Privacy Policy

1. Privacy Policy

1. Introduction

This Privacy Policy describes how Rotolite Elliott ("Secure Plan Rooms," "we," "our," or "us") collects, uses, and shares information in connection with your use of secureplanrooms.com and secureplanroom.com (collectively, the "Service").

By using the Service, you agree to the collection and use of information as described in this policy. If you have questions, contact us at [email protected].

2. Information We Collect

A) Information You Provide to Us

Contact and Demo Requests: When you submit our contact form or request a demo, we collect your name, email address, phone number, and any message you provide.

SMS Opt-In:If you check the box to receive text messages, we collect your phone number and consent record for that purpose. Message frequency varies; message and data rates may apply.

Account Registration: To view project documents on secureplanroom.com, you must register for an account. We collect your name, email address, phone number, and company/organization name, and this information is added to the official plan holder list for the relevant project.

Project Files and Bid Submissions: If you upload, download, or submit files (including sealed electronic bids), we store those files and related metadata (upload time, file details, usage activity) in order to provide the Service.

B) Information We Collect Automatically

Usage and Device Information: We collect standard information about how you use the Service, including IP address, browser type, operating system, referring URL, and pages visited.

Cookies: Our sites use cookies and similar technologies for site functionality, form pre-fill, and marketing analytics.

3. How We Use Information

We use the information we collect to:

• Respond to inquiries and schedule demos.

• Create and manage user accounts and maintain accurate plan holder lists.

• Deliver project documents, addenda, bid invitations, and schedule updates.

• Process and manage sealed electronic bid submissions.

• Send SMS notifications and marketing messages to users who have opted in.

• Improve and secure the Service, and prevent fraud or unauthorized access.

• Comply with legal obligations, including responding to lawful requests from government agencies.

4. SMS / Text Messaging Terms

By opting in to receive SMS messages through our contact form, you consent to receive text messages from Secure Plan Rooms, including appointment reminders, account notifications, and information about our services. Message frequency varies. Message and data rates may apply. Text HELP to (585) 385-1463 for assistance, or text STOP at any time to unsubscribe. You can resume messages at any time by texting START. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. This does not include text messaging originator opt-in data and consent; this information will not be shared with third parties for any purpose, except as necessary to provide the messaging service itself.

5. How We Share Information

We do not sell your personal information. We may share information:

• With hosting and service providers, including ReproConnect (which hosts the secureplanroom.com plan room platform) and its infrastructure providers, solely to deliver the Service.

• With project stakeholders, such as the agency or district that owns a project, as part of the required plan holder list.

• For legal reasons, if required by law, subpoena, or governmental request, or to protect the security, rights, or property of Secure Plan Rooms, ReproConnect, or our users.

• In a business transfer, such as a merger, acquisition, or sale of assets, subject to this policy or a materially similar one.

Because secureplanroom.com is hosted by ReproConnect (Signature Tech Studio, Inc.), certain data handling on that platform is also governed by ReproConnect's Privacy Policy (https://www.reproconnect.com/privacy). We encourage you to review it.

6. Data Security

We take reasonable measures to protect your information:

• Files are encrypted in transit using TLS/SSL.

• Files are encrypted at rest using AES-256 encryption.

• The plan room platform is hosted on Amazon Web Services (AWS) infrastructure.

• Access to project documents requires user registration and authentication, with optional two-factor authentication (2FA) available for school districts and high-security projects.

No method of transmission or storage is 100% secure, and we cannot guarantee absolute security. We recommend you also take reasonable precautions, such as using strong, unique passwords and enabling 2FA where available.

7. Data Retention

We retain account information, plan holder records, and project files for as long as reasonably necessary to provide the Service, comply with legal or contractual obligations (including public records requirements applicable to government and school district projects), and resolve disputes. You may request closure of your account at any time.

8. Your Rights and Choices

You may:

• Review and update your account information.

• Request deletion of your account, subject to our record-retention obligations for public agency projects.

• Opt out of promotional emails and SMS messages at any time (see Section 4 for SMS opt-out).

• Continue to receive non-promotional communications related to your account, such as addenda notices and security alerts, even after opting out of marketing.

If you are a California resident, you may have additional rights under California privacy law; contact us at [email protected] with any requests.

9. Children's Privacy

The Service is not directed to, and we do not knowingly collect personal information from, individuals under 16 years of age. If you believe a minor has provided us with personal information, contact us at [email protected] and we will address it promptly.

10. Third-Party Links and Services

Our Service may link to or rely on third-party services, including the ReproConnect plan room platform. We are not responsible for the privacy practices of third-party sites; we encourage you to review their policies directly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated "Last Updated" date. Continued use of the Service after changes take effect constitutes acceptance of the revised policy.

12. Contact Us

Questions or concerns about this Privacy Policy or our data practices can be directed to:

Secure Plan Rooms, a division of Rotolite Elliott

Email: [email protected]