Privacy Policy

1. Information We Collect

We collect information you provide directly, information collected automatically, and information from third parties.

1.1 Information You Provide Directly

• Account & contact data — name, email address, phone number, company name, job title, and password when you create an account or submit a contact form.
• Billing & payment data — billing address and payment method details (processed by our PCI-DSS-compliant payment processors; we do not store full card numbers).
• Communications — messages, emails, support tickets, and any content you send to us or upload to our platform.
• Survey and feedback data — responses to questionnaires, testimonials, and product feedback.

1.2 Information Collected Automatically

• Usage data — pages visited, features used, clicks, search queries, timestamps, and session duration.
• Device and log data — IP address, browser type and version, operating system, referral URL, and crash reports.
• Cookies and tracking technologies — we use first-party and third-party cookies, web beacons, and similar technologies as described in Section 7 below.

1.3 Information from Third Parties

• OAuth providers — if you sign in with Google or another OAuth provider, we receive your name, email address, and profile picture from that provider.
• Integration partners — when you connect third-party services (e.g., HubSpot, Slack, Asana) to Automex, we receive the data necessary to operate those integrations on your behalf.
• Publicly available sources — business directories, LinkedIn, and similar sources for sales and marketing purposes.

2. How We Use Your Information

We use your information for the following purposes:

• Providing and operating the Services — to create and manage your account, process transactions, authenticate your identity, and deliver the features you request.
• Improving and developing the Services — to analyze usage patterns, diagnose technical problems, conduct research, and build new features.
• Communications — to send transactional messages (receipts, security alerts, account notices) and, with your consent, marketing emails. You may opt out of marketing at any time.
• Customer support — to respond to inquiries, resolve disputes, and troubleshoot issues.
• Legal compliance and safety — to comply with applicable laws and regulations, enforce our terms, and protect the rights, property, and safety of Automex, our users, and the public.
• Fraud prevention and security — to detect, investigate, and prevent fraudulent transactions, abuse, and other illegal activity.

We process your personal data under the following legal bases (where applicable under US privacy law and international standards): contract performance (fulfilling our agreement with you), legitimate interests (improving and securing the Services), legal obligation, and consent (for optional marketing communications).

3. How We Share Your Information

We do not sell, rent, or trade your personal information. We share it only as described below.

• Service providers — third-party vendors who process data on our behalf (cloud hosting, payment processing, email delivery, analytics, customer support tooling). These vendors are contractually bound to protect your data and may not use it for their own purposes.
• Integration partners — when you explicitly connect a third-party tool to Automex, we share the data necessary to operate that integration. Your use of third-party services is governed by their own privacy policies.
• Business transfers — in connection with a merger, acquisition, financing, or sale of all or a portion of our assets, your data may be transferred as part of that transaction. We will notify you via email or prominent notice on our site if such a transfer occurs.
• Legal requirements — we may disclose your data if required by law, regulation, legal process, or governmental request, or to enforce our agreements or protect our rights.
• With your consent — we may share your data for any other purpose with your explicit consent.

4. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Services. Specifically:

• Account data is retained for the life of your account and up to 3 years after closure for dispute resolution, fraud prevention, and compliance with our legal obligations.
• Financial and transactional records are retained for a minimum of 7 years as required by US tax and accounting regulations.
• Marketing data is retained until you opt out or withdraw consent, after which we suppress your contact from future campaigns but may retain a record of the opt-out.
• Server and security logs are retained for up to 90 days and used solely for security and debugging.

When data is no longer needed, we securely delete or anonymize it.

5. Security

We implement commercially reasonable technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• TLS 1.2+ encryption in transit and AES-256 encryption at rest.
• Role-based access controls limiting employee access to personal data.
• Regular security assessments and penetration testing.
• Multi-factor authentication requirements for internal systems that process personal data.

No method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security; however, we are committed to promptly notifying affected users in the event of a data breach as required by applicable law, including Washington State's Security Breach Notification Act (RCW 19.255).

6. Your Rights and Choices

Depending on where you reside, you may have certain rights regarding your personal information.

6.1 Washington State Residents

Washington's My Health MY Data Act (MHMD) and the Washington Privacy Act (WPA) provide residents with rights to access, correct, and delete certain personal data. Automex honors these rights for all users regardless of state.

6.2 California Residents (CCPA / CPRA)

California residents have the right to: (a) know what personal information we collect and how we use and share it; (b) delete personal information we hold about you; (c) opt out of the sale or sharing of personal information (we do not sell personal information); (d) correct inaccurate personal information; and (e) limit use of sensitive personal information. To exercise these rights, contact us at privacy@automex.tech. We will not discriminate against you for exercising your rights.

6.3 All Users

• Access & portability — you may request a copy of the personal data we hold about you in a structured, machine-readable format.
• Correction — you may update or correct inaccurate data through your account settings or by contacting us.
• Deletion — you may request deletion of your personal data. We will fulfill your request unless retention is required by law or for legitimate business purposes (e.g., fraud prevention).
• Opt out of marketing — you may unsubscribe from marketing emails at any time by clicking "Unsubscribe" in any email or contacting us directly.
• Account closure — you may close your account at any time through the account settings page.

To submit a rights request, email privacy@automex.tech with the subject line "Privacy Rights Request." We will respond within 45 days (with up to a 45-day extension where reasonably necessary).

7. Cookies and Tracking Technologies

We use the following types of cookies and similar technologies:

• Strictly necessary cookies — required for the Services to function (session management, authentication, security). These cannot be disabled.
• Analytics cookies — help us understand how users interact with the Services (e.g., page views, session duration). We use tools such as Google Analytics with IP anonymization enabled.
• Preference cookies — remember your settings (e.g., language, theme) so you do not have to set them on every visit.
• Marketing cookies — used with your consent to deliver relevant advertisements. We do not use third-party ad networks without your explicit consent.

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the Services. We honor browser-based "Do Not Track" (DNT) signals to the extent technically feasible.

8. Third-Party Links and Services

The Services may contain links to third-party websites, integrations, or services that are not operated by Automex. We are not responsible for the privacy practices of any third party. We encourage you to review the privacy policy of every site or service you visit.

9. Children's Privacy (COPPA)

The Services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at privacy@automex.tech. If we discover we have collected personal information from a child under 13, we will promptly delete it in accordance with the Children's Online Privacy Protection Act (COPPA).

10. International Users

Automex is headquartered in the United States. If you access the Services from outside the United States, your information will be transferred to, stored, and processed in the United States or other countries where our service providers operate. By using the Services, you consent to this transfer. We take steps to ensure that your data receives an adequate level of protection wherever it is processed.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by:

• Posting the updated policy on this page with a revised "Effective date" at the top.
• Sending an email notice to the address associated with your account at least 30 days before the changes take effect.

Your continued use of the Services after the effective date constitutes your acceptance of the revised policy. If you do not agree to the changes, you must stop using the Services and may request account deletion.

12. Contact Us

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

We are committed to resolving complaints about your privacy and our collection or use of your personal information. If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact us at the email above.