1. Information We Collect

1.1 Account & Registration Information

When you create an account, we collect information such as your name, email address, company name, job title, phone number, and billing information.

1.2 Customer Data

Data you input into the platform, including certification records, work orders, technician information, customer records, compliance documentation, and operational data. This data is owned by you and processed on your behalf.

1.3 Usage Data

We automatically collect information about how you interact with our platform, including log data, IP addresses, browser type, pages visited, features used, and time spent on the platform.

1.4 Device Information

Information about the device you use to access our Services, including hardware model, operating system, unique device identifiers, and mobile network information.

1.5 Communications

Records of communications between you and ValiDyne IQ, including support tickets, emails, and in-platform messages.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the ValiDyne IQ platform
• Process transactions and send related information including billing confirmations
• Send administrative communications, technical notices, and security alerts
• Respond to customer service requests and support inquiries
• Monitor and analyze usage patterns to improve platform performance
• Detect, prevent, and address technical issues, fraud, and security breaches
• Comply with legal obligations and enforce our Terms of Service
• Send marketing communications where you have opted in to receive them

3. Data Sharing & Disclosure

3.1 We Do Not Sell Your Data

ValiDyne IQ does not sell, rent, or trade your personal information or Customer Data to third parties for their marketing purposes.

3.2 Service Providers

We may share information with trusted third-party service providers who assist us in operating our platform, including cloud hosting providers, payment processors, email service providers, and analytics tools. These providers are contractually bound to protect your data.

3.3 Legal Requirements

We may disclose your information if required to do so by law, court order, or government authority, or when we believe disclosure is necessary to protect our rights, protect your safety, or investigate fraud.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

4. Data Security

ValiDyne IQ implements industry-standard security measures to protect your information, including:

• Encryption of data in transit using TLS/SSL protocols
• Encryption of data at rest using AES-256 encryption
• Role-based access controls limiting data access to authorized personnel
• Regular security assessments and vulnerability testing
• Multi-factor authentication support for all accounts
• Comprehensive audit logging of all data access and modifications

While we implement these safeguards, no security system is impenetrable. We cannot guarantee absolute security of your information.

5. Data Retention

We retain your personal information and Customer Data for as long as your account is active or as needed to provide the Services. Upon termination of your account, we will retain your data for 30 days to allow for export, after which it will be permanently deleted from our active systems.

We may retain certain information for longer periods as required by law, for fraud prevention, or for legitimate business purposes.

6. Your Rights & Choices

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

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to legal obligations
• Portability: Request a machine-readable export of your data
• Opt-Out: Opt out of marketing communications at any time
• Restriction: Request restriction of processing in certain circumstances

To exercise any of these rights, please contact us at privacy@validyneiq.com.

7. HIPAA Considerations

ValiDyne IQ serves customers in healthcare and pharmacy environments. Where our Services involve the processing of Protected Health Information (PHI) as defined under HIPAA, we operate as a Business Associate and will execute a Business Associate Agreement (BAA) with covered entities as required by law.

Customers operating in HIPAA-regulated environments should contact us to execute a BAA before inputting any PHI into the platform.

8. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete such information promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by posting a prominent notice on our platform. Your continued use of the Services after the effective date of any changes constitutes your acceptance of the updated policy.

1. Our Commitment

ValiDyne IQ believes that technology should be accessible to all users, regardless of ability. We are committed to providing a platform that is usable by people with a wide range of disabilities, including visual, auditory, physical, speech, cognitive, and neurological disabilities.

We strive to conform to the Web Content Accessibility Guidelines (WCAG) 2.1 at Level AA as published by the World Wide Web Consortium (W3C).

2. Conformance Status

The ValiDyne IQ platform is partially conformant with WCAG 2.1 Level AA. Partially conformant means that some parts of the content do not fully conform to the accessibility standard. We are actively working to achieve full conformance.

