Legal

Privacy Policy

Last updated: · Effective:

Counsel review recommended. This policy is a plain-English starting draft. Before publishing, replace placeholders highlighted in [orange] and have qualified legal counsel review the final text against your jurisdiction (US state law, GDPR, CCPA, etc.).

1. Overview

This Privacy Policy explains how [Legal Entity Name] ("BatchLedger," "we," "us," or "our") collects, uses, and shares information when you visit batchledger.io (the "Site") or use the BatchLedger WordPress plugin (the "Plugin"). By using the Site or Plugin, you agree to the terms of this Policy.

BatchLedger publishes a self-hosted WordPress plugin for managing Certificates of Analysis. Most data the Plugin handles never reaches our servers — see Section 7 for details.

2. Information We Collect

2.1 Information you provide

  • Contact requests. When you email us via the "Contact Us" link, we receive your email address, message, and any information you choose to include.
  • Enterprise consultation bookings. If you book a consultation through our Calendly link, Calendly collects your name, email, and any details you provide; that information is shared with us. See Calendly's privacy policy for details.
  • Plugin licensing. When you purchase a Pro, Agency, or Pro+ license, our payments and licensing partner Freemius collects your name, email, billing address, and payment information as the merchant of record. We receive license activation data (email, license key, site URL) but not full payment details.

2.2 Information collected automatically

  • Analytics. The Site uses Google Analytics 4 (measurement ID G-WHNWFNBYKM) to understand how visitors use the Site. Google Analytics may set cookies and collect IP addresses (truncated), device and browser data, page views, referrer URLs, and engagement metrics.
  • Server logs. Our hosting provider logs standard request data (IP address, user agent, timestamp, requested URL) for security and operational purposes. Logs are retained for a limited operational window.
  • Plugin telemetry. If you install the Plugin and opt in via Freemius, anonymized usage data (WordPress version, PHP version, active plugin features) may be transmitted to Freemius. Telemetry is opt-in — declining does not affect Plugin functionality.

2.3 Information we do not collect

We do not knowingly collect Certificates of Analysis, batch numbers, customer data, or laboratory data through the Site. The Plugin processes that data on your WordPress server — it does not send it to us. See Section 7.

3. How We Use Information

  • To respond to support requests and contact-form submissions.
  • To deliver, maintain, and improve the Site and Plugin.
  • To process license purchases, renewals, and transfers via Freemius.
  • To analyze usage patterns and improve content and features.
  • To send transactional communications (license receipts, security advisories, version updates).
  • To prevent fraud, abuse, and security incidents.
  • To comply with legal obligations.

We do not sell personal information. We do not use your information for cross-context behavioral advertising.

4. Sharing With Third Parties

We share limited information with the following service providers, each bound by their own privacy practices:

  • Google Analytics (Google LLC) — site analytics. Privacy policy.
  • Freemius — Plugin licensing, payments, and update delivery. Privacy policy.
  • Calendly — enterprise consultation scheduling. Privacy policy.
  • Hosting provider — [Hosting provider name, e.g., Ploi/DigitalOcean] stores Site files and request logs.
  • Email provider — Google (Gmail) for support correspondence at the address listed in Section 13.

We may also disclose information when required by law, to enforce our terms, to protect rights and safety, or in connection with a merger, acquisition, or sale of assets.

5. Cookies and Similar Technologies

The Site uses cookies and similar technologies set by Google Analytics. These are used solely for analytics — we do not use third-party advertising cookies. You can disable cookies in your browser settings or install the Google Analytics opt-out browser add-on.

6. Your Privacy Rights

Depending on your location, you may have the following rights with respect to personal information we hold about you:

  • Access — request a copy of the personal information we hold about you.
  • Correction — ask us to correct inaccurate or incomplete information.
  • Deletion — ask us to delete your personal information, subject to legal retention obligations.
  • Objection / Restriction — object to certain processing or ask us to restrict it.
  • Portability — request a machine-readable copy of information you provided to us.
  • Opt out of analytics — disable cookies or use the Google Analytics opt-out add-on linked above.

To exercise any of these rights, email us at the address in Section 13. We will respond within the timeframe required by applicable law.

California residents have additional rights under the CCPA/CPRA, including the right to know, delete, correct, and opt out of "sharing" of personal information. We do not sell personal information.

EEA, UK, and Swiss residents have rights under the GDPR. The legal bases on which we process personal data include contract performance, legitimate interests (operating and improving the Site and Plugin), consent (cookies and optional telemetry), and legal obligation.

7. The Plugin and Your Customers' Data

BatchLedger is a self-hosted WordPress plugin. When you install the Plugin on your WordPress site, the Plugin stores Certificates of Analysis, batch numbers, lab metadata, and any other data you upload on your own WordPress server and database. That data is never transmitted to BatchLedger.

You — the operator of the WordPress site — are the data controller for that information and are responsible for its handling, including any privacy disclosures owed to your own customers and laboratories.

Limited Plugin–to–vendor traffic includes:

  • License activation/deactivation requests sent to Freemius.
  • Update checks against the WordPress.org Plugin directory and Freemius.
  • Optional, opt-in usage telemetry sent to Freemius (anonymized).

8. Children's Privacy

The Site and Plugin are intended for business and professional use. We do not knowingly collect personal information from children under 13 (or under 16 in the EEA). If you believe a child has provided us with personal information, please contact us and we will delete it.

9. Data Retention

We retain personal information only as long as necessary to provide the Site and Plugin, to comply with legal obligations, resolve disputes, and enforce our agreements. Server logs are typically retained for [retention window, e.g., 30 days]; analytics data is retained per Google's default policy; license records are retained for the life of your license plus a reasonable post-termination window.

10. Security

We use reasonable technical and organizational measures to protect personal information against unauthorized access, alteration, disclosure, or destruction. No system is perfectly secure; we cannot guarantee absolute security.

11. International Transfers

BatchLedger and several of our service providers operate in the United States. If you access the Site or Plugin from outside the US, your information will be transferred to and processed in the US, which may have different data-protection laws than your jurisdiction.

12. Changes to This Policy

We may update this Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. Material changes will be highlighted on the Site or communicated to active license holders by email.

13. Contact Us

Questions, requests, or complaints? Email our support address and we'll get back to you.

[Legal Entity Name]
[Mailing Address]
Operating batchledger.io