Privacy Policy

1. Key Summary

This section provides a high-level overview. You should still read the full policy.

• We collect limited personal and professional information necessary to deliver our Services.
• We use your data primarily to provide permitting intelligence, site analysis, and customer support.
• We do not sell your personal data.
• We may use anonymised and aggregated data to improve our platform and produce market insights.
• We implement appropriate technical and organisational security safeguards.
• You retain full data protection rights under applicable law.

2. Who We Are

• Legal Entity: PermitPal Inc., a Delaware C-Corporation
• Registered Address: 317 Poe Street, Palo Alto, CA 94301, United States
• Role: Data Controller

As the data controller, we determine the purposes and means of processing personal data collected through the Platform. For privacy enquiries, you may contact contact@permitpal.ai.

3. Scope of This Policy

This Privacy Policy applies to:

• Users of the PermitPal platform
• Customers purchasing permitting due diligence reports
• Visitors to our website

4. What Personal Data We Collect

4.1 When you register or interact with us, we may collect:

Name, Email address, Phone number, Company name, Job title or professional role & marketing and communication preferences

4.2 Project and Site Information.

To deliver our core Services, we collect:

• Project site locations
• Development details you submit (e.g., project type, capacity, or jurisdiction)
• Documents or data uploaded for analysis

Note: Site data is treated as commercially sensitive and is only used to deliver analytical outputs and platform functionality.

4.3 Technical and Usage Data.

We may automatically collect:

• IP address
• Device and browser type
• Login activity
• Platform usage metrics
• Cookie identifiers and analytics data

This helps us maintain platform performance, security, and usability.

4.4 Cookies and Analytics

We use cookies and similar technologies to enable platform functionality and analyse usage patterns. You can manage or disable cookies via your browser settings. Some platform features may not function properly without essential cookies.

5. How We Use Your Personal Data

We only process personal data where there is a lawful basis under applicable data protection law.

5.1 To Provide and Operate the Services

• Account creation and administration
• Delivering site analysis and permitting intelligence reports
• Processing project and jurisdictional data
• Providing customer support

5.2 Product Improvement and Analytics

• Improving platform accuracy and performance
• Training internal analytical systems using anonymised datasets
• Generating aggregated market insights and benchmarking reports

We ensure that any analytics or datasets used for product improvement are anonymised where possible and do not identify individual users or projects.

5.3 Communications and Marketing

• Service updates
• Product announcements
• Relevant industry insights
• Customer feedback requests

You may opt out of marketing communications at any time via the unsubscribe link or by emailing contact@permitpal.ai.

5.4 Security, Fraud Prevention, and Platform Integrity

• Detecting misuse or unauthorised access
• Protecting intellectual property and confidential data
• Ensuring platform security and reliability

5.5 Legal and Regulatory Compliance (Legal Obligation)

• Compliance with applicable laws and regulations
• Responding to lawful requests from authorities
• Maintaining business records and audit trails

6. Data Sharing & Transfers

PermitPal provides AI-assisted analysis through its platform and AI assistant (“Clara”).

When you submit prompts, documents, project details, or other inputs to the Services:

• Your inputs may be processed using third-party artificial intelligence model providers, including large language model APIs
• These providers act as data processors on our behalf and process data solely to generate analytical outputs requested by you
• Processing may involve transmitting submitted content to secure external AI infrastructure for analysis and response generation
• We may use third-party analytics, logging, error monitoring, and session replay tools to help us: diagnose bugs and crashes and understand user journeys and improve usability

We do not intentionally use identifiable customer project data, uploaded documents, or user prompts to train external AI models where API-based processing is used, and we rely on contractual protections provided by our AI service providers.

AI-generated outputs are probabilistic and provided for informational and analytical purposes only. They do not constitute legal, regulatory or investment advice.

Other Service Providers: We may also share personal data with our professional advisors, such as lawyers, accountants, auditors, and insurers, but only if and to the minimum extent needed.

Regulators and Government/Law Enforcement Agencies: We may have to share personal data with these parties where it's necessary to comply with a legal or regulatory obligation, or otherwise to protect our rights or the rights of any third party.

No Selling: Rest assured, we do not sell your personal data to third parties.

Finally, we take your right to privacy extremely seriously and we make sure that others do the same. We'll always ensure that any parties we share your information with also have appropriate safeguards and protections in place.

7. Data Retention

We retain personal data only for as long as necessary to:

• Deliver the Services
• Fulfil contractual obligations
• Comply with legal and regulatory requirements
• Resolve disputes and enforce agreements

Project and analytical data may be retained in anonymised form for research, benchmarking, and product improvement.

8. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

• Secure cloud infrastructure
• Access controls and authentication protocols
• Encryption where appropriate
• Confidentiality obligations for staff and contractors

While we take reasonable safeguards, no system can be guaranteed to be completely secure.

9. Your Data Protection Rights

Depending on your jurisdiction, you may have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion (“right to be forgotten”)
• Restrict or object to processing
• Request data portability
• Withdraw consent at any time (where processing is based on consent)

To exercise your rights, contact: contact@permitpal.ai. We will respond in accordance with applicable data protection laws.

10. U.S. State Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA). Residents of certain other U.S. states may have similar rights as described below.

Right to Know: Request details about the personal information we've collected about you in the past 12 months, including categories of personal information, categories of sources, purposes, and categories of third parties to whom we disclose it, and (where applicable) the specific pieces of personal information.

Right to Delete: Request deletion of your personal information, subject to certain exceptions.

Right to Correct: Request correction of inaccurate personal information.

Right to Opt-Out of Sale/Sharing/Targeted Advertising/Profiling: We do not sell your personal information. If our use of cookies or other online identifiers is considered a "sale," "sharing," "targeted advertising," or profiling in furtherance of decisions that produce legal or similarly significant effects under applicable U.S. state privacy laws, you may opt out by emailing contact@permitpal.ai.

Right to Limit Use of Sensitive Personal Information: If you share sensitive information during conversations with "Clara" (our AI), you may request we limit its use to providing our Services.

Right to Non-Discrimination: We will not discriminate against you for exercising these rights.

How to Exercise Your Rights: To exercise your rights, contact: contact@permitpal.ai. We will respond within 30 days (and may extend as permitted by law). We may need to verify your identity. You may designate an authorised agent to make requests on your behalf. Where required, you may appeal our decision by emailing contact@permitpal.ai with the subject line "Privacy Appeal." Where required, we also process opt-out preference signals (such as the Global Privacy Control).

11. Confidentiality of Commercial and Site Data

Given the nature of PermitPal's Services, we recognise that submitted project locations and development data are commercially sensitive.

We treat all such data as confidential and:

• Use it solely to deliver analytical outputs and platform functionality
• Do not disclose identifiable project information without permission
• Apply strict internal access controls

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect legal, technical, or operational changes. Where material changes occur, we will notify users via the Platform or email where appropriate.

The latest version will always be available on our website with the updated effective date.

13. Contact

If you have any questions about this Privacy Policy or how we process your data, please contact:

Email: contact@permitpal.ai
Company: PermitPal Inc.

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