Privacy Policy
Effective Date: January 1, 2025

Wise Owl Collective respects your privacy. This Privacy Policy explains how we collect, use, protect, and retain your information when you use our website, engage our services, or transmit data to our platform.

Who We Are
Wise Owl Collective is a data and analytics consultancy, organized as a limited liability company (LLC) registered in the Commonwealth of Massachusetts. Our website is: https://wiseowlcollective.com. We operate a secure, cloud-based data science platform designed for advanced analytics and AI/ML projects.

Information We Collect
We collect and manage the following types of information:

  • Client-provided data – datasets, project files, or related materials shared with us for analysis or consulting. These are typically anonymized and do not contain personally identifiable information (PII).

  • Contact information – submitted through website forms or business communications (e.g., name, email address, company name, phone number).

  • Chatbot interactions – session data is temporarily stored to improve your user experience during a conversation. Anonymized chatbot queries may be used to refine future performance.

  • Website usage data – anonymized traffic data via Squarespace and Google keyword tracking.

  • SFTP uploads – securely transferred files may be automatically scanned for malware, file type, size, or potential PII to ensure compliance and security.

How We Use Your Information
We use your information only to:

  • Perform contracted work on your behalf

  • Understand your needs and improve our services

  • Communicate with you effectively

  • Deliver a responsive and helpful chatbot experience

  • Ensure secure, compliant handling of uploaded files

What We Never Do

  • We never sell your data.

  • We never share your data with third parties, except under written instruction or as required by law.

  • We never use your data for purposes beyond the work you’ve engaged us to do.

Who Has Access
Only authorized Wise Owl team members and approved collaborators working directly on your project may access your data. Our infrastructure includes strict role-based access controls and client isolation policies.

Data Retention

  • Contact form and communication data is retained for up to 12 months.

  • Client project data is retained for the duration of the project plus 90 days unless otherwise specified.

  • SFTP uploads are subject to automated backup, versioning, and secure deletion policies.

  • Explicit deletion requests will be honored promptly, with certificates of destruction available upon request.

  • Retention extensions may be granted based on client requests or compliance obligations.

Cookies and Tracking
This site uses cookies to support basic functionality, maintain session continuity (e.g., for chatbot interactions), and track anonymized traffic patterns using Squarespace and Google tools. We do not use cookies for advertising, profiling, or behavioral targeting.

Cookies are categorized as follows:

  • Necessary Cookies
    Essential for secure site operation, form protection, and spam prevention. These cookies do not store personally identifiable information and cannot be disabled via the consent banner.

  • Analytics Cookies
    Used to understand how visitors interact with the site—such as page views, session activity, and visitor frequency. These cookies are only activated with your consent.

You can manage your cookie preferences at any time through the cookie banner available on our website.

Security Measures
Your data is protected by our enterprise-grade security framework, including:

  • CrowdStrike Falcon endpoint protection

  • Zeek network traffic monitoring

  • Encrypted SFTP file transfers (AES-256 and ChaCha20)

  • Automated malware and PII scanning

  • File quarantine and version control

  • Multi-tier cloud storage with backups and integrity checks

  • Audit logging and real-time alerting

We follow the principle of least privilege and continuously monitor access for anomalies.

Data Breach Notification
In the event of a data breach affecting your personal information, Wise Owl Collective will:

  • Promptly investigate the incident to determine its scope and impact

  • Notify affected individuals without unreasonable delay—typically within 72 hours of discovery

  • Clearly explain what information was compromised (if known)

  • Outline the steps we’re taking to contain the breach and protect your data

  • Provide guidance on actions you can take to protect yourself

  • Notify relevant authorities as required by applicable law

As a small company, our founder and management team directly oversee all security matters and will personally handle any breach-related communications. While we maintain robust security controls, no system is entirely immune to threats. We are committed to transparency and will communicate clearly should an incident occur.

For concerns or questions about our data breach procedures, please contact us at: legal@wiseowlcollective.com

International Users
If you are located outside the United States, including in the EU or UK, your information may be transferred to and processed in the U.S. We apply appropriate safeguards to such transfers, including Standard Contractual Clauses when required by law.

Your Rights
If you have shared identifiable personal information with us (e.g., as a business contact or via a contact form), you may:

  • Request a copy of the data we hold about you

  • Ask us to delete or restrict your data

  • Withdraw consent for future processing

  • Request early deletion of your contact information

These rights do not apply to fully anonymized data sets, which contain no personally identifiable information.

To exercise any of these rights, email us at: legal@wiseowlcollective.com

Changes to This Policy
We may update this Privacy Policy periodically. Any changes will be posted on this page and reflected in the updated effective date.

Contact
If you have any questions, data concerns, or accessibility requests, contact:

Email: legal@wiseowlcollective.com