Privacy Policy

This Privacy Policy describes how CrownReserve Systems LLC (the "Company," "we," "us," or "our") collects, uses, discloses, and protects personal information in connection with the CrownReserve platform, a business-to-business software service for independent and family-owned watch and jewelry dealers (the "Platform" or "Service"). This Policy applies to information we handle in our capacity as a controller of our own business data. Where we process personal information on behalf of a dealer customer ("Customer") as that Customer's service provider or processor, our handling of that information is governed by our agreement with that Customer, and this Policy is provided for transparency only.

1. Scope and our two roles

1.1 Controller data.

We act as a controller with respect to: (a) account and login information for the Customer personnel who use the Platform ("Authorized Users"); and (b) information submitted through our public inquiry and marketing intake channels, including the lead capture form. This Policy governs that controller data.

1.2 Customer data processed on a Customer's behalf.

When a Customer uses the Platform to manage its own clients, prospects, vendors, consignors, orders, repairs, and related records, the Customer determines the purposes and means of processing. As to that data, we act as a service provider or processor. The Customer is responsible for its own privacy notices, consents, and data subject requests. Individuals whose information a Customer maintains in the Platform should contact that Customer to exercise their rights.

2. Information we collect as a controller

2.1 Account information.

When an Authorized User account is created, we collect the user's name, email address, assigned role, and authentication credentials in hashed form. We store user interface preferences such as theme settings.

2.2 Inquiry and lead information.

When you submit our public inquiry form or otherwise contact us, we collect the first and last name, email address, telephone number, and message content you provide, along with the source and status of the inquiry. You are not required to provide this information, but we cannot respond to your inquiry without it.

2.3 Usage and technical information.

We collect authentication cookies required to keep you signed in, server logs, and limited technical information generated when the Platform is accessed. Where captured, this may include an IP address recorded in an audit log for security purposes.

2.4 What we do not collect.

We do not process payment card numbers through the Platform. We do not deploy third-party advertising trackers, analytics pixels, or similar cross-site tracking technologies in the Platform.

3. How we use information

We use controller data to: provide, secure, and operate the Platform; authenticate Authorized Users; respond to inquiries and communicate with prospective and current Customers; maintain security, prevent fraud and abuse, and keep audit records; comply with legal obligations; and enforce our agreements. We do not sell controller data, and we do not share it for cross-context behavioral advertising.

4. Artificial intelligence and search features

4.1 What the feature does.

The Platform offers a natural-language search feature that allows Authorized Users to search their records using ordinary language rather than rigid keywords. To interpret a search request, the text of the search query typed by the Authorized User is processed using a third-party artificial intelligence service that converts the query into structured search instructions.

4.2 What is and is not sent to the AI service.

Only the search query text entered by the Authorized User is sent to the AI service for interpretation. Stored client records, contact details, notes, and other Customer data are not transmitted to the AI service as part of this feature. The AI service returns an interpretation of the query, and the actual search is then run against records within the Platform under existing access controls.

4.3 No automated decisions with legal effect.

The AI search feature assists with locating information. It does not make decisions that produce legal or similarly significant effects concerning any individual. Search results reflect records the Authorized User is already permitted to access.

4.4 Authorized User responsibility.

Authorized Users should avoid entering unnecessary personal information into the free-text search field, since query text is transmitted to the AI service for interpretation as described above.

5. How we disclose information

5.1 Service providers and subprocessors.

We share information with vendors that support the Platform under written agreements limiting their use of the information to providing services to us. Our core infrastructure providers include our database, authentication, and file storage provider and our hosting provider. A current list of subprocessors is maintained and made available to Customers as part of our data processing terms.

5.2 Legal and safety.

We may disclose information where required by law, to respond to lawful requests, to protect our rights and the security of the Platform, or in connection with a corporate transaction such as a merger, acquisition, or sale of assets.

5.3 No sale of personal information.

We do not sell personal information and do not share it for cross-context behavioral advertising as those terms are defined under applicable state privacy laws.

6. Data retention

We retain controller data for as long as needed to fulfill the purposes described in this Policy, to maintain security and audit records, and to comply with legal obligations, after which we take reasonable steps to delete or de-identify it. Retention of Customer data processed on a Customer's behalf is governed by our agreement with that Customer.

7. Data security

We maintain administrative, technical, and physical safeguards designed to protect information, including access controls, encryption in transit, hashed storage of credentials, and tenant isolation between Customer accounts. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your privacy rights

8.1 Rights as to controller data.

Depending on your state of residence, you may have rights to access, correct, delete, or obtain a copy of the controller data we hold about you, and to appeal a denial of a request. To exercise these rights, contact us using the information below. We will verify your request before responding and will not discriminate against you for exercising your rights.

8.2 Rights as to Customer data.

If your information is maintained in the Platform by a dealer that uses our Service, that dealer is the controller of that information. Please direct access, correction, and deletion requests to that dealer, who is responsible for responding. We will assist the dealer in fulfilling verified requests as required by our agreement.

9. Children

The Platform is a business tool intended for use by dealers and their personnel. It is not directed to children, and we do not knowingly collect personal information from children under the age of 13.

10. Changes to this Policy

We may update this Policy from time to time. When we make material changes, we will update the "Last Updated" date and, where appropriate, provide additional notice.

11. Contact us

CrownReserve Systems LLC

Attention: Privacy

Email: Legal@crownreserve.app