Privacy Policy

1. Who We Are

HempOS is a Titan Tech product owned and operated by JOINT VENTURE COLLECTIVE LLC (“HempOS,” “we,” “us,” or “our”).

HempOS provides compliance documentation, recordkeeping, COA organization, batch records, public COA pages, QR verification links, audit packet tools, backup workflows, managed documentation services, manufacturing support, contractor systems, and related business services for hemp-related businesses.

This Privacy Policy applies to information processed through HempOS websites, customer portals, admin portals, contractor portals, planning calls, forms, payment flows, support channels, onboarding workflows, and related services.

2. Information We Collect

We collect information you provide directly, information generated through your use of HempOS, and information received from service providers, contractors, applicants, integrations, or business partners.

Business and Account Information

• Business name
• Owner or representative name
• Email address
• Phone number
• Business address
• Billing address
• Business type, role, location count, facility type, and operational details
• Account login details and user roles
• Customer support and onboarding communications

Compliance and Operational Documents

• Certificates of Analysis, including COAs and lab reports
• Product records
• Batch records
• Supplier files
• Label records and label versions
• QR verification links and public COA page data
• Audit packets
• Recall documentation
• Complaint logs
• License, registration, insurance, and facility documents
• Manufacturing, processing, distribution, and retail documentation
• Other records you upload or ask us to organize

Payment and Billing Information

• Plan selected
• Invoice amount
• Payment status
• Transaction history
• Billing contact details
• Square invoice or checkout status
• Card-on-file or ACH status, where applicable

HempOS uses Square and other approved payment providers to process payments. HempOS does not intend to store full payment card numbers on its own systems. Payment processors may collect and process payment information according to their own privacy notices and terms.

Contractor and Applicant Information

• Name
• Email address
• Phone number
• City, state, and service area
• Role applied for
• Work availability
• Experience
• Capability confirmations, such as phone access, transportation, smartphone, mobile internet, travel ability, or sales-call ability
• W-9, contractor agreement, payout profile, onboarding status, and related contractor records
• Messages, application notes, internal review notes, and approval status

Website, Device, and Usage Information

• IP address
• Browser type
• Device type
• Operating system
• Pages viewed
• Referring pages
• Approximate location derived from technical data
• Session activity
• Login activity
• Error logs
• Security logs
• Cookie and analytics data

Communications

• Emails
• Support requests
• Planning call notes
• Sales messages
• SMS or phone call records, where applicable
• Contact form submissions
• Messages from applicants, contractors, customers, or business contacts

3. How We Use Information

We use information to operate, provide, improve, secure, and support HempOS. This includes:

• Creating and managing customer accounts
• Providing customer portal access
• Organizing products, COAs, batches, labels, suppliers, and audit records
• Generating public COA pages and QR verification links
• Creating audit packets, exports, backups, and reports
• Providing implementation, onboarding, cleanup, and managed services
• Processing payments, invoices, subscriptions, setup fees, and deposits
• Managing cancellations, reactivations, past-due invoices, and account status
• Reviewing and onboarding contractors or applicants
• Managing W-9, contractor agreement, payout profile, and onboarding workflows
• Responding to support requests and customer communications
• Scheduling and managing planning calls or consultations
• Monitoring security, preventing abuse, and troubleshooting errors
• Improving the platform, workflows, documentation, and customer experience
• Complying with legal, tax, accounting, payment processor, and operational obligations
• Enforcing our Terms of Service, agreements, policies, and payment obligations

4. Public COA Pages, QR Links, and Shared Records

HempOS may create public COA pages, public verification links, QR links, downloadable audit packets, shared documents, or other customer-facing pages based on your plan, settings, and instructions.

Information placed on a public COA page or shared verification link may be visible to anyone with access to that link or QR code.

You are responsible for reviewing any public page, shared link, COA page, audit packet, QR code, product record, label record, or document before using it publicly or printing it on packaging, labels, menus, websites, invoices, or customer-facing materials.

