Crolync Data Security and Privacy Policy

A Quick Overview

At Crolync, we believe something simple: your data is yours.

Our job is to help you organize, analyze, and make better decisions with that data—not to own it, sell it, or misuse it.

This policy explains what we collect, how we use it, and how we protect it—especially when sensitive or health-related data is involved.

If you ever have questions, you can reach us at privacy@crolync.com.

Your Data vs Your Account Information

There are two types of information involved when you use Crolync:

• Your Personal Account Information – information about you (like your name, email, and billing details)
• Customer Data – the data you upload into the platform for processing and analysis

We treat these differently, and we've outlined each below.

CUSTOMER DATA

The data you upload to Crolync for processing and analysis.

You Own Your Data

Let's start here, because it matters most:

• You retain full ownership of all data you upload
• We only use your data to provide and improve our services
• We do not use your data for advertising, resale, or unrelated purposes
• We're not in the business of storing files indefinitely. We only keep it as long as necessary to complete the work or as agreed upon.

We may process your data in ways necessary to run the platform (like storing, analyzing, or transferring it), but ownership never transfers to us.

HIPAA & Sensitive Data

Some Crolync clients work with data that may include Protected Health Information (PHI). We've designed our processes to support those use cases responsibly.

When PHI is involved, we operate as a Business Associate where applicable and will enter into a Business Associate Agreement (BAA) upon request.

How we protect PHI

We implement administrative, technical, and physical safeguards designed to align with HIPAA requirements, including:

• Encryption of data in transit and at rest
• Role-based access controls and strong authentication
• Audit logging and system monitoring
• Secure infrastructure and controlled access environments

How PHI is used

• Only to provide the services you've engaged us for
• Only accessed by authorized personnel and systems
• Never for advertising, resale, or unrelated purposes

Minimum necessary standard

We follow the principle of minimum necessary use, meaning we only access or process the data required to perform our services.

Incident response

In the event of a security incident involving PHI, we will:

• Promptly investigate and contain the issue
• Notify affected parties as required by law and our agreements
• Take corrective action to prevent recurrence

Data Storage & Retention

• Uploaded data is stored on secure servers located in the United States (we do not use offshore storage)
• By default, data is retained for a rolling 12-month period, unless a custom retention policy is agreed upon
• You may request deletion of your data at any time

We aim to retain only what is necessary—nothing more.

YOUR PERSONAL USER DATA

Information we collect about you as a user.

What We Collect

Information you provide

• Name, email, and account details

Automatically collected information

• IP address and general location
• Device and browser information
• Usage activity within the platform

How We Use Your Information

We use your account information to:

• Communicate with you about your account
• Provide customer support
• Improve our services and user experience
• Meet legal and regulatory obligations

We do not sell or monetize your data with third parties. Ever.

Your Rights

You can:

• Access your data
• Update or correct your information
• Request deletion

To make a request, contact: privacy@crolync.com

Cookies & Analytics

We use cookies and similar technologies to:

• Keep you logged in
• Remember your preferences
• Understand how the platform is used

You can adjust your browser settings to manage cookies, though some features may not work properly without them.

GENERAL DATA SECURITY BEST PRACTICES IN PLACE.

Applies to both Customer Data and Personal Account Information

Security

Protecting your data is a core priority for us. We take security seriously and use:

• Encrypted data transmission
• Secure storage systems
• Role-based access controls
• Ongoing monitoring and improvements

Legal Requests

We only disclose information when legally required (such as a valid subpoena or court order), and we limit disclosures to what is strictly necessary.

Whenever possible, we will notify you.

Updates to This Policy

We may update this policy from time to time.

If we make meaningful changes, we'll update the date above and notify you when appropriate.

Contact Us

Crolync, LLC
privacy@crolync.com