Privacy

Our website is not directed to children under 16, and we do not knowingly collect personal information from children through the website. If you believe a child has provided personal information to us, contact us at privacy@sotant.com and we will take appropriate steps.

16. Third-Party Links and Services

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices, content, or security of those third parties. We encourage you to review their privacy policies before providing personal information.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will post the updated version on this page and revise the "Last Updated" date. Material changes will be handled as required by applicable law.

18. Contact Us

If you have questions about this Privacy Policy or our privacy practices, contact us at: