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Privacy Policy for GDC.Chat

Last Updated: May 26, 2025

Introduction

GDC ("we," "us," or "our") operates GDC.Chat, a white-label communication platform based on Rocket.Chat, designed exclusively for internal use by GDC employees and authorized personnel (the "App"). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use GDC.Chat. The App is intended solely for company-related communication and collaboration and is not available to the public.

By using GDC.Chat, you agree to the terms of this Privacy Policy. If you do not agree, please refrain from using the App.

1. Information We Collect

We collect the following types of information to facilitate secure and efficient communication within GDC:

a. Personal Information

• Account Information: Your account is created by the GDC IT Department, using your name, company email address, and job title to establish your user profile.
• User-Generated Content: Messages, files, images, or other content you share via chats, channels, or groups within the App.
• Profile Information: Optional details you may provide, such as a profile picture or department information.

b. Automatically Collected Information

• Usage Data: Information about your interactions with the App, such as login times, IP addresses, device type, operating system, and browser type.
• Analytics: Aggregated data on App usage, such as message frequency or channel activity, to improve performance and user experience.

c. Company-Provided Information

• Employee Data: Information provided by GDC, such as your employee ID or role, to authenticate access and manage permissions.

We do not collect personal information from third parties or public sources, as GDC.Chat is exclusively for internal use by authorized company users.

2. How We Use Your Information

We use your information to provide, maintain, and improve GDC.Chat for internal company purposes, including:

• Facilitating Communication: Enabling secure messaging, file sharing, and collaboration among employees.
• User Authentication: Verifying your identity and ensuring only authorized personnel access the App.
• Improving the App: Analyzing usage patterns to enhance functionality, performance, and user experience.
• Compliance and Monitoring: Monitoring App activity to ensure compliance with GDC’s internal policies and applicable laws.
• Security: Protecting the App and its users from unauthorized access or security threats.

3. How We Share Your Information

As GDC.Chat is for internal use only, your information is not shared with external third parties except in the following limited circumstances:

• Service Providers: We may engage trusted vendors (e.g., hosting providers or analytics services) to support the App’s operation. These providers are bound by strict confidentiality agreements and only process data on our behalf.
• Legal Obligations: We may disclose information if required by law, such as in response to a court order or regulatory request, to comply with legal obligations or protect GDC’s rights.
• Internal Sharing: Your information may be accessible to GDC administrators or IT personnel for account management, troubleshooting, or compliance purposes.

4. Data Storage and Security

We take reasonable measures to protect your information, including:

• Encryption: Data transmitted through GDC.Chat is encrypted in transit and at rest using industry-standard protocols.
• Access Controls: Access to the App is restricted to authorized GDC employees with valid credentials, as managed by the GDC IT Department.
• Regular Audits: We conduct security audits and updates to protect against vulnerabilities.

Your data is stored on secure servers managed by GDC or our trusted hosting providers. Data retention periods are determined by GDC’s internal policies and legal requirements. Messages and files may be retained for as long as necessary for business purposes or as required by law.

5. Your Rights and Choices

As GDC.Chat is an internal company tool, your data is managed in accordance with GDC’s employee policies. You may:

• Access or Update Information: Request to view or update your profile information by contacting the GDC IT Department.
• Delete Data: Request deletion of your account data, subject to GDC’s data retention policies, by contacting the GDC IT Department.
• Opt-Out: As GDC.Chat is a required tool for company communication, opting out may not be feasible without impacting your ability to perform job functions.

6. International Data Transfers

If GDC operates in multiple jurisdictions, your data may be transferred to servers located outside your country. We ensure such transfers comply with applicable data protection laws and are protected by appropriate safeguards, such as encryption and contractual agreements.

7. Children’s Privacy

GDC.Chat is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children.

8. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify you of significant changes via email or through the App. The updated policy will be effective as of the "Last Updated" date at the top of this document.

9. Contact Us

If you have questions or concerns about this Privacy Policy or your data, please contact the GDC IT Department.

This Privacy Policy is governed by the laws of Guam, USA, and any disputes will be resolved in accordance with GDC’s internal policies and applicable law.