Privacy Policy

1. Introduction

This Privacy Policy explains how AssureSwarm ("we," "us," or "AssureSwarm") collects, uses, discloses, and safeguards information when you visit our public website or use the AssureSwarm application (the "App"). Website analytics are disabled unless you affirmatively allow them, except on the Auditober and AuditKeyboard pages described below.

2. Information We Collect

We collect only the information needed to provide and secure the App:

• Account information: such as your name, work email address, and organization, provided when you or your organization sets up access.
• Content you provide: the records, documents, and other data you or your team choose to store in the App.
• Usage and log data: technical information such as IP address, browser type, actions taken in the App, and timestamps, collected automatically to operate and protect the service.
• Public website request logs: our hosting, content-delivery, and security providers automatically process request details such as IP address, date and time, requested URL, referring page, browser or user-agent information, response status, and bytes transferred. These logs are collected whether or not you allow optional analytics and are used to deliver, troubleshoot, and secure the website.
• Public website analytics: outside the Auditober and AuditKeyboard pages described below, only after you select "Allow analytics," Google Analytics 4 may receive page views, interactions such as walkthrough-link clicks and exits to another site, referral information, approximate location derived from IP address, device and browser information, and identifiers stored in Google Analytics cookies. We do not send names, email addresses, App content, or form free text to Google Analytics.
• Communications: information you provide when you contact us for support or otherwise correspond with us.

3. How We Use Information

We use the information we collect to operate, maintain, and secure the App and public website; to authenticate users and administer access; to provide support and respond to requests; to maintain audit trails and detect, prevent, and investigate fraud, abuse, or security incidents; to understand and improve the public website under the analytics settings described in this Policy; and to comply with our legal obligations.

4. How We Share Information

We do not sell your information. We share it only as necessary: with service providers who host, deliver, analyze, or protect the website and App under appropriate contractual obligations; within your own organization according to the access controls you configure; and where required by law or to protect the rights, safety, and security of users and the App. When analytics is active under the settings described in this Policy, Google LLC processes the website analytics described above as our analytics provider. Google Analytics advertising features, Google Signals, and ad personalization are disabled. For on-premise deployments, your App records remain within your own environment and are not transmitted to us.

5. Data Security

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration, including encryption in transit and at rest and isolation of each customer environment. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Data Retention

We retain information for as long as needed to provide and secure the website and App, maintain required audit records, and comply with our legal obligations. Public website infrastructure logs are retained according to operational and security needs. The browser record of your analytics choice expires after 12 months, Google Analytics cookies are configured to expire after no more than 12 months, and Google Analytics event-level data is generally retained for up to 14 months. When information is no longer required, we delete or de-identify it. Your organization may request export or deletion of its App data as described below.

7. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, delete, or restrict the processing of your personal information, and to receive a copy of it. You may decline optional website analytics or withdraw a prior choice at any time using the "Manage analytics" control in the footer. Because App data is typically controlled by your organization, we will direct certain requests to the relevant administrator. To exercise other rights, contact us using the details below.

8. International Transfers

Where information is processed outside the country in which it was collected, we take steps to ensure it receives an adequate level of protection consistent with applicable law.

9. Cookies

The public website stores your analytics choice in your browser's local storage for up to 12 months. When analytics is active under the settings described in this Policy, Google Analytics sets cookies whose names begin with _ga to distinguish visits and sessions. Outside the Auditober and AuditKeyboard pages, no Google Analytics tag is loaded before that choice. Declining leaves analytics off. Withdrawing consent stops our subsequent analytics events and deletes Google Analytics cookies accessible to this website. We do not use Google Analytics for advertising.

10. Children's Privacy

The App is intended for use by organizations and their personnel. It is not directed to children, and we do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Policy from time to time. Material changes will be reflected by an updated "Last updated" date, and continued use of the App after any change constitutes acceptance of the updated Policy.

12. Contact Us

If you have questions about this Policy or our privacy practices, contact us at support@assureswarm.com.

13. Auditober and AuditKeyboard pages

This section covers Auditober, our October 2026 audit hackathon, and AuditKeyboard, including their signup forms.

When you sign up, we store your email address, its domain, which form you used, any referral code supplied with your first signup, when you first and last submitted, and your submission count. We do not store your name, IP address or browser alongside that record. We use it to email you the hackathon rules and entry instructions in late September. We do not sell or rent the signup record, share it with sponsors, or add you to another mailing list.

Signup records are stored in Google Cloud Firestore in a project we control in the United States. Google provides the storage service. We keep these records until the hackathon has finished and the winners have been contacted, then delete them. You can request access, correction, a copy or earlier deletion by emailing support@assureswarm.com.

The forms accept work email addresses and refuse known personal and temporary mailbox providers. This check runs in the browser and on the server before a signup record is written. To limit abuse, the server keeps a separate counter keyed by a hash derived from the visitor's IP address, the hour and an email-based partition. It contains a count and an expiry time; it is eligible for automatic deletion after about two hours. Email addresses are kept out of application logs.

A referral code identifies who shared the link. Your browser remembers it in local storage for 30 days, so a later signup can still credit that person. It is separate from analytics, applies only on this site's origin, and can be cleared with your browser's site data. Codes previously stored on auditkeyboard.com do not transfer to assureswarm.com; a code in a new link still works.

On Auditober and AuditKeyboard pages, Google Analytics starts automatically unless you have a saved, unexpired decline on assureswarm.com. This is an exception to the opt-in behavior elsewhere on this website. Analytics cookies last up to one year and renew on visits. We record page views, link clicks and signup outcomes, but never send your email address to analytics. Advertising features, Google Signals and ad personalization are disabled. To decline analytics on these pages, use Manage analytics in this page's footer, choose Decline, then reload any Auditober or AuditKeyboard page already open.