Privacy Policy

1. Introduction

Sproutmation LLC ("Sproutmation," "we," "us," or "our") respects your privacy and is committed to handling personal information responsibly. This Privacy Policy explains what information we collect, how we use and protect it, and the choices available to you when you interact with our website, customer portals, CRM workflows, fleet management platform, and related products and services.

Sproutmation LLC is a Minnesota limited liability company founded in 2020. We provide autonomous cleaning robots, fleet management software, and related services to healthcare facilities, educational institutions, senior living communities, commercial buildings, and other organizations across the United States.

2. Information We Collect

We collect information directly from you, automatically through the website and our services, and from business interactions. Categories of information we may collect include:

a. Information You Provide

• Contact information such as name, email address, phone number, job title, and mailing address.
• Company and facility information such as employer name, facility type, industry, facility size, shipping details, and purchasing history.
• Account information such as login credentials, user role, and account preferences.
• Communications such as messages sent through contact forms, support tickets, quote requests, and demo scheduling.

b. Information Collected Automatically

• Device and browser information including IP address, browser type, operating system, screen resolution, and device identifiers.
• Usage data such as pages visited, time spent on pages, referral source, click patterns, and navigation paths.
• Cookie and tracking data used to support site functionality, analytics, and user preferences (see Section 8).

c. Information from Third Parties

• Business contact data from partners, distributors, or publicly available sources to support sales and customer service operations.

3. How We Use Your Information

Sproutmation uses collected information for the following purposes:

• Service delivery: Provide, operate, and maintain our website, customer portals, fleet management platform, and autonomous cleaning robot products and services.
• Customer support: Respond to inquiries, process quote requests, fulfill orders, handle support tickets, and manage account verification.
• Business operations: Operate CRM workflows, manage sales pipelines, coordinate service and maintenance, and process payments.
• Improvement and analytics: Analyze usage patterns, improve website performance, develop new features, and enhance our products and services.
• Communications: Send product updates, service notices, maintenance alerts, and marketing communications where permitted by law or where you have provided consent.
• Legal compliance: Comply with applicable laws, regulations, legal processes, and enforceable governmental requests.

4. Healthcare and Sensitive Environments

Sproutmation serves healthcare facilities, senior living communities, and other environments where data sensitivity is paramount. We want to be transparent about our data practices in these contexts:

• No patient data collection: Sproutmation's autonomous cleaning robots, fleet management platform, and website do not collect, store, process, or transmit Protected Health Information (PHI) as defined under the Health Insurance Portability and Accountability Act (HIPAA). Our products are cleaning automation tools and do not integrate with electronic health records, patient management systems, or clinical workflows.
• Facility operations data only: Information collected in healthcare and senior living environments is limited to facility operations data such as cleaning schedules, robot performance metrics, floor coverage maps, maintenance logs, and operational contact information for facility staff.
• Business Associate Agreements: Where a healthcare customer requires a Business Associate Agreement (BAA) as part of their compliance program, Sproutmation will work in good faith to execute appropriate agreements that reflect the scope of data our services actually handle.
• Security measures: Regardless of facility type, we apply the same administrative, technical, and organizational safeguards described in Section 6 of this policy to protect all information collected through our services.

5. Information Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

• Service providers: With trusted third-party vendors that help us host, operate, analyze, and support our services, including cloud hosting providers, analytics platforms, payment processors, and email service providers. These providers are contractually obligated to use your information only as necessary to perform services on our behalf.
• Business partners: With authorized distributors, resellers, and integration partners as necessary to fulfill orders, provide support, or deliver services you have requested.
• Legal requirements: When required to comply with applicable laws, regulations, legal processes, or enforceable governmental requests, or to enforce our terms, protect rights and safety, or detect and prevent fraud.
• Business transfers: In connection with a merger, acquisition, financing, asset sale, reorganization, or other business transfer involving all or part of Sproutmation. In such cases, your information may be among the assets transferred, and we will notify you of any change in ownership or use of your information.

