Custominder Privacy Policy

About This Privacy Policy

Custominder is a software-as-a-service platform operated by Lotusware Inc. (“Lotusware,” “Custominder,” “we,” “us,” or “our”). This Privacy Policy describes how personal information is collected, used, disclosed, retained, and protected in connection with Custominder websites, accounts, and services.

Custominder is designed for businesses and organizations. It can also contain information about members, contacts, customers, event attendees, and other individuals entered by customer organizations. This Policy applies to information handled by Lotusware in operating Custominder; customer organizations may also have their own privacy obligations and notices.

Our Role and Customer Business Data

Customer organizations decide what business records and personal information they enter into Custominder and how they use the services. Lotusware processes that information to provide the services and functions requested by those organizations, subject to applicable law.

Lotusware does not use customer business records for unrelated independent analysis or for its own independent AI analysis. Customer organizations remain responsible for having appropriate authority to collect and use the information they submit, while Lotusware remains responsible for its own applicable privacy and security obligations.

Information We Collect

When you create a Custominder account, we collect your full name and email address. You may choose to add or manage other profile details, such as a username, telephone number, LinkedIn address, and time zone. Authentication may involve a password, an email-based one-time code, or both, depending on the available sign-in flow.

When a business uses Custominder, the service may process business profiles, contacts, membership information, invoices and other accounting records, event registrations, documents, communications, and other content the business enters or authorizes. The specific categories depend on the features used.

We also process information needed for subscriptions, payments, support requests and tickets, service operations, security, and website analytics. Website visit records and analytics signals may include technical and usage information, such as page visits and device or browser information, depending on the technology in use.

How We Use Information

We use personal information to establish and manage accounts; authenticate users; provide, maintain, and support Custominder; process subscriptions and billing; respond to requests; maintain service reliability; and prevent misuse or investigate security incidents.

We use website visitor information for analytics, website improvement, and security—not for advertising remarketing based on website visits. We may send product announcements and other marketing emails as explained in the Communications section below. Customer business records are processed for the customer’s selected services rather than for Lotusware’s unrelated purposes.

Website Analytics, Cookies, and Visit Logs

Custominder records visits to certain public pages and may use analytics technologies, including Google Analytics, to understand website use, improve content and performance, and protect the service. Cookies and similar technologies may be used by analytics or other website functionality. Their operation depends on the website and browser environment.

You can use browser controls to manage certain cookies. Disabling cookies may affect some features but may not prevent all server-side visit logging. Additional cookie choices may be offered where available.

Custominder’s retention standard for its own website-visit logs is two years, subject to applicable legal requirements and operational retention controls.

Payments and Billing

Custominder uses Stripe to process its own software subscription payments. Payment card details are handled directly by Stripe; Custominder does not store full payment card numbers or card verification codes (CVV). We may retain related subscription, transaction status, invoice, and billing records needed to operate the service or meet legal obligations.

Customer organizations may separately choose to connect their own supported payment services, including Stripe, Square, or PayPal. Information handled through those integrations depends on the services selected and the transaction involved.

Service and Marketing Communications

Custominder uses Resend to deliver account verification codes, service and security notices, billing messages, and other automated emails. We also send newsletters, product announcements, and promotional messages.

Newsletter visitors may subscribe by supplying their name and email address. Account registration contact details may also be used for marketing communications where permitted by applicable law. The ability to receive marketing communications is separate from access to necessary service communications.

Marketing emails contain an unsubscribe link. When a recipient uses it, their marketing subscription is automatically stopped. Opting out of marketing does not prevent necessary account, security, or billing communications.

Optional Artificial Intelligence Features

Customer organizations may choose to use optional AI-powered functions within Custominder. OpenAI is the AI provider currently used for these functions. When a user requests an AI task, the information shared depends on that feature and on the records or content the user supplies or authorizes for the task.

Examples may include website visit analytics for analysis, a bill for creating a financial record, a bank statement voluntarily submitted for reconciliation, or instructions and media for producing artwork. Not all business data is automatically shared with OpenAI. Lotusware does not use customer business records for its own independent AI analysis.

