Privacy Policy

This Privacy Policy describes how GovConvert LLC ("Company," "we," "us," or "our") collects, uses, and shares information about you when you use our website at https://govconvert.us (the "Site") and related services (collectively, the "Services").

1. Information We Collect

Information You Provide

We collect information you voluntarily provide when you:

• Fill out forms on our Site (name, email address, company name, phone number)
• Schedule a demo through our scheduling system
• Contact us via email or our contact form
• Subscribe to our newsletter or marketing communications
• Create an account or use our Services

Information Collected Automatically

When you visit our Site, we may automatically collect:

• Device Information: Browser type, operating system, device type
• Usage Data: Pages visited, time spent, referring URL, click patterns
• Location Data: General geographic location based on IP address
• Cookies and Similar Technologies: See our Cookie Policy for details

Information We Receive from Microsoft

We also receive information about you from Microsoft when you deploy GovConvert from our Azure Marketplace listing, even if you never fill out a form on this Site. Because that collection is automatic and applies to every deployment, we describe it separately in Section 2.

2. Azure Marketplace Deployment Information

GovConvert is distributed as a Solution Template offer on the Microsoft Azure Marketplace, and we are the publisher of that offer. When you deploy GovConvert from our Marketplace listing, Microsoft automatically sends us a lead record identifying the deployment. This happens for every deployment started from the listing — including evaluation, test, and abandoned deployments — whether or not you ever contact us, complete a purchase, or keep the deployment running.

What Microsoft Sends Us

The lead record Microsoft provides typically includes:

• Name of the person who initiated the deployment
• Business email address
• Company or organization name
• Job title, phone number, and country, where that person supplied them to Microsoft
• Deployment metadata: the offer and plan identifiers, the action taken (for example, starting a deployment), and the date and time

These records reach us through Microsoft Partner Center, where they appear in our Referrals workspace. Microsoft determines what it collects from you and passes along; Microsoft's own handling of that information is governed by the Microsoft Privacy Statement, not by this policy.

What Microsoft Does Not Send Us

A lead record describes who deployed GovConvert — not what is inside the deployment. GovConvert runs entirely within your own Azure tenant. We do not receive your CRM records, documents, opportunity or capture data, contract data, user accounts, or any other content from a running deployment, and we hold no credentials and no network path into your environment. See our Security page for the full architecture and boundary description.

How We Use Deployment Leads

We use Azure Marketplace deployment leads to:

• Confirm a deployment and associate it with a subscription and license key
• Provide onboarding assistance and answer setup, licensing, or billing questions
• Send release notes, security advisories, and end-of-support notices for the version you deployed
• Follow up about your evaluation, and send product marketing where you have consented or where applicable law otherwise permits it
• Understand which Marketplace listings and plans are being deployed, in aggregate

We rely on our legitimate interest in supporting and administering our own product for the operational uses above, and on your consent for marketing communications where consent is required. We do not sell deployment leads, and we do not share them with third-party advertisers or data brokers.

Your Choices

You may request access to, correction of, or deletion of your deployment lead, or ask us to stop using it for marketing, at any time by emailing info@govconvert.us. Every marketing email we send also includes an unsubscribe link. Opting out of marketing does not affect the operational notices tied to an active subscription, and deleting a lead does not cancel a subscription or affect a running deployment. We cannot delete records that Microsoft holds independently — for those, contact Microsoft directly.

3. How We Use Your Information

We use your information to:

• Provide, maintain, and improve our Services
• Process and complete transactions
• Send administrative information (updates, security alerts)
• Respond to your inquiries and provide customer support
• Send marketing communications (with your consent)
• Analyze usage patterns to improve user experience
• Detect, prevent, and address technical issues or fraud
• Comply with legal obligations

4. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Consent: When you have given us explicit permission (e.g., marketing emails)
• Contract: When processing is necessary to fulfill our agreement with you
• Legitimate Interests: For our business operations, provided your rights are not overridden
• Legal Obligation: When we must comply with applicable laws

5. When We Share Your Information

We may share your information with:

• Service Providers: Third parties who perform services on our behalf (hosting, analytics, scheduling, payment processing, and Microsoft Partner Center, where Azure Marketplace deployment leads are stored — see Section 2)
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law, court order, or government request
• Protection of Rights: To protect our rights, privacy, safety, or property

We do not sell your personal information to third parties.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your activity on our Site. These include:

• Essential Cookies: Required for basic site functionality
• Analytics Cookies: Help us understand how visitors use our Site (Google Analytics)
• Third-Party Cookies: Set by our service providers (Calendly for scheduling)

For detailed information about the cookies we use and how to manage your preferences, please see our Cookie Policy.

7. Data Retention

We retain your personal information for as long as necessary to:

• Provide our Services to you
• Comply with legal obligations
• Resolve disputes and enforce our agreements

Azure Marketplace deployment leads are retained for the life of the related subscription and for a reasonable period afterward for support, billing, and record-keeping purposes. Where a deployment never becomes a subscription, we delete or anonymize the lead once it is no longer commercially useful, and sooner on request.

When we no longer need your information, we will securely delete or anonymize it.

8. Security Measures

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit (TLS/SSL)
• Secure hosting infrastructure
• Access controls and authentication
• Regular security assessments

However, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

9. Children's Privacy

Our Services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child under 18, we will delete it promptly.

10. Your Privacy Rights

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

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Portability: Request your data in a portable format
• Opt-Out: Opt out of marketing communications and analytics tracking
• Withdraw Consent: Withdraw previously given consent

To exercise these rights, contact us at info@govconvert.us.

11. Do-Not-Track Signals

Some browsers include a "Do Not Track" (DNT) feature. We currently respond to DNT signals by disabling analytics tracking when detected. However, there is no uniform standard for DNT signals, so we cannot guarantee consistent behavior across all browsers.

12. US State Privacy Rights

California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to know what personal information we collect and how it is used
• Right to delete your personal information
• Right to opt-out of the sale or sharing of personal information
• Right to non-discrimination for exercising your 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.

Virginia, Colorado, Connecticut, and Other States

Residents of states with comprehensive privacy laws (Virginia VCDPA, Colorado CPA, Connecticut CTDPA, etc.) have similar rights to access, correct, delete, and opt-out. Contact us to exercise these rights.

13. Updates to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a new "Last updated" date. We encourage you to review this policy periodically.

14. Contact Us

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