6. Data Security

Sproutmation implements reasonable administrative, technical, and organizational measures to protect information against unauthorized access, disclosure, alteration, and destruction. These measures include:

• Encryption of data in transit using TLS/SSL protocols.
• Access controls and role-based permissions within our CRM, fleet management platform, and customer portals.
• Regular review of security practices and vendor security posture.
• Secure authentication mechanisms including password hashing and session management.

No method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security. If you become aware of a security vulnerability or suspect unauthorized access to your account, please contact us immediately at info@sproutmation.com.

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, maintain our business relationship with you, comply with legal obligations, resolve disputes, and enforce our agreements. When information is no longer needed for these purposes, we will securely delete or anonymize it in accordance with our data retention practices.

Account information is retained for the duration of your account and for a reasonable period thereafter to comply with legal and regulatory requirements. You may request deletion of your account and associated information as described in Section 9.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to operate the website, remember user preferences, analyze usage, and support communications. The types of cookies we use include:

• Essential cookies: Required for basic website functionality, including authentication, session management, and security features.
• Analytics cookies: Help us understand how visitors interact with the website, including Google Analytics, which collects anonymized usage data.
• Preference cookies: Remember your settings and choices to provide a more personalized experience.

You can manage cookie preferences through your browser settings or through our cookie consent banner. Disabling certain cookies may affect website functionality. For more detail, see our Cookie Policy.

9. Your Rights and Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal and contractual retention requirements.
• Opt-out: Unsubscribe from marketing communications at any time using the unsubscribe link in our emails or by contacting us directly.
• Data portability: Where applicable, request a copy of your information in a structured, machine-readable format.

To exercise any of these rights, contact us at info@sproutmation.com. We may need to verify your identity before processing your request. We will respond to valid requests within the timeframes required by applicable law.

10. Third-Party Services

Our website and services may contain links to third-party websites or integrate with third-party services. These include but are not limited to:

• Cloud hosting and database services (Supabase, Vercel)
• Analytics platforms (Google Analytics)
• Payment processing services
• Email delivery services
• Social media platforms (LinkedIn, YouTube)

These third-party services have their own privacy policies, and we encourage you to review them. Sproutmation is not responsible for the privacy practices of third-party websites or services.

11. Children's Privacy

Sproutmation's website and services are intended for business users and are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us at info@sproutmation.com so we can review and remove it as appropriate.

12. International Users

Sproutmation is based in the United States, and information we collect is processed and stored in the United States. If you access our website or services from outside the United States, your information may be transferred to, stored in, and processed in the US, where data protection laws may differ from those in your jurisdiction. By using our website or services, you consent to the transfer and processing of your information in the United States.

13. State-Specific Privacy Rights

Residents of certain US states may have additional privacy rights under state law, including the California Consumer Privacy Act (CCPA), the Minnesota Consumer Data Privacy Act, and similar legislation. If you are a resident of a state with applicable privacy legislation:

• You may have the right to know what personal information we collect and how it is used.
• You may request deletion of personal information we have collected.
• You will not be discriminated against for exercising your privacy rights.
• We do not sell personal information as defined under applicable state privacy laws.

To exercise state-specific privacy rights, contact us at info@sproutmation.com.

14. Changes to This Privacy Policy

We may revise this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. When we make material changes, we will post the updated policy on this page and update the "Effective Date" above. Continued use of the website or services after changes are posted constitutes acceptance of the revised policy.

We encourage you to review this page periodically to stay informed about how we protect your information.

15. Contact Us

If you have questions about this Privacy Policy, our privacy practices, or wish to exercise your data rights, please contact us:

Sproutmation LLC
Email: info@sproutmation.com
Website: sproutmation.com

Sproutmation LLC is a Minnesota limited liability company, founded in 2020, headquartered in Minnesota, United States.