Data Protection & Privacy

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1. Introduction

ProSlot Business Operating System ("BOS" or "we") respects your privacy and is committed to protecting your personal data. This privacy policy informs you how we look after your personal data when you visit our website and sign up for our services.

2. Data We Collect

We may collect, use, store and transfer different kinds of personal data about you, grouped as follows:

• Identity Data: names, usernames, or similar identifiers.
• Contact Data: billing address, delivery address, email address and telephone numbers.
• Financial Data: payment card details strictly for processing subscriptions via our secure payment processor (Stripe). We do not store full credit card numbers on our servers.
• Transaction Data: details about payments to and from you and other details of products and services you have purchased from us.
• Usage Data: information about how you use our website, products and services.
• Business Data: client rosters, athlete information, scheduling data, and other operational information you input into the platform.

3. Data Ownership & Facility Processing

You retain 100% ownership of your business data. All client, trainer, athlete, and operational data you input into ProSlot remains your exclusive property. ProSlot acts solely as a secure data processor on your behalf.

When you create an account under a specific facility or organization on our platform, that facility acts as the "Data Controller" for your information, and your data is governed by that facility's operational rules. ProSlot operates a multi-tenant architecture where each client's data is logically isolated through unique tenant identifiers. Your data is never commingled with or accessible by other ProSlot organizational clients.

4. Artificial Intelligence & Data Usage

ProSlot uses AI technology (Google Gemini and Anthropic Claude) to enhance platform functionality. Specific uses include:

• ProSlot BOS: business card scanning, AI-assisted proposal and invoice generation, and business intelligence analytics.
• ProSlot Locker: AI-powered document search, semantic topic extraction from notes, and automated study guide creation.
• Platform Operations: automated workflow validation, notification enrichment, and smart scheduling suggestions.
• ProSlot MCP (Connected AI Assistant): if you connect an AI assistant such as Claude to your ProSlot account, that assistant can read the operational data belonging to the organizations you administer, at your direction. Access excludes sensitive internal fields such as credentials and payment secrets, and you can disconnect it at any time.
• Client Communications Assistance: we use AI to organize, summarize, and follow up on business communications exchanged between ProSlot and the adult contacts at client organizations. This processing runs under commercial API terms that prohibit use of the data for model training, and never includes athlete, student, parent, or other minor-related data collected on satellite sites.

AI Privacy Guarantee: your proprietary business data is never used to train global AI models. All AI interactions use real-time inference only. We may use anonymized, aggregated data, stripped of all identifying information, for system optimization and industry trend analysis.

5. How We Use Your Data

We only use your personal data when the law allows us to: where we need to perform a contract with you; where it is necessary for our legitimate interests and your rights do not override those interests; where we need to comply with a legal or regulatory obligation; and to provide AI-enhanced features that improve your platform experience.

6. Cookies and Analytics

ProSlot and our satellite partner sites use cookies, web beacons, and similar tracking technologies to track activity on our services. We use Google Analytics to measure traffic, evaluate site performance, and understand how users interact with our platform, which may collect your IP address, browser type, device type, pages visited, and time spent. Depending on a facility site's configuration, that data may be used for ads personalization. You can opt out of Google Analytics across all websites using the Google Analytics Opt-out Browser Add-on.

7. Payment Processing

• Direct subscriptions to ProSlot BOS: we process your payments through Stripe as the merchant. Your financial data is transmitted securely to Stripe, and we do not store full payment card details on our servers.
• Tenant-integrated payment processing: you may connect your own payment processor to bill your own clients. Transactions then occur directly between you, your clients, and your processor, and you remain responsible for the security of the API keys you provide and for PCI-DSS compliance.

8. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. We limit access to those employees, agents, contractors and third parties with a business need to know. All data is encrypted in transit (TLS 1.3) and at rest (AES-256).

9. Termination & Data Export

You may cancel your ProSlot subscription at any time with 30 days written notice to support@proslotbos.com. Upon termination you must revoke all API keys provided to ProSlot. We will provide a one-time data export in a standard format (CSV/JSON) on request, and all tenant data is permanently deleted 60 days post-cancellation.