5. How We Share Information

We do not sell customer documents or compliance records as a data product. We may share information only as needed to operate HempOS, provide services, comply with law, protect our rights, or fulfill customer instructions.

Service Providers

We may share information with service providers that help us operate HempOS, including:

• Payment processors, including Square
• Hosting providers
• Email providers
• Database and storage providers
• Security and monitoring tools
• Analytics providers
• Automation providers
• Customer support tools
• Communication tools
• Contractor onboarding and payout tools

Customer-Directed Sharing

We may share information when you ask us to do so, including when you create public COA pages, share audit packets, invite team members, provide inspector-facing records, send retailer proof links, or connect integrations.

Legal, Compliance, and Safety

We may disclose information when we believe disclosure is necessary to comply with law, subpoena, court order, regulator request, law enforcement request, payment processor review, tax requirement, accounting requirement, security investigation, fraud prevention, or to protect the rights, safety, property, or operations of HempOS, customers, contractors, users, or others.

Business Transfers

If HempOS or JOINT VENTURE COLLECTIVE LLC is involved in a merger, acquisition, financing, restructuring, sale of assets, transfer of business operations, or similar transaction, information may be transferred as part of that transaction.

6. Square and Payment Processing

HempOS may use Square invoices, Square checkout, card-on-file, ACH, or other approved payment methods for planning calls, setup fees, deposits, monthly subscriptions, cleanup projects, reactivation fees, and other charges.

Square may collect and process payment information, device information, transaction details, identity information, fraud-prevention information, and other data under Square's own privacy notices, terms, and data processing rules.

HempOS receives payment-related information from Square such as payment status, invoice status, transaction identifiers, customer billing details, subscription status, and related billing records. HempOS does not control Square's independent privacy practices.

7. Cookies, Analytics, and Tracking

HempOS may use cookies, pixels, local storage, analytics tools, log files, and similar technologies to operate the website, remember settings, measure usage, improve performance, prevent fraud, secure accounts, and understand how visitors and customers use HempOS.

You may be able to disable cookies in your browser settings. Some features may not work properly if cookies or local storage are disabled.

8. Data Security

HempOS uses reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, loss, misuse, alteration, or disclosure.

These safeguards may include access controls, authentication, encryption where appropriate, backups, monitoring, logging, limited staff access, vendor controls, and operational security practices.

No system is perfectly secure. HempOS cannot guarantee that information will never be accessed, disclosed, altered, lost, or destroyed by unauthorized parties.

You are responsible for keeping your login credentials secure, limiting account access to authorized users, reviewing public links, and promptly notifying us of suspected unauthorized access.

9. Data Retention

We retain information for as long as reasonably necessary to provide services, operate HempOS, comply with legal, tax, accounting, payment processor, contractual, security, backup, dispute, and business obligations, and enforce our agreements.

Compliance records, invoices, payment records, account activity, public COA records, audit exports, contractor records, support communications, and security logs may be retained after cancellation if needed for legitimate business, legal, accounting, dispute, security, backup, or compliance reasons.

Canceled, inactive, suspended, or unpaid accounts may be archived, restricted, deleted, or retained according to HempOS's operational practices and any applicable agreement.

10. Backups and Exports

HempOS may provide cloud backups, downloadable local backups, exports, reports, audit packets, and document downloads depending on your plan.

You are responsible for downloading and preserving any records you need for your own legal, regulatory, insurance, tax, accounting, or business obligations.

Backups may contain customer documents, business records, COAs, labels, supplier files, product records, batch records, audit packets, and related account information.

11. Customer Responsibilities

You are responsible for:

• Providing accurate information and documents
• Uploading only documents you have the right to upload
• Reviewing records, public pages, audit packets, labels, and shared links before relying on them
• Managing user access and permissions
• Keeping login credentials secure
• Downloading backups or exports you need
• Complying with applicable privacy, employment, tax, hemp, CBD, cannabis, labeling, testing, and records laws
• Obtaining appropriate consent before submitting personal information about employees, contractors, suppliers, customers, or other individuals

12. Contractor and Applicant Privacy

HempOS may collect and process contractor and applicant information for recruiting, review, onboarding, role assignment, contractor agreements, W-9 collection, payout setup, performance tracking, communications, compliance, and internal administration.