3. Accessibility Features

The ValiDyne IQ platform currently includes the following accessibility features:

• Keyboard navigation support throughout core workflows
• Sufficient color contrast ratios for text and interactive elements
• Resizable text without loss of content or functionality
• Descriptive page titles and logical heading structure
• Form fields with associated labels
• Error identification and suggestions for correction
• Skip navigation links for screen reader users
• ARIA landmarks and roles for improved screen reader navigation
• Focus indicators for keyboard navigation
• Consistent navigation across pages

4. Known Limitations

We are aware of the following accessibility limitations and are actively working to address them:

• Some complex data tables may not have complete header associations for screen readers
• Certain PDF documents generated by the platform may not be fully accessible
• Some older dashboard components may have limited screen reader support
• Video content does not currently include captions (planned for future release)
• Some interactive charts may not provide accessible text alternatives

5. Technical Specifications

The ValiDyne IQ platform relies on the following technologies for conformance:

• HTML5
• CSS3
• JavaScript (ES6+)
• WAI-ARIA 1.1

The platform has been tested with the following assistive technologies and browsers:

• NVDA screen reader with Chrome on Windows
• VoiceOver with Safari on macOS and iOS
• TalkBack with Chrome on Android
• Keyboard-only navigation on Chrome, Firefox, and Edge

6. Formal Complaints

If you are not satisfied with our response to your accessibility feedback, you have the right to contact the relevant enforcement body in your jurisdiction. In the United States, you may contact the U.S. Department of Justice Civil Rights Division or file a complaint under Section 508 of the Rehabilitation Act if applicable.

1. What Are Cookies?

Cookies are small text files that are placed on your device when you visit a website or use a web application. They are widely used to make websites work more efficiently, provide a better user experience, and give website owners information about how their site is being used.

2. Types of Cookies We Use

2.1 Essential Cookies

These cookies are necessary for the platform to function properly and cannot be switched off. They are typically set in response to actions you take, such as logging in, filling out forms, or setting privacy preferences.

• Session cookies: Maintain your logged-in state during a session
• Security cookies: Help detect and prevent security threats
• Load balancing cookies: Ensure consistent platform performance

2.2 Performance & Analytics Cookies

These cookies help us understand how visitors interact with our platform by collecting and reporting information anonymously.

• Google Analytics: Tracks page views, session duration, and user behavior
• Performance monitoring: Identifies platform performance issues

2.3 Functional Cookies

These cookies enable enhanced functionality and personalization, such as remembering your preferences and settings.

• Language and region preferences
• Dashboard layout and display preferences
• Notification settings

2.4 Marketing Cookies

We use limited marketing cookies on our public website to understand the effectiveness of our marketing campaigns. These are not used within the authenticated platform.

3. Third-Party Cookies

Some cookies on our website are set by third-party services. These include:

• Google Analytics — Website traffic analysis
• Google Search Console — Search performance monitoring
• Payment processors — Secure payment processing

These third parties have their own privacy and cookie policies which govern their use of cookies.

4. Managing Cookies

You can control and manage cookies in several ways:

• Browser settings: Most browsers allow you to view, delete, and block cookies through their settings
• Opt-out tools: Google Analytics opt-out is available at tools.google.com/dlpage/gaoptout
• Platform settings: Non-essential cookies can be managed through your account preferences

Please note that blocking essential cookies may affect the functionality of our platform and prevent you from accessing certain features.

1. Definitions

• Personal Data: Any information relating to an identified or identifiable natural person
• Processing: Any operation performed on personal data, including collection, storage, use, and deletion
• Data Controller: The Customer who determines the purposes and means of processing personal data
• Data Processor: ValiDyne IQ, LLC, which processes personal data on behalf of the Customer
• Sub-processor: Any third party engaged by ValiDyne IQ to process personal data

2. Scope & Purpose of Processing

ValiDyne IQ processes personal data only for the following purposes:

