Privacy Policy

1. Introduction

Eagle Eye Solutions, LLC ("Eagle Eye," "we," "us," or "our") operates the Eagle Eye RMS platform, a comprehensive case management system designed for private investigation firms. This Privacy Policy describes how we collect, use, process, and protect information obtained through our website (eagleeyesolutions.us), our web application, mobile applications, and related services (collectively, the "Services").

By accessing or using our Services, you agree to the terms of this Privacy Policy. If you do not agree with our practices, please do not use our Services.

2. Information We Collect

2.1 Information You Provide

We collect information you voluntarily provide when using our Services:

• Account Information: Name, email address, phone number, business name, business address, and login credentials when you create an account.
• Billing Information: Payment card details, billing address, and transaction history processed through our payment providers (Stripe, Square).
• Case Data: Information you enter into the platform including case details, subject information, client information, documents, photos, videos, notes, and other case-related materials.
• Communications: Messages, support requests, feedback, and other communications you send to us.
• Profile Information: Professional licenses, certifications, business logos, and other profile details.

2.2 Information Collected Automatically

When you use our Services, we automatically collect certain information:

• Device Information: Device type, operating system, browser type, unique device identifiers, and mobile network information.
• Usage Data: Pages visited, features used, click patterns, search queries, and time spent on the platform.
• Location Data: With your consent, GPS coordinates from mobile devices for features like GPS session recording, service attempt verification, and investigator tracking.
• Log Data: IP addresses, access times, referring URLs, and system activity logs.

2.3 Information from Third Parties

We may receive information from third-party services you connect to your account:

• Dialpad Integration: Call logs, SMS messages, voicemails, and transcripts if you enable Dialpad integration.
• Payment Processors: Transaction confirmations and payment status from Stripe and Square.
• SharePoint Integration: Document metadata and file information from connected SharePoint accounts.
• AI Service Providers: When you use BYOK (Bring Your Own Key) AI features, your API requests are processed by OpenAI, Anthropic (Claude), or Google (Gemini) according to their respective privacy policies.

3. How We Use Your Information

We use the information we collect for the following purposes:

Purpose	Legal Basis
Provide, maintain, and improve our Services	Contract performance
Process transactions and send billing notifications	Contract performance
Send service-related communications (updates, security alerts)	Contract performance / Legitimate interest
Provide customer support and respond to inquiries	Contract performance
Analyze usage patterns to improve user experience	Legitimate interest
Detect, prevent, and address fraud or security issues	Legitimate interest / Legal obligation
Comply with legal obligations and law enforcement requests	Legal obligation
Send marketing communications (with consent)	Consent

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share information with trusted service providers who assist in operating our Services:

• Cloud Infrastructure: Amazon Web Services (AWS) for hosting and data storage
• Payment Processing: Stripe and Square for payment transactions
• Email Services: For transactional and marketing emails
• Analytics: For understanding usage patterns and improving Services

4.2 With Your Consent

We may share your information when you direct us to, such as:

• Sharing case information with clients through the Client Portal
• Sending e-signature requests to third parties
• Exporting data to connected third-party applications

4.3 Legal Requirements

We may disclose information if required by law, court order, or government request, or if we believe disclosure is necessary to:

• Comply with legal obligations
• Protect the rights, property, or safety of Eagle Eye, our users, or the public
• Detect, prevent, or address fraud, security, or technical issues

4.4 Business Transfers

If Eagle Eye is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

5. Data Storage and Security

5.1 Data Location

Your data is stored on secure servers provided by Amazon Web Services (AWS) located in the United States (us-west-2 region). All data is encrypted at rest and in transit.

5.2 Security Measures

We implement industry-standard security measures including:

• TLS 1.3 encryption for all data in transit
• AES-256 encryption for data at rest
• Role-based access controls (RBAC)
• Multi-factor authentication (MFA) options
• Regular security audits and penetration testing
• SOC 2 Type II compliant infrastructure
• Automated threat detection and monitoring
• Secure development practices (OWASP guidelines)

5.3 Data Retention

We retain your information for as long as your account is active or as needed to provide Services. After account termination:

• Account Data: Deleted within 30 days of account closure
• Case Data: Retained for 90 days to allow recovery, then permanently deleted
• Backup Data: Removed from backups within 180 days
• Legal Holds: Data may be retained longer if required by law or litigation

6. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

6.1 Access and Portability

You can access most of your information directly through your account dashboard. You may request a copy of your data in a portable format.

6.2 Correction

You can update your account information at any time through the platform settings. For data corrections we must make, contact us at privacy@eagleeyesolutions.us.

6.3 Deletion

You may request deletion of your personal information. Note that we may retain certain information as required by law or for legitimate business purposes.

6.4 Opt-Out Rights

• Marketing Communications: Unsubscribe using the link in any marketing email or update your preferences in account settings.
• Location Tracking: Disable location services in your device settings or app permissions.
• Analytics: Contact us to opt out of analytics tracking.

6.5 California Residents (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information
• Right to opt-out of the sale or sharing of personal information
• Right to non-discrimination for exercising privacy rights
• Right to correct inaccurate personal information
• Right to limit use of sensitive personal information

We do not sell personal information as defined by the CCPA/CPRA.

6.6 European Users (GDPR)

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

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent
• Right to lodge a complaint with a supervisory authority

7. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

Cookie Type	Purpose	Duration
Essential	Required for basic site functionality and security	Session / 1 year
Authentication	Keep you logged in and maintain session state	Session / 30 days
Preferences	Remember your settings and preferences	1 year
Analytics	Understand how visitors use our site	2 years

You can control cookies through your browser settings. Disabling certain cookies may limit functionality.

8. Third-Party Services

Our Services integrate with third-party services that have their own privacy policies:

• AWS: aws.amazon.com/privacy
• Stripe: stripe.com/privacy
• Square: squareup.com/legal/privacy
• Dialpad: dialpad.com/legal/privacy
• OpenAI: openai.com/privacy
• Anthropic: anthropic.com/privacy
• Google: policies.google.com/privacy

We encourage you to review the privacy policies of any third-party services you connect to your account.

9. Children's Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete such information promptly.

10. International Data Transfers

Your information may be transferred to and processed in the United States, where our servers are located. If you are located outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States where our servers are located and our central database is operated.

For users in the EEA or UK, we rely on Standard Contractual Clauses approved by the European Commission for international data transfers, and we implement appropriate safeguards to protect your information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date at the top
• Sending an email notification for significant changes
• Displaying a notice within the application

Your continued use of our Services after any changes indicates your acceptance of the updated Privacy Policy.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

Eagle Eye Solutions, LLC
Email: privacy@eagleeyesolutions.us
Website: eagleeyesolutions.us/contact

For data protection inquiries, you may also contact our Data Protection Officer at dpo@eagleeyesolutions.us.