Privacy Policy

1. Who We Are

Incutech Labs LLC ("The Fit Filter," "we," "us," or "our") operates the website at fitfilter.app and the The Fit Filter SaaS application (collectively, the "Service"). We are the data controller for personal information collected through the Service.

Questions about this policy? Contact our privacy team at privacy@fitfilter.app.

2. Information We Collect

2.1 Information You Provide Directly

• Account information: When you create an account, we collect your name, email address, and a password (stored as a secure hash). For team accounts we collect your organization name.
• Billing information: When you subscribe, our payment processor Stripe collects and stores your payment card details. We receive only a tokenized reference and the last four digits of your card, we never store raw card numbers.
• Profile and usage data: Content you enter into the Service, including client notes, call logs, filtering preferences, and other professional records you choose to store.
• Communications: When you contact us by email or through support channels, we retain those communications to respond and improve our Service.

2.2 Information Collected Automatically

• Log data: Your IP address, browser type, operating system, referring URLs, pages visited, and timestamps when you access the Service.
• Device information: Hardware model, operating system version, unique device identifiers, and mobile network information (for mobile app users).
• Usage data: Feature interactions, session duration, and in-app navigation patterns, used to improve the product experience.
• Cookies and similar technologies: See Section 5 for details.

2.3 Information from Third Parties

• Stripe: We receive subscription status, payment events, and billing history from Stripe to manage your account.
• Analytics providers: We may receive aggregated, anonymized data from analytics services to understand overall usage trends.

3. How We Use Your Information

We use the information we collect to:

• Create and manage your account and provide the Service
• Process payments and manage your subscription
• Send transactional communications (receipts, password resets, account notices)
• Respond to support requests and resolve disputes
• Improve, personalize, and develop new features of the Service
• Monitor for and prevent fraud, security incidents, and abuse
• Comply with legal obligations and enforce our Terms of Service
• Send optional marketing and product update emails, you can opt out at any time via the unsubscribe link in those emails

4. How We Share Information

We share personal information only in the ways described below:

4.1 Service Providers

We engage trusted third-party vendors who process data on our behalf to operate the Service. These include:

• Appwrite cloud infrastructure and authentication
• Stripe payment processing and subscription management
• Email providers transactional and notification emails

These providers are contractually obligated to protect your data and may not use it for purposes beyond what we direct.

4.2 Legal Requirements

We may disclose your information if required to do so by law, regulation, court order, or governmental authority, or if we believe in good faith that disclosure is necessary to protect the safety of any person, to address fraud or security issues, or to protect our legal rights.

4.3 Business Transfers

If The Fit Filter is involved in a merger, acquisition, asset sale, or bankruptcy proceeding, your information may be transferred as part of that transaction. We will notify you of any such change in control and your choices via email and a prominent notice on our website.

4.4 With Your Consent

We may share your information for any other purpose with your explicit consent.

5. Cookies & Tracking

We use cookies and similar tracking technologies to operate and improve the Service. Here's what we use:

You can control cookies through your browser settings. Disabling certain cookies may affect functionality. We do not currently respond to "Do Not Track" signals because there is no industry-standard interpretation of those signals.

6. Data Retention

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

• Account data: Retained while your account is active and for up to 90 days after deletion to allow for account recovery.
• Billing records: Retained for a minimum of 7 years for tax and legal compliance purposes.
• Log data: Retained for up to 12 months for security and troubleshooting purposes.
• Anonymized analytics: May be retained indefinitely as they cannot be tied back to an individual.

When you request deletion of your account, we will delete or anonymize your personal information within 30 days, except where retention is required by law.

7. Security

We implement industry-standard technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These include:

• Encryption of data in transit using TLS 1.2+
• Encrypted storage of sensitive credentials
• Access controls limiting who within our team can access your data
• Regular security review of our infrastructure and practices

No method of transmission or storage is 100% secure. If you discover a potential security vulnerability, please disclose it responsibly to security@fitfilter.app.

8. Your Rights & Choices

Depending on where you live, you may have certain rights regarding your personal information. These may include:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data.
• Portability: Receive your data in a structured, machine-readable format.
• Objection / Restriction: Object to or restrict certain processing activities.
• Marketing opt-out: Unsubscribe from promotional emails at any time using the unsubscribe link in those emails or by contacting us.

To exercise any of these rights, contact us at privacy@fitfilter.app. We will respond within 30 days. We may need to verify your identity before fulfilling certain requests.

If you are a resident of California, you have additional rights under the California Consumer Privacy Act (CCPA). If you are located in the European Economic Area or UK, you have rights under the General Data Protection Regulation (GDPR). Contact us to learn more about how these laws apply to you.

9. Children's Privacy

The Service is intended for use by adults (18+) and is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us with personal information, please contact us at privacy@fitfilter.app and we will delete that information promptly.

10. International Users

The Fit Filter is operated from the United States. If you access the Service from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where we or our service providers operate. By using the Service, you consent to this transfer.

We take steps to ensure adequate protection of your personal information regardless of where it is processed, consistent with applicable law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our data practices, or the features of our Service. When we make material changes, we will notify you by email or by posting a notice within the Service at least 14 days before the changes take effect.

We encourage you to review this policy periodically. The "Effective" date at the top of the page shows when it was last updated.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please reach out:

We are committed to working with you to resolve any privacy concerns.