Privacy Policy

Authentication Services (Auth0)

We use Auth0 by Okta as our authentication service provider to securely manage user accounts and login processes. When you create an account or log in, Auth0 may collect and process:

• Email address and basic profile information
• Authentication credentials and session data
• Login history and security events
• Device and browser information for security purposes

Auth0's handling of your data is governed by their privacy policy and security standards. We automatically create user profiles and organizations in our system based on information provided by Auth0.

Design Processing and File Storage

When you submit design URLs for order processing, we:

• Capture screenshots of your design URLs using automated browser tools
• Store design images securely on Amazon Web Services (AWS S3) with public-read access for order processing
• Retain design files and screenshots for the duration of your order plus 7 years for business records
• May temporarily store design files locally during processing before uploading to secure cloud storage

Google Services

If you connect your Google account or use Google services through our platform, we handle your Google user data strictly in accordance with Google's Limited Use Policy, including:

• Requesting only the minimum access necessary for functionality
• Not using Google data for advertising purposes
• Restricting human access to your data without your explicit consent or security necessity
• Not transferring Google data to third parties except to provide/improve services, comply with law, or as part of business transactions, with your consent

Data Handling

Google user data accessed via our services is used solely to deliver requested features. We retain this data only as long as needed and protect it with appropriate security safeguards.

Order Data Retention

We retain order and customer data for the following periods:

• Active Account Data: Retained while your account is active and for 3 years after last activity
• Order Records: Retained for 7 years for tax, accounting, and warranty purposes
• Design Files and Screenshots: Retained for 7 years or until deletion request, whichever comes first
• Payment Information: Not stored directly; handled by secure payment processors with their own retention policies
• Communication Records: Retained for 3 years for customer service and quality purposes

Multi-Tenant Data Organization

Your data is organized within your organization's account. Each organization's data is logically separated and secured from other organizations. Organization administrators can manage user access and data within their organization, but cannot access data from other organizations.

Strictly Necessary Cookies

These cookies are required for the website to function and cannot be disabled. They include:

• Authentication: Session cookies from Auth0 to maintain your login state
• Security: CSRF protection and security tokens
• Functionality: Cookies that remember your preferences and settings

Analytics and Performance Cookies

These cookies help us understand how visitors use our website so we can improve it. They include:

• Usage Analytics: Information about how you use our website and services
• Performance Monitoring: Data to help us improve site speed and functionality
• Error Tracking: Information to help us identify and fix technical issues

Managing Your Cookie Preferences

You can manage your cookie preferences through your browser settings. Most browsers allow you to block or delete cookies, view what cookies are set, and manage preferences on a per-site basis. Please note that disabling strictly necessary cookies may affect the functionality of our services, including your ability to log in and place orders. For more information on managing cookies in your browser, visit your browser's help documentation.

Your State Privacy Rights

Depending on your state of residence, you may have the right to:

• Right to Know: Request information about the categories and specific pieces of personal information we have collected about you, the sources of that information, our purposes for collecting it, and the categories of third parties with whom we share it
• Right to Delete: Request deletion of personal information we have collected from you, subject to certain legal exceptions (such as data needed for ongoing orders or required for legal compliance)
• Right to Correct: Request correction of inaccurate personal information we maintain about you
• Right to Data Portability: Request a copy of your personal information in a structured, commonly used, and machine-readable format
• Right to Opt-Out of Sale: Opt out of the sale or sharing of your personal information. Please note that The Swan Brothers does not sell your personal information to third parties
• Right to Non-Discrimination: Exercise your privacy rights without receiving discriminatory treatment from us

How to Exercise Your Rights

To exercise any of the rights described above, please contact us by email at info@theswanbrothers.com or by phone at (413) 344-9199. We will verify your identity before processing your request and respond within the timeframe required by applicable law (typically 45 days, with extensions as permitted). You may also designate an authorized agent to make a request on your behalf.