Privacy Policy – Calicx LLC (Complete Version)

Effective Date: August 30, 2025
Last Updated: August 30, 2025

Calicx LLC ("Calicx," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy applies to all our services, platforms, applications, and websites, including but not limited to:

Cloud computing & infrastructure services
Artificial Intelligence (AI) and machine learning solutions
Software & application development
IT consulting, staffing, and recruiting
Logistics & transportation platforms
Marketplaces (Hotel Mart) and other business solutions

This policy describes how we collect, use, share, and protect personal and business information, and your rights regarding your data.

1. Contact Information & Data Protection Officer

Calicx LLC – Privacy Office
📧 info@calicx.com
📞 +1 (862) 701-4830
📍 30 N Gould St # 50057, Sheridan, WY 82801

Data Protection Officer (DPO):
📧 info@calicx.com
📞 +1 (862) 701-4830

Privacy Request Response Time: We will respond to all privacy inquiries within 30 days (or as required by applicable law).

2. Information We Collect

2.1 Personal Information:

Name, email address, phone number, billing address
Government-issued identification (when legally required)
Profile photos and biographical information
Emergency contact information

2.2 Sensitive Personal Information:

Social Security Numbers (for employment verification only)
Background check results and criminal history (recruiting services)
Financial account information
Biometric identifiers (if applicable for security access)
Precise geolocation data (logistics services)
Health information (if provided for workplace accommodations)

2.3 Business Information:

Company name, tax identification numbers
Business licenses and certifications
Corporate structure and ownership information
Financial statements and credit information

2.4 Account & Technical Information:

Login credentials (encrypted)
IP addresses and device identifiers
Browser type, operating system, device specifications
Usage logs, clickstream data, and interaction patterns
Session recordings and analytics data

2.5 AI, Cloud, and Software Data:

User inputs into AI models and training data
Project files, source code, and configuration settings
Cloud platform usage metrics and performance data
API calls and system integration logs
Model outputs and generated content

2.6 Recruiting and Employment Data:

Resumes, cover letters, and portfolio materials
Skills assessments and test results
Employment history and references
Salary expectations and compensation history
Interview recordings and evaluation notes
Background verification results

2.7 Financial and Transaction Data:

Payment methods and billing info, transaction history
Tax documentation and accounting records
Banking information for direct deposits

2.8 Third-Party Data Sources:

We may collect information about you from:

Public databases and government records
Social media platforms (with your consent)
Data brokers and marketing partners
Professional networking sites
Credit reporting agencies
Background check providers

3. Cookies and Tracking Technologies

3.1 Types of Cookies:

Essential Cookies: Required for basic functionality (12 months)
Performance Cookies: Analytics and usage tracking (24 months)
Functional Cookies: User preferences and settings (12 months)
Marketing Cookies: Advertising and personalization (24 months)

3.2 Other Tracking Technologies:

Web beacons and pixel tags
Local storage and session storage
Device fingerprinting
Cross-device tracking identifiers

3.3 Cookie Management:

You can manage cookie preferences through our Cookie Settings panel or your browser settings. Disabling certain cookies may limit functionality.

4. How We Use Information

4.1 Service Provision:

Deliver and maintain all Calicx services
Process transactions and fulfill contracts
Provide customer support and technical assistance
Authenticate users and prevent fraud

4.2 AI and Machine Learning:

Train and improve AI models and algorithms
Generate insights and recommendations
Automate processes and workflows
Enhance predictive capabilities
When we use personal information in AI training, we apply data minimization, pseudonymization, or anonymization to reduce risks. Users may opt-out of their data being used for training purposes.

4.3 Business Operations:

Facilitate recruiting and staffing services
Manage logistics and transportation platforms
Operate marketplace and e-commerce functions
Conduct financial analysis and reporting

4.4 Communication and Marketing:

Send service updates and notifications
Provide marketing communications (with consent)
Conduct surveys and research
Share industry insights and thought leadership

4.5 Legal and Compliance:

Comply with applicable laws and regulations
Respond to legal process and government requests
Investigate and prevent fraud and security incidents
Enforce our terms of service and policies

5. Automated Decision-Making and Profiling

5.1 Automated Systems:

We use automated decision-making for:
Credit and risk assessments
Resume screening and candidate matching
Fraud detection and security monitoring
Content personalization and recommendations

5.2 Your Rights:

Right to human review of automated decisions
Right to object to automated processing
Right to explanation of automated decision logic
Right to request manual review and appeal

6. Legal Bases for Processing (GDPR)

If you are an EU resident, we process your data based on:

Consent: AI inputs, marketing communications, optional services
Contract Performance: Service delivery, payment processing, account management
Legal Obligations: Tax reporting, regulatory compliance, legal process
Legitimate Interests: Security, fraud prevention, service improvement, analytics
Vital Interests: Emergency situations requiring immediate action
Public Interest: Compliance with employment and safety regulations

