Privacy Policy

Last updated: January 28, 2026

1. Introduction

Welcome to OTS Signs (“we,” “our,” or “us”). This Privacy Policy explains how we collect, use, share, and protect your information when you use OTS Signs. Please read this policy carefully. If you do not agree with it, please do not use the application.

2. Information We Collect

2.1 Personal Information

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

Register for an account
Use the application
Contact us for support

This information may include:

Name
Email address
Username
Sign-in status. Passwords are handled securely and are not stored by OTS Signs.
Role and permissions information

2.2 Usage Data

We automatically collect certain information when you visit, use, or navigate the application. This information may include:

Device information (browser type, operating system)
IP address
Login timestamps
Pages viewed and actions taken within the application
Display and schedule management activities

If your organization uses Single Sign-On, we may receive basic profile information needed to create and manage your OTS Signs account. This may include your name, email address, and profile details.

3. How We Use Your Information

We use the information we collect for the following purposes:

To provide, operate, and maintain our application
To authenticate users and manage user accounts
To manage digital signage displays, schedules, and content
To enforce role-based access controls and security
To communicate with you about your account or the service
To monitor and analyze usage and trends to improve user experience
To detect, prevent, and resolve service issues
To comply with legal obligations

4. Data Controller & Contact

The organization that provides your access to OTS Signs is responsible for the data collected through its account. For questions about data handling, to exercise your privacy rights, or to request copies of your data, contact your system administrator or OTS Signs support at [email protected].

5. Lawful Basis & Retention

Where applicable, we process personal data on a lawful basis such as (a) performance of a contract (providing and operating the application), (b) consent (when granted), (c) legal compliance, or (d) legitimate interests (security, fraud prevention, and analytics).

Typical retention periods may vary by organization:

Account and profile data: retained while the account is active and for up to 2 years after deactivation.
Audit logs / activity data: retained for up to 1 year by default.
Backups: retained for up to 90 days unless your organization uses a different retention policy.

We may share your information in the following situations:

To provide OTS Signs: Certain information is used by OTS Signs to manage displays, schedules, content, and user access.
With approved service partners: We may share information with trusted partners who help provide, secure, or support OTS Signs.
Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities.
Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

7. Data Security

We implement appropriate technical and organizational security measures to protect your personal information. These include:

Encryption of passwords and sensitive data
Secure sign-in controls
Role-based access controls
Regular security audits and updates

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

8. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

9. Your Privacy Rights

Depending on your location, you may have the following rights:

Access: Request a copy of your personal information
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information
Restriction: Request restriction of processing your information
Data Portability: Request transfer of your information to another service
Objection: Object to our processing of your personal information

To exercise these rights, please contact your system administrator or the organization managing your OTS Signs instance.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our application and store certain information. Cookies are files with a small amount of data that may include an anonymous unique identifier. We use cookies to:

Maintain your login session
Remember your preferences (e.g., theme settings)
Analyze usage patterns

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our application.

Cookies used by the application may vary by organization:

Session cookie — maintains authenticated sessions for logged-in users.
Preference cookies — stores UI preferences such as theme or toolbox state.
Analytics cookies — optional, used to collect anonymous usage statistics if enabled.

To opt out of analytics cookies, disable them in your browser or contact OTS Signs support at [email protected].

12. Security & Incident Response

We use appropriate safeguards to protect your information, including secure transmission, access controls, backups, and regular security review. In the event of a security concern, contact OTS Signs support at [email protected].

13. Service Partners and Data Processors

OTS Signs may use approved service partners that act as data processors. Depending on your organization’s setup, data may be processed by those partners to provide sign-in, hosting, support, analytics, or digital signage functionality. Your organization is responsible for any required data processing agreements.

14. Connected Services

OTS Signs may connect with services used to provide:

Digital signage management
Secure sign-in
Hosting, support, and analytics

These connected services may have their own privacy terms. Contact your administrator or OTS Signs support if you need details for your organization.

15. Children’s Privacy

Our application is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If you become aware that a child has provided us with personal information, please contact us, and we will take steps to delete such information.

16. International Data Transfers

Your information may be transferred to, and maintained on, computers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ. By using our application, you consent to such transfers.

17. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last updated” date. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

18. Contact Us

If you have questions or concerns about this Privacy Policy, please contact your system administrator or the organization managing your OTS Signs instance.