Privacy Policy

1. Introduction and Scope

Caltrivo ("we," "us," or "our") is committed to protecting the privacy and security of personal information collected from clients, website visitors, and business partners. This Privacy Policy explains what information we collect, how we use it, with whom we share it, and the choices you have regarding your personal data.

This policy applies to information collected through our website (caltrivo-digital.com), email communications, project management platforms, file transfer systems, and any other digital or physical channels through which we interact with clients and stakeholders.

2. Information We Collect

2.1 Information You Provide Directly

We collect personal information that you voluntarily provide when engaging with our services:

• Contact Information: Name, email address, phone number, company name, job title, and physical address
• Project Information: Project descriptions, technical specifications, creative briefs, and communication regarding project requirements
• Financial Information: Billing address, payment method details (processed through secure third-party payment processors; we do not store complete credit card numbers)
• Account Credentials: Usernames and passwords for project management platforms or client portals
• Communications: Email correspondence, phone call recordings (when legally permitted and disclosed), support tickets, and feedback

2.2 Information Collected Automatically

When you visit our website or use our digital services, certain information is collected automatically:

• Device Information: IP address, browser type and version, operating system, device type, screen resolution
• Usage Data: Pages viewed, time spent on pages, navigation paths, clicks, scrolling behavior, access times and dates
• Referral Information: The website that referred you to our site, search terms used to find us
• Cookies and Tracking Technologies: As detailed in Section 8 below

2.3 Client Content and Project Files

In the course of providing editing services, we receive media files and content from clients. This may include:

• Video, audio, and image files
• Documents, presentations, and scripts
• Metadata embedded in media files (creation dates, camera information, GPS coordinates, etc.)
• Organizational structures and file naming conventions

We treat all client content as confidential and subject to the terms of our service agreements. We do not analyze client content for marketing purposes or share it with third parties except as necessary to perform contracted services.

2.4 Information from Third Parties

We may receive information about you from third-party sources:

• Business partners who refer clients to us
• Payment processors providing transaction verification
• Public databases for business verification purposes
• Analytics providers offering aggregated demographic data

3. How We Use Your Information

3.1 Service Delivery

We use personal information to provide the digital media editing services you have contracted:

• Processing and editing your media files according to project specifications
• Communicating project updates, requesting feedback, and coordinating deliveries
• Managing file transfers, storage, and archival systems
• Providing technical support and troubleshooting

3.2 Business Operations

Personal information supports our internal business functions:

• Processing payments and maintaining financial records
• Managing client accounts and subscription services
• Maintaining project documentation and communication history
• Conducting quality assurance and performance evaluations
• Training staff and improving workflow processes

3.3 Legal Compliance and Security

We use information to comply with legal obligations and protect our rights:

• Complying with tax, accounting, and regulatory requirements
• Responding to legal requests, court orders, and government investigations
• Enforcing our Terms of Service and other contractual agreements
• Detecting and preventing fraud, unauthorized access, and security breaches
• Protecting intellectual property rights and investigating disputes

3.4 Marketing and Communications (With Consent)

With your consent, we may use contact information for:

• Sending newsletters, service updates, and promotional offers
• Requesting feedback and reviews
• Inviting participation in case studies or testimonials
• Announcing new services, features, or pricing changes

You may opt out of marketing communications at any time by clicking "unsubscribe" in our emails or contacting us directly.

3.5 Website Analytics and Improvement

We analyze website usage data to:

• Understand how visitors interact with our site
• Identify technical issues and optimize performance
• Improve user interface and navigation design
• Measure the effectiveness of marketing campaigns

4. Information Sharing and Disclosure

4.1 Service Providers and Contractors

We share information with trusted third-party service providers who assist in business operations:

• Cloud Storage Providers: For secure file hosting and backup (e.g., AWS, Google Cloud, Dropbox Business)
• Payment Processors: For payment processing and fraud detection (e.g., Stripe, PayPal)
• Communication Platforms: For email delivery, project management, and collaboration (e.g., Google Workspace, Slack)
• Analytics Services: For website analytics and user behavior tracking (e.g., Google Analytics)
• Specialized Contractors: For overflow work or specialized technical tasks (bound by confidentiality agreements)

All service providers are contractually required to protect your information and use it only for the specific services they provide to us.

4.2 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of assets, personal information may be transferred to the successor entity. You will be notified of any such change via email or prominent notice on our website.

4.3 Legal Requirements

We may disclose information when required by law or when we believe disclosure is necessary to:

• Comply with legal obligations, court orders, subpoenas, or government requests
• Enforce our Terms of Service or other agreements
• Protect our rights, property, or safety, or that of our clients or the public
• Investigate potential violations of law or our policies

4.4 Aggregated and Anonymized Data

We may share aggregated, anonymized data that does not identify individuals for research, marketing, or business development purposes. For example, we might share statistics about project types, industry trends, or technical workflows.

