When you use our services, your privacy and trust are our top priorities. We recognize the importance of protecting the personal and business information you share with us and are fully committed to safeguarding that data with the highest standards of care and transparency.

This Privacy Policy outlines how we collect, use, process, disclose, and protect your personal information when you interact with our website, platforms, services, or customer support. Whether you're browsing our catalog of promotional products, placing an order, subscribing to updates, or communicating with our team, we aim to ensure that your data is handled in accordance with applicable privacy regulations, including the General Data Protection Regulation (GDPR) for individuals within the European Union, the California Consumer Privacy Act (CCPA), and other relevant international and local data protection laws.

Our goal is to give you clear control over your data while providing the reliable and personalized service you expect. This policy applies to all visitors, customers, vendors, and business partners accessing our services, regardless of their location.

By using our website, submitting your information, or engaging with our services, you acknowledge and consent to the practices and policies described in this document. We encourage you to read this Privacy Policy carefully and reach out to us if you have any questions or concerns about how your information is handled.

To operate effectively and provide you with the best possible service and experience, SIPP LLC collects various types of information. This section outlines the categories of data we may collect from you, how we collect them, and why.

2.1. Personal Identification Data

We may collect personal identifiers that you voluntarily provide to us when you:

• Create an account on our website
• Place an order
• Fill out contact or inquiry forms
• Subscribe to newsletters or promotional materials
• Interact with our sales or customer service teams

These identifiers may include:

• Full name
• Company or organization name
• Job title or role
• Email address
• Phone number (mobile, office, and/or fax)
• Billing and shipping addresses
• VAT/tax ID numbers (if applicable)
• Country, state, or region of operation

2.2. Payment and Financial Information

In order to process orders and issue invoices or refunds, we collect limited financial information, including:

• Payment method preferences
• Credit or debit card numbers (encrypted and processed through secure third-party gateways such as Stripe or PayPal)
• Bank account information for wire transfers or refunds
• Tax exemption certificates (where applicable)

We do not store sensitive card data on our servers. All payments are processed securely in compliance with PCI DSS (Payment Card Industry Data Security Standards).

2.3. Order and Transactional Data

As part of our business operations, we maintain records of your transactions and activity within our platform. This includes:

• Product(s) ordered and quantities
• Customizations, artwork, or logo files provided
• Purchase history and reorder patterns
• Order fulfillment status
• Customer service communications related to your order
• Shipping and delivery details (including courier tracking numbers and confirmation receipts)

This data helps us fulfill your orders, provide order support, and offer personalized product recommendations.

2.4. Technical and Device Information

When you access our website or digital services, we automatically collect certain technical data that helps us understand how our systems are used and how to improve them. This includes:

• IP address and geolocation (approximate)
• Browser type, version, and language
• Operating system and platform
• Device type (e.g., desktop, tablet, mobile)
• Pages visited, time spent on site, and navigation paths
• Referring URL or search engine
• Cookies and tracking pixels

We use this data to optimize website performance, improve user experience, detect fraudulent activity, and tailor our marketing efforts.

2.5. Communication and Support Data

If you contact us through email, phone, live chat, or social media, we may store records of your communications. This includes:

• Content of messages and inquiries
• Support ticket history
• Customer satisfaction ratings or survey responses
• Audio recordings of support calls (where legally permissible)

These records help us improve service quality, resolve issues efficiently, and maintain a record of service history.

2.6. Marketing and Behavioral Data

We may collect behavioral and preference data through:

• Email campaign interactions (opens, clicks, unsubscribes)
• On-site behavior (product views, downloads, abandoned carts)
• Social media interactions (likes, comments, shares)
• Responses to promotional offers or discount codes

With your consent, we may use this data to tailor advertising, send personalized offers, or create user segments for remarketing campaigns.

2.7. Information from Third Parties

We may also receive information about you from third-party sources such as:

• Business partners or referral networks
• Trade show leads or public directories
• Credit reporting agencies (for clients requesting net payment terms)
• Social media platforms (if you interact with us there)

We only use such information to the extent it is relevant for our business purposes and permitted under applicable privacy laws.

We use the personal, transactional, and technical information we collect for a variety of legitimate business purposes, all aimed at delivering high-quality service, ensuring a secure online experience, and building long-term trust with our clients. Our use of your data is always in compliance with applicable laws, including data protection regulations such as the GDPR, CCPA, and relevant e-commerce legislation.

