Privacy Policy

Effective Date: March 16, 2026

Respondy LLC, doing business as Respondy, respects your privacy and handles information in a practical, business focused way.

This Privacy Policy explains what information we collect, how we use it, when we share it, and the choices you may have when you use our website, contact us, or work with us.

1. Who We Are

Respondy is a compliance documentation service based in Georgia, United States. We help electronics manufacturers manage RoHS and REACH documentation, including supplier declarations, technical files, and related compliance records.

2. Information We Collect

We collect information you choose to give us, information generated through our work with customers, and limited technical information needed to operate our website and services.

Information you submit through the website or by contacting us

This may include:

• name
• company name
• job title or role
• phone number
• work email address
• help category or inquiry type
• message content
• any other information you choose to provide when you contact us by form, email, phone, or text

Information we receive or create while providing services

If you become a customer or engage us for a pilot or project, we may receive or create business records such as:

• bills of materials
• supplier lists and supplier contact information
• supplier declarations and related compliance documents
• technical files, reports, and document archives
• signed agreements, project records, and communications
• verification logs, status records, and document history

We do not ask website visitors to create public accounts at this time, and the website does not currently provide a file upload feature through the contact form.

Technical and website information

We collect limited technical information needed to operate, secure, and improve the website and our systems. This includes:

• IP address
• browser type
• device information
• session information
• basic server logs
• application logs

3. How We Use Information

We use information for legitimate business purposes, including to:

• respond to inquiries
• communicate with prospective customers and current customers
• evaluate whether our services are a fit for your needs
• provide compliance related services
• collect, verify, organize, maintain, and update documentation
• prepare reports and draft compliance documents for customer review and signoff
• send service related notices, project updates, and administrative communications
• protect our systems, records, and business operations
• improve our website, internal workflows, and service delivery
• process agreements, signatures, invoices, and payments through service providers we use

We do not use your information to send newsletters or mass marketing emails.

4. How We Share Information

We do not sell personal information.

We may share information in the following limited situations:

With service providers

We share information with vendors that help us operate the business, such as providers for cloud hosting, document storage, communications, document signing, payment processing, security, and backup.

Our current third party providers include:

• Amazon Web Services for infrastructure or storage
• PandaDoc for documents, signatures, and related workflow
• Stripe, through or in connection with PandaDoc workflows, for payment processing

These providers may process information on our behalf according to their own terms and privacy practices.

With customers and suppliers as part of the service

When we perform compliance work, we may communicate with suppliers and customers and handle records needed to collect, verify, or maintain compliance documentation.

For legal or business protection reasons

We may disclose information if reasonably necessary to:

• comply with law, regulation, legal process, or enforceable government request
• protect our rights, property, systems, or records
• investigate fraud, misuse, or security issues
• enforce our agreements

In a business transfer

If Respondy is involved in a merger, acquisition, sale of assets, or similar transaction, information may be transferred as part of that process.

5. Payments and Signed Documents

The website does not currently take direct payments through the contact form, and PandaDoc and Stripe are not embedded directly into the public website.

Respondy uses PandaDoc for proposals, documents, signatures, and related workflow. Respondy also uses Stripe, through or in connection with PandaDoc workflows, for payment processing. These providers may collect and process information needed to complete those transactions. Payment card information is generally handled by the payment processor rather than stored directly by Respondy.

6. Communications

If you contact us, we may communicate with you by email, phone, text message, or other normal business channels based on your inquiry and our ongoing relationship with you.

We use these communications for service, operations, scheduling, support, and related business purposes. We do not run a newsletter list.

7. Cookies and Analytics

We do not use advertising trackers on the website.

We do not currently use analytics tools on the website. If analytics tools are added later, we may use them to understand website performance, diagnose issues, improve the user experience, and understand how visitors interact with the site.

8. Data Storage and Security

We use reasonable administrative, technical, and organizational measures to protect information. Based on our operating model, these measures include encrypted storage, access controls, versioning, logging, backups, and multi factor authentication for internal systems.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Data Retention

We keep information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide services, maintain business and compliance records, resolve disputes, enforce agreements, and meet legal or operational needs.

Different kinds of information may be kept for different periods depending on the project, the type of records involved, customer instructions, and applicable legal or audit related requirements.

10. Your Choices and Requests

You may contact us to request access to, correction of, or deletion of information we hold about you, subject to applicable legal, contractual, operational, and recordkeeping requirements.

If you no longer want to hear from us in response to an inquiry, you can contact us and ask us to stop nonessential follow up communications.

11. Third Party Services and Links

Our website and business processes may involve third party services. Their handling of information is governed by their own terms and privacy practices in addition to this Privacy Policy.

For example, when you receive documents, sign agreements, or make payments through PandaDoc or Stripe, your information may also be processed under those providers’ policies.

12. International Data Handling

Respondy is based in the United States. If you contact us from outside the United States or share records with us across borders, your information may be processed or stored in the United States or in other locations where our service providers operate.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, website, service providers, or legal obligations. The updated version will be posted with a revised effective date.

14. Contact Us

If you have questions about this Privacy Policy or want to make a privacy related request, contact:

Respondy LLC
Georgia, United States
Email: support@respondy.com