Privacy Policy

Last Updated: March 28, 2024

At XentOps, we value your privacy and are committed to protecting your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your data when you use our Software-as-a-Service (SaaS) platform.

By using XentOps, you consent to the practices described in this Privacy Policy. If you do not agree with any part of this policy, please refrain from using XentOps.

1. Information We Collect

1.1. Personal Information: When you create an account or use certain features of XentOps, we may collect personal information such as:

• Name, email address, phone number, and other contact details
• Billing information and payment details
• Professional information such as job title and company name
• User credentials for authentication purposes
• Any other information you provide when contacting us

1.2. Cloud Provider Data: When you connect XentOps to your cloud provider accounts (such as AWS, Azure, GCP, or others), we access and process data necessary to provide our services, including:

• Cloud resource usage and configuration
• Cost and billing information
• Performance metrics
• Resource identifiers and metadata
• API credentials or tokens (securely stored and used only for authorized service provision)

1.3. Usage Data: We collect data about how you use XentOps, including:

• Features and pages accessed
• Actions taken within the service
• Time spent using various aspects of the platform
• Performance data and error reports
• Device information such as IP address, browser type, and operating system

1.4. Cookies and Similar Technologies: XentOps uses cookies, web beacons, pixel tags, and similar tracking technologies to:

• Remember your preferences and settings
• Understand how you interact with our platform
• Authenticate users and maintain secure sessions
• Analyze usage patterns and improve our service
• Enable certain functions and tools on our platform

2. How We Use Your Information

2.1. Service Provision and Improvement: We use the information collected to:

• Provide, maintain, and improve XentOps’s services
• Process and complete transactions
• Generate cost optimization recommendations
• Enhance the functionality and user experience
• Develop new features, products, and services

2.2. Communications: Your personal information may be used to:

• Communicate with you regarding account and service updates
• Provide technical and customer support
• Send important notices and security alerts
• Share information about features and offers (where permitted by law)
• Respond to your inquiries and requests

2.3. Analytics and Research: We may use your information for:

• Analyzing usage trends and patterns
• Conducting research and statistical analysis
• Measuring the effectiveness of our service
• Generating aggregated, anonymized insights
• Monitoring and improving the security of our platform

2.4. Legal Compliance and Protection: We may use your information to:

• Comply with applicable laws, regulations, and legal processes
• Enforce our Terms of Service and other legal rights
• Prevent, detect, and address fraud, security issues, and technical problems
• Protect the rights, property, and safety of our users, XentOps, and others

3. Data Sharing and Disclosure

3.1. No Sale of Personal Information: XentOps does not sell, rent, or lease your personal information to third parties.

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

• Hosting our platform and related infrastructure
• Processing payments and billing
• Providing customer support services
• Conducting analytics and performance monitoring
• Managing marketing and communications

These service providers are contractually obligated to use your information only for the purposes of providing services to us and are required to maintain confidentiality and security measures consistent with this Privacy Policy.

3.3. Business Transfers: If XentOps is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your information.

3.4. Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency) or when we believe disclosure is necessary to:

• Comply with a legal obligation
• Protect and defend our rights or property
• Prevent or investigate possible wrongdoing in connection with the Service
• Protect the personal safety of users of the Service or the public

3.5. With Your Consent: We may share your information with third parties when we have your explicit consent to do so.

4. Data Security and Retention

4.1. Security Measures: XentOps implements a variety of industry-standard security measures to protect your information, including:

• Encryption of sensitive data in transit and at rest
• Strong access controls and authentication mechanisms
• Regular security assessments and penetration testing
• Employee training on security and privacy practices
• Secure data backup and recovery procedures

4.2. Data Retention: We retain personal information for as long as:

• Your account is active
• Needed to provide you with our services
• Required for legitimate business purposes such as fraud prevention
• Necessary to comply with legal obligations
• Required to resolve disputes or enforce our agreements

4.3. Security Limitations: While we take reasonable precautions, no method of data transmission over the internet or electronic storage is 100% secure. Therefore, we cannot guarantee absolute security. If you have reason to believe your interaction with us is no longer secure, please notify us immediately.