7. Your Privacy Rights

7.1 Rights Under GDPR (EU Residents):

Access: Request copies of your personal data
Rectification: Correct inaccurate or incomplete data
Erasure: Request deletion of your data (“right to be forgotten”)
Restriction: Limit processing of your data
Portability: Receive your data in a portable format
Objection: Object to processing based on legitimate interests
Withdraw Consent: Revoke consent for consent-based processing

7.2 Rights Under CCPA/CPRA (California Residents):

Right to Know: Categories and sources of personal information
Right to Delete: Request deletion of personal information
Right to Opt-Out: Opt out of sale/sharing of personal information
Right to Correct: Request correction of inaccurate information
Right to Limit: Limit use of sensitive personal information
Non-Discrimination: No adverse treatment for exercising rights

“Do Not Sell or Share My Personal Information” Link: [Contact Us for Opt-Out Request] California residents may also submit opt-out requests by emailing us at info@calicx.com or through contact form

7.3 Rights Under Other State Laws:

Virginia CDPA, Colorado CPA, Connecticut CTDPA, Utah UCPA:

Access, deletion, correction, and portability rights
Opt-out of targeted advertising and profiling
Appeal process for denied requests

7.4 How to Exercise Your Rights:

Submit requests via info@calicx.com or our Privacy Portal
Provide identity verification (government ID or account credentials)
Specify the nature of your request and applicable rights
We will respond within legally required timeframes (typically 30-45 days)

7.5 Appeal Process:

If your privacy request is denied:

Submit an appeal via info@calicx.com within 30 days
Provide additional information supporting your request
We will review and respond within 60 days
You may contact applicable regulatory authorities

8. Information Sharing and Disclosure

8.1 We Do Not Sell Personal Data

Calicx does not sell personal information for monetary consideration.

8.2 Authorized Sharing:

Service Providers and Processors:

Cloud hosting providers (AWS, Microsoft Azure, Google Cloud)
Payment processors (Stripe, PayPal, banking partners)
IT security vendors and monitoring services
Analytics and marketing platforms
Customer support and communication tools

Recruiting and Staffing Partners:

Client companies (with explicit candidate consent)
Background check providers
Skills assessment platforms
Professional reference verification services

Business Partners and Integrations:

Joint venture partners for collaborative projects
API integration partners and third-party developers
Marketplace vendors and suppliers
Logistics and transportation networks

Legal and Regulatory Authorities:

Law enforcement agencies (with valid legal process)
Regulatory bodies and government agencies
Tax authorities and financial institutions
Court orders and legal proceedings

Business Transfers:

Mergers, acquisitions, or asset sales
Bankruptcy or insolvency proceedings
Corporate restructuring or reorganization
Due diligence processes (with confidentiality agreements)

8.3 Data Processing Agreements:

All third parties processing personal data on our behalf are bound by:

Data Processing Agreements (DPAs) with privacy and security requirements
Standard Contractual Clauses for international transfers
Regular security audits and compliance assessments
Incident notification and breach response procedures

9. Data Retention

9.1 Retention Periods by Category:

Account and Profile Data:

Active accounts: Duration of relationship + 7 years
Inactive accounts: 3 years after last activity
Deleted accounts: 30 days (backup recovery period)

Recruiting and Employment:

Active candidates: Until placement + 3 years
Unsuccessful applications: 2 years from application date
Background checks: 7 years (as required by law)
Employee records: Duration of employment + 7 years

Financial and Transaction Records:

Payment information: 7 years (tax and accounting requirements)
Contracts and agreements: 10 years after expiration
Tax records: 7 years from filing date
Audit trails: 7 years from creation

Technical and Usage Data:

Server logs: 12 months
Analytics data: 26 months (aggregated), 14 months (individual)
Security logs: 24 months
AI training data: Indefinitely (anonymized after 3 years)

Marketing and Communications:

Email marketing lists: Until unsubscribe + 2 years
Communication preferences: Duration of relationship
Marketing analytics: 36 months

9.2 Data Minimization:

We regularly review and purge data that is no longer necessary for business purposes, unless retention is required by law.

