Privacy Policy

1. Who We Are

CalebDMSProductions L.C. is a computer integrated systems design practice working within the professional, scientific and technical services sector. The company designs production scheduling platforms, media asset pipelines, studio booking systems, post-production workflow automation, review and approval portals, and archive and retrieval systems for content teams. The registered office and principal place of business is 242 E 600 N, Lindon - 84042-1662, United States (US).

Throughout this document the terms the Company, we, us and our refer to CalebDMSProductions L.C. The terms you and your refer to any person who visits the website, submits a contact form, requests a systems review or otherwise engages the services of the Company. This policy was prepared with care by the developer Caleb DMS Productions, who maintains the website on behalf of the Company.

We treat privacy as a design requirement rather than an afterthought. Because our work often touches the internal operations of creative businesses, we understand that trust in how data is handled is central to every engagement. This policy describes the standards we apply to that trust.

2. Scope of This Policy

This Privacy Policy applies to personal information that we collect through our website, by email, by telephone and in the course of delivering professional services. It covers the information of website visitors, prospective clients, current clients, suppliers and other individuals who communicate with the Company.

This policy does not apply to the operational data that we process on behalf of a client while building or maintaining a production system. That data is governed by the written agreement between the Company and the client, and the client remains responsible for the personal information that flows through its own production environment.

Where local law grants rights that are broader than those described here, the local law prevails. Where a specific engagement requires additional commitments, we document those commitments in a separate data processing agreement.

3. Information We Collect

We collect information that you provide directly, information that is generated automatically as you use the website, and information that we receive from third parties in the ordinary course of business.

Information you provide directly includes your name, email address, telephone number, company name, job title and the content of any message you send through our contact form or by email. When you request a systems review we may ask for a description of your current tools, your production schedule and your operational goals, because this information is necessary to prepare a useful response.

Information collected automatically includes your Internet Protocol address, browser type and version, operating system, referring page, pages visited, the date and time of each request and the duration of your visit. This information is used in aggregate to understand how the website is used and to keep it secure and reliable.

Information from third parties may include publicly available business contact details or details shared by a mutual contact when an introduction is made. We limit such collection to what is reasonably necessary for the purpose at hand.

4. How We Use Information

We use personal information to respond to enquiries, to prepare proposals, to deliver and support the systems we build, to maintain accurate business records and to improve the quality of our website and services.

When you contact us we use your details to reply and to keep a record of the conversation so that future contacts are consistent and informed. When you become a client we use your details to manage the engagement, to issue documents and to provide technical support. We may also use contact details to send occasional service updates that are relevant to work you have asked us to perform.

We do not sell personal information. We do not use personal information for automated decision making that produces legal effects. We do not use the content of your messages for advertising, and we do not build advertising profiles from website visitors.

5. Legal Bases for Processing

Where applicable law requires a legal basis for processing, we rely on one or more of the following grounds. We process information to perform a contract when you engage us for services. We process information on the basis of legitimate interests when we operate and secure our website and respond to business enquiries. We process information on the basis of consent when you choose to receive optional communications. We process information to comply with legal obligations when record keeping or tax law requires it.

When we rely on consent you may withdraw that consent at any time by contacting the office. Withdrawal of consent does not affect the lawfulness of processing that already occurred.

We only process the minimum amount of personal information that is necessary for the stated purpose, and we review our practices periodically to ensure that this remains true.

6. Cookies and Similar Technologies

Our website uses a small number of cookies and similar technologies to keep the site working correctly and to understand aggregate usage. A cookie is a small text file that a website stores on your device so that the site can recognise your browser on subsequent visits.

Essential cookies support basic functions such as navigation and form submission. They do not track you across other websites. Preference cookies remember choices you make so that the site behaves consistently on your next visit. Analytics cookies, where present, record aggregate statistics about which pages are viewed and how visitors move through the site.

You can control cookies through your browser settings. Most browsers allow you to block or delete cookies, and to receive a warning before a cookie is stored. If you disable essential cookies some parts of the website may not function correctly. We do not use cookies to serve targeted advertising.

7. Server Logs and Analytics

Our web servers record standard log information whenever a page or file is requested. This information includes the originating address, the requested resource, the time of the request and the responding status. Logs help us diagnose faults, detect abuse and understand demand for the website.

Where we use analytics services, we configure them to minimise the collection of personal information. We prefer aggregate reporting over individual tracking, and we avoid tools that combine our website data with data from unrelated sites. Reports are reviewed to improve content and performance, not to identify individuals.

Log information is retained for a limited period and then deleted or anonymised in accordance with our retention schedule.

8. How We Share Information

We share personal information only with service providers who help us operate the business and only to the extent necessary for the service they provide. These providers may include hosting companies, email providers, accounting services and professional advisers.

Every provider is expected to protect personal information and to use it only for the purpose for which it was shared. We do not permit providers to use our client information for their own marketing.

We may disclose information where the law requires it, where a valid legal request is made, or where disclosure is necessary to protect the rights, property or safety of the Company, our clients or the public. If the Company is involved in a merger, acquisition or sale of assets, personal information may transfer as part of that transaction, and we will take reasonable steps to ensure that the receiving party honours this policy.

