Privacy Policy

This Privacy Policy explains how Softfieldtrack collects, uses, discloses, and protects personal information when you visit our website, contact our team, or engage our stakeholder communication services. We aim to be transparent about data practices and to provide clear choices for individuals whose personal data we process. Our headquarters are in the United States; therefore, this policy is written with U.S.-based processing in mind. For residents of other jurisdictions, we will comply with applicable local data protection laws as required. If you have questions about this policy or wish to exercise your rights, contact us using the details at the bottom of this page.

Information we collect

We collect information you provide directly to us when you use our contact form, request materials, register for events, or otherwise communicate with our staff. This typically includes your name, email address, phone number, organization, and the content of messages you send. When you visit our website, we also collect technical information through cookies and similar technologies: your IP address, browser type, device information, and pages visited. When we run workshops or administration for clients, we may process participant names and business contact details provided by the client for the purpose of delivering services. We do not collect sensitive personal data such as social security numbers, government IDs, or financial account credentials unless explicitly required and with separate consent. We keep data collection focused on what is necessary to respond to inquiries and to deliver our services effectively.

How we use information

We use personal information to respond to inquiries, deliver contracted services (including stakeholder workshops and reporting), schedule meetings, and provide materials requested by clients. Technical and usage data help us maintain and improve the website, understand visitor interest, and detect security incidents. We may use contact details to share administrative notices, service updates, or marketing communications where you have provided consent. Communications are limited in frequency and always provide a clear method to opt out. When we share aggregated, anonymized metrics or case study summaries, these do not identify personal data unless we have explicit consent to do so. We process data under lawful bases including contractual necessity, legitimate interest (for service improvement and security), and consent where required by law.

Cookies and similar technologies

We use cookies to enable core site functionality, to remember preferences, and to gather anonymous analytics about how visitors use the site. The cookie banner you see on our pages lets you accept or reject non-essential cookies. Essential cookies are required for security and for the site to function correctly; rejecting non-essential cookies will not prevent you from contacting us or reviewing published materials. Where third-party analytics are used, data is aggregated and does not include personally identifying information unless you provide it directly (for example, via our contact form). You may manage cookie preferences through your browser settings, but note that blocking cookies may affect website performance.

Data retention and security

We retain personal information only as long as needed to fulfill the purposes described in this Privacy Policy, to comply with legal obligations, and to resolve disputes. For example, contact inquiry data may be retained for up to three years to maintain service records and support follow-up. We implement industry-standard administrative, technical, and physical safeguards to protect data against unauthorized access, alteration, or disclosure. These measures include access controls, encrypted transmissions where appropriate, and ongoing security reviews. While we strive to protect your information, no security system is completely secure; if a data incident affecting personal data occurs, we will follow applicable breach notification requirements and inform affected parties when required by law.

Your rights and choices

Depending on your jurisdiction, you may have rights regarding your personal data, including the right to access, correct, delete, or restrict processing of your information, and the right to object to processing or to request data portability. To exercise these rights, contact us using the details below and provide enough information for us to identify you. We will respond according to applicable law and typically request proof of identity before fulfilling certain requests to protect privacy. You may also unsubscribe from marketing communications at any time using the unsubscribe link in messages or by contacting us directly.

Third-party disclosure and transfers

We may engage trusted service providers to support our operations (hosting, analytics, email delivery, workshop platforms). These providers process personal data on our behalf and are contractually constrained to safeguard data and to act only on our instructions. For some services, data may be transferred to servers located in other countries. When transfers occur, we use safeguards such as standard contractual clauses or ensure the recipient is subject to an adequate level of protection under applicable law. We do not sell personal information to third parties.

Children's privacy

Our website and services are not directed to children under 16. We do not knowingly collect personal data from children. If we learn we have collected data from a child without appropriate consent, we will take steps to delete the information as soon as possible. If you believe a child provided us data, contact us and we will investigate.

Changes to this policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. When significant updates are made, we will post a prominent notice on the site and update the effective date. Continued use of our services after changes indicates acceptance of the revised policy.

Contact us

For privacy questions, to exercise your rights, or to request data deletion or access please contact: Softfieldtrack, 1455 Market St, Suite 400, San Francisco, CA 94103, United States; phone: +1 (415) 555-0132; email: [email protected]. We will respond to legitimate requests consistent with applicable law. You may also reach out via our contact page: Contact us.