4.5 With Your Consent

We will not share your personal information for purposes other than those described in this policy without obtaining your explicit consent.

5. Data Security Measures

5.1 Technical Safeguards

We implement industry-standard security measures to protect personal information:

• Encryption: Data transmitted to and from our systems is encrypted using TLS/SSL protocols; stored data is encrypted using AES-256 encryption
• Access Controls: Role-based access restrictions ensure only authorized personnel can access sensitive information
• Authentication: Multi-factor authentication (MFA) is required for access to critical systems
• Firewalls and Intrusion Detection: Network security systems monitor and block unauthorized access attempts
• Regular Security Audits: Periodic vulnerability assessments and penetration testing

5.2 Organizational Safeguards

• Confidentiality agreements for all employees and contractors
• Regular security training for staff
• Incident response procedures for data breaches
• Secure disposal of physical and digital records when no longer needed

5.3 Limitations of Security

While we implement robust security measures, no system is completely secure. We cannot guarantee absolute security of information transmitted over the internet or stored on our systems. You are responsible for maintaining the confidentiality of your account credentials.

6. Data Retention

6.1 Retention Periods

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law:

• Active Client Data: Retained for the duration of the business relationship plus 7 years for tax and legal compliance
• Project Files: Retained for 90 days post-delivery; extended retention available upon request (subject to storage fees)
• Financial Records: Retained for 7 years to comply with tax regulations
• Marketing Data: Retained until you opt out or request deletion
• Website Analytics: Retained for 26 months (Google Analytics default)

6.2 Deletion Procedures

When information is no longer needed, we securely delete or anonymize it using industry-standard data destruction methods (overwriting, degaussing for physical media, cryptographic erasure).

7. Your Rights and Choices

7.1 Access and Correction

You have the right to request access to the personal information we hold about you and to request correction of inaccurate or incomplete information. Contact us at projects@caltrivo-digital.com with your request.

7.2 Data Portability

You may request a copy of your personal information in a structured, commonly used, machine-readable format (e.g., CSV or JSON).

7.3 Deletion Requests

You may request deletion of your personal information, subject to certain limitations:

• We may retain information necessary to comply with legal obligations (e.g., tax records, dispute resolution)
• Information required to complete contractual obligations or defend legal claims may be retained
• Anonymized data that cannot be linked back to you may be retained for analytics

7.4 Marketing Opt-Out

You may opt out of marketing communications by:

• Clicking "unsubscribe" in promotional emails
• Updating preferences in your account settings
• Emailing projects@caltrivo-digital.com with "Unsubscribe" in the subject line

Note: You will continue to receive transactional emails related to your projects (e.g., delivery notifications, invoices) even if you opt out of marketing.

7.5 Do Not Track Signals

Some browsers have "Do Not Track" features that send signals to websites requesting not to be tracked. We do not currently respond to Do Not Track signals as there is no industry consensus on how to interpret them.

7.6 Rights for EU Residents (GDPR)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

• Right to object to processing based on legitimate interests
• Right to restriction of processing in certain circumstances
• Right to lodge a complaint with a data protection authority

7.7 Rights for California Residents (CCPA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, and shared
• Right to request deletion of personal information
• Right to opt out of the sale of personal information (Note: We do not sell personal information)
• Right to non-discrimination for exercising CCPA rights

8. Cookies and Tracking Technologies

8.1 Types of Cookies We Use

• Essential Cookies: Necessary for website functionality (e.g., session management, security)
• Analytics Cookies: Track website usage and performance (e.g., Google Analytics)
• Functional Cookies: Remember your preferences (e.g., language settings)
• Marketing Cookies: Track effectiveness of advertising campaigns (only with consent)

8.2 Third-Party Cookies

Our website may include cookies from third-party services such as Google Analytics, which has its own privacy policy. We do not control these third-party cookies.

8.3 Managing Cookies

You can control cookies through your browser settings. However, disabling certain cookies may limit website functionality.

9. International Data Transfers

Our servers are located in the United States. If you are accessing our services from outside the U.S., your information will be transferred to and processed in the United States, which may have different data protection laws than your country of residence.

For EEA residents, we implement appropriate safeguards for international transfers, such as Standard Contractual Clauses approved by the European Commission.

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected information from a child under 18, we will promptly delete it.

11. Third-Party Links

Our website may contain links to third-party websites (e.g., cloud storage providers, payment processors). We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or business operations. When we make material changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify active clients via email
• Post a prominent notice on our website

Continued use of our services after changes indicates acceptance of the updated policy.

13. Contact Information for Privacy Inquiries

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact: