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AcknowledgePoint.com

Privacy Policy

Effective Date: [Insert Effective Date] Last Updated: [Insert Last Updated Date]

This Privacy Policy describes how AcknowledgePoint, LLC, doing business as AcknowledgePoint.com (“AcknowledgePoint,” “we,” “us,” or “our”), collects, uses, discloses, stores, and protects information in connection with our websites, applications, services, subscription platform, customer portals, administrative tools, billing workflows, templates, document builder, employee acknowledgement workflows, communications, and related services (collectively, the “Services”).

AcknowledgePoint is a business-to-business software platform that allows companies and organizations to create policies and other internal documents using our document builder or template-based starting points, assign those documents to employees, administrators, departments, locations, teams, or other users, and maintain records of employee acknowledgement activity.

This Privacy Policy is intended to explain our practices in a clear and transparent manner. It is not intended to replace any written agreement between AcknowledgePoint and a customer, including any Terms of Service, Subscription and Billing Terms, Data Processing Addendum, Master Services Agreement, or other contract. If there is a conflict between this Privacy Policy and a written agreement governing customer data processing, the written agreement will control to the extent of the conflict.

PLEASE READ THIS PRIVACY POLICY CAREFULLY. BY ACCESSING OR USING THE SERVICES, YOU ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTAND THIS PRIVACY POLICY.

1. SCOPE OF THIS PRIVACY POLICY

This Privacy Policy applies to information we collect through:

  • AcknowledgePoint.com and related websites;
  • the AcknowledgePoint application and administrative portal;
  • company account registration and onboarding;
  • administrator and employee user accounts;
  • document creation and template-based document workflows;
  • policy assignment and acknowledgement workflows;
  • billing, invoicing, payment coordination, and account administration;
  • customer support and communications;
  • product usage analytics and security monitoring; and
  • other interactions you may have with us.

This Privacy Policy does not apply to:

  • third-party websites or services that we do not control;
  • customer policies, employee handbooks, procedures, or documents created by customers except as described in this Privacy Policy and any applicable customer agreement;
  • information processed by third-party service providers under their own privacy policies when you access their sites or payment portals directly; or
  • information collected offline unless specifically referenced in this Privacy Policy.

2. OUR ROLE: BUSINESS, SERVICE PROVIDER, PROCESSOR, AND CUSTOMER DATA HOST

AcknowledgePoint may process information in different roles depending on the context.

2.1 Account, Website, Billing, and Business Contact Information

For information we collect directly for our own business purposes, such as website inquiries, sales communications, billing contacts, account setup details, support requests, and marketing communications, AcknowledgePoint generally acts as the business or controller of that information.

2.2 Customer Employee Data and Acknowledgement Records

For information uploaded, entered, generated, or maintained by a customer within the Services about its employees, contractors, administrators, locations, departments, document assignments, and acknowledgement activity, AcknowledgePoint generally acts as a service provider or processor on behalf of the customer. In that context, the customer determines the purpose and means of processing, and AcknowledgePoint processes the information to provide the Services.

Examples of customer-controlled data may include:

  • employee names;
  • employee business email addresses;
  • company names;
  • department names;
  • location assignments;
  • user roles;
  • assigned documents;
  • due dates;
  • acknowledgement status;
  • acknowledgement timestamps;
  • administrator actions;
  • document status;
  • audit history; and
  • related activity logs.

Customers are responsible for providing appropriate notices to their employees and other users regarding their use of AcknowledgePoint and the processing of employee-related data through the Services.

3. INFORMATION WE COLLECT

We collect information in several ways, including information provided directly by customers and users, information generated through use of the Services, information collected automatically, and information received from service providers.

3.1 Information You Provide Directly

We may collect information you provide directly, including:

  • name;
  • email address;
  • company name;
  • job title or role;
  • billing contact name;
  • billing email address;
  • business address;
  • phone number, if provided;
  • account credentials or authentication information;
  • support requests;
  • sales inquiries;
  • feedback;
  • communication preferences;
  • administrative account details; and
  • other information you choose to submit.

3.2 Company Account Information

When a company creates or manages an account, we may collect and maintain:

  • company name;
  • account status;
  • selected subscription plan;
  • account start date;
  • invoice date;
  • billing cycle information;
  • billing contact information;
  • plan limits;
  • number of administrators;
  • number of users;
  • number of active documents;
  • number of assignments;
  • department and location configuration;
  • account hold status;
  • cancellation status;
  • support history; and
  • administrative notes related to account operations.

