1. Introduction

At ArcticBit, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Notice explains how we collect, use, process, and protect your personal data when you use our engineering and IT services, including our AI-powered business tools, algorithms, and models designed to assist businesses in their operations.

ArcticBit provides cutting-edge technology solutions including AI transcription services, custom software development, and business automation tools. We understand that trust is fundamental to our relationship with our clients and users.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

• Account Information: Name, email address, phone number, company name, and business address
• Authentication Data: Username, password, and security credentials
• Payment Information: Billing details, payment method information (processed securely through third-party payment processors)
• Profile Data: Professional information, preferences, and account settings
• Communication Data: Email correspondence, support requests, and feedback

2.2 Technical Information

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Log files, access times, pages viewed, click-through rates, and user interactions
• Location Data: Approximate location based on IP address for security and localization purposes
• Performance Data: System performance metrics and error reports to improve our services

2.3 Business Content

• Audio Files: Voice recordings uploaded for transcription services
• Documents: Files and documents processed through our business tools
• Business Data: Information processed through our algorithms and models
• Analytics Data: Aggregated and anonymized business insights generated from our tools

3. How We Use Your Information

3.1 Service Delivery

• Provide and maintain our engineering and IT services
• Process audio files for AI transcription services
• Develop and improve our algorithms and business models
• Customize and optimize our tools for your business needs
• Provide technical support and customer service

3.2 Business Operations

• Process payments and manage billing
• Communicate about service updates, new features, and technical notices
• Analyze usage patterns to improve service performance and reliability
• Conduct research and development for new features and services

3.3 Legal and Security

• Comply with legal obligations and regulatory requirements
• Protect against fraud, abuse, and security threats
• Enforce our terms of service and other policies
• Investigate and resolve technical issues and disputes

4. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Contract Performance: To provide our engineering and IT services as agreed
• Legitimate Interests: To improve our services, ensure security, and operate our business
• Consent: Where you have given explicit consent for specific processing activities
• Legal Compliance: To meet our legal and regulatory obligations

5. Information Sharing and Disclosure

5.1 Third-Party Service Providers

We may share your information with trusted third-party service providers who assist us in:

• Cloud infrastructure and data hosting (AWS, Google Cloud)
• Payment processing (Stripe, PayPal)
• Analytics and performance monitoring
• Customer support and communication tools
• Security and fraud prevention services

5.2 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal information may be transferred as part of the transaction, subject to equivalent privacy protections.

5.3 Legal Requirements

We may disclose your information when required by law, regulation, or legal process, or to protect our legitimate business interests.

6. Data Security

We implement comprehensive security measures to protect your personal information:

• Encryption: Data is encrypted in transit and at rest using industry-standard encryption
• Access Controls: Strict access controls and authentication mechanisms
• Infrastructure Security: Secure cloud infrastructure with regular security audits
• Employee Training: Regular security training for all personnel handling personal data
• Incident Response: Comprehensive incident response procedures and breach notification protocols

7. Data Retention

We retain your personal information for the period necessary to fulfill the purposes outlined in this Privacy Notice:

• Account Data: Retained while your account is active and for 7 years after closure for legal compliance
• Business Content: Retained according to your service agreement or until deletion is requested
• Technical Logs: Typically retained for 12 months for security and performance analysis
• Payment Records: Retained for 7 years for tax and accounting purposes

8. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

8.1 Access and Portability

• Request access to your personal information
• Receive a copy of your data in a structured, machine-readable format
• Transfer your data to another service provider

8.2 Correction and Deletion

• Correct inaccurate or incomplete personal information
• Request deletion of your personal information (subject to legal retention requirements)
• Restrict or object to certain processing activities

8.3 Communication Preferences

• Opt-out of marketing communications
• Manage notification preferences
• Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@arctic-bit.com

9. International Data Transfers

As a global technology company, we may transfer your personal information to countries outside your residence for processing and storage. We ensure appropriate safeguards are in place through:

• Standard Contractual Clauses approved by relevant authorities
• Adequacy decisions for countries with equivalent data protection laws
• Appropriate technical and organizational security measures

10. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Maintain user sessions and preferences
• Analyze website performance and user behavior
• Provide personalized experiences
• Ensure security and prevent fraud

You can manage cookie preferences through your browser settings or our cookie management tool.

11. Children's Privacy

Our services are designed for business use and are not intended for individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will promptly delete it.

12. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our practices, legal requirements, or business operations. We will notify you of material changes through:

• Email notification to registered users
• Prominent notice on our website
• In-app notifications for significant changes

Continued use of our services after notice of changes constitutes acceptance of the updated Privacy Notice.

13. Contact Information

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

14. Supervisory Authority

If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with your local data protection supervisory authority.