3.1. To Process and Fulfill Orders

We use your information to:

• Confirm product availability and specifications
• Generate price quotes, invoices, and order confirmations
• Customize and proof designs, artwork, and product configurations
• Process payments and issue receipts
• Coordinate production timelines and quality control
• Prepare and arrange shipping and delivery logistics
• Send status updates, shipping notifications, and delivery confirmations
• Handle backorders, substitutions, or product discontinuations

This use is essential to fulfilling our contractual obligations to you as a customer.

3.2. To Communicate With You

Your contact details allow us to:

• Respond to your inquiries, quote requests, and product questions
• Notify you of order changes, delays, or required approvals
• Send transaction-related communications (e.g., proofs, invoices, returns)
• Provide technical support or assistance navigating our platform
• Conduct customer satisfaction surveys and collect feedback
• Deliver service announcements or important policy updates

We strive to ensure that all communication is timely, relevant, and respectful of your contact preferences.

3.3. To Manage Customer Relationships and Accounts

We use your data to:

• Maintain accurate and updated client profiles
• Assign account representatives for tailored service
• Segment customers by industry, geography, or order history for better personalization
• Track your reorder frequency, preferences, and branding guidelines
• Offer suggested products or design recommendations based on past activity

This helps us deliver a smoother and more relevant customer experience.

3.4. To Improve Our Website and Services

Technical and behavioral data is analyzed to:

• Diagnose system errors or performance issues
• Optimize website speed, responsiveness, and accessibility
• Analyze traffic patterns and user flow
• Enhance search functionality and product discovery tools
• A/B test features, layouts, and promotions
• Understand user behavior to make data-driven design decisions

These insights guide continual improvement of the digital experience we offer.

3.5. For Marketing and Business Development

Where legally permitted or with your consent, we may use your data to:

• Send promotional emails, special offers, or product announcements
• Conduct remarketing or lookalike audience campaigns
• Recommend products based on your industry or preferences
• Personalize content, such as banners or emails
• Track effectiveness of campaigns (e.g., open rates, conversions)
• Invite you to events such as trade shows, webinars, or product launches

You may opt out of marketing communications at any time.

3.6. For Security and Fraud Prevention

To protect your data and our systems, we use your information to:

• Detect and block unauthorized access or account misuse
• Monitor for suspicious transactions or automated scraping
• Prevent chargebacks, payment fraud, and identity theft
• Enforce our website Terms & Conditions
• Maintain logs and activity audits for forensic purposes

We take proactive steps to protect our users and digital assets.

3.7. For Legal and Regulatory Compliance

We are legally required to use and retain certain information to:

• Comply with tax laws, invoicing requirements, and financial regulations
• Respond to valid law enforcement requests, subpoenas, or court orders
• Maintain business records as required by law
• Enforce intellectual property rights and contractual agreements
• Ensure adherence to export controls or trade compliance (if shipping internationally)

This ensures we operate ethically, transparently, and within the bounds of applicable law.

3.8. For Internal Business Operations

We use data across departments to:

• Conduct sales analysis, forecasting, and budgeting
• Monitor supplier performance and delivery times
• Develop new product lines or improve existing ones
• Evaluate and onboard third-party service providers
• Train employees and improve quality assurance
• Support audits, risk assessments, or internal compliance

This enables sustainable and scalable business growth.

3.9. For Data Retention and Archiving

We store information:

• To preserve order history for repeat business or warranty claims
• To facilitate reorders with consistent branding and customization
• To ensure business continuity in case of service disruption
• To meet recordkeeping and accounting obligations

Retention periods vary depending on the nature of the data and applicable laws.

We treat your personal and business information with the highest level of confidentiality. We do not sell, rent, trade, or otherwise profit from your personal data. However, in order to operate our business efficiently, deliver your products and services, and comply with legal obligations, we may share your information with select third parties under strict conditions.

We only share the minimum amount of data necessary and ensure that all third parties adhere to appropriate confidentiality, data protection, and security standards.

4.1. Trusted Third-Party Service Providers

We engage various third-party companies and individuals to perform functions on our behalf, including but not limited to:

• Payment processors (e.g., Stripe, PayPal, banks): to securely process transactions and issue refunds.
• Shipping and logistics providers (e.g., FedEx, UPS, DHL, local couriers): to fulfill deliveries and track packages.
• Custom manufacturing and fulfillment partners: to produce, assemble, or personalize promotional items based on your order.
• Design and artwork proofing partners: for custom visual or branding services when applicable.
• Customer relationship management (CRM) systems: to manage account data and support communications.
• IT service providers and cloud storage platforms: to host and support our website, email, databases, and business applications.
• Email marketing services: to send newsletters or promotional emails you have opted into.
• Professional advisors (e.g., accountants, lawyers, compliance consultants): for legal, financial, or regulatory matters.