Before submitting third-party personal information, financial information, or other materials to an AI function, customers should ensure that they have appropriate rights and permissions. AI providers may process submitted information in jurisdictions outside Canada, subject to the applicable provider arrangements and law.

Customer-Authorized Integrations

Businesses may enable third-party integrations offered through Custominder, including supported payment and email services such as Stripe, Square, PayPal, and Resend. Activating an integration may require exchanging information with the selected provider so that the requested function can operate.

Third-party providers maintain their own privacy practices and service terms. Businesses should review the providers they choose and the information they authorize those providers to receive.

When We Share Information

We share relevant information with service providers when needed to provide, host, secure, communicate about, or process payments for Custominder. Depending on the activity, providers may include MongoDB Atlas for database infrastructure and backups, Stripe for Custominder subscriptions, Resend for email delivery, OpenAI for customer-invoked AI features, and customer-selected integration providers.

We may also disclose information when required by applicable law, in response to valid legal processes, or when reasonably necessary to protect rights, safety, or the service. We do not sell customer business records for third-party advertising or use website visitor information for advertising remarketing.

Data Hosting and International Processing

Custominder’s primary customer database is hosted in Canada. This does not mean that every service provider or every processing activity is located in Canada. Information sent to payment processors, email services, AI providers, or customer-connected integrations may be handled in other jurisdictions under the applicable service arrangements.

Where information is processed outside Canada, it may be subject to the laws of the relevant jurisdiction. We seek to use appropriate protections for information transferred to providers, consistent with applicable obligations.

Security and Security Incidents

We take measures designed to protect personal information and maintain the security of Custominder. No online service can guarantee absolute security. Users and customer organizations should protect their credentials and use the security features available to them.

When we become aware of a suspected security incident involving personal information, we assess the circumstances and take appropriate steps to investigate and reduce risk. We will notify affected individuals, customers, or relevant authorities where required by applicable law.

Retention, Business Deletion, and Backups

Information is kept for as long as reasonably needed to provide the services, maintain legitimate records, and comply with applicable legal requirements. Canceling a Custominder subscription does not by itself delete the associated business records. Customers can delete their businesses using available product controls.

Business deletion initially marks the relevant business as deleted, followed by permanent removal from active systems after a retention period. The timing of permanent removal may vary where required by applicable law or operational retention arrangements.

Custominder uses MongoDB Atlas automated backups. Information removed from active systems may remain in backups until those backups expire under their configured retention rules. Some information may be retained longer when required by law, to handle disputes, or for legitimate recordkeeping.

Your Choices and Privacy Rights

Within Custominder, users can access and manage account information and may delete their personal accounts. Customer businesses can access, export, and delete their business data using available service features. The availability of a particular action depends on account permissions, the relevant record, and the functionality provided.

Individuals may also have legal rights to request access to, correction of, or deletion of personal information, or to raise a privacy concern, subject to applicable law. If you cannot complete your request through Custominder, use the Contact Us page on the website or submit a support ticket within the application. We may need to verify your identity and whether the request should be handled by the relevant customer organization.

Where Lotusware processes information on behalf of a customer organization, that organization may be the appropriate first contact for requests about the records it controls. We will support legitimate requests in accordance with our applicable obligations.

Children and Information About Minors

Custominder is intended for businesses and organizations and is not specifically designed for children. The handling of information about minors remains subject to applicable privacy and consent requirements.

If an account holder or a customer organization provides information relating to a minor, applicable privacy and consent requirements still apply. The customer organization must ensure it has the required authority to submit information it controls, and Lotusware remains responsible for its own legal obligations.

Changes to This Policy

We may update this Privacy Policy as our services, practices, or legal requirements change. We identify the update date and notify users of changes through appropriate service communication channels. Where the law requires additional notice or consent, we will follow those requirements.

Translated versions are intended to describe the same practices. If a translation differs materially, we will work to correct it and provide any explanation required by applicable law.

Contacting Us

For privacy questions, concerns, or requests that cannot be completed using account or business controls, contact Lotusware Inc. through the Contact Us page on the Custominder website. Registered users may also submit a support ticket from within the Custominder application.