Effective Date: July 2025

1. Introduction

Haystack Solutions LLC (“we,” “us,” “our”) respects your privacy. This policy explains how we collect, use, share, and protect information through the Haystack mobile app (“App”), used exclusively in the U.S.

2. Information We Collect

A. Information You Provide

Personal Information: name, phone number, occupation, profile photo.
Certification Scans: images captured via OCR, with metadata (e.g. timestamps, location).

B. Automatically Collected Information

Usage & Device Data: device identifiers, OS version, IP address, and crash logs.
App Activity: usage logs, features accessed, and timestamps.

3. How We Use Your Information

We use information that we collect about you or that you provide to us, including any personal information, to:

Provide you with the App and its contents, and any other information, products or services that you request from us.
Fulfill any other purpose for which you provide it.
Give you notices about your certifications, including expiration and renewal notices.
Notify you when Application updates are available, and of changes to any products or services we offer or provide though it.
Authenticate and verify user identity.
Provide and improve OCR functionality and safety-document workflows.
Enable app notifications and communication features.
Optimize and debug the App.
Provide usage analytics and reporting to your employer.

4. Data Sharing & Disclosure

We may share your information with:

Your Employer: to enable App functionality.
Service Providers: e.g., AWS, analytics vendors, support services.
Law Enforcement or Legal Requests: if required by law or to protect rights.
Business Contracts or Transfers: during a merger, acquisition, or sale of assets and/or services.

5. Data Storage & Security

Storage: Data is stored locally on your device and in encrypted AWS cloud servers.
Security Measures: encryption in transit and at rest, access controls, physical security, regular audits.
Cookie-Like Technologies: We may also use basic tracking technologies for performance monitoring and diagnostics.

6. Data Retention

We retain your data while your account is active and for up to 12 months after deactivation, unless longer retention is legally required.

7. Your Rights

Under U.S. law (including CCPA where applicable), you may:

Access or request a copy of your personal data.
Correct inaccurate or incomplete information.
Request deletion of your data (subject to legal obligations).
Opt out of certain data uses (though this may limit App functionality).
For California users: request details on any data shared with third parties.
To exercise these rights, email apps@haystack-usa.com.

8. Children’s Privacy

The App is intended for users 18 years or older. We do not knowingly collect data from children under 13.

9. Changes to This Policy

We may update this policy as we evolve. We’ll notify you via the App or email, and update the “Effective Date” above. Continued use after updates means you accept the revised policies.

10. Contact Us

For questions, privacy concerns, or to exercise your rights, contact:
Haystack Solutions LLC
Email: apps@haystack-usa.com