3.3 User and Employee Information

Customers may enter or maintain information about users and employees, including:

  • first and last name;
  • email address;
  • role or permission level;
  • department;
  • location;
  • assignment status;
  • acknowledgement status;
  • document access status;
  • due dates;
  • completion dates;
  • overdue status;
  • audit activity; and
  • related workflow history.

3.4 Document and Template Information

The Services allow customers to create documents using AcknowledgePoint’s document builder and reusable templates. We do not position the Services as a general document upload repository unless a future product feature expressly allows it. Depending on customer usage, we may process:

  • document titles;
  • document descriptions;
  • document categories;
  • document body content created in the document builder;
  • template selections;
  • document status, such as draft or published;
  • document version information;
  • assigned audiences;
  • review dates;
  • administrator edits; and
  • acknowledgement instructions.

Customers are responsible for ensuring that documents they create in the Services do not include unnecessary sensitive personal information unless permitted under their internal policies and applicable law.

3.5 Assignment and Acknowledgement Records

The Services generate and store records related to document assignments and acknowledgements, including:

  • document assigned;
  • employee or user assigned;
  • department or location assigned;
  • assignment date;
  • due date;
  • status;
  • acknowledgement date and time;
  • overdue status;
  • administrator actions;
  • reminder activity;
  • reporting exports; and
  • audit trail details.

These records may be important to customers for compliance, HR, training, operational, safety, IT, or audit purposes.

3.6 Billing and Payment Information

AcknowledgePoint may generate invoices and maintain billing records. If we use a third-party billing or accounting platform, such as QuickBooks or another provider, payments may be processed by that provider through a hosted payment page or invoice portal.

We may collect or maintain:

  • plan name;
  • subscription amount;
  • invoice number;
  • invoice date;
  • billing period;
  • payment status;
  • due date;
  • past-due status;
  • account hold status;
  • payment confirmation status;
  • billing contact information; and
  • related invoice metadata.

We do not intend to collect, store, or process full credit card numbers directly through AcknowledgePoint’s own application. If a customer pays through a third-party payment provider, the provider’s privacy policy and payment terms apply to that payment transaction.

3.7 Technical, Usage, and Device Information

When you use the Services, we may automatically collect technical information, including:

  • IP address;
  • browser type;
  • device type;
  • operating system;
  • referring page;
  • pages viewed;
  • features used;
  • date and time of access;
  • session information;
  • approximate location derived from IP address;
  • login events;
  • authentication events;
  • failed login attempts;
  • administrative actions;
  • error logs;
  • performance data;
  • security events; and
  • other usage information.

3.8 Cookies and Similar Technologies

We may use cookies, pixels, local storage, session storage, and similar technologies to support:

  • login sessions;
  • authentication;
  • security;
  • user preferences;
  • analytics;
  • site performance;
  • feature improvement; and
  • fraud prevention.

We may use essential cookies that are necessary for the operation of the Services. If we use non-essential analytics or advertising technologies, we will describe those practices in this Privacy Policy or a separate Cookie or Tracking Notice.

3.9 Communications Information

If you contact us, request support, submit a form, subscribe to communications, or communicate with us by email, we may collect:

  • your name;
  • email address;
  • company name;
  • subject matter;
  • message content;
  • attachments you provide;
  • support history;
  • issue resolution details; and
  • communication preferences.

3.10 Information from Third Parties

We may receive information from third-party service providers, such as:

  • billing and accounting platforms;
  • email service providers;
  • analytics providers;
  • authentication providers;
  • cloud hosting providers;
  • customer support tools;
  • payment confirmation services; and
  • security monitoring tools.

The information we receive depends on the service provider and the customer’s use of the Services.

4. HOW WE USE INFORMATION

We use information for legitimate business and service purposes, including to:

4.1 Provide and Operate the Services

  • create and manage company accounts;
  • authenticate users;
  • provide administrator and employee access;
  • enable document creation through the document builder;
  • provide template-based document starting points;
  • assign documents to users, departments, locations, teams, or other audiences;
  • collect and store acknowledgements;
  • generate acknowledgement history and reports;
  • maintain audit trails;
  • operate dashboards;
  • manage account limits and plan usage;
  • provide customer support; and
  • maintain service availability.

4.2 Billing and Account Administration

  • generate invoices;
  • track payment status;
  • manage billing contacts;
  • apply subscription plan limits;
  • manage add-ons;
  • identify past-due accounts;
  • place accounts on hold when applicable;
  • reactivate accounts after payment;
  • process cancellations;
  • maintain tax, accounting, and business records; and
  • communicate about billing or account status.

