Your information. Your privacy. Our responsibility.

Kool&Tech may act in different roles depending on the context:

• Business or data controller: when we determine why and how personal information is processed for our website, marketing, sales, customer relationships, billing, security, and internal operations.
• Service provider or data processor: when we process personal information on behalf of a client while implementing, configuring, supporting, integrating, or maintaining systems according to the client's instructions and applicable agreement.

When Kool&Tech acts as a processor, the client remains responsible for establishing the lawful basis for processing, providing required notices, managing data-subject requests, and determining appropriate access and retention requirements unless a written agreement states otherwise.

We may obtain information directly from you; from your employer, authorized users, representatives, or project team; automatically through websites and systems; from service providers and integration partners; from public or professional sources; and from platforms you authorize us to access.

If you provide personal information about another individual, you represent that you are authorized to provide it and that any required notice or consent has been obtained.

• Respond to inquiries, evaluate needs, prepare proposals, and manage client relationships.
• Provide consulting, implementation, configuration, migration, training, support, development, website, integration, automation, and managed services.
• Create and manage accounts, permissions, projects, tickets, records, reports, documentation, backups, tests, and deployment activities.
• Operate interactive tools, generate assessments, calculate scores, and provide recommendations.
• Process billing, payments, accounting, collections, and contractual obligations.
• Send service-related notices, security alerts, appointment reminders, support updates, and other requested communications.
• Improve services, troubleshoot errors, monitor performance, analyze usage, and develop new capabilities.
• Protect systems, prevent fraud, investigate incidents, enforce agreements, and comply with legal obligations.
• Send marketing communications when permitted by law or when consent has been provided. You may opt out at any time.

Where applicable law requires a legal basis, we process personal information based on one or more of the following: performance of a contract or requested pre-contract activity; legitimate business interests; compliance with legal obligations; protection of rights and security; and consent.

Where processing relies on consent, consent may be withdrawn at any time, although withdrawal does not affect processing already completed or processing supported by another lawful basis.

We do not sell personal information for monetary consideration. We may disclose information only as reasonably necessary to operate our business, deliver services, or comply with law, including to:

• Cloud, hosting, CRM, ERP, email, collaboration, analytics, communications, payment, security, development, and support providers.
• Client-authorized vendors, consultants, subcontractors, and integration partners.
• Professional advisors, auditors, insurers, financial institutions, and legal counsel.
• Government agencies, courts, regulators, law enforcement, or other parties when required or permitted by law.
• A buyer, investor, lender, successor, or advisor in connection with a merger, acquisition, financing, restructuring, asset transfer, or similar transaction, subject to appropriate confidentiality protections.

Service providers are expected to process information only for authorized purposes and to apply safeguards appropriate to their role. Mobile information, SMS opt-in data, and SMS consent are not shared with third parties or affiliates for their own marketing or promotional purposes.

When you provide a mobile number and consent to receive text messages, Kool&Tech may send messages related to inquiries, appointments, support, service activity, account notices, project updates, confirmations, and, if separately authorized, promotional communications.

• Message frequency varies by interaction and service.
• Message and data rates may apply.
• Consent to receive marketing text messages is not a condition of purchase.
• Reply STOP to unsubscribe, START to resume where supported, or HELP for assistance.
• Carriers are not responsible for delayed or undelivered messages.

Consent applies to the identified sender and message purpose. We do not transfer SMS consent to another sender for unrelated marketing.

Our website may use essential, preference, performance, analytics, and advertising technologies such as cookies, pixels, tags, local storage, and session identifiers. These technologies may support authentication, security, language preferences, form operation, site performance, analytics, and measurement.

You may manage cookies through available consent tools or browser settings. Blocking certain technologies may limit website functionality. Where required, nonessential cookies are used only after consent.

Browser-based privacy signals, including Global Privacy Control, may be honored where legally required and technically applicable.

Kool&Tech may use artificial intelligence, machine-assisted tools, workflow automation, and analytics to organize information, generate drafts, summarize content, assist support, detect patterns, calculate assessment results, improve services, or support service delivery.

Automated output may contain errors and should be reviewed before being used for legal, financial, accounting, employment, safety, medical, or other high-impact decisions. Unless expressly agreed in writing, website assessments and automated recommendations are informational and do not constitute professional legal, tax, accounting, investment, medical, or employment advice.