Contractor and applicant information may be reviewed by HempOS administrators, managers, or authorized personnel involved in hiring, onboarding, contractor operations, payment review, or compliance.

HempOS may retain contractor and applicant records after rejection, approval, inactivity, or termination when reasonably needed for business, legal, tax, accounting, dispute, payment, security, or operational reasons.

13. Communications and Marketing

We may use contact information to send service messages, invoices, account notices, onboarding messages, security alerts, support replies, planning call details, product updates, contractor communications, and administrative notices.

We may also send marketing or sales communications where permitted by law. You can opt out of marketing emails by using the unsubscribe link where available or by contacting us. Even if you opt out of marketing, we may still send non-marketing messages related to your account, payments, legal notices, support, security, or active services.

14. Privacy Rights

Depending on where you live and the laws that apply, you may have rights to request access, correction, deletion, portability, restriction, or opt-out of certain uses of personal information.

Texas residents may have privacy rights under the Texas Data Privacy and Security Act, including certain rights to access, correct, delete, obtain a copy of personal data, and opt out of certain processing such as targeted advertising, sale of personal data, or profiling in furtherance of certain decisions.

To exercise privacy rights, contact us at: [email protected].

We may need to verify your identity before fulfilling a request. We may deny or limit requests where allowed by law, including where information must be retained for legal, security, accounting, tax, compliance, dispute, payment, contractual, or operational reasons.

15. Sale of Personal Information and Targeted Advertising

HempOS does not sell customer compliance documents, COAs, product records, batch records, supplier files, audit packets, or uploaded business records as a data product.

HempOS does not intend to sell personal information for money. If we ever engage in activity considered a “sale” of personal data or targeted advertising under applicable privacy law, we will provide required notices and opt-out rights.

16. Sensitive Information

HempOS may receive business-sensitive documents, financial information, compliance records, contractor tax forms, facility documents, licensing information, or operational records.

You should not upload medical records, children's information, unrelated personal documents, government IDs, Social Security numbers, bank account information, or other sensitive personal information unless HempOS specifically requests it for a legitimate business purpose, such as contractor onboarding, tax, payment, verification, or compliance workflows.

17. Children's Privacy

HempOS is intended for business users and is not directed to children. We do not knowingly collect personal information from children under 13. If you believe a child has provided personal information to HempOS, contact us so we can review and take appropriate action.

18. Third-Party Links and Services

HempOS may link to third-party websites, payment pages, public COA pages, customer websites, labs, suppliers, booking pages, email providers, automation providers, or other services.

We are not responsible for the privacy practices, security, content, or policies of third-party websites or services. Review their privacy policies before submitting information to them.

19. International Users

HempOS is operated from the United States. If you access HempOS from outside the United States, you understand that information may be processed, stored, and transferred in the United States or other locations where our service providers operate.

20. Business Customers and Authorized Users

If your account is provided through a business, employer, facility, store, brand, contractor relationship, or customer organization, that organization may control access to your account, documents, records, permissions, and information submitted through HempOS.

HempOS may share account-related information with the business account owner or authorized administrators.

21. Security Incidents

If HempOS becomes aware of a security incident affecting personal information or customer data, we will review the incident and provide notices where required by applicable law, contract, or payment processor obligations.

You must promptly notify HempOS if you believe your account, login credentials, public links, documents, or data have been accessed or used without authorization.

22. Do Not Track

Some browsers transmit “Do Not Track” signals. HempOS does not currently respond to all browser Do Not Track signals because there is no uniform industry standard for how such signals should be interpreted.

23. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updated versions may be posted on the HempOS website or provided through email, account notice, invoice notice, or another reasonable method.

Continued use of HempOS after an updated Privacy Policy is posted or provided means you accept the updated policy to the extent permitted by law.