Apovant Privacy Policy

Effective date: November 1, 2026

Apovant LLC (Apovant, we, us, or our) provides software for managing equipment and calibration records. This Privacy Policy describes how we collect, use, disclose, and retain personal information in connection with our websites, application, billing, and support services (Service).

Personal information is information that identifies or can reasonably be linked to an individual. Business records can contain personal information, including employee names, contact details, and signatures.

1 Information we collect

We collect information from you, your organization and its authorized users, service providers involved in your transactions, and your interactions with the Service. Depending on those interactions, this includes:

• Account and contact information: names, usernames, email addresses, organization and site details, account credentials, roles, permissions, and account status.
• Workspace information: equipment records, assignments, certificates, uploaded files, spreadsheet contents, notes, extracted information, and review results. Documents may contain names, signatures, contact details, and other information supplied by your organization or a third party.
• Billing information: billing contacts, purchase order references, subscription details, invoices, transaction identifiers, payment status, and related correspondence. Payment details are entered through Stripe's payment interfaces; we receive information needed to administer billing and reconcile transactions.
• Activity and technical information: IP addresses, session identifiers, request information, timestamps, errors, and service activity. Workspace audit history records who performed an action and relevant changes to records. Operational logs may include document filenames and processing details.
• Communications: messages, attachments, and other information provided when you contact us or respond to account, billing, or support communications.

2 How we use information

We use information to:

• Create and administer accounts, authenticate users, and apply workspace permissions.
• Store and organize records, process imports and documents, provide requested AI features, and maintain activity history.
• Administer subscriptions, invoices, payments, account recovery, and service notifications.
• Respond to inquiries, investigate problems, and maintain and improve Service performance.
• Detect and address misuse, fraud, security problems, and unauthorized access.
• Meet legal and accounting requirements, enforce agreements, resolve disputes, and protect rights and property.

3 When we disclose information

We disclose information in the following circumstances:

• Within your organization. Authorized users can access information according to their workspace permissions. Administrators can manage users and view information available through their role, including activity history.
• To service providers. We use providers for hosting, storage, backups, email delivery, business communications, document processing, AI features, payments, and technical operations. Information is provided as needed for their role in those activities.
• For payments. Stripe receives billing and transaction information and information collected through its payment tools. Stripe also processes information for its own payment, authentication, fraud-prevention, and related purposes, as described in Stripe's Privacy Policy.
• For legal and business purposes. We may disclose information to professional advisers, authorities, or other parties when required by law or when reasonably necessary to investigate misuse, enforce agreements, establish or defend legal claims, or protect rights, safety, and property.
• In a business transaction. Information may be disclosed to prospective or actual counterparties and advisers in connection with a financing, merger, acquisition, reorganization, sale of assets, or similar transaction, subject to applicable law.
• At your direction. We may disclose information when you or an authorized representative of your organization directs us to do so or provides any consent required for the disclosure.

Apovant does not sell or rent personal information.

4 Customer records

Your organization determines what it uploads, who may access its workspace, and how it uses the records. Where we process personal information in those records on your organization's behalf, that processing is governed by the applicable service agreement and law. Your organization is responsible for the notices and permissions required for its collection and use of that information.

5 Cookies and browser storage

We use cookies to maintain authenticated sessions and browser storage to remember interface preferences and form entries. Blocking or clearing these technologies may sign you out, remove saved preferences, or prevent parts of the Service from working.

Stripe may use cookies and similar technologies through its payment tools for payment functionality, authentication, fraud prevention, and related purposes. Its practices and available choices are described in Stripe's Privacy Policy.

6 Retention and deletion

Retention depends on the information and its purpose, including account administration, record storage, recovery, security, accounting, disputes, and legal requirements.

The Terms of Service describe workspace access and retention after a subscription or introductory period ends. Under the ordinary account-closure policy, previously paying workspaces receive six calendar months of read-only access, and workspaces that have never paid receive 30 days measured from the original introductory-period deadline. Deletion follows the applicable notice and account-review process.

Deleting a workspace does not simultaneously erase all backups, payment records, communications, security records, or information retained for legal or accounting purposes. Backup copies may remain after records are removed from the active Service. These workspace periods are not a deadline for deleting every copy of personal information. Applicable legal deletion requirements and exceptions continue to apply.

7 Security

We use administrative and technical safeguards designed to protect information. No system, storage method, or transmission can be guaranteed secure, and we do not guarantee that information will never be accessed, disclosed, altered, or lost without authorization.

You and your organization are responsible for managing authorized users, protecting account credentials, and using appropriate care when uploading or disclosing information.

8 Your choices and requests

You can review and update information through the account and workspace functions available to your role, or contact your organization's administrator for assistance.

Depending on your location and the laws applicable to our handling of your information, you may have rights to request access, correction, deletion, or a copy of personal information; object to or restrict particular processing; withdraw consent where processing relies on it; or exercise other rights provided by law. Send requests to support@apovant.com. We may need information to verify your identity or authority and will handle requests subject to applicable requirements and exceptions.

For information controlled by your organization within a workspace, contact that organization first. We may refer a request to it or assist it as appropriate, without limiting any legal obligation that applies directly to Apovant. A request concerning your personal information does not automatically authorize deletion of your organization's business records.

Where applicable law provides a right to appeal a decision, you may use the same email address and identify your request as an appeal. You may also contact the appropriate privacy regulator where you have that right.

9 Changes and contact

The Service is intended for business users aged 18 or older and is not directed to children.

We may update this Privacy Policy by posting a revised version and effective date. We will provide additional notice or obtain consent when required by applicable law.

Apovant LLC
Privacy questions and requests: support@apovant.com