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OUTCOLD SOLUTIONS PRIVACY POLICY

Updated: May 20, 2026

This Privacy Policy explains how Outcold Solutions LLC (“Outcold”) collects, uses, and discloses information you provide to us or which we otherwise collect in providing products or services to you (“Information”), including “Personal Data” by which we mean information that allows us to determine your identity when you engage with us.

This Privacy Policy applies to outcoldsolutions.com and to other websites Outcold operates and that are linked to it.

The use of our products and services, including those available through other Outcold websites that link to this Privacy Policy (collectively, “Offerings”), are subject to the terms of the applicable software license agreement.

Data Collection

There are two primary ways in which Outcold collects Information from you: through Interactions and through Offerings as set forth below.

Interactions

When you interact online or offline with Outcold, we may receive your Information, including your Personal Data. For example, we receive your Information when you:

  • Visit Outcold’s websites or offices
  • Download materials through our websites
  • Subscribe to our self-service Offerings
  • Register or attend Outcold-hosted or sponsored events
  • Communicate with us, including by emails, phone, texts, and online chats
  • Provide testimonials

We also collect Information about you from other sources such as public databases, joint marketing partners, social media platforms, conference/event hosts, and partners when you interact with them.

We refer collectively to these contacts as “Interactions” and we explain below how we use the Information we collect through them.

What We Collect via Your Interactions

We may collect your Information, including your Personal Data, through the Interactions described more fully below. The Personal Data we collect includes such things as:

  • Name
  • Email address
  • Physical address, including country
  • Employer
  • Title / position
  • Payment details (processed by our payment processor - see “Payment Processing” below)
  • Phone number
  • IP address
  • Photographs taken at industry events we attend or sponsor (for example, conference booth photos that may incidentally include attendees in the background)
  • Videos that you actively provide as a product testimonial

We collect Personal Data in various ways, such as when you manually key in your Personal Data to our website forms or provide it to us or others from whom we receive marketing leads.

IP addresses are also collected on an automated basis when you visit the website (your browser sends them with every request and they appear in our server access logs). We may infer your approximate location from your IP address. If you have granted analytics consent, Google Analytics also receives your IP address as part of normal measurement traffic. We do not use web beacons, tracking pixels, fingerprinting, or other passive collection technologies on the website beyond what is described in the Cookies and Similar Technologies section below.

Payment Processing

When you subscribe to our self-service Offerings or otherwise make purchases through our website, we use Stripe, Inc. (“Stripe”) as our payment processor. Stripe collects and processes your payment information (including credit card or other financial information, billing address, and transaction details) directly under their own privacy practices, available at https://stripe.com/privacy. Outcold receives from Stripe only confirmation that payment was made and basic billing information necessary to manage your account; we do not store credit card numbers or full payment credentials ourselves.

For self-service subscriptions, we also receive metered usage data from your use of our Offerings, which we use to calculate your monthly invoice. This processing is necessary for the performance of our contract with you.

How We Use Information Collected from Interactions

Outcold uses the Information it collects from your Interactions to deliver services to you in accordance with our terms, to fulfill our legal obligations, or to conduct necessary business activities (sometimes called “legitimate interests”), as described below. We take seriously the need to balance our legitimate interests with your privacy rights and summarize for you here how we use your Information, including Personal Data.

We use your Information to:

  • Fulfill your orders or respond to your requests for information. For example, to satisfy your requests for website materials such as marketing collateral or white papers, we collect and use your name and email address.
  • Operate, enhance, and personalize your experience on our website. We collect Information via cookies and like technologies to fulfill our legitimate interest in operating our website, making it easy to navigate, enriching the available content, and offering information tailored to your interests.
  • Process subscription billing. For self-service subscriptions, we use your account information and metered usage data to calculate, invoice, and collect Subscription Fees through our payment processor.
  • Send you administrative information. We may need to notify you (or we may choose to inform you) when we make updates to our terms or policies or make changes to our website services. We will use your name and email address to send administrative notices to you, which due to their nature are treated differently from marketing communications from which you can opt out.
  • Send you marketing communications. When you check the “Send me product updates” box on one of our request forms (or otherwise affirmatively opt in), we will send you occasional product announcements, educational materials, special offers, and information about upcoming events. We do not subscribe you to marketing emails as a side effect of requesting a license, downloading materials, or contacting us - opt-in is always explicit. You can unsubscribe at any time using the link at the bottom of any marketing email, and we will continue to send you only transactional messages (such as license expiration notices, billing invoices, and replies to support requests).
  • Invite you to participate in surveys, studies, and assessments of Offerings. We use your Personal Data to request feedback from you about Outcold Offerings. We use your feedback to fulfill our legitimate interest in improving our Offerings and growing our business. Your participation is voluntary and subject to the terms of your agreements with us and this Privacy Policy.
  • Diagnose and fix technical issues, monitor for security, and otherwise protect our property. We do this to satisfy our legitimate interest in assessing actual or potential threats to our facilities, our IT systems and networks, and website services. We may process your Personal Data, in particular your IP address, for this purpose.
  • Comply with applicable law, regulation, legal process, or governmental request, or to protect our legal rights or those of others.
  • Any other purpose disclosed to you in connection with our website services from time to time.