4.3 Security and Fraud Prevention

  • protect accounts and data;
  • monitor suspicious activity;
  • detect unauthorized access;
  • prevent abuse;
  • enforce Terms of Service;
  • investigate security incidents;
  • maintain logs;
  • protect the integrity of the Services; and
  • comply with legal obligations.

4.4 Product Improvement and Analytics

  • understand how the Services are used;
  • improve user experience;
  • troubleshoot errors;
  • measure performance;
  • develop new features;
  • improve document, assignment, and reporting workflows;
  • evaluate platform usage trends; and
  • improve customer onboarding.

4.5 Customer Communications

  • respond to inquiries;
  • provide support;
  • send service announcements;
  • send administrative notices;
  • provide billing reminders;
  • notify users of changes to the Services;
  • provide security notices;
  • send product updates; and
  • communicate about features, templates, or account activity.

4.6 Legal and Compliance Purposes

  • comply with applicable laws;
  • respond to lawful requests;
  • enforce agreements;
  • preserve records;
  • resolve disputes;
  • prevent harm;
  • protect rights and property; and
  • support audits or legal claims.

5. HOW WE DISCLOSE INFORMATION

We do not sell customer employee data. We may disclose information in the following circumstances.

5.1 To Customer Administrators

Information relating to a customer’s users, employees, documents, assignments, and acknowledgement records may be visible to that customer’s authorized administrators, depending on permissions configured in the Services.

5.2 To Service Providers

We may disclose information to service providers that help us operate the Services, including providers of:

  • cloud hosting;
  • data storage;
  • database services;
  • email delivery;
  • billing and invoicing;
  • payment processing;
  • accounting;
  • analytics;
  • customer support;
  • logging and monitoring;
  • cybersecurity;
  • authentication;
  • backup and disaster recovery; and
  • business operations.

These providers are authorized to use information only as necessary to provide services to us or as otherwise permitted by law and contract.

5.3 To Payment and Billing Providers

If a customer pays through a third-party invoice or payment platform, payment information is processed by that provider. We may receive payment status, invoice status, confirmation numbers, customer details, and related payment metadata. We do not intend to collect or store full card numbers within the AcknowledgePoint application.

5.4 Business Transfers

We may disclose information in connection with a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar business transaction. If such a transaction occurs, customer information may be transferred as part of the transaction, subject to applicable law and contractual commitments.

5.5 Legal Requirements and Protection of Rights

We may disclose information if we believe disclosure is necessary or appropriate to:

  • comply with law;
  • respond to subpoenas, court orders, or lawful requests;
  • enforce our agreements;
  • protect our rights, privacy, safety, or property;
  • protect customers, users, or others;
  • investigate fraud or security issues; or
  • prevent illegal or harmful activity.

5.6 With Consent or Direction

We may disclose information with your consent or at the direction of a customer or authorized administrator.

6. NO SALE OF PERSONAL INFORMATION

AcknowledgePoint does not sell personal information in the traditional sense of exchanging personal information for money.

We also do not sell customer employee acknowledgement records.

If we engage in practices that may be considered “sharing” personal information for cross-context behavioral advertising under applicable California privacy law, we will provide appropriate disclosures and opt-out mechanisms. At launch, AcknowledgePoint should avoid using employee or customer account data for cross-context behavioral advertising.

7. DATA RETENTION

We retain information for as long as reasonably necessary to provide the Services, comply with legal obligations, resolve disputes, enforce agreements, support business operations, and maintain audit records.

Retention periods may vary depending on the type of information and the context.

Examples:

  • Account information may be retained while an account is active.
  • Billing and invoice records may be retained as required for tax, accounting, and legal purposes.
  • Customer employee acknowledgement records may be retained according to the customer’s subscription, account settings, contract, or applicable data retention commitments.
  • Security logs may be retained for a limited period unless needed for investigation or legal purposes.
  • Support communications may be retained for customer service, training, quality, and dispute resolution.

If a customer terminates service, we may retain customer data for a limited period to allow account reactivation, export, legal compliance, or backup integrity, unless a written agreement provides otherwise. After the applicable retention period, we will delete, de-identify, or archive information according to our policies and contractual obligations.

8. DATA SECURITY

We use reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, disclosure, alteration, or destruction.

Security measures may include:

  • encryption in transit;
  • access controls;
  • role-based permissions;
  • authentication controls;
  • logging and monitoring;
  • administrative access restrictions;
  • secure hosting environments;
  • data backup procedures;
  • vulnerability management;
  • account activity monitoring;
  • least-privilege access practices; and
  • internal security procedures.

