This policy explains what personal data North Ember Ventures LLC receives through northemberventures.com, why, where it is processed and how long it is kept.
1. Who is responsible
North Ember Ventures LLC ("North Ember", "we") is responsible for the personal data described here. Mailing and registered address: 1209 Mountain Road Pl NE, Ste R, Albuquerque, NM 87110, USA. This address is used for mail and registration; it is not an office open to visitors.
Contact for any privacy question or request: info@northemberventures.com.
2. What this policy covers
This website and its contact form. When we agree a consulting engagement, the engagement agreement describes how information shared during that work is handled.
3. Data we receive
Please do not send passwords, personal records, health information or confidential files through the form or by email at first contact.
- Contact form: your name, email address, the topic you choose and your message, plus the date and time it was sent.
- Emails you send us directly, with whatever you choose to include.
- Server access logs, created automatically when any page is requested: IP address, date and time, requested address, referring page, browser user agent and response code.
- Mail server logs, created when a message is sent or received: sender and recipient addresses, date and time, message size and delivery status.
- Form rate-limit record: a salted hash of your IP address and the times of recent form submissions (see section 7).
- A language preference saved in your own browser if you use the language switch. It is never sent to us (see the Cookies and storage page).
4. Why we use it and on what basis
We do not use your data for advertising, profiling or automated decisions, and we do not add you to a mailing list.
- To reply to your inquiry and, if you ask, to prepare a proposal: steps taken at your request before a possible contract, and our legitimate interest in answering business inquiries.
- To keep the website and mail service secure and to prevent abuse of the form: legitimate interest in operating a safe service.
- To keep records where a law requires it: legal obligation.
5. Where the data is processed and who receives it
The website and the info@northemberventures.com mailbox are hosted on a server managed by AMAI, the provider that builds and operates this website, using the HestiaCP control panel. The server is located in a data center of Hetzner Online GmbH in Germany (European Union).
Form messages are passed by the server's PHP mail function to our mailbox on the same server (Exim and Dovecot). No form, analytics, advertising or email marketing service from another company is involved.
Recipients: AMAI as hosting operator and Hetzner Online GmbH as data-center provider, only as needed to run the service; professional advisers or public authorities when the law requires it. We do not sell personal data and we do not share it for advertising.
6. Access from outside the European Union
North Ember Ventures LLC is a United States company. The server is in Germany, but we may read and answer messages from wherever we are working, which can include the United States and other countries outside the European Union. If the law that applies to you requires specific safeguards for this access, write to info@northemberventures.com and we will explain what applies to your case.
7. How long we keep it
- Form messages and emails: they stay in the info@northemberventures.com mailbox until we delete them; nothing deletes them automatically. We keep a message as long as we need it to answer you and follow up, including any engagement that follows, and then delete it. You can ask us to delete it sooner.
- Web server logs (access and error logs, which include IP addresses): rotated weekly; the server keeps 4 rotations, so about 4 to 5 weeks, and then deletes them.
- Mail server logs: the Exim main log rotates daily and the server keeps 10 days. The system mail log and the Dovecot logs rotate weekly and the server keeps 4 rotations, about 4 to 5 weeks. Then the server deletes them.
- Backups: the server makes a full backup of the hosting account (website files and mailboxes) every day at about 05:10 server time. The backup stays on the same server, and the server keeps only the most recent copy: each new backup replaces the previous one. Data you deleted can therefore remain in the backup for up to about one day.
- Rate-limit record: an entry expires after one hour, and the server removes expired entries at the next form submission, so an entry can stay until that submission. The salted hash is pseudonymous, not anonymous.
- Language preference: stays in your browser until you clear the site's data.
8. Your rights
Depending on the law that applies to you, you may have the right to access, correct or delete your data, to restrict or object to its use, to receive it in a portable format and to withdraw any consent you gave.
To make a request, write to info@northemberventures.com. We may ask for information to confirm your identity and will answer within the period required by the applicable law. You will not be treated differently for exercising a right. You may also complain to your data protection authority.
9. Security
The site is served over HTTPS, the form is validated on the server and access to the server and mailbox is restricted. No method of transmission or storage is completely secure, which is why we ask you not to send sensitive information through the form.
10. Children
This website is meant for businesses and is not directed to children under 16. We do not knowingly collect their data.
11. Changes
If the tools or data described here change, we will update this page and its date before the change applies.