If we process your Personal Data for a purpose other than that set out above, we will provide you with information about such processing, and if required, obtain your consent.

Opting Out of Marketing Emails

If you no longer want to receive marketing emails from Outcold on a go-forward basis, please use the “unsubscribe” feature in our email messages.

Offerings

We also collect Information, including Personal Data, when providing our Offerings. We may ask you for this Information directly, or in some cases, we may collect it when certain features are enabled. For example, we collect Information from you when you (or someone you work with):

  • Trial, subscribe to, or order any of our Offerings
  • Interact with Outcold online or offline, including when you request support services
  • Use our Offerings to process information in your environment

What We Collect via Our Offerings and How We Use It

We collect and process different types of product data (described below) when you deploy our Offerings in order to fulfill our legal obligations to you and operate our business. We work hard to help ensure a balance between our legitimate interests and your privacy rights.

License Usage Data is information that allows us to identify your account entitlements, such as license consumption, capacity, or type in our systems through an assigned license ID. We use this information to validate accounts and automate license verification. For self-service Subscription Software, License Usage Data also serves as the basis for monthly billing.

Usage Data is information about your operating environment. This includes information about your system architecture, OS and product versions, number of forwarding pipelines, and performance metrics.

We use Usage Data to fulfill our legal obligations in providing the Offerings to you and to fulfill our legitimate interest in supporting and enhancing them. For example, we may use this data to:

  • Troubleshoot issues, provide support, and update our Offerings
  • Provide guidance to help you optimize your usage of our Offerings
  • Calculate and invoice usage-based Subscription Fees (for self-service subscriptions)
  • Better understand how our users configure our Offerings
  • Determine which configurations or practices optimize performance (e.g., best practices)
  • Benchmark key performance indicators (“KPIs”)
  • Recommend enhancements
  • Perform data analysis and audits
  • Identify, understand, and anticipate performance issues and the factors that affect them
  • Identify product security issues that may affect you
  • Improve and develop new features and functionality
  • Monitor the health, performance, and security of our Offerings

We hash or otherwise pseudonymize identifiable information connected to user activity for data analytics purposes, except where the Information is necessary for billing accuracy.

For our paid on-premises products that are not Subscription Software, you can set your level of participation in optional analytics. License Usage Data required for license verification and (where applicable) billing cannot be disabled.

Other Collection Practices

We also collect Personal Data from you to fulfill our contractual commitments to you. For example, we collect contact information such as name, address (email and physical), and phone number to enter you into our customer databases and manage your account. We also collect billing and payment information to administer your account, respond to customer service/support inquiries, and provide you with information about software updates.

We may share this Information with our vendors and partners who help us service your account and with whom we have written agreements protecting the confidentiality, privacy, and security of your Information. We do not sell this Information.

How Outcold Shares Your Information

Outcold may disclose your Information to others in the following ways:

  • Service Providers. We may disclose Information to our service providers (e.g., infrastructure as a service, payment processing, order fulfillment, marketing email delivery, professional/customer/support services), pursuant to written agreements with confidentiality, privacy, and security obligations. Our current key service providers include Amazon Web Services (cloud infrastructure), Stripe (payment processing), and Mailchimp (marketing email delivery, used only with your consent).
  • Partners. We may disclose contact and account Information to our partners pursuant to written agreements with confidentiality, privacy, and security obligations. They may use the Information to assess your interest in Outcold Offerings, conduct user research and surveys, or send you marketing communications, subject to the terms of their privacy policies.
  • Compliance and Safety. We may disclose Information as necessary or appropriate under applicable laws (including laws outside your country of residence) to: comply with legal process or requirements; respond to requests from public or government authorities (including those outside your country of residence); enforce our terms and conditions; and protect our operations, rights and safety, and that of you and others, as needed.
  • Merger, Sale, etc. We may disclose Information in the event of a proposed or actual corporate or financing transaction, such as a reorganization, merger, sale, joint venture, assignment, transfer, or disposition of all or any portion of Outcold business or assets (including Information regarding any bankruptcy or similar proceedings).

We do not sell your Personal Data, and we do not share your Personal Data with third parties for cross-context behavioral advertising purposes, as those terms are defined under California law.

Data Retention

We retain Personal Data only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. Specifically:

  • Account information is retained for the duration of your relationship with Outcold and for a reasonable period thereafter to support post-relationship inquiries, accounting, and audit.
  • Billing and transaction records are retained for the period required by applicable tax and accounting laws (typically seven years).
  • Marketing communication records (including opt-in/opt-out records) are retained for as long as needed to honor your communication preferences.
  • License Usage Data and Usage Data is retained for a period sufficient to operate, support, and analyze our Offerings, typically not exceeding three years from collection except in aggregated or anonymized form.

When we no longer have a legitimate need to process your Personal Data, we will delete or anonymize it.