• Providing and maintaining the compliance management platform
• Processing work orders, certifications, and compliance records
• Managing technician and customer user accounts
• Generating compliance reports and audit trails
• Providing technical support and customer service
• Platform security monitoring and fraud prevention

3. Data Controller Obligations

The Customer, as Data Controller, agrees to:

• Ensure a lawful basis exists for all personal data submitted to the platform
• Provide required notices and obtain necessary consents from data subjects
• Ensure personal data submitted is accurate and kept up to date
• Not submit special categories of personal data without appropriate safeguards
• Notify ValiDyne IQ promptly of any data subject requests or regulatory inquiries

4. ValiDyne IQ Obligations

ValiDyne IQ, as Data Processor, agrees to:

• Process personal data only on documented instructions from the Customer
• Ensure all personnel authorized to process personal data are bound by confidentiality
• Implement appropriate technical and organizational security measures
• Assist the Customer in responding to data subject rights requests
• Notify the Customer of any personal data breach within 72 hours of becoming aware
• Delete or return all personal data upon termination of the agreement
• Provide all information necessary to demonstrate compliance with this DPA

5. Sub-processors

ValiDyne IQ uses the following categories of sub-processors to provide the Services:

• Cloud Infrastructure: Hosting and data storage services
• Email Services: Transactional and notification email delivery
• Analytics: Platform usage analytics and monitoring
• Payment Processing: Subscription billing and payment services

ValiDyne IQ will provide a full list of current sub-processors upon request and will notify the Customer of any intended changes to sub-processors with at least 30 days' advance notice.

6. Security Measures

ValiDyne IQ implements the following technical and organizational security measures:

• Encryption of personal data in transit (TLS 1.2+) and at rest (AES-256)
• Access controls ensuring only authorized personnel access personal data
• Regular security assessments and penetration testing
• Incident response procedures and breach notification protocols
• Business continuity and disaster recovery planning
• Employee security training and background screening

7. Data Transfers

ValiDyne IQ primarily stores and processes Customer data within the United States. Any transfer of personal data outside the Customer's jurisdiction will be subject to appropriate safeguards as required by applicable data protection law.

1. Infrastructure Security

1.1 Cloud Infrastructure

ValiDyne IQ is hosted on enterprise-grade cloud infrastructure with industry-leading physical security, redundancy, and compliance certifications. Our infrastructure providers maintain SOC 2 Type II and ISO 27001 certifications.

1.2 Network Security

• Firewall protection at all network boundaries
• Intrusion detection and prevention systems (IDS/IPS)
• DDoS mitigation and protection
• Network segmentation separating customer environments
• Regular vulnerability scanning and patching

1.3 Data Center Security

Physical access to our infrastructure is restricted to authorized personnel only, with biometric controls, 24/7 surveillance, and comprehensive visitor logging.

2. Application Security

• Secure Software Development Lifecycle (SSDLC) practices
• Regular code reviews and static analysis
• Annual third-party penetration testing
• OWASP Top 10 vulnerability mitigation
• Dependency vulnerability monitoring and patching
• Multi-factor authentication (MFA) support
• Session management with automatic timeout
• Input validation and output encoding

3. Data Encryption

• In Transit: All data transmitted between clients and our platform is encrypted using TLS 1.2 or higher
• At Rest: All customer data stored on our platform is encrypted using AES-256 encryption
• Database: Database encryption with separate key management
• Backups: All backups are encrypted and stored securely with access controls

4. Access Controls

• Role-based access control (RBAC) limiting access to data on a need-to-know basis
• Principle of least privilege for all system accounts
• Multi-factor authentication required for administrative access
• Regular access reviews and deprovisioning of inactive accounts
• Comprehensive audit logging of all access to customer data
• Separate production and development environments

5. Incident Response

ValiDyne IQ maintains a formal incident response plan that includes:

• 24/7 security monitoring and alerting
• Defined incident classification and escalation procedures
• Customer notification within 72 hours of confirmed personal data breaches
• Post-incident analysis and remediation documentation
• Regular incident response drills and tabletop exercises