No system can be guaranteed to be completely secure. Customers and users are responsible for maintaining the confidentiality of account credentials, using strong passwords, protecting administrative accounts, limiting access to authorized personnel, and promptly notifying us of suspected unauthorized access.

9. CUSTOMER RESPONSIBILITIES

Customers are responsible for:

  • determining what employee and company information is entered into the Services;
  • ensuring they have the right to provide such information to AcknowledgePoint;
  • providing appropriate employee notices, if required;
  • configuring user permissions appropriately;
  • maintaining accurate user, department, and location data;
  • managing administrator access;
  • ensuring policy content is accurate and lawful;
  • avoiding unnecessary sensitive information in documents;
  • exporting records as needed;
  • complying with employment, privacy, labor, and record retention laws applicable to their organization; and
  • responding to employee privacy requests when the customer controls the relevant data.

AcknowledgePoint does not provide legal, HR, employment, or compliance advice. Templates and document builder tools are provided as operational aids and should be reviewed by the customer’s appropriate legal, HR, compliance, or safety professionals before use.

10. INTERNATIONAL DATA TRANSFERS

AcknowledgePoint is intended primarily for use by companies operating in the United States. Information may be stored or processed in the United States or other locations where our service providers operate.

If you access the Services from outside the United States, you understand that information may be transferred to and processed in the United States, where privacy laws may differ from those in your jurisdiction.

11. CHILDREN’S PRIVACY

The Services are designed for business use and are not intended for children under the age of 13. We do not knowingly collect personal information directly from children under 13. If we learn that we have collected personal information from a child under 13 without appropriate authorization, we will take reasonable steps to delete it.

Customers should not use the Services to assign documents to minors unless they are authorized to do so and comply with all applicable laws.

12. CALIFORNIA PRIVACY DISCLOSURES

This section provides additional information for California residents and is intended to supplement the rest of this Privacy Policy.

12.1 California Online Privacy Protection Act Notice

California law requires operators of certain commercial websites and online services that collect personally identifiable information from California residents to conspicuously post a privacy policy. This Privacy Policy describes the categories of personally identifiable information we may collect, how we use and disclose that information, and how users may contact us regarding privacy matters.

12.2 California Consumer Privacy Act / California Privacy Rights Act

Depending on AcknowledgePoint’s size, revenue, data processing volume, and business activities, AcknowledgePoint may or may not be a “business” subject to the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, “CCPA”). Even where we are not legally required to provide all CCPA rights, we aim to handle privacy requests in a reasonable and transparent manner.

If AcknowledgePoint is subject to the CCPA, California residents may have rights described below, subject to legal limitations and verification.

12.3 Categories of Personal Information Collected

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

A. Identifiers

Examples: name, email address, company name, IP address, account identifier, billing contact details.

B. Customer Records Information

Examples: business contact details, billing information, invoice records, support information.

C. Commercial Information

Examples: subscription plan, invoice history, payment status, account status, add-ons, service usage.

D. Internet or Other Electronic Network Activity

Examples: login activity, feature usage, browser information, device information, page views, security logs.

E. Geolocation Data

Examples: approximate location derived from IP address.

F. Professional or Employment-Related Information

Examples: company affiliation, department, location, role, administrator status, employee assignment information.

G. Inferences

Examples: limited usage or account status indicators, such as active account, overdue account, or feature adoption, to improve Services and support customers.

H. Sensitive Personal Information

AcknowledgePoint does not intentionally require customers to submit sensitive personal information to use the Services. However, customers may choose to include sensitive information in documents or user records. Customers are responsible for limiting sensitive information and ensuring lawful processing.

12.4 Sources of Personal Information

We may collect personal information from:

  • customers;
  • administrators;
  • employees and users;
  • website visitors;
  • billing contacts;
  • customer support communications;
  • automated technologies;
  • service providers;
  • payment and invoicing providers; and
  • security and analytics tools.

12.5 Purposes for Collection, Use, and Disclosure

We may collect, use, and disclose personal information for the purposes described in this Privacy Policy, including to provide the Services, manage accounts, process billing, support customers, secure the platform, improve the Services, comply with law, and enforce agreements.

12.6 Categories of Third Parties to Whom Information Is Disclosed

We may disclose personal information to:

  • customer administrators;
  • cloud hosting providers;
  • billing and accounting providers;
  • payment processors;
  • email providers;
  • analytics providers;
  • customer support providers;
  • security vendors;
  • professional advisors;
  • business transaction parties; and
  • government or legal authorities when required.