10. Third-Party Services & Links

To provide our services, ProSlot relies on third-party data sub-processors. Our key sub-processors include:

• Stripe: processing direct subscription payments and facilitating tenant-integrated payment processing.
• Google: user authentication (OAuth), AI features (Gemini, and Claude models served through Vertex AI inside ProSlot's own Google Cloud project), Google Workspace services used for ProSlot's business communications, and Google Drive integration for ProSlot Locker.
• Anthropic: AI features (Claude), including the optional ProSlot MCP connector.
• Amazon Web Services (AWS): high-deliverability email via SES (ProSlot Mailer).
• LiveKit: real-time video conferencing features in specific ProSlot products.
• Meta Platforms: receiving Instagram, Facebook, and WhatsApp messages sent to organizations that connect their Meta accounts to the ProSlot unified inbox.

This website may include links to third-party websites, plug-ins and applications. We do not control those sites and are not responsible for their privacy statements.

11. Children's Privacy (COPPA Compliance)

ProSlot powers platforms for youth sports organizations, leagues, and athletic academies that may collect information about minors under the age of 13.

• Data Controller role: ProSlot acts as a data processor on behalf of the organization operating the satellite site. That organization, not ProSlot, is responsible for obtaining verifiable parental consent before collecting personal information from children under 13, in accordance with COPPA.
• Minimal data collection: we collect only what is necessary to provide the services the organization requests, such as athlete names, dates of birth, team assignments, emergency contacts, and registration details.
• No marketing to minors: we do not use children's personal information for advertising, marketing, or profiling, and we do not serve behavioral advertising to minors.
• Parental access and deletion: parents or legal guardians may request access to, correction of, or deletion of their child's personal information at any time by contacting the organization or emailing support@proslotbos.com. We process deletion requests within 30 days.
• No third-party sharing: we do not sell, trade, or share children's personal information except as required to operate the platform or as required by law.

12. California Consumer Privacy Rights (CCPA/CPRA)

California residents have the right to know what personal information we collect and why, the right to delete it, the right to correct inaccurate information, the right to opt out of its sale, and the right to non-discrimination for exercising these rights. ProSlot does not sell personal information and never has. To exercise these rights, email support@proslotbos.com with the subject line "CCPA Request"; we verify your identity and respond within 45 days.

13. European Data Protection Rights (GDPR)

If you are in the European Economic Area, the United Kingdom, or Switzerland, you have the rights of access, rectification, erasure, restriction of processing, data portability (CSV/JSON), objection, and withdrawal of consent. We process personal data on the legal bases of contract performance, your consent, compliance with a legal obligation, and our legitimate interests where not overridden by your rights.

International transfers: ProSlot stores and processes data on Google Cloud infrastructure in the United States. If you are outside the US, your data is transferred to and processed there. We rely on Google Cloud's compliance certifications and standard contractual clauses to ensure adequate protection.

14. Governing Law

This Privacy Policy and any disputes arising from it are governed by the laws of the State of New York, without regard to its conflict of laws principles. For European data subjects, nothing in this policy limits your rights under applicable EU/UK data protection laws.

15. SMS/Text Messaging & Mobile Information

Where you opt in, ProSlot BOS LLC sends transactional SMS notifications such as account and billing updates, booking confirmations, schedule changes, and weather cancellation alerts. Consent is collected through an opt-in checkbox at the point you provide your mobile number and is never a condition of purchase. Message frequency varies by account activity, and message and data rates may apply. Reply STOP to opt out or HELP for assistance.

No mobile information will be sold or shared with third parties for promotional or marketing purposes. Mobile numbers and SMS opt-in consent are not shared with, sold to, or rented to third parties or affiliates for marketing, and are shared with our SMS delivery provider solely to deliver the messages you requested.

16. Contact Us

If you have questions about this privacy policy, our privacy practices, or wish to exercise your data protection rights, contact us at support@proslotbos.com.