Draft for review. Seller/contact details and effective date must be completed before publication or paid launch.
SPINE · LEGAL & PRODUCT GOVERNANCE
Privacy and data-handling policy
This notice explains how personal information is used for SPINE's website, account verification, device-bound licensing, subscriptions and support. It also distinguishes those functions from local engineering-model processing and from Paddle's independent payment services.
1. Scope and responsibilities
The software supplier identified in the final section is responsible for personal information it processes to operate SPINE. Paddle acts as merchant of record for purchases made through its checkout and handles buyer, payment and transaction information under its own Privacy Notice. Cloudflare provides hosting, account-access and security infrastructure. The precise legal roles of service providers depend on the relevant processing and contracts.
This notice does not claim that every customer's local Host Application, operating system, employer IT environment or third-party integration is controlled by SPINE. Those systems can have separate privacy rules. Mandatory rights under applicable data-protection law remain available.
2. Categories and sources of information
| Category | Examples and source | Purpose |
|---|---|---|
| Account and authentication | First and last name, email address, optional phone number and company, verified login identity and account-access assertions, password hashes and authenticated-session records. Passwords are transmitted over HTTPS for authentication and are not stored in plaintext. | Maintain your customer profile, verify account ownership, provide account support and protect private account functions. Phone and company are optional and are not required to buy a subscription. |
| Device and entitlement | Machine ID, registered-device record, plan, access expiry, revocation state and signed licence material. | Bind access to the registered installation, enforce the plan and prevent unauthorised use. |
| Subscription and order references | Paddle customer, transaction and subscription identifiers; price/plan identifiers; billing period; payment/refund/dispute status. | Synchronise paid access, renewals, cancellations and billing support. |
| Technical/security information | Request IP address, request timing, service errors and security records processed by hosting/access services. | Operate services, investigate failures, limit abuse and maintain security. |
| Support information | Correspondence, tool/version details and screenshots or example files you choose to supply. | Respond to requests and reproduce reported problems. |
We obtain information from you, the desktop/licensing interaction, verified account services, Paddle's billing API/webhooks and support communications. A Machine ID is an identifier used for licensing; it should not be treated as anonymous simply because it is represented as a hash or opaque string.
3. Card details and payment information
Payment-card details are entered into Paddle's checkout. SPINE's licensing server does not receive or store full card numbers or card security codes. We may receive the order and status information necessary to activate access and resolve billing questions. Do not send card details, passwords, authentication codes or API keys to product support. Paddle and your bank may collect additional information required for their own payment, anti-fraud, legal or dispute obligations.
4. Local models, reports and support files
Normal licence verification and checkout do not require uploading your structural model. SPINE tools interact with local Host Applications and produce local files according to the selected workflow. Local processing can create report files, exports, temporary files and other artefacts on your computer. Your operating system, backup software, cloud-synchronised folders, Host Applications or separately installed integrations may process those files independently.
Do not infer from the local nature of a model workflow that all account and licensing functions are offline or that no network communication occurs. If you submit a model or screenshot for support, it becomes information provided to the support process. Remove client names, personal information, location identifiers, confidential design details and embedded credentials where unnecessary. A separately agreed confidentiality or processing arrangement may be required for sensitive client material.
5. Purposes and applicable legal grounds
We process information to provide and administer the account and licence, verify entitlement, manage a device replacement, synchronise subscription payments and respond to support. Where applicable, those activities rely on performing the relevant contract or taking steps requested before a contract. Security, abuse prevention, service reliability and the defence of legal claims may rely on legitimate interests where that ground is available, taking account of applicable rights. Recordkeeping and lawful requests may require processing to comply with legal obligations.
Where consent is legally required for optional processing, it must be obtained separately and can be withdrawn for future processing. Buying a subscription does not by itself opt you into optional marketing. We do not describe a legal basis as applicable in every jurisdiction simply because it is recognised elsewhere; the relevant basis and requirements depend on the law governing the particular processing.