9. Data Retention

We keep personal information only for as long as it is needed for the purpose for which it was collected, or for as long as the law requires. Enquiry records are typically retained for a period sufficient to respond and to follow up, after which they are deleted or archived in a minimal form.

Client engagement records are retained for the duration of the engagement and for a further period that reflects legal, tax and contractual requirements. When information is no longer needed it is securely deleted or, where deletion is impractical, anonymised so that it can no longer be linked to an individual.

Retention periods are reviewed periodically and adjusted when the reason for holding the data changes.

10. Data Security

We use technical and organisational measures to protect personal information against loss, misuse and unauthorised access. These measures include encrypted transport for data in transit, access controls that limit information to those who need it, and routine review of the systems that hold personal data.

Staff and contractors who handle personal information are made aware of their responsibilities and are bound by confidentiality. Access is granted on the principle of least privilege and is removed promptly when it is no longer required.

No method of transmission or storage is completely secure. While we work hard to protect personal information, we cannot guarantee absolute security. If a breach occurs that is likely to result in a risk to your rights, we will notify affected individuals and the relevant authorities as required by law.

11. International Transfers

The Company operates from the United States, and information we collect is generally stored and processed there. Where we use a service provider located in another country, information may be transferred across borders as part of normal operations.

When we transfer personal information internationally we take steps to ensure that it receives an adequate level of protection. These steps may include contractual commitments, review of the provider security posture and limiting the categories of data that are transferred.

If you are located outside the United States and have questions about how your information is handled, you may contact the office using the details in this policy.

12. Your Privacy Rights

Depending on where you live, you may have rights in relation to your personal information. These rights commonly include the right to know what information we hold, the right to request a copy, the right to correct inaccurate information, the right to request deletion and the right to object to certain processing.

To exercise a right, contact the office using the email address or postal address provided in this policy. We will verify your identity before acting on a request, and we will respond within the time required by applicable law. We do not charge a fee for reasonable requests, though we may charge where a request is manifestly unfounded or excessive.

If we decline a request, we will explain the reason. You may also have the right to lodge a complaint with a supervisory authority in your jurisdiction. We would appreciate the opportunity to address your concern directly before you escalate it.

13. Privacy for Children

Our website and services are intended for business and professional audiences. They are not directed to children, and we do not knowingly collect personal information from children. If you believe that a child has provided personal information to us, please contact the office so that we can delete the information promptly.

If we learn that we have collected personal information from a child without appropriate consent, we will take reasonable steps to remove it from our systems and to stop any further processing.

Parents and guardians who have questions about the handling of information concerning a minor may contact the office using the details in this policy.

14. Third Party Links

Our website may contain links to third party websites that we do not control. This policy does not apply to those websites, and we are not responsible for their privacy practices or content. We encourage you to review the privacy policy of any site you visit.

A link to a third party site does not imply endorsement. Where we share tools or integrations that connect to external platforms, the terms and privacy practices of those platforms apply to the data you choose to place in them.

If you arrive at our website from a third party and have concerns about how that third party handled your information before you reached us, please address those concerns to the third party directly.

15. Client Project Data

When we build production systems for a client we sometimes work with schedules, asset metadata, room booking records and approval trails. Such data is treated as confidential client information and is governed by the agreement between the Company and the client rather than by this website privacy policy.

We access client project data only to deliver the agreed services, we do not use it for our own purposes, and we return or delete it at the end of the engagement in line with the contract. Our staff and contractors who handle such data are bound by confidentiality obligations.

Where a client is itself a controller of personal information, the client remains responsible for providing notices and for responding to requests from the individuals concerned. We assist where the agreement requires it.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, our services or the law. When we make a material change we will update the date at the top of this page and, where appropriate, provide a more prominent notice.

We encourage you to review this policy periodically so that you remain aware of how your information is handled. Continued use of the website after an update indicates that you have read and understood the revised policy.

The current version of this policy is always available on this page. Earlier versions may be obtained by contacting the office.

17. How to Contact Us

If you have questions about this Privacy Policy, or if you wish to exercise a privacy right, please contact CalebDMSProductions L.C. using the details below. We take privacy enquires seriously and aim to respond promptly.

• Company: CalebDMSProductions L.C.
• Address: 242 E 600 N, Lindon - 84042-1662, United States (US)
• Email: support@calebdms.lat
• Phone: +12708134632

When writing, please include enough detail for us to understand your request and to locate any relevant records. Do not send sensitive personal information by ordinary email.

18. Additional State Disclosures

Residents of certain states may have additional rights under local privacy law. These rights commonly include the right to know the categories of personal information collected, the right to know the categories of sources and the purposes of collection, the right to request deletion and the right not to be discriminated against for exercising a privacy right.

We do not sell personal information and we do not share personal information for cross context behavioural advertising. Because we do not engage in those activities, there is no need to opt out of them, but you may still contact us with any privacy request.

Where authorised, you may use an agent to submit a request on your behalf. We may require proof that the agent is authorised to act for you and may still ask you to verify your own identity directly.

This section is provided for transparency and does not limit any right that applicable law grants to you. If a conflict exists between this section and a mandatory provision of local law, the local law governs to the extent of the conflict.