We do not knowingly use client confidential information to train a publicly available foundation model unless authorized by the client or clearly disclosed for the specific service.

We use administrative, technical, and physical safeguards designed to protect information based on its nature, sensitivity, and use. Safeguards may include access controls, role-based permissions, multifactor authentication, encryption supplied by established platforms, logging, monitoring, backups, secure development practices, vendor review, and personnel procedures.

No method of transmission, storage, or security is completely risk-free. We cannot guarantee absolute security, uninterrupted availability, or that unauthorized parties will never defeat safeguards.

If we identify a security incident affecting information for which notification is legally required, we will investigate and provide notices as required by applicable law and contractual obligations. Clients must promptly notify Kool&Tech of suspected credential compromise, unauthorized access, or security incidents affecting systems we support.

We retain information for as long as reasonably necessary for the purposes described in this policy, including service delivery, account administration, support, backups, security, dispute resolution, legal compliance, taxes, accounting, insurance, and enforcement of agreements.

Retention periods vary based on the type of information, client instructions, contractual requirements, platform settings, legal obligations, and operational need. When information is no longer required, we may delete, anonymize, aggregate, or securely isolate it. Residual copies may remain temporarily in backups, logs, archives, or systems where immediate deletion is impractical or legally restricted.

Kool&Tech is based in the United States. Information may be processed or stored in the United States and other jurisdictions where Kool&Tech, clients, or service providers operate. Those jurisdictions may have privacy laws different from the laws where you live.

Where required, we use contractual, organizational, or technical measures designed to support lawful cross-border transfers.

Depending on your location and applicable law, you may have the right to request access, correction, deletion, portability, restriction, or objection; withdraw consent; opt out of certain marketing, sale, sharing, targeted advertising, or profiling; limit certain uses of sensitive information; and appeal a denied request.

To submit a request, contact info@koolandtech.com. We may verify your identity and authority before responding. Authorized agents may be required to provide proof of authorization. We may deny or limit a request where permitted by law, including when information must be retained for security, fraud prevention, legal compliance, contract performance, recordkeeping, or the rights of others.

We will not unlawfully discriminate against an individual for exercising an applicable privacy right.

Where a U.S. state privacy law applies to Kool&Tech and to the relevant processing, residents may have additional rights described in Section 14. Categories of personal information collected are described in Section 3; sources are described in Section 4; purposes are described in Section 5; and disclosures are described in Section 7.

Kool&Tech does not sell personal information for money. If our use of analytics or advertising technology constitutes a “sale,” “sharing,” or targeted advertising under an applicable state law, eligible residents may request to opt out through the contact method below or an applicable website preference mechanism.

Nothing in this section states that every state privacy law applies to Kool&Tech in every circumstance. Applicability depends on statutory thresholds, exemptions, the individual, and the processing activity.

Our website and services are intended for businesses and adults and are not directed to children under 13. We do not knowingly collect personal information from children under 13 through the website. If you believe a child has submitted personal information, contact us so we can evaluate and address the request.

Our services may involve third-party platforms such as Odoo, Microsoft, Twilio, payment providers, hosting providers, analytics services, domain registrars, cloud infrastructure, and client-selected applications. Third parties operate under their own contracts, security programs, availability commitments, and privacy notices.

Kool&Tech is not responsible for a third party's independent privacy practices, changes, outages, vulnerabilities, data loss, account suspension, pricing, functionality, or acts and omissions. Our configuration or integration of a third-party service does not make Kool&Tech the operator or guarantor of that service.

Client responsibilities

• Maintain lawful authority over data provided to Kool&Tech.
• Configure users, roles, consent, retention, and access according to business and legal requirements.
• Protect credentials, devices, administrator accounts, API keys, and recovery methods.
• Review outputs, tests, backups, migration results, automations, integrations, and production changes.
• Provide accurate instructions and promptly revoke access when it is no longer required.

We may update this Privacy Policy to reflect changes in services, technology, legal requirements, or business practices. The effective date at the top identifies the current version. Material changes may be communicated through the website, email, account notice, or another appropriate method.

Use of our website or services after an update is subject to the revised policy, except where applicable law requires additional notice or consent.