10. Data Security and Protection

10.1 Technical Safeguards:

Encryption: AES-256 encryption for data at rest, TLS 1.3 for data in transit
Access Controls: Multi-factor authentication, role-based permissions
Network Security: Firewalls, intrusion detection, VPN access
Data Loss Prevention: Automated monitoring and backup systems
Vulnerability Management: Regular security assessments and penetration testing

10.2 Administrative Safeguards:

Security awareness training for all employees
Background checks for personnel with data access
Incident response procedures and breach protocols
Regular security policy reviews and updates
Third-party security certifications (SOC 2, ISO 27001)

10.3 Physical Safeguards:

Secure data centers with biometric access controls
Environmental monitoring and redundant systems
Secure disposal of hardware and storage media
Visitor access controls and surveillance systems

11. Data Breach Notification

11.1 Breach Response Timeline:

Discovery to Assessment: Within 24 hours
Regulatory Notification: Within 72 hours (GDPR) or as required by state law
Individual Notification: Without undue delay, typically within 72 hours
Remediation: Immediate containment and corrective measures

11.2 Notification Methods:

Email notification to affected individuals
Website notice and banner alerts
Postal mail for high-risk breaches
Media notification if required by law

11.3 Breach Response Measures:

Immediate containment and security assessment
Investigation and forensic analysis
Credit monitoring services (if applicable)
Identity theft protection resources
Regular updates on remediation progress

Emergency Breach Contact: security@calicx.com | +1 (862) 701-4830

We comply with all U.S. state breach notification laws, which may require notice within specific timeframes.

12. International Data Transfers

12.1 Transfer Mechanisms:

For EU Data:

Standard Contractual Clauses (SCCs) approved by the European Commission
Adequacy decisions for transfers to approved countries
Binding Corporate Rules for intra-group transfers
Explicit consent for specific transfers

For UK Data:

UK International Data Transfer Agreement (IDTA)
UK Addendum to EU Standard Contractual Clauses
UK adequacy regulations

12.2 Data Localization Options:

EU data residency options for GDPR compliance
Data sovereignty controls for government clients
Regional data center selection preferences
Cross-border transfer restrictions by jurisdiction

12.3 Safeguards and Protections:

Regular assessment of destination country laws
Supplementary measures for high-risk transfers
Data subject notification of international transfers
Transfer impact assessments for sensitive data

13. Children's Privacy

13.1 Age Restrictions:

Our services are not intended for individuals under 16 years of age. For U.S. users, our services are not directed at children under 13 years old. We do not knowingly collect personal information from children under 16 (or under 13 for U.S. users).

13.2 Age Verification:

Account creation requires age confirmation
Parental consent mechanisms for users 13-16 (where applicable)
Educational institution verification for academic services
Immediate deletion of underage user accounts

13.3 Parental Rights:

Parents or guardians may:
Request access to their child's information
Request deletion of their child's account
Object to processing of their child's data
Contact us at info@calicx.com

14. Updates to This Privacy Policy

14.1 Policy Changes:

We may update this Privacy Policy to reflect:

Changes in applicable laws and regulations
New services, features, or business practices
Enhanced privacy protections and user controls
Feedback from users and regulatory guidance

14.2 Notification of Changes:

Material Changes:

Email notification to registered users 30 days in advance
Prominent website notice for 60 days
Opt-in consent for expanded data processing
Right to object or delete account before changes take effect

Non-Material Changes:

Website posting with updated “Last Updated” date
Change log available in our Privacy Center
Annual privacy policy review notifications

14.3 Policy Version History:

Previous versions of this Privacy Policy are archived and available upon request for legal and compliance purposes.

15. Jurisdiction-Specific Provisions

15.1 Nevada Residents:

Nevada residents may opt out of the sale of personal information by submitting a request to info@calicx.com.

15.2 Texas Residents:

We comply with Texas Identity Theft Enforcement and Protection Act requirements for biometric data collection and storage.

15.3 Illinois Residents:

We comply with the Illinois Biometric Information Privacy Act (BIPA) for any biometric data collection.

15.4 International Users:

Users outside the United States should be aware that their information may be transferred to and processed in the United States, which may have different privacy laws than their home country.

16. Privacy Center and Self-Service Tools

The Calicx LLC Privacy Center provides the following self-service tools and resources:

Privacy request submission portal
Cookie preference management
Contact us for assistance with data download and portability.
Contact us for consent management.
Contact us for privacy settings and controls.
Contact us for educational resources and FAQs.

17. Jurisdiction Clause

This Privacy Policy shall be governed by and construed in accordance with the laws of the State of Wyoming, United States, without regard to its conflict of laws principles.

18. Contact Information

General Privacy Inquiries:
📧 info@calicx.com
📞 +1 (862) 701-4830
⏰ Monday-Friday, 9 AM - 6 PM PST

Data Protection Officer:
📧 info@calicx.com
📞 +1 (862) 701-4830

Privacy Request Appeals:
📧 info@calicx.com

Security Incidents:
📧 info@calicx.com
📞 +1 (862) 701-4830 (24/7)

Mailing Address:
Calicx LLC - Privacy Office
30 N Gould St # 50057
Sheridan, WY 82801
United States

This Privacy Policy is effective as of the date listed above and governs our collection, use, and disclosure of your information. By using our services, you acknowledge that you have read and understood this Privacy Policy.

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