Privacy Policy

This Privacy Policy describes how Progense LLC ("Progense," "we," "us," or "our") collects, uses, discloses, and safeguards information in connection with the Progense platform, websites, and related services (collectively, the "Service"). It also describes the rights and choices available to individuals regarding their information.

This Policy applies to information we process as a controller — primarily information about Account Holders, the individuals who register for and administer Accounts, and visitors to our websites. Where we process personal data on behalf of a customer as a processor — for example, data that a customer's clients or end users are included in within projects — that processing is governed by our Data Processing Agreement and by the customer's own privacy practices, and the customer is the controller of that data.

By using the Service, you acknowledge the practices described in this Policy.

1. Information We Collect

1.1 Information You Provide

• Account information: your name, email address, and password (stored only in hashed form) when you register.
• Profile information: any optional profile details and profile image you choose to add.
• Authentication information: if you sign in using a third-party provider (such as Google), we receive your name, email address, and a unique identifier from that provider. We do not receive your third-party account password.
• Payment-related information: when you purchase a paid Subscription, payment is processed by our Merchant of Record. We do not collect or store your full payment card details; we receive limited billing-related information necessary to manage your Subscription (such as plan, status, and a customer identifier).
• Communications: information you provide when you contact us for support, respond to surveys, or otherwise communicate with us.
• Customer Data: content you and your Authorized Users submit to the Service, including projects, tasks, messages, files, and related information. To the extent Customer Data contains personal data of your clients or end users, we process it as a processor on your behalf.
• Job applications: if you apply through our careers pages, we collect your name, email, phone number, optional links, and the information in your application.

1.2 Information We Collect Automatically

• Usage information: information about how you interact with the Service, such as features used, actions taken, and timestamps.
• Device and connection information: IP address, browser type, operating system, and similar technical data.
• Cookies and similar technologies: we use cookies that are strictly necessary to operate the Service, including for authentication and session management. We describe our use of cookies in Section 6.
• Security and audit logs: we maintain records of security-relevant events, such as sign-in attempts, password resets, and access changes, to protect the Service and our users.

1.3 Information From Third Parties

We may receive information from third-party providers we use to operate the Service, such as authentication providers, our Merchant of Record, and email-delivery services, limited to what is necessary to provide the Service.

2. How We Use Information

We use information for the following purposes:

• to provide, operate, maintain, and secure the Service;
• to create and administer your Account and authenticate you;
• to process Subscriptions and manage billing through our Merchant of Record;
• to send transactional and service-related communications, including verification, notifications, and security alerts;
• to provide customer support and respond to your inquiries;
• to monitor, detect, prevent, and address security incidents, fraud, abuse, and technical issues;
• to enforce our Terms of Service and other policies;
• to analyze and improve the Service, including through aggregated and de-identified data;
• to process job applications submitted through our careers pages;
• to comply with legal obligations and exercise or defend legal claims.

2.1 Legal Bases (where applicable)

Where data-protection law requires a legal basis for processing, we rely on: performance of a contract (to provide the Service you request); our legitimate interests (to secure and improve the Service, prevent abuse, and operate our business); your consent (where required, such as for certain communications); and compliance with legal obligations.

3. How We Share Information

We do not sell your personal information. We share information only as described below:

• Service providers (sub-processors): we share information with third parties that perform services on our behalf, such as hosting, database, object storage, email delivery, payment processing (Merchant of Record), authentication, real-time messaging infrastructure, and artificial-intelligence processing. These providers are authorized to use information only as necessary to provide services to us. A current list is available in our Sub-Processor List.
• Within your Account: information is shared among Authorized Users of your Account according to the roles and access controls you configure. Company and client users see different information based on those controls.
• Legal and safety: we may disclose information if required by law, regulation, legal process, or governmental request, or where we believe disclosure is necessary to protect the rights, property, or safety of Progense, our users, or others.
• Business transfers: if we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to the commitments in this Policy.
• With your direction or consent: we share information in other ways with your consent or at your direction.

