Privacy Policy

At Holtec International (“Holtec”), we are committed to protecting and respecting your privacy. This Policy explains what personal information we collect when you use the Holtec User Group (HUG) website, how we use it, when it may be shared, and how we protect it. We may update this Policy from time to time by posting a revised version on this page. The effective date of this Policy is [Insert date].

The Data Controller

The data controller for this website is Holtec International, located at One Holtec Boulevard, Camden, New Jersey 08104. Questions regarding this Policy or requests concerning your personal information may be directed to webmaster@holtec.com.

Data Processors

HUG may use trusted third-party service providers and Holtec systems to process personal information as necessary to operate the website. These services may include identity and authentication services, Holtec AppServer and FileManager services, email delivery services, hosting and security services, and HUG’s external AI chat-completion service. The applicable providers’ privacy policies may also apply to their processing of personal information.

What personal information do we collect?

The types of personal information we may collect include:

• your name, email address, username, and phone number;
• account, authentication, role, and subscription information;
• lessons learned, Q&A posts, shop observations, and contact messages;
• files and attachments uploaded to HUG;
• chat prompts, responses, feedback, and conversation history;
• information about your computer, device, or connection, including security and audit information; and
• information about how you use HUG.

Users should not submit passwords, credentials, or other information they are not authorized to share.

How do we collect personal information from you?

HUG collects personal information when you provide it to us, including when you register or authenticate, submit a lesson, Q&A post, shop observation, or contact message, upload a file, use the chat service, submit feedback, or communicate with us by email or other means. HUG may also collect information through essential authentication and session cookies, security logs, audit records, and other technical systems used to operate and protect the website.

Why do we collect personal information from you?

Holtec collects personal information to provide, maintain, secure, and improve HUG and its services. This includes authenticating users, managing access and permissions, reviewing and displaying authorized submissions, responding to requests, sending service-related communications, maintaining chat history, protecting the website, troubleshooting, and supporting legitimate business and operational needs.

How do we secure your personal information that we collect from you?

Holtec maintains an information security program that includes administrative, technical, and physical safeguards designed to help protect the security, confidentiality, and integrity of personal information; protect against unauthorized access, destruction, modification, disclosure, or use; and detect and respond to security incidents. Access is limited to persons who need the information to support legitimate business or service needs. No website or electronic transmission can be guaranteed to be completely secure.

Sharing your Personal Information

Holtec may share or disclose personal information to the following types of third parties for the purposes described in this Policy:

1. Service providers that help us provide, maintain, secure, and support HUG and related business functions.
2. Law enforcement, regulatory bodies, government agencies, courts, or other parties when disclosure is required or reasonably necessary to comply with law or protect legal rights, safety, or vital interests.
3. A potential buyer and its advisors in connection with a sale, merger, consolidation, liquidation, reorganization, acquisition, or similar transaction.

Transferring your Personal Information

If you access HUG from outside the United States, your personal information may be transferred to and processed in the United States or other locations where Holtec or its service providers operate.

Opt-Outs

HUG may send service-related emails, including responses, confirmations, security notices, and messages related to your submissions or account. These communications are necessary to provide the service. If you receive optional marketing or newsletter communications, you may opt out by using the unsubscribe method included in the communication.

Individual Rights

Under the General Data Protection Regulation (GDPR), individuals may have the following rights where the GDPR applies to data subjects within the EU and European Economic Area (EEA):

• The Right to be Informed: this Policy is intended to provide the necessary information to inform all data subjects.
• The Right to Access: Data subjects have the right to obtain a copy of their personal information collected by Holtec, subject to limited exceptions.
• The Right to Rectification: Data subjects have the right to have inaccurate personal information rectified or have incomplete personal information completed.
• The Right to Erasure: Data subjects have the right to have personal information erased, subject to limited exceptions. This is otherwise known as the “right to be forgotten.”
• The Right to Restrict Processing: Data subjects have the right to restrict the processing of their personal information in certain circumstances, subject to limited exceptions.
• The Right to Data Portability: Data subjects have the right to receive personal information they have provided to a controller in a structured, commonly used and machine-readable format and to request that a controller transmit the data directly to another controller.
• The Right to Object: Data subjects have the right to object to the processing of their personal information, subject to limited exceptions.
• Rights Related to Automated Decision Making: Data subjects must receive specific information about automated decision making, including profiling. Holtec does not currently use personal information to make decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects.
• The Right to Complain: Data subjects have the right to complain to the relevant supervisory authority.

To exercise these rights or ask a privacy question, contact webmaster@holtec.com. Requests may be subject to identity verification and applicable legal exceptions.

Third-Party Links

HUG may contain links to websites outside our control. Those websites are not covered by this Policy and may collect or use information according to their own privacy policies. We encourage you to review those policies before using third-party websites.

Use of Cookies

HUG uses essential cookies and similar technologies to support authentication, user sessions, security, and website functionality. HUG does not use cookies for advertising purposes. Any third-party website or service linked from HUG may use cookies according to its own policy.