These service providers are contractually bound to use your data only for the specific purposes we authorize and must comply with applicable privacy laws and cybersecurity measures.

4.2. Business Transfers or Restructuring

In the event of a corporate transaction such as a merger, acquisition, reorganization, asset sale, or bankruptcy, your information may be shared or transferred as part of the transaction, provided that the recipient agrees to protect your information in a manner consistent with this Privacy Policy.

We will notify you by email and/or via prominent notice on our website if your data is subject to a transfer under such circumstances.

4.3. Legal Disclosures

We may disclose your personal information when required by law or when we believe in good faith that such action is necessary to:

• Respond to lawful requests by public authorities, including to meet national security or law enforcement requirements
• Comply with a subpoena, legal order, or judicial proceeding
• Protect and defend our rights, property, or safety—or that of our customers, employees, or partners
• Prevent fraud, cyberattacks, or other illegal activity
• Investigate and respond to violations of our Terms & Conditions

All such disclosures are limited to what is strictly necessary and, where feasible, you will be informed unless prohibited by law.

4.4. International Data Transfers

If you are located outside of our main operating country, please note that your information may be transferred to, stored, and processed in a country that may have different data protection laws than your own. In such cases, we ensure that appropriate safeguards (such as Standard Contractual Clauses or equivalent mechanisms) are in place to protect your personal data.

4.5. Aggregated or Anonymized Data

We may share anonymized or aggregated information with partners, affiliates, or public sources for analytics, industry reporting, or marketing insights. This data cannot be used to identify you personally and is used only for lawful and statistical purposes.

5. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to provide you with a seamless, personalized, and secure browsing experience. These tools help us understand how users interact with our site, improve functionality, measure performance, and deliver relevant content and offers.

By continuing to browse our website, you consent to our use of cookies in accordance with this policy, unless you have adjusted your browser settings to refuse them.

There are several types of cookies we may use:

• Essential Cookies: Required for core functionality, such as login sessions, cart storage, and secure navigation. These cannot be disabled.
• Performance Cookies: Help us analyze how visitors use the site (e.g., which pages are most visited, error tracking). This data is anonymous and used to improve the user experience.
• Functionality Cookies: Remember your choices—such as language, region, or saved preferences—to provide more personalized features.
• Marketing and Advertising Cookies: Track your activity across websites to provide you with targeted ads and measure the effectiveness of campaigns. These may be set by us or third-party platforms (e.g., Google Ads, Facebook Pixel).

5.1. Other Tracking Technologies

In addition to cookies, we may use:

• Web Beacons (Pixel Tags): Small, transparent images embedded in emails or web pages that help track engagement (e.g., email open rates, conversions).
• Session Storage and Local Storage: Browser-based technologies used to store data temporarily or persistently on your device for faster site loading and personalization.
• Device Fingerprinting: Technology that creates a unique profile based on your device settings to help prevent fraud and abuse.

5.2. Third-Party Cookies

Some cookies on our site may be placed by third-party services, including:

• Analytics Providers (e.g., Google Analytics): To collect statistical information about site usage and performance.
• Advertising Networks: To serve interest-based ads across platforms and websites.
• Live Chat or Support Tools: To enable customer service functionality in real time.
• Social Media Integrations: For content sharing and engagement tracking (e.g., LinkedIn, Instagram, Facebook).

We do not control how these third parties use your information and recommend reviewing their privacy and cookie policies for details.

5.3. Updates to This Section

We may update our cookie practices as technologies evolve or regulatory guidance changes. Updates will be reflected in this section, and significant changes will be communicated via a banner or notification.

6. Data Security

We implement a comprehensive set of administrative, technical, and physical safeguards designed to ensure the confidentiality, integrity, and availability of the data we collect and process.

6.1. Security Measures We Implement

To prevent unauthorized access, misuse, or disclosure of your information, we apply industry-standard best practices including but not limited to:

• Encryption: We use SSL/TLS (Secure Socket Layer/Transport Layer Security) to encrypt all data transmitted between your device and our website, including checkout and login processes.
• Secure Payment Gateways: We do not store payment card details. All financial transactions are securely handled by PCI-DSS-compliant third-party providers.
• Firewall and Intrusion Prevention Systems: To protect our infrastructure from unauthorized access or malware attacks.
• Access Controls and Role-Based Permissions: Access to customer data is restricted to authorized personnel only, based on their job functions and business needs.
• Data Minimization and Anonymization: Where appropriate, we limit the collection of personal data and anonymize datasets used for analytics or reporting.
• Two-Factor Authentication (2FA): Used internally for admin and support platform access.
• Monitoring and Auditing: We conduct regular reviews, penetration testing, and monitoring to detect unusual behavior and system vulnerabilities.
• Employee Training: All staff are trained on data privacy, cybersecurity, and safe data handling protocols to reduce human error risks.