How We Secure Your Information

Outcold takes reasonable technical and organizational measures to safeguard Personal Data against loss, theft, and unauthorized access, disclosure, alteration, misuse, or destruction. Unfortunately, no data transmission, software, or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of an account has been compromised), please notify us immediately in accordance with the Contact Outcold section below. If Outcold learns of a breach of its systems, Outcold may notify you or others consistent with applicable law and/or as agreed in our contract with you. Outcold may communicate with you electronically regarding privacy and security issues affecting Information collected through your Interactions or use of our Offerings.

International Transfers

Outcold is headquartered in the United States. If you are accessing our website or Offerings from outside the United States, your Personal Data may be transferred to, stored in, and processed in the United States and other countries where our service providers operate. Where required by applicable law, we use appropriate safeguards (such as Standard Contractual Clauses or equivalent mechanisms) to protect Personal Data transferred internationally. If you would like more information about our international data transfer practices, please contact us at the email address below.

Cookies and Similar Technologies

Our website uses a small number of cookies and similar technologies, in two categories:

  • Strictly necessary technologies required for the website to function or to remember a preference you have set (for example, your light/dark theme choice and your cookie consent decision). These are stored in your browser’s local storage and are not used for tracking. They cannot be disabled because the site would not work without them.
  • Optional analytics and advertising cookies set by Google Analytics and Google Ads. We use these to understand how visitors find and use our site and to measure the effectiveness of our advertising. They are disabled by default and are only set after you grant consent.

When you first visit our website, we display a cookie consent banner asking whether you want to allow the optional analytics and advertising cookies. Until you click Accept all, no Google Analytics or Google Ads cookies are set, and Google’s tags run in a consent-aware mode that does not store identifiers. If you click Reject non-essential, the same applies. You can change your decision at any time by clicking Cookie preferences in the footer of any page, or by clearing your browser’s cookies for our site.

We rely on Google’s Consent Mode v2 to enforce these settings. Even when consent has not been granted, Google may receive a request that includes your IP address (for the technical purpose of returning the script), but no analytics or advertising identifiers are stored on your device or associated with your visit. You may also manage cookies through your browser settings, but doing so will not change the consent signal we send to Google - please use our Cookie preferences control for that.

Your Privacy Rights

European Union and United Kingdom

If you are in the European Union or the United Kingdom, you have the right to:

  • Request access to your Personal Data
  • Request correction of inaccurate Personal Data
  • Request deletion of your Personal Data (“right to erasure”)
  • Restrict or object to the processing of your Personal Data
  • Receive your Personal Data in a portable format
  • Withdraw consent at any time, where processing is based on consent
  • Lodge a complaint with your local data protection authority

To exercise any of these rights, please email us at privacy@outcoldsolutions.com or use the contact information provided below. We will respond as soon as reasonably practicable consistent with applicable law, typically within 30 days. We will verify your identity before we comply with your request, and ask for your cooperation with our identity verification process.

California

If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), provides you with specific rights regarding your Personal Information:

  • Right to Know. You have the right to request that we disclose to you the categories and specific pieces of Personal Information we have collected about you, the categories of sources from which we collected the Personal Information, our purposes for collecting it, and the categories of third parties with whom we share it.
  • Right to Delete. You have the right to request that we delete the Personal Information we have collected from you, subject to certain exceptions.
  • Right to Correct. You have the right to request that we correct inaccurate Personal Information we maintain about you.
  • Right to Opt Out of Sale or Sharing. Outcold does not sell your Personal Information and does not share Personal Information for cross-context behavioral advertising. As a result, there is no need to opt out - but if you would like to confirm this preference, you may do so by contacting us at privacy@outcoldsolutions.com.
  • Right to Limit Use of Sensitive Personal Information. Outcold does not use sensitive Personal Information for purposes that would trigger this right.
  • Right to Non-Discrimination. We will not discriminate against you for exercising any of your CCPA rights.

To exercise any of these rights, please contact us at privacy@outcoldsolutions.com. We will verify your identity before we comply with your request.

Other US State Privacy Laws

If you are a resident of Colorado, Connecticut, Virginia, Utah, or another state with a comprehensive privacy law, you may have rights similar to those described above for California residents, including rights of access, correction, deletion, and opt-out from certain processing. To exercise these rights, please contact us at privacy@outcoldsolutions.com.

Children’s Privacy

Outcold’s Offerings are intended for use by businesses and adult professionals. We do not knowingly collect Personal Data from children under the age of 13 (or the equivalent minimum age in your jurisdiction). If you believe a child has provided us with Personal Data, please contact us at privacy@outcoldsolutions.com so we can take appropriate action.

Updates to this Privacy Policy

We may change this Privacy Policy from time to time and will post our updates here. The “Updated” date at the top of this Privacy Policy reflects when the most recent material changes were made. For material changes, we will provide additional notice (such as by email or a notice on our website) where required by applicable law.

Contact Outcold

If you have any questions or comments about this Privacy Policy or Outcold’s privacy practices, you can contact us at any time:

For privacy rights requests (access, deletion, correction, etc.), please use privacy@outcoldsolutions.com to ensure timely processing.