12.7 California Privacy Rights

Subject to applicable law and verification, California residents may have the right to:

  • know what personal information we collect, use, disclose, sell, or share;
  • request access to specific pieces of personal information;
  • request deletion of personal information;
  • request correction of inaccurate personal information;
  • opt out of the sale or sharing of personal information;
  • limit the use or disclosure of sensitive personal information in certain circumstances;
  • receive information about data retention; and
  • not be discriminated against for exercising privacy rights.

12.8 Customer Employee Requests

If you are an employee or user of one of our customers and your information is processed in AcknowledgePoint as part of your employer’s or organization’s account, please direct privacy requests to that customer. Because the customer controls the relevant employee account and acknowledgement records, we may refer your request to the customer or assist the customer in responding as required by contract or law.

12.9 How to Submit a Privacy Request

You may submit a privacy request by contacting us at:

Email: [[email protected]] Mailing Address: [Insert Company Mailing Address]

Please include enough information for us to verify and process your request. We may need to verify your identity or authority before responding. If you are submitting a request on behalf of someone else, we may require proof of authorization.

12.10 Authorized Agents

California residents may use an authorized agent to submit certain requests. We may require proof that the agent is authorized to act on your behalf and may require you to verify your identity directly with us.

12.11 Do Not Track

Some browsers transmit “Do Not Track” signals. There is no uniform industry standard for responding to such signals. Unless required by law, we do not currently respond to browser “Do Not Track” signals. We may provide other cookie or tracking choices where applicable.

12.12 Shine the Light

California Civil Code Section 1798.83 permits California residents to request information about certain disclosures of personal information to third parties for their direct marketing purposes. We do not disclose customer employee acknowledgement records to third parties for their own direct marketing purposes.

13. OTHER STATE PRIVACY RIGHTS

Residents of certain states may have privacy rights under applicable state privacy laws. Depending on where you reside and whether the law applies to AcknowledgePoint, you may have rights to access, correct, delete, or obtain a copy of certain personal information, or to opt out of certain processing activities.

To exercise privacy rights, contact us at:

Email: [[email protected]]

We will respond as required by applicable law.

14. EMAIL COMMUNICATIONS AND MARKETING CHOICES

We may send administrative, transactional, billing, security, and service-related communications. These communications are necessary for the Services and you may not be able to opt out of them while maintaining an active account.

If we send marketing emails, you may opt out by using the unsubscribe link in the email or contacting us. Even if you opt out of marketing communications, we may still send service-related communications.

15. THIRD-PARTY LINKS AND SERVICES

The Services may contain links to third-party websites, platforms, or services, including billing, payment, support, documentation, or integration providers. We are not responsible for the privacy practices of third parties. When you access a third-party service, the third party’s privacy policy and terms apply.

16. INTEGRATIONS

If AcknowledgePoint offers integrations with third-party systems, such as identity providers, HR systems, email platforms, accounting systems, or reporting tools, customers may choose to connect those integrations. Information exchanged through integrations will depend on the integration selected, customer configuration, and permissions granted.

Customers are responsible for reviewing third-party integration terms, privacy policies, permissions, and data flows before enabling integrations.

17. DATA EXPORTS AND REPORTS

AcknowledgePoint may allow administrators to export reports, acknowledgement records, document performance data, user lists, or billing records. Customers are responsible for protecting exported data after download, including applying appropriate access controls, retention practices, and security safeguards.

18. ACCOUNT HOLDS, SUSPENSION, AND CANCELLATION

If an account becomes past due or violates applicable terms, AcknowledgePoint may place the account on hold or restrict access according to our Subscription and Billing Terms and Terms of Service.

Account hold or suspension does not necessarily mean immediate deletion of customer data. We may retain data during a hold period to allow payment resolution, account reactivation, record export, legal compliance, or dispute resolution. Data deletion following cancellation will be handled according to our retention practices and applicable agreements.

19. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. If we make material changes, we may notify customers by email, application notice, website notice, or other reasonable means. The updated Privacy Policy will be effective when posted unless otherwise stated.

Your continued use of the Services after an updated Privacy Policy becomes effective means you acknowledge the updated Privacy Policy.

20. CONTACT US

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

AcknowledgePoint, LLC Email: [[email protected]] Support: [[email protected]] Mailing Address: [Insert Company Mailing Address] Website: https://acknowledgepoint.com