6.2. Third-Party and Cloud Security

Any third-party service providers we use (e.g., CRM, hosting, or cloud storage platforms) must meet strict data protection and security standards, including secure data centers, encrypted storage, redundancy systems, and incident response procedures. We conduct due diligence and enter into Data Processing Agreements (DPAs) where required.

6.3. Incident Response Plan

Despite our best efforts, no system is 100% immune to breaches. In the event of a data security incident, we have a documented response plan that includes:

• Immediate containment and investigation
• Notification of affected individuals and regulators (as required by law)
• Remediation actions to prevent recurrence
• Documentation of the incident and outcomes

If your data is involved in a breach that poses a risk to your rights or freedoms, we will notify you without undue delay.

6.4. Your Responsibility

While we take robust measures to protect your data, you also play a role in keeping your information secure. We recommend that you:

• Choose strong, unique passwords and change them regularly
• Avoid sharing login credentials with others
• Log out of accounts when using shared devices
• Be cautious of phishing emails or suspicious links claiming to be from our company

If you believe your account has been compromised, please contact us immediately at support@sipp.ai.

6.5. Compliance Standards

We strive to align our security practices with internationally recognized standards and regulatory frameworks such as:

• General Data Protection Regulation (GDPR)
• California Consumer Privacy Act (CCPA)
• Payment Card Industry Data Security Standard (PCI DSS)
• National Institute of Standards and Technology (NIST) Cybersecurity Framework

7. Data Retention

We retain your personal and business information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, including legal, accounting, contractual, and operational requirements. Retention periods vary depending on the type of data, the purpose for which it was collected, and our legal or regulatory obligations.

7.1. Retention Periods by Data Type

We follow defined internal data retention schedules, including but not limited to the following general guidelines:

• Order and Transaction Records: Retained for a minimum of 7 years to comply with financial reporting, tax, and auditing requirements.
• Customer Account Information: Retained for as long as your account remains active, and up to 3 years after inactivity or account closure unless deletion is requested.
• Marketing Preferences and Email Consent: Retained until you withdraw consent or unsubscribe, and for a limited period thereafter to ensure suppression of future mailings.
• Design Files and Custom Artwork: Retained for up to 3–5 years to facilitate reorders and ensure branding consistency, unless you request earlier deletion.
• Customer Support Communications: Retained for 2 years from the last interaction to assist with service continuity and complaint resolution.

7.2. Criteria Used to Determine Retention

We determine how long to retain information based on:

• Legal and regulatory obligations
• Industry standards and audit guidelines
• Nature and sensitivity of the data
• Risk of harm from unauthorized use or disclosure
• Customer relationship lifecycle and potential for repeat business
• Our legitimate interests and contractual commitments

7.3. Deletion and Anonymization

When personal data is no longer required for its original purpose and we have no legal obligation to retain it, we will:

• Permanently delete the data from our systems and backups
• Or, where appropriate, anonymize the data so that it can no longer be linked to an identifiable individual and may be retained for research, statistics, or internal analysis

We maintain logs of deletion actions for accountability and compliance purposes.

7.4. Your Right to Request Deletion

You have the right to request that we delete your personal information at any time, subject to applicable legal and contractual restrictions. Upon verified request, we will erase or anonymize your data within a reasonable timeframe, typically within 30 calendar days, unless retention is legally required.

Please contact us at admin@sipp.ai to submit a deletion request or inquire about our retention practices.

8. Changes to This Policy

We may update or modify this Privacy Policy from time to time in response to changes in legal, regulatory, operational, or business requirements. Any updates will be made to ensure ongoing compliance with applicable data protection laws, improve transparency, and better serve our users.

8.1. Material vs. Minor Changes

Changes to this policy may include, but are not limited to:

• Material Changes:
  • Updates to the types of data collected
  • Changes in how we use or share your information
  • Alterations to our legal obligations
  • Introduction of new third-party data processors
• Minor or Administrative Changes:
  • Clarifications or typographical corrections
  • Reorganization of content without affecting meaning
  • Updates to contact information or office address

Material changes will be clearly communicated before they take effect, particularly when they impact your rights or our obligations.

8.2. Continued Use of Our Services

Your continued use of our website and services following the effective date of any update constitutes acceptance of the revised policy. If you do not agree with the changes, you may choose to discontinue.

8.3. Archived Versions

For transparency and accountability, we maintain archived versions of previous privacy policies. You may request access to earlier versions by contacting us at achievement@sipp.ai.

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