This policy explains what information we collect about you, how we use it, and what choices you have. We've kept it in plain English. If anything is unclear, email support@owlwebworks.com and we'll explain.
1. Who we are
Owl Web Works ("we", "us", "our") provides websites, client portals, and related services to security companies and similar professional businesses. This Privacy Policy applies to information collected through:
- Our marketing website at owlwebworks.com
- Our client portal at app.owlwebworks.com
- Our checkout, onboarding, and support processes
- Direct email and phone communication with you
2. What we collect
Information you give us directly
When you place an order, contact us, or use our portal, you give us:
- Identity information: name, company name, job title, business address
- Contact information: email address, phone numbers
- Billing information: billing address, payment card details (processed by our payment processor — we don't store full card numbers ourselves)
- Account credentials: the password you create for your portal login (stored as a one-way hash, never in plain text)
- Business information: details about your industry, services, customers, and operations that you share with us during discovery and project work
- Content you upload: your logo, photos, documents, and other materials you provide for your site or portal
- Communications: emails, messages, and support requests you send us
Information we collect automatically
- Usage data: pages you visit, features you use, time spent, clicks
- Device data: browser type, operating system, IP address, approximate location (city/region level, derived from IP)
- Performance data: error logs, server response times, which features are causing issues
Information from your customers (in your portal)
If your plan includes a client portal, you may store information about your own customers and employees there. That data belongs to you. We process it on your behalf as a service provider — we do not use it for our own purposes. You are responsible for ensuring you have the right to collect and store that data under applicable laws.
3. How we use it
We use the information we collect to:
- Deliver our services — build your site, run your portal, send communications, provide support
- Process payments and manage your subscription
- Communicate with you about your account, your project, scheduled work, and service updates
- Improve our services by analyzing how people use our products (we use aggregated, non-personal data for this when possible)
- Prevent fraud and abuse by monitoring for suspicious activity
- Comply with legal obligations when we have to
- Send marketing emails about new features and offers (you can opt out anytime — every marketing email has an unsubscribe link)
What we DON'T do
- We don't sell your personal information to third parties.
- We don't share your business data or customer data with our other customers.
- We don't use your data to train AI models for other customers.
4. Who we share with
We share information with a small number of trusted service providers who help us run our business:
- Cloud hosting providers (such as our infrastructure host) — where our servers and databases run
- Payment processors — to charge your card and manage subscriptions; they handle your card data directly under their own privacy and security standards
- Email delivery services — to send confirmation emails, notifications, and marketing emails
- Analytics providers — to understand how our marketing site is being used (we use providers that respect privacy and don't track individual users across the web)
- AI image and content generators — when we use AI to create imagery or content for your site
- Support tools — help desk software for managing support tickets
We also disclose information when legally required:
- In response to a valid subpoena, court order, or government request
- To protect our rights, property, or safety, or that of our users or the public
- In connection with a merger, acquisition, or sale of business assets (in which case we'll notify you)
5. Cookies & tracking
We use a small set of cookies and similar technologies for:
- Authentication — to keep you logged into your portal
- CSRF protection — to prevent cross-site request forgery attacks
- Basic analytics — to understand traffic patterns (pages visited, sessions per day) without tracking individual identities
We do not use third-party advertising trackers or "follow you around the web" cookies on our marketing site.
Most browsers let you block or delete cookies through their settings. Blocking authentication cookies will prevent you from staying logged into your portal.
6. Security
We take security seriously. Our measures include:
- Encryption in transit: all data sent between you and our servers uses HTTPS/TLS
- Encryption at rest: sensitive fields like passwords are hashed (bcrypt) and never stored in plain text
- Access controls: only authorized personnel can access production systems
- Audit logging: we log significant actions for security review
- Backups: regular database backups to protect against data loss
- Vetted vendors: we only work with service providers who meet reasonable security standards
No system is 100% secure. If we discover a security incident affecting your personal information, we will notify you as required by applicable law.
7. Data retention
We keep your information for as long as you have an active account, plus a reasonable period afterward for legal, accounting, and operational reasons. Specifically:
- Active accounts: we keep your data while you have an account
- After cancellation: we keep account records for up to 7 years for tax and accounting purposes; we delete operational data (portal content, files) after 90 days unless you request earlier deletion
- Marketing emails: if you unsubscribe, we keep a record of that preference indefinitely so we don't accidentally email you again
- Anonymous usage logs: retained for up to 2 years for analytics and security review
You can request earlier deletion by emailing support@owlwebworks.com — see section 8.
8. Your rights
You have the right to:
- Access: request a copy of the personal information we have about you
- Correct: update inaccurate information (you can edit most fields yourself from your portal settings)
- Delete: request deletion of your personal information (subject to legal retention requirements)
- Export: request your data in a portable format
- Opt out of marketing: use the unsubscribe link in any marketing email, or email us
- Object to processing: ask us to stop using your data in certain ways
To exercise any of these rights, email support@owlwebworks.com. We will respond within 30 days. We may need to verify your identity before processing requests.
California residents (CCPA)
If you are a California resident, the California Consumer Privacy Act gives you additional rights including the right to know what categories of information we collect, the right to opt out of "sales" of personal information (we don't sell), and the right to non-discrimination for exercising your privacy rights. To make a CCPA request, email us with "CCPA Request" in the subject line.
9. Children's privacy
Our services are intended for businesses, not children. We do not knowingly collect personal information from anyone under 18. If you believe we have collected information from a minor, please contact us so we can delete it.
10. International users
Our services are based in the United States. If you use our services from outside the US, your information will be transferred to and processed in the US, where data protection laws may differ from those in your country. By using our services, you consent to this transfer.
11. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. For material changes, we will notify you by email at least 30 days before they take effect. Continued use of our services after that date means you accept the updated policy.
Privacy questions or requests? Email support@owlwebworks.com.
Owl Web Works · A division of the Owl Badges family of products. All rights reserved.