Privacy & Data Policy

Saltec Associates LLC Effective date: October 14, 2026 Last updated: October 14, 2026

This Privacy & Data Policy ("Policy") explains how Saltec Associates LLC ("Saltec," "we," "us," or "our") collects, uses, shares, protects, and retains personal information when you:

  • visit our websites, including saltec.io and saltecx.com (the "Sites");
  • use our software platforms, including SaltecX and our AI assistant "Scout," and any custom platforms we build and operate for clients (together, the "Platforms");
  • engage us for consulting, AI, software development, or related services (the "Services"); or
  • interact with our marketing, including emails, text messages, events, and social media ads such as LinkedIn Lead Gen Forms.

By using the Sites, Platforms, or Services, you acknowledge this Policy. If you do not agree, please do not use them.

1. Who we are and how to contact us

Saltec Associates LLC is a Texas limited liability company.

  • Mailing address: 19 Granite Path Place, Spring, Texas 77389
  • Privacy contact: sean@saltecassociates.com
  • Phone: 713-858-0636

2. Our two roles: controller and processor

We handle personal information in two different capacities, and this Policy explains both.

When we act on our own behalf (controller). For our Sites, marketing, sales, and the business relationship with our clients, Saltec decides how and why personal information is used. This Policy governs that information directly.

When we act on behalf of our clients (processor / service provider). When a client uses SaltecX or a platform we build for them, the client controls the data it and its users put into the platform ("Customer Data"). We process Customer Data only to provide the Services, under our agreement with that client and its instructions. If you are an employee, contractor, or customer of one of our clients and have questions about how your information is handled inside their platform, please contact that client first; we will assist them in responding.

Where our client agreements include a Data Processing Agreement (DPA) or confidentiality terms, those terms control over this Policy for Customer Data.

3. Information we collect

3.1 Information you give us

  • Contact and business details: name, job title, company, email address, phone number, mailing address.
  • Account information: login credentials, user role, profile details, and preferences for our Platforms.
  • Project and business information: strategy documents, objectives, scopes of work, action items, deliverables, meeting notes and minutes, messages, files, images, change orders, contracts, and billing records you or your organization upload or create.
  • Payment and billing information: billing contact, invoice history, and payment details. Card and bank details are processed by our payment processors; we do not store full card numbers.
  • Communications: messages, support requests, survey answers, questionnaire and assessment responses, and anything you send us.

3.2 Information collected automatically

  • Device and usage data: IP address, browser type, device type, operating system, pages and features used, timestamps, referring URLs, and error logs.
  • Cookies and similar technologies: see Section 9.
  • Platform activity logs: actions taken in the Platforms (for example, who created, edited, or closed an item and when), which we keep for security, audit, and to show project history.

3.3 Voice, audio, and recordings

  • If you use voice features (for example, speaking to Scout), your audio may be converted to text and Scout's replies may be converted to speech. We use this only to provide the feature.
  • If meetings are recorded or transcribed through our Platforms, the recording, transcript, and summary become Customer Data. The person who starts a recording is responsible for obtaining any consent required by law from all participants. Some states require every participant's consent.

3.4 Information from third parties

  • Advertising and social platforms: when you submit a LinkedIn Lead Gen Form or interact with our ads, we receive the information you chose to share (such as name, email, company, and job title).
  • Business data sources and integrations: if you or your organization connect other systems to our Platforms (for example, scheduling, accounting, document, or email tools), we receive the data you authorize.
  • Publicly available business information: such as company websites and professional profiles, used for business development.

3.5 Information we do not want

Please do not submit sensitive personal information (for example, Social Security numbers, government ID numbers, health information, biometric data, or precise geolocation) unless it is strictly required for a project and agreed in writing.

4. How we use information

We use personal information to:

  1. Provide and operate the Services and Platforms, including creating accounts, hosting projects, generating reports and dashboards, and supporting users.
  2. Power AI features, including Scout, as described in Section 5.
  3. Communicate with you about projects, accounts, billing, security, and updates.
  4. Market our Services, including sending newsletters, event invitations, and offers, and running and measuring advertising (you can opt out at any time; see Section 10).
  5. Process payments, invoices, and change orders.
  6. Secure our systems, prevent fraud and abuse, and enforce our agreements.
  7. Improve our Services, using aggregated or de-identified usage information.
  8. Comply with law, respond to lawful requests, and protect our rights.

We do not sell personal information, and we do not share it for cross-context behavioral advertising in exchange for money.

5. Artificial intelligence and automated processing

Our Platforms include AI features, including our assistant Scout, which can answer questions, summarize information, draft content, and create or update items such as tasks, deliverables, invoices, and messages.

  • How it works. When you use an AI feature, the relevant content (for example, your question and the project records needed to answer it) is sent to a third-party AI model provider to generate a response. We send only what is needed for the request.
  • No training on your data. We do not use Customer Data to train our own or third-party AI models, and we select AI providers whose business terms do not permit them to use our customers' data to train their models.
  • Access controls apply. Scout respects the same user permissions as the Platform. Users can only reach information their role allows.
  • Human in control. Actions that change records (such as creating an invoice or change order) follow the permissions and approval steps set in the Platform. AI features do not make decisions that produce legal or similarly significant effects about individuals.
  • Accuracy. AI output can be incomplete or wrong. Review AI-generated content before relying on it, especially financial, legal, safety, or engineering content. You remain responsible for decisions made using the Services.
  • Logs. We keep records of AI requests and actions to provide history, troubleshoot, measure usage, and keep the service secure.

6. How we share information

We share personal information only as described here:

  • Service providers (subprocessors) that help us run the business and Platforms, under contracts that limit their use of the data to providing services to us. Categories include:

    • Cloud hosting, databases, and file storage
    • AI model and voice providers
    • Email and messaging delivery
    • Payment processing and accounting
    • Analytics, customer relationship management, and scheduling
    • Website and application builders and hosting

    A current list of our principal subprocessors is available on request at sean@saltecassociates.com.

  • Within your organization. Information in a client's Platform is visible to that client's authorized users according to their roles.

  • Professional advisors, such as lawyers, accountants, and insurers, under confidentiality duties.

  • Legal and safety reasons, when required by law, subpoena, or court order, or to protect the rights, property, or safety of Saltec, our clients, or others.

  • Business transfers, in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy's protections.

  • With your consent or at your direction.

Text messaging. We do not sell, rent, or share mobile phone numbers or SMS opt-in consent with third parties or affiliates for their marketing or promotional purposes.

7. Data security

We use administrative, technical, and physical safeguards designed to protect personal information, including:

  • encryption of data in transit (TLS) and at rest through our hosting providers;
  • role-based access controls and row-level data isolation so each client can only access its own data;
  • least-privilege access for our staff and contractors;
  • activity and audit logging; and
  • vendor review for providers that handle client data.

No system is perfectly secure. If we discover a security incident affecting your personal information, we will investigate and notify affected clients, individuals, and regulators as required by applicable law, including the Texas Identity Theft Enforcement and Protection Act.

8. Data retention

We keep personal information only as long as needed for the purposes in this Policy:

  • Customer Data: for the term of the client agreement. After the agreement ends, we return or delete Customer Data within 90 days unless the client asks otherwise or law requires us to keep it. Backups are overwritten on their normal cycle.
  • Account and billing records: for the life of the relationship plus the period required for tax, accounting, and legal purposes (generally up to 7 years).
  • Marketing and lead information: until you opt out or the information is no longer useful, and in any case reviewed at least every 24 months.
  • Logs: for a limited period for security and troubleshooting.

9. Cookies and tracking

Our Sites and Platforms use cookies and similar technologies:

  • Essential cookies to sign you in, keep sessions secure, and remember preferences. These are required for the Platforms to work.
  • Analytics to understand how the Sites are used.
  • Advertising and conversion tracking (for example, the LinkedIn Insight Tag) to measure and improve our ads.

You can block or delete cookies in your browser settings. Blocking essential cookies may stop the Platforms from working. Where required by law, we will ask for consent before using non-essential cookies.

10. Your choices and rights

10.1 Everyone

  • Marketing emails: use the "unsubscribe" link in any marketing email, or contact us. We will still send account, security, and billing messages.
  • Text messages: reply STOP to any text to opt out, or HELP for help. Message and data rates may apply.
  • Account information: authorized users can update much of their information in the Platform settings.

10.2 Texas residents

Under the Texas Data Privacy and Security Act, and to the extent it applies, you may have the right to:

  • confirm whether we process your personal data and access it;
  • correct inaccuracies;
  • delete personal data you provided or that we obtained about you;
  • obtain a portable copy of your data; and
  • opt out of the sale of personal data, targeted advertising, and profiling that produces legal or similarly significant effects.

We do not sell personal data and do not process sensitive data without consent.

10.3 Residents of other U.S. states

Residents of states with comprehensive privacy laws (such as California, Colorado, Virginia, and others) may have similar rights to access, correct, delete, and port their information, and to opt out of sale, sharing, targeted advertising, and certain profiling. We honor these requests as required by the law that applies to you, and we will not discriminate against you for exercising your rights.

10.4 Individuals in the European Economic Area, United Kingdom, and Switzerland

If our processing is subject to the GDPR or UK GDPR, our legal bases are: performing a contract with you or your organization; our legitimate interests in running and marketing our business (balanced against your rights); compliance with legal obligations; and your consent where required (which you may withdraw at any time). You may have rights to access, correct, delete, restrict, object to, and port your data, and to complain to your local data protection authority.

10.5 How to make a request

Email sean@saltecassociates.com with the subject "Privacy Request," or write to the mailing address above. We will verify your identity before acting and respond within 45 days, extendable once by 45 days where permitted. You may use an authorized agent with written permission. If we decline your request, you may appeal by replying to our decision with "Appeal" in the subject line; we will respond to appeals within the time required by law. If your request concerns Customer Data held for one of our clients, we may forward it to that client.

11. International transfers

We are based in the United States, and our service providers may process data in the United States and other countries. Where required, we use appropriate safeguards, such as standard contractual clauses, for transfers from the EEA, UK, or Switzerland.

12. Children's privacy

Our Sites, Platforms, and Services are for businesses and professionals. They are not directed to children under 18, and we do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

13. Third-party links and integrations

Our Sites and Platforms may link to or integrate with third-party services. Their privacy practices are governed by their own policies, not this one. Review them before connecting or sharing data.

14. Changes to this Policy

We may update this Policy from time to time. We will post the updated version with a new "Last updated" date and, for material changes, notify clients by email or within the Platform before the changes take effect.

15. Contact

Questions or concerns about this Policy or our data practices:

Saltec Associates LLC Attn: Privacy 19 Granite Path Place, Spring, Texas 77389 sean@saltecassociates.com 713-858-0636