4. Artificial Intelligence Processing

When you use the optional artificial-intelligence features of the Service, relevant Customer Data is transmitted to our artificial-intelligence provider to generate the requested output. This processing occurs within your existing access permissions. We send only the data necessary to fulfill your request, identified using internal opaque identifiers rather than directly identifying information where feasible. Our AI provider processes this data on our behalf as a sub-processor and is contractually restricted from using it to train its models other than as permitted under our agreement with them. AI feature usage may be logged for governance, security, and billing.

5. International Data Transfers

Progense is operated from the United States, and our service providers may be located in the United States and other countries. If you access the Service from outside the United States, your information may be transferred to, stored in, and processed in countries whose data-protection laws may differ from those of your jurisdiction. Where required, we rely on appropriate safeguards, such as standard contractual clauses, for cross-border transfers of personal data.

6. Cookies and Similar Technologies

We use cookies and similar technologies primarily for purposes that are strictly necessary to operate the Service:

• Authentication and session cookies that keep you signed in and maintain the security of your session.
• Security cookies that help protect against fraud and abuse.

We do not use the cookies described above for advertising. If we introduce non-essential cookies (such as analytics) in the future, we will update this Policy and, where required, provide a means to manage your consent. Most browsers allow you to control cookies through their settings; disabling strictly necessary cookies may prevent the Service from functioning.

7. Data Retention

We retain personal data for as long as necessary to provide the Service, fulfill the purposes described in this Policy, comply with our legal obligations, resolve disputes, and enforce our agreements.

• Customer Data is retained for the duration of your Account and is preserved (not automatically deleted) when an Account enters a downgraded, grace, or locked state. Message-history visibility may be limited by your Subscription tier, but underlying data is not deleted solely due to tier limits.
• Security and audit logs are retained for a limited period appropriate to their purpose.
• Following Account closure, we make Customer Data available for export for a reasonable period and then delete or anonymize it, except where retention is required by law.
• Job-application data is retained for a reasonable period for recruiting purposes unless you request deletion.

8. Your Rights and Choices

Depending on your jurisdiction, you may have some or all of the following rights regarding your personal data:

• Access — to request a copy of the personal data we hold about you.
• Correction — to request correction of inaccurate or incomplete data.
• Deletion — to request deletion of your personal data, subject to legal exceptions.
• Restriction and objection — to request that we restrict or stop certain processing.
• Portability — to receive certain data in a portable format.
• Withdraw consent — where we rely on consent, to withdraw it at any time.

To exercise these rights, contact us at progense@gmail.com. We will respond within the timeframe required by applicable law. Where the personal data relates to a customer's clients or end users and we act as a processor, we will refer the request to the relevant customer (the controller) and assist them as required.

8.1 Communications Preferences

You can manage notification and email preferences within the Service. Certain transactional and security communications are necessary for the operation of the Service and cannot be opted out of while you maintain an Account. Where we send non-essential email, each message includes an unsubscribe mechanism.

8.2 Account Information

You may review and update your Account and profile information at any time through the Service.

9. Children's Privacy

The Service is not directed to individuals under the age of 18, and we do not knowingly collect personal data from children. If we learn that we have collected personal data from a child without appropriate consent, we will take steps to delete it. If you believe a child has provided us with personal data, contact us at progense@gmail.com.

10. Security

We implement administrative, technical, and physical safeguards designed to protect personal data, including encryption in transit, access controls, authentication protections, and audit logging. While we work to protect your information, no system is completely secure, and we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your credentials and for configuring access within your Account appropriately.

11. Third-Party Links and Services

The Service may contain links to or integrate with third-party websites and services. This Policy does not apply to those third parties, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party services you use.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will provide notice through the Service or by email and update the "Last updated" date above. Your continued use of the Service after changes become effective constitutes acceptance of the updated Policy.

13. Contact Us

If you have questions or requests regarding this Privacy Policy or our data practices, contact us at:

• Progense LLC
• progense@gmail.com