6. Business Continuity & Disaster Recovery

• Automated daily backups with point-in-time recovery capabilities
• Geographic redundancy for critical data and services
• Defined Recovery Time Objective (RTO) and Recovery Point Objective (RPO)
• Regular backup restoration testing
• Documented business continuity and disaster recovery plans

7. Employee Security

• Background checks for all employees with access to customer data
• Regular security awareness training
• Confidentiality agreements for all staff
• Security policies and acceptable use guidelines
• Immediate access revocation upon employee departure

8. Vulnerability Disclosure

ValiDyne IQ welcomes responsible disclosure of security vulnerabilities. If you discover a security vulnerability in our platform, please report it to our security team. We commit to:

• Acknowledging receipt of vulnerability reports within 48 hours
• Providing regular updates on remediation progress
• Not pursuing legal action against good-faith security researchers
• Crediting researchers who responsibly disclose vulnerabilities (with permission)

1. Purpose

This policy establishes guidelines for the appropriate use of the ValiDyne IQ compliance management platform to ensure the security, reliability, and integrity of our services and to protect all users and their data.

2. Permitted Uses

The ValiDyne IQ platform is intended for use by authorized business customers for legitimate compliance management purposes, including:

• Managing certification workflows and compliance documentation
• Scheduling and dispatching field technicians
• Tracking work orders and service requests
• Generating and distributing compliance reports and certifications
• Managing customer compliance portals
• Monitoring and reporting on operational KPIs

3. Prohibited Activities

3.1 Security Violations

• Attempting to gain unauthorized access to any accounts, systems, or networks
• Circumventing or disabling security features or access controls
• Conducting port scans, network probes, or vulnerability assessments without authorization
• Uploading malware, viruses, ransomware, or other malicious code
• Engaging in denial-of-service attacks or network flooding

3.2 Data Misuse

• Submitting false, fraudulent, or misleading compliance data
• Accessing or attempting to access other customers' data
• Exporting or sharing data in violation of applicable privacy laws
• Using the platform to store or transmit unauthorized personal data
• Scraping or harvesting data from the platform without authorization

3.3 Legal Violations

• Using the platform in violation of any applicable laws or regulations
• Infringing on the intellectual property rights of ValiDyne IQ or third parties
• Violating any applicable data protection or privacy laws
• Using the platform to facilitate fraud, money laundering, or other financial crimes

3.4 Platform Abuse

• Sharing account credentials with unauthorized users
• Using the platform for any purpose other than legitimate business operations
• Reselling or sublicensing access to the platform without authorization
• Creating multiple accounts to circumvent subscription limits
• Submitting excessive API requests that degrade platform performance

4. Compliance Data Integrity

Given the regulated nature of our customers' industries, ValiDyne IQ places particular emphasis on the integrity of compliance data. Users must:

• Submit accurate and truthful compliance records and certifications
• Not alter or falsify certification results or compliance documentation
• Maintain appropriate documentation for all compliance activities recorded in the platform
• Ensure all users with access to compliance data are properly trained and authorized
• Report any suspected falsification of compliance data to ValiDyne IQ immediately

5. User Responsibilities

Each user is responsible for:

• Maintaining the confidentiality of their login credentials
• Logging out of the platform when not in use
• Reporting suspected security incidents or unauthorized access promptly
• Ensuring devices used to access the platform have up-to-date security software
• Complying with their organization's internal information security policies

6. Enforcement

Violations of this Acceptable Use Policy may result in:

• Immediate suspension of the offending user's account
• Termination of the Customer's subscription without refund
• Reporting to appropriate law enforcement authorities
• Civil or legal action to recover damages

ValiDyne IQ reserves the right to investigate suspected violations and to cooperate with law enforcement agencies in connection with any investigation of illegal activity.

7. Reporting Violations

If you become aware of any violation of this Acceptable Use Policy, please report it to us immediately. We take all reports seriously and will investigate promptly.