6. Sharing and disclosures
Information is shared only as needed for the relevant purpose, including with hosting/access providers, Paddle, support/service providers engaged for the task, professional advisers, and competent authorities where lawfully required. Billing events supplied to SPINE can include payment and subscription references necessary to assess access. Authenticated billing-portal links are temporary account-access links and should not be shared or placed in public documents.
We do not sell personal information. A business transfer or restructuring may require a lawful transfer of relevant records, subject to appropriate notice, safeguards and applicable obligations. These statements do not authorise an unspecified future service to receive unrestricted Project Data.
7. International processing
Cloudflare, Paddle and other relevant providers may process information in countries different from where you live or use SPINE. Location can vary by service and infrastructure. Where applicable law requires a transfer mechanism, notice, assessment or additional protection, the responsible party must address that requirement. This notice is not a guarantee of UAE-only storage or a representation that a particular certification or transfer mechanism applies to every provider and transaction.
8. Retention and deletion
Account and entitlement records are retained while needed to deliver and administer access. Order, refund, dispute and related records may need to remain for accounting, legal duties, fraud prevention and the establishment or defence of claims. Technical logs and support materials should be retained only as long as reasonably needed for their operational or support purpose, subject to legal holds and service-provider retention arrangements.
There is no promise of immediate deletion from all backups or third-party systems after an account is closed. Deletion requests are assessed against applicable rights and recordkeeping duties; where deletion cannot be completed, the reason should be explained as required by law. Local copies of models, exports and reports remain under the Customer's control, including in its backups and synchronised folders. Cancelling billing is separate from requesting deletion of personal information.
9. Cookies, browser storage and local licence storage
The website uses a secure, HTTP-only customer-session cookie to remember password sign-in and a temporary record in this browser tab to carry registration details through email verification. Raw passwords are not placed in browser storage. Customer sessions expire after seven days; signing out ends the current session. Password changes end other customer sessions.
Cloudflare Access may use essential authentication cookies for the private account area. The separate Paddle sandbox demonstration uses session storage for a test-checkout reference. The desktop client can store signed licence/cache material and settings necessary for its operation; such material is not a promise of offline entitlement. Paddle checkout and third-party payment interfaces operate under their own notices and relevant cookie/storage requirements.
No optional advertising or behavioural-marketing consent is created by this notice. If non-essential analytics, advertising tags or other optional tracking are introduced, their purpose and any required choice mechanism must be provided before deployment. Browser controls can remove storage, but doing so may end an account session or require sign-in again.
10. Security and incident handling
Access verification, protected service credentials, verified billing messages and device-bound entitlement checks are among the measures used by the implementation. No internet service or endpoint can be guaranteed completely secure. You should protect your email account and computer, use appropriate organisational controls, and report suspected unauthorised access promptly. Never publish a temporary portal session link or signing/API secret.
Where an incident triggers legal notification or remediation duties, those duties apply according to the relevant law and the affected processing. This notice does not promise a particular certification, audit status, recovery time, encryption scheme for every stored item, or incident-notification period that has not been separately established.
11. Rights and requests
Depending on applicable law, you may have rights to access, correct or delete information; restrict or object to processing; obtain a portable copy; withdraw consent; and complain to a competent supervisory authority. Some rights are conditional or subject to exceptions. We may need proportionate verification to prevent disclosure to someone impersonating you. Contact the support contact to be completed on the Contact page with the request and the relevant account email, without sending passwords or unnecessary identification documents.
For payment information controlled independently by Paddle, you may need to contact Paddle directly. We should help identify the relevant party where reasonably possible. Automated payment-status and device checks determine software entitlement; they are not an engineering-safety assessment, credit decision or professional qualification decision.
12. Changes and final contact details
Material changes to processing should be reflected in an updated notice and communicated where required. Changes do not retrospectively create consent or remove existing rights. The final supplier/contact particulars and effective date must be completed before paid launch.
- Software supplier
- [Seller legal name — to be completed]
- Support email
- [Support email — to be completed]
- Contact address
- [Public contact address — to be completed]