5. Your Rights and Choices

5.1. Account Information: You can review, update, or delete certain personal information by logging into your account settings. If you need assistance accessing, correcting, or deleting information that cannot be accessed through your account, please contact us.

5.2. Communication Preferences: You can opt out of receiving promotional communications from us by following the unsubscribe instructions provided in those communications or by updating your account preferences.

5.3. Cookies and Tracking Technologies: Most web browsers are set to accept cookies by default. You can usually choose to set your browser to remove or reject cookies, but this may affect certain features of our Service. For more detailed information about cookies and how to manage them, please refer to our Cookie Policy [link to Cookie Policy].

5.4. Data Subject Rights: Depending on your location, you may have certain rights regarding your personal information, such as:

• Access to your personal information
• Correction of inaccurate or incomplete information
• Deletion of your personal information under certain circumstances
• Restriction or objection to processing of your personal information
• Data portability
• Withdrawal of consent

To exercise these rights, please contact us using the information provided in the “Contact Us” section below.

6. International Data Transfers

6.1. Global Operations: XentOps operates globally and may transfer, store, and process your information in countries other than your own. Our primary data processing facilities are located in the United States, but we may transfer data to servers and service providers in other countries.

6.2. Transfer Safeguards: Whenever we transfer your personal information to other countries, we will ensure that appropriate safeguards are in place to protect your information and comply with applicable data protection laws. These safeguards may include:

• Standard contractual clauses approved by relevant data protection authorities
• Adequacy decisions by data protection authorities
• Other legally approved mechanisms for international data transfers

7. Third-Party Links and Services

7.1. External Links: XentOps may contain links to third-party websites, apps, or services that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

7.2. Cloud Provider Connections: When you connect your cloud provider accounts (such as AWS, Azure, GCP, or others) to XentOps, the data we collect is governed by this Privacy Policy. However, any information you provide directly to your cloud provider is governed by their privacy policies, and we encourage you to review those policies.

8. Children’s Privacy

8.1. Age Restriction: XentOps is not intended for use by children under the age of 16, and we do not knowingly collect personal information from individuals under 16 years of age. If we learn that we have collected personal information from a child under 16, we will take steps to delete that information as soon as possible.

8.2. Parental Concerns: If you believe we might have any information from or about a child under 16, please contact us immediately.

9. Changes to this Privacy Policy

9.1. Policy Updates: We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will post the revised policy on our website with an updated “Last Updated” date.

9.2. Material Changes: For material changes to this Privacy Policy, we will notify you by email or through a notice on our website prior to the changes becoming effective. We encourage you to review our Privacy Policy periodically to stay informed about our data practices.

10. Regional Privacy Rights

10.1. European Economic Area (EEA), United Kingdom, and Switzerland: If you are located in the EEA, UK, or Switzerland, the legal basis for collecting and using your personal information depends on the specific information concerned and the context in which it is collected. We generally only process your personal information where:

• We need it to perform a contract with you
• We have your consent to do so
• Processing is in our legitimate interests and not overridden by your data protection interests or rights
• We need to comply with legal obligations

10.2. California Residents: If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including:

• The right to know what personal information we collect, use, disclose, and sell
• The right to delete certain personal information
• The right to opt-out of the sale or sharing of personal information
• The right to non-discrimination for exercising your privacy rights
• The right to limit the use of sensitive personal information

10.3. Additional Regional Rights: If you are a resident of another jurisdiction with data protection laws, you may have similar rights to access, correct, update, or request deletion of your personal information. Please contact us to exercise these rights.

11. Contact Us

11.1. Privacy Questions: If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

• Email: privacy@xentops.com
• Mail: XentOps Privacy Team, [Physical Address]

11.2. Data Protection Officer: You can contact our Data Protection Officer at dpo@xentops.com.

11.3. Regulatory Authorities: If you have concerns about our privacy practices, you also have the right to file a complaint with your local data protection authority.

By using XentOps, you acknowledge that you have read and understood this Privacy Policy.