Version 1.1 | Effective Date: September 30, 2026
OurRecords, Inc. (“OurRecords,” “we,” “us,” or “our”) respects the privacy of visitors to www.ourrecords.com and other public webpages operated by OurRecords (collectively, the “Website”). This Website Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in connection with visits to the Website, requests for information or demonstrations, marketing communications, and other interactions with OurRecords outside the authenticated OurRecords software platform.
Important distinction. This policy applies to the public Website and related sales, marketing, and business communications. Customer Data processed through the authenticated OurRecords SaaS platform is governed by the applicable customer agreement, data-processing terms, and the OurRecords Platform Privacy Policy. If a signed Master Subscription Agreement, Data Processing Agreement, Business Associate Agreement, Order Form, or other written agreement between OurRecords and a customer conflicts with this policy, the applicable signed agreement will control with respect to the subject matter of the conflict.
1. Information We Collect
Information You Provide
- Contact information, such as name, business email address, telephone number, job title, company name, and similar business contact details.
- Information submitted through contact forms, demo requests, event or webinar registrations, surveys, or other Website forms.
- Information contained in emails, telephone calls, meeting requests, product inquiries, sales discussions, or other communications with OurRecords.
- Information you choose to provide when requesting support, documentation, pricing, security information, or other business materials.
Information Collected Automatically
- IP address and approximate location derived from IP address.
- Browser type, operating system, device type, and similar technical information.
- Pages viewed, referring and exit pages, links clicked, timestamps, and other Website interaction data.
- Cookie identifiers, session information, and similar information used for Website functionality, security, preferences, and analytics.
2. How We Use Website Information
- Operate, maintain, secure, and improve the Website.
- Respond to inquiries, demo requests, contact forms, and other communications.
- Provide information about OurRecords products, services, events, features, and business offerings.
- Schedule meetings and manage prospective and existing business relationships.
- Analyze Website performance, usage patterns, and marketing effectiveness.
- Detect, investigate, prevent, and respond to fraud, misuse, security events, and technical issues.
- Maintain business records and comply with legal, regulatory, contractual, audit, and security obligations.
- Send marketing communications where permitted by law and in accordance with your communication preferences.
3. Cookies and Similar Technologies
The Website may use cookies, pixels, tags, local storage, and similar technologies for essential Website functionality, security, user preferences, analytics, and measurement.
Where required by applicable law, we provide choices regarding non-essential cookies or similar technologies.
You may also control cookies through your browser settings. Disabling certain cookies may affect Website functionality.
4. Marketing Communications
We may send business or marketing communications to individuals who request information, engage with OurRecords, attend an event, have an existing business relationship with us, or where otherwise permitted by law.
You may opt out of promotional emails by using the unsubscribe link in the message or by contacting us. Transactional, security, legal, or service-related communications may still be sent when necessary.
We do not sell Website visitor personal information for unrelated third-party marketing.
5. How We Disclose Website Information
- We may disclose Website information to service providers that support hosting, Website operations, analytics, communications, customer relationship management, marketing, security, or related business functions, subject to appropriate contractual and security obligations.
- We may disclose information to professional advisers such as legal, accounting, insurance, compliance, or audit providers when reasonably necessary.
- We may disclose information when required by applicable law, regulation, court order, subpoena, or lawful governmental request.
- We may disclose information to protect the rights, safety, security, or property of OurRecords, our customers, Website users, or others.
- Information may be transferred as part of a merger, acquisition, financing, reorganization, sale of assets, or similar corporate transaction, subject to appropriate confidentiality and privacy protections.
6. Analytics and Third-Party Services
The Website may use third-party services for analytics, communications, scheduling, marketing, security, embedded content, or other Website functionality.
These providers may process limited Website information on our behalf or, in some cases, under their own privacy terms. Their practices are governed by the agreements and privacy policies applicable to those services.
The Website may contain links to third-party websites. OurRecords is not responsible for the privacy practices or content of third-party websites that are outside our control.
7. Artificial Intelligence and Website Interactions
OurRecords may use approved artificial intelligence or automated tools to assist with business communications, content organization, sales or marketing operations, analytics, security, or other internal business functions.
OurRecords does not sell personal information collected through the Website for AI model training.
Information submitted through the Website is handled in accordance with OurRecords privacy, confidentiality, security, and data-protection requirements.
8. Data Security
OurRecords maintains administrative, technical, and organizational safeguards designed to protect personal information collected through the Website against unauthorized access, use, alteration, disclosure, or destruction.
Security measures are risk-based and may include access controls, authentication, encryption, logging, monitoring, vulnerability management, and security-event response practices.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. Data Retention
We retain Website and business-contact information for as long as reasonably necessary for the purposes described in this policy, including managing business relationships, responding to inquiries, maintaining security and audit records, complying with legal obligations, resolving disputes, and enforcing agreements.
Retention periods may vary based on the type of information, the nature of the relationship, applicable legal requirements, and legitimate business needs.
10. Privacy Rights and Choices
Depending on your location and applicable law, you may have rights relating to access, correction, deletion, portability, restriction, objection, or other handling of your personal information.
Requests relating to personal information that OurRecords controls directly through the Website or its business operations may be submitted to [email protected].
We may take reasonable steps to verify identity, authority, and the applicability of a request before responding.
If your request concerns information submitted to the OurRecords SaaS platform by one of our business customers, you should generally direct the request to that customer because the customer typically determines the purposes and means of that processing.
11. Children
The Website and OurRecords services are intended for business use and are not directed to children under 13.
We do not knowingly collect personal information from children under 13 through the Website for consumer purposes. If we learn that such information has been collected without appropriate authorization, we will take reasonable steps to delete it.
12. International Visitors
OurRecords is based in the United States. If you access the Website from another country, information may be processed in the United States or other locations where authorized service providers operate, subject to applicable legal requirements.
Where required by law, appropriate safeguards will be used for applicable cross-border transfers.
13. Changes to This Website Privacy Policy
We may update this Website Privacy Policy from time to time to reflect changes in our Website, business practices, technology, legal requirements, or privacy and security practices.
We will post the updated version with a revised effective date. Where required by law, we will provide additional notice of material changes.
14. Contact Us
Privacy and customer support inquiries:
[email protected] | 877-300-2497
OurRecords, Inc.
Attn: Privacy
PO Box 250926
Plano, TX 75025