Privacy Policy

1. INFORMATION WE COLLECT

1.1 Information Required for License Management

We collect and retain the following information necessary for software licensing:

Legal Basis: This data collection is necessary for the performance of our contract with you (license agreement). Without this information, we cannot issue or manage your software license.

1.2 Payment and Tax Information

During the purchase process, our third-party payment processors collect:

• Billing name and address
• Payment card information
• Geographic location (for tax calculation)
• Transaction details

Important: We do NOT store payment card information. All payment data is processed and stored by our payment processor in compliance with PCI-DSS standards. We only receive confirmation of successful payment and may retain transaction IDs for accounting and refund purposes.

1.3 Information We Do NOT Collect

We do not collect:

• Browsing history or website usage data
• Radio operation logs or communication content
• Detailed system information beyond the machine ID hash
• Location data beyond what is necessary for tax calculation during purchase
• Marketing preferences or behavioral tracking data

2. HOW WE USE YOUR INFORMATION

We use the collected information solely for:

• License Management: Issuing, activating, and validating software licenses
• Support Services: Providing technical support and assistance
• Eligibility Verification: Determining if you are eligible for additional license keys or upgrades
• Legal Compliance: Meeting tax obligations and maintaining business records
• Security: Preventing unauthorized use and protecting against license fraud
• Communication: Sending license keys, critical software updates, and support responses

We do NOT use your information for:

• Marketing or promotional purposes (unless you explicitly opt-in)
• Selling or renting to third parties
• Profiling or automated decision-making
• Behavioral tracking or analytics

3. DATA SHARING AND DISCLOSURE

3.1 Third-Party Service Providers

We share limited information with the following service providers:

All service providers are contractually bound to protect your data and use it only for the specified purposes.

3.2 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal obligations or valid legal processes
• Enforce our Terms and Conditions or EULA
• Protect our rights, property, or safety
• Investigate fraud or security issues

3.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. You will be notified of any such change.

3.4 No Sale of Data

We do NOT sell, rent, or trade your personal information to third parties for their marketing purposes.

4. DATA STORAGE AND SECURITY

4.1 Storage Location

Your data is stored on secure servers located in the United States. Data may be processed in the United States or other jurisdictions where our service providers operate.

4.2 Security Measures

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption of data in transit (TLS/SSL)
• Secure storage with access controls
• Machine ID stored as non-reversible cryptographic hash
• Regular security assessments
• Limited employee access on a need-to-know basis

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

4.3 Data Retention

We retain your personal information for as long as your license is active, plus any applicable legal retention period required for:

• Tax and accounting purposes (typically 7 years)
• Potential legal claims or disputes
• Compliance with applicable laws

After the retention period expires, we will securely delete or anonymize your data.

5. YOUR RIGHTS (GDPR AND DATA PROTECTION)

Depending on your location, you may have the following rights regarding your personal data:

5.1 Right to Access

You may request a copy of the personal information we hold about you.

5.2 Right to Rectification

You may request correction of inaccurate or incomplete personal information.

5.3 Right to Erasure ("Right to be Forgotten")

You may request deletion of your personal information, subject to the following limitations:

• We must retain certain information to comply with legal obligations (tax records, etc.)
• Active license agreements require retention of license management data
• We may retain information necessary to defend against legal claims

Important: Requesting deletion of your license data will terminate your license, and you will no longer be able to use the Software.

5.4 Right to Restriction of Processing

You may request that we limit how we use your data under certain circumstances.

5.5 Right to Data Portability

You may request a copy of your data in a structured, commonly used, machine-readable format.

5.6 Right to Object

You may object to our processing of your personal information for specific purposes. Note that objecting to license management data processing will prevent us from providing the Software to you.

5.7 Right to Withdraw Consent

Where processing is based on consent, you may withdraw consent at any time. This does not affect the lawfulness of processing before withdrawal.

5.8 Right to Lodge a Complaint

You have the right to lodge a complaint with a data protection authority, particularly in the EU member state of your residence, workplace, or where an alleged infringement occurred.

5.9 Exercising Your Rights

To exercise any of these rights, contact us at:

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

We will respond to verified requests within 30 days (or as required by applicable law).

6. CONSENT AND VOLUNTARY USE

Use of the Software is voluntary and requires your consent to this data collection.

By using the Epic Ham Software Suite, you acknowledge and agree that:

• Collection of name, callsign, email, machine ID, and license key is mandatory for software licensing
• You cannot use the Software without agreeing to this data collection
• If you do not agree to these data collection practices, you should not use the Software

This data collection is necessary for the performance of our contract with you and cannot be opted out of while maintaining a valid license.

7. COOKIES AND TRACKING TECHNOLOGIES

The Software itself does not use cookies or tracking technologies. However, our website may use:

• Essential Cookies: Required for basic website functionality and security
• Session Cookies: Temporary cookies that expire when you close your browser

We do NOT use:

• Analytics or tracking cookies
• Advertising or marketing cookies
• Third-party tracking pixels

8. CHILDREN'S PRIVACY

The Software is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will delete it promptly.

9. INTERNATIONAL DATA TRANSFERS

If you are located outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States. By using the Software, you consent to this transfer.

For users in the European Economic Area (EEA), the United Kingdom, or Switzerland, we ensure appropriate safeguards are in place for international transfers.

10. CALIFORNIA PRIVACY RIGHTS (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: Request disclosure of personal information collected
• Right to Delete: Request deletion of personal information (subject to exceptions)
• Right to Opt-Out: We do not sell personal information
• Right to Non-Discrimination: We will not discriminate against you for exercising your rights

To exercise these rights, contact us using the information in Section 12.

11. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Material changes will be communicated via:

• Email notification to registered users
• Prominent notice on our website
• In-software notification (if applicable)

The "Last Updated" date at the top of this policy indicates when it was last revised. Continued use of the Software after changes constitutes acceptance of the updated policy.

12. CONTACT INFORMATION

For questions, concerns, or requests regarding this Privacy Policy or your personal data, contact:

Epic Ham Radio Software LLC
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Website: EpicHamSoftware.com
Mailing Address: PO BOX 39, Skiatook, OK 74070

Data Protection Officer: For GDPR-related inquiries, you may contact our designated privacy contact at the email address above.

13. LEGAL BASIS FOR PROCESSING (GDPR)

For users in the EEA, UK, or Switzerland, our legal basis for processing your personal data is:

14. AUTOMATED DECISION-MAKING

We do not use automated decision-making or profiling that produces legal effects or similarly significantly affects you.