# Privacy Policy — Olive Root Tech **Effective Date:** June 1, 2026 **Last Updated:** May 22, 2026 **Published at:** oliveroottech.com/privacy --- Olive Root Tech ("ORT," "we," "our," or "us") is committed to protecting the privacy of our clients, website visitors, and the ministry organizations we serve. This Privacy Policy explains what information we collect, how we use it, how long we keep it, and what rights you have. If you have questions about this policy, contact us at: **info@oliveroottech.com** --- ## 1. Who This Policy Covers This policy applies to: - Visitors to **oliveroottech.com** - Organizations that book a Ministry Tech Assessment with ORT - Clients who access the **ORT OS** ministry operations dashboard - Anyone who contacts ORT by email, phone, or through our booking system --- ## 2. Information We Collect ### 2a. Information You Provide Directly When you schedule an assessment, contact us, or use ORT OS, you may provide: | Information | When Collected | Why | |-------------|---------------|-----| | Name | Assessment booking, contact form | To identify you and personalize your experience | | Email address | Assessment booking, contact form | To communicate with you about your service | | Organization name | Assessment booking, intake form | To understand your ministry context | | Phone number | Provided voluntarily | For support and follow-up | | Ministry details | Intake form (Tally.so) | To prepare for your assessment | | Support requests | ORT OS "Get Help" form | To resolve your technology issues | | Device and system information | ORT OS dashboard (collected by our monitoring tools) | To deliver managed IT services | ### 2b. Information Collected Automatically When you visit our website, our hosting provider may automatically collect: | Information | Purpose | Retention | |-------------|---------|-----------| | IP address | Security, analytics | Up to 90 days in server logs | | Browser type and version | Compatibility | Up to 90 days | | Pages visited and time on page | Understanding how the site is used | Aggregated; no individual tracking | | Referring URL | Understanding how visitors find us | Up to 90 days | **We do not use advertising cookies. We do not use tracking pixels. We do not build behavioral profiles of website visitors.** ### 2c. Third-Party Tools We use the following third-party services that may process your data: | Tool | Purpose | Their Privacy Policy | |------|---------|---------------------| | **Calendly** | Appointment scheduling | [calendly.com/privacy](https://calendly.com/privacy) | | **Tally.so** | Intake and assessment forms | [tally.so/privacy](https://tally.so/privacy) | | **Google Fonts** | Website typography (font files loaded from Google's servers) | [google.com/policies/privacy](https://policies.google.com/privacy) | | **Supabase** | Secure database for ORT OS client data | [supabase.com/privacy](https://supabase.com/privacy) | | **Airtable** | Internal ticket management | [airtable.com/privacy](https://www.airtable.com/privacy) | | **Resend / Loops** | Transactional email delivery | Per provider | When you use Calendly to book an assessment, Calendly collects your name, email address, and timezone. Their use of that information is governed by their privacy policy, not ours. --- ## 3. How We Use Your Information We use the information we collect to: 1. **Deliver services** — Set up, maintain, and support your technology systems as a managed IT client 2. **Communicate with you** — Respond to your inquiries, send service updates, and deliver monthly reports 3. **Conduct assessments** — Review your ministry's technology needs before and during assessment calls 4. **Operate ORT OS** — Display your system status, support tickets, and activity within your dashboard 5. **Improve our services** — Understand how clients use ORT OS to make it better 6. **Meet legal obligations** — Retain records as required by applicable law **We do not:** - Sell your personal information to any third party - Share your information with advertisers - Use your information to build profiles for advertising purposes - Use your ministry's operational data for any purpose other than delivering your service --- ## 4. Lawful Basis for Processing For clients in Virginia, Maryland, DC, and other US jurisdictions with privacy laws: | Processing Activity | Lawful Basis | |--------------------|--------------| | Delivering managed IT services | Performance of a contract | | Responding to support requests | Performance of a contract | | Sending service communications | Legitimate interest / contract | | Server log data (IP, browser) | Legitimate interest (security) | | Google Fonts requests | Legitimate interest (website functionality) | | Marketing emails (if any) | Consent — you may opt out at any time | --- ## 5. Data Retention We keep your information for as long as needed to deliver your service and meet legal requirements. | Data Type | Retention Period | |-----------|-----------------| | Client contact information | Duration of the service relationship + 3 years | | Support tickets and ORT OS data | Duration of the service relationship + 3 years | | Assessment intake forms | 1 year from assessment date | | Website server logs | 90 days | | Email correspondence | 5 years (standard business records) | | Billing and contract records | 7 years (tax and legal compliance) | When data is no longer needed, we delete it securely from all systems where we have control. --- ## 6. Your Rights You have the right to: - **Access** the personal information we hold about you - **Correct** inaccurate information - **Delete** your information, subject to legal retention requirements - **Opt out** of any marketing communications at any time (unsubscribe link in every email) - **Know** what categories of data we collect and why To exercise any of these rights, email us at **info@oliveroottech.com** with the subject line "Privacy Request." We will respond within 30 days. --- ## 7. Security We take reasonable technical and organizational measures to protect your information: - ORT OS data is stored in Supabase, which uses encrypted storage and secure connections (HTTPS/TLS) - Support tickets and client data are accessible only to authorized ORT personnel - We use strong, unique credentials for all systems and enforce a least-privilege access policy - We do not store payment card information — billing is handled by third-party payment processors No system is completely secure. If you believe your information has been compromised, contact us immediately at **info@oliveroottech.com**. --- ## 8. Children's Privacy Our services are designed for ministry organizations and are not directed at children under 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, contact us and we will delete it promptly. **Note for daycare clients (Community Roots Child Development Center and similar):** We manage technology infrastructure for childcare centers. We do not collect or process personal data about the children enrolled in those centers. Our services operate at the device and network level only. --- ## 9. California and Virginia Residents **Virginia (CDPA):** Virginia residents have the right to access, correct, delete, and opt out of the sale of personal data and targeted advertising. We do not sell personal data or conduct targeted advertising. To exercise your rights, contact **info@oliveroottech.com**. **California (CCPA/CPRA):** California residents have additional rights including the right to know what personal information is collected and shared, and the right to opt out of the "sale" of personal information. We do not sell personal information. For a full list of your rights, visit our California Privacy Notice (available on request). --- ## 10. Changes to This Policy We may update this policy from time to time. When we make material changes, we will: - Update the "Last Updated" date at the top of this page - Notify active ORT OS clients by email Continued use of our website or services after changes are posted constitutes acceptance of the updated policy. --- ## 11. Contact Us **Olive Root Tech** Email: info@oliveroottech.com Website: oliveroottech.com Service area: Washington DC, Maryland, Virginia For privacy-specific inquiries: use subject line "Privacy Request" when emailing. --- *This Privacy Policy was last reviewed on May 22, 2026. ORT recommends annual review of this policy and immediate review if services, tools, or data practices change materially. Consult a licensed attorney for jurisdiction-specific legal requirements.*