Privacy policy

Last Updated: October 21, 2025

OSEM Dynamics ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our websites, applications, products, and services (collectively, the "Services").

Please read this Privacy Policy carefully. By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

1. Information We Collect

1.1 Information You Provide to Us

We collect information that you voluntarily provide when you:

• Create an account: Name, email address, company name, job title, password
• Contact us: Name, email, phone number, message content
• Use our Services: Data, files, and content you upload or input into our applications
• Subscribe to communications: Email address, communication preferences
• Participate in surveys or feedback: Responses and opinions you provide
• Make payments: Billing information (processed securely through third-party payment processors)

1.2 Information Automatically Collected

When you access our Services, we automatically collect certain information, including:

• Device Information: IP address, browser type and version, operating system, device identifiers
• Usage Data: Pages viewed, features used, time spent on pages, navigation paths, search queries
• Log Data: Access times, error logs, system activity
• Cookies and Tracking Technologies: Information collected through cookies, web beacons, and similar technologies
• Performance Data: Application performance metrics, error reports, crash data

1.3 Information from Third Parties

We may receive information from third-party sources, including:

• Business partners and integration services you connect to our platform
• Public databases and data enrichment services
• Analytics providers
• Security and fraud prevention services

2. How We Use Your Information

We use the collected information for various purposes, including:

2.1 Providing and Managing Services

• Delivering, operating, and maintaining our Services
• Processing transactions and managing your account
• Providing customer support and responding to inquiries
• Personalizing your experience with our Services
• Managing custom development projects and implementations

2.2 Improving and Developing Services

• Analyzing usage patterns and trends
• Developing new features and functionality
• Conducting research and development
• Testing and troubleshooting
• Training and improving AI models and algorithms

2.3 Communications

• Sending service-related notifications and updates
• Responding to your requests and communications
• Sending marketing communications (with your consent where required)
• Providing technical support and account information

2.4 Security and Compliance

• Protecting against fraud, abuse, and security risks
• Enforcing our Terms of Service
• Complying with legal obligations
• Resolving disputes and preventing prohibited activities

2.5 Legal Bases for Processing (GDPR)

If you are located in the European Economic Area (EEA), our legal bases for processing your personal information include:

• Contract Performance: Processing necessary to provide Services you've requested
• Legitimate Interests: Operating and improving our business, provided your interests don't override ours
• Consent: Where you've explicitly agreed to specific processing activities
• Legal Obligations: Complying with applicable laws and regulations

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

3.1 Service Providers

We engage trusted third-party service providers to perform functions on our behalf, including:

• Cloud Infrastructure: Amazon Web Services (AWS) and Google Cloud Platform (GCP) for hosting and data storage
• Payment Processing: Secure payment processors to handle billing transactions
• Analytics: Tools to help us understand usage patterns
• Customer Support: Helpdesk and communication platforms
• Marketing: Email delivery and marketing automation services

These service providers have access to your information only to perform specific tasks on our behalf and are obligated to protect your information.

3.2 Business Transfers

If OSEM Dynamics is involved in a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information is transferred and becomes subject to a different privacy policy.

3.3 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Valid legal requests from law enforcement or government authorities
• Court orders, subpoenas, or legal processes
• Situations involving potential threats to safety or security
• Protection of our legal rights and property

3.4 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

3.5 Aggregated or Anonymized Data

We may share aggregated or anonymized information that cannot reasonably be used to identify you for research, marketing, or other business purposes.

4. Data Security

We implement appropriate technical and organizational security measures to protect your information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:

4.1 Infrastructure Security

• Secure hosting on AWS and Google Cloud Platform with industry-leading security standards
• Encryption of data in transit using TLS/SSL protocols
• Encryption of data at rest using AES-256 or equivalent standards
• Regular security assessments and vulnerability scanning
• Network isolation and firewall protection

4.2 Access Controls

• Role-based access control (RBAC) for internal systems
• Multi-factor authentication (MFA) where applicable
• Regular access reviews and principle of least privilege
• Employee background checks and security training

4.3 Operational Security

• Regular security audits and penetration testing
• Incident response and disaster recovery plans
• Secure development practices and code reviews
• Regular backup and redundancy procedures

Important: While we implement robust security measures, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we continuously work to protect your information using industry best practices.

5. Data Retention

We retain your information for as long as necessary to:

• Provide our Services to you
• Fulfill the purposes outlined in this Privacy Policy
• Comply with legal, regulatory, or contractual obligations
• Resolve disputes and enforce our agreements

When information is no longer needed, we will securely delete or anonymize it. Specific retention periods vary based on:

• Account Information: Retained while your account is active and for a reasonable period afterward
• Transaction Records: Retained for 7 years or as required by law
• Marketing Data: Retained until you opt out or request deletion
• Usage Analytics: Typically aggregated and anonymized within 12-24 months

6. Your Privacy Rights

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

6.1 General Rights

• Access: Request access to 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 copy of your data in a machine-readable format
• Opt-Out: Unsubscribe from marketing communications
• Objection: Object to certain processing activities

6.2 Additional Rights for EEA Residents (GDPR)

• Right to withdraw consent at any time
• Right to restrict processing in certain circumstances
• Right to lodge a complaint with your local data protection authority
• Right to object to automated decision-making, including profiling

6.3 Additional Rights for California Residents (CCPA/CPRA)

• Right to know what personal information we collect, use, and disclose
• Right to delete personal information (subject to exceptions)
• Right to opt-out of the "sale" or "sharing" of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights
• Right to correct inaccurate personal information
• Right to limit use of sensitive personal information

6.4 Exercising Your Rights

To exercise any of these rights, please contact us at privacy@osemdynamics.com. We will respond to your request within the timeframe required by applicable law (typically 30 days).

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information and improve our Services.

7.1 Types of Cookies We Use

Cookie Type	Purpose	Duration
Essential Cookies	Required for the Services to function properly (authentication, security)	Session or up to 1 year
Analytics Cookies	Help us understand how visitors use our Services	Up to 2 years
Functional Cookies	Remember your preferences and settings	Up to 1 year
Marketing Cookies	Deliver relevant advertisements and measure campaign effectiveness	Up to 1 year

7.2 Managing Cookies

You can control cookies through your browser settings. However, disabling certain cookies may affect the functionality of our Services. Most browsers allow you to:

• View what cookies are stored and delete them individually
• Block third-party cookies
• Block cookies from specific sites
• Block all cookies
• Delete all cookies when you close your browser

8. International Data Transfers

OSEM Dynamics operates globally and may transfer your information to countries other than where you reside, including the United States. These countries may have data protection laws that differ from those of your country.

When we transfer data internationally, we implement appropriate safeguards, including:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions recognizing certain countries as providing adequate protection
• Other legally approved transfer mechanisms

Our cloud infrastructure providers (AWS and GCP) maintain data centers in multiple regions and comply with applicable data protection regulations.

9. Children's Privacy

Our Services are not directed to children under the age of 16 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately, and we will delete such information.

10. Third-Party Links and Services

Our Services may contain links to third-party websites or integrate with third-party services. This Privacy Policy applies only to our Services. We are not responsible for the privacy practices of third parties. We encourage you to review the privacy policies of any third-party services you access.

11. AI and Machine Learning

As a company specializing in AI-powered solutions, we want to be transparent about how we use AI and machine learning:

11.1 AI Model Training

We may use anonymized and aggregated data to train and improve our AI models. This helps us enhance the accuracy and performance of our Services. We do not use identifiable personal information for AI training without your explicit consent.

11.2 Automated Decision-Making

Some of our Services may use automated decision-making processes. Where decisions significantly affect you, we will provide information about the logic involved and give you the opportunity to challenge or review the decision.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

• Posting the updated Privacy Policy on our website with a revised "Last Updated" date
• Sending an email notification to your registered email address
• Displaying a prominent notice on our Services

Your continued use of our Services after the effective date of the updated Privacy Policy constitutes your acceptance of the changes.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

OSEM Dynamics
Data Protection Officer
Email: privacy@osemdynamics.com
Email (DPO): dpo@osemdynamics.com
Address: 1901 Pennsylvania Avenue NW, Washington D.C. 20006
Phone: 202-333-7330

For EEA residents, you also have the right to lodge a complaint with your local data protection supervisory authority.

14. Additional Information for Specific Jurisdictions

14.1 California Residents

California Civil Code Section 1798.83 permits California residents to request certain information about our disclosure of personal information to third parties for direct marketing purposes. We do not share personal information with third parties for their direct marketing purposes.

14.2 Nevada Residents

Nevada residents have the right to opt-out of the sale of certain personal information. We do not sell personal information as defined under Nevada law.

14.3 Virginia, Colorado, Connecticut, and Utah Residents

Residents of these states have rights under their respective state privacy laws. Contact us at privacy@osemdynamics.com to exercise your rights.

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