Privacy Policy

Effective Date: December 20, 2025

Scope. This Privacy Policy (“Policy”) describes how US Documentation Company LLC, a Connecticut limited liability company (“Company,” “we,” “us,” or “our”), collects, uses, and protects information in connection with the RFRNT documentation platform (“Service”). By using the Service, you acknowledge that you have read and understood this Policy.

1. Information We Collect

Account Information. When you create an account, we collect your email address and a cryptographic hash of your password. We do not store passwords in plaintext.

User Content. You may create, upload, and store documents, comments, and other materials within the Service (“User Content”). User Content is stored exclusively on your self-hosted RFRNT instance and is never transmitted to our servers.

License Information. We collect your license key and the domain name where your RFRNT instance is deployed for the purpose of license validation and enforcement.

Technical Data. During license validation, we collect a machine fingerprint derived from your server’s hardware characteristics (hostname, CPU count, and total memory). This fingerprint is transmitted as a cryptographic hash and is used solely to prevent license abuse. We also collect a count of user accounts in your instance to verify compliance with your subscription tier.

2. License Validation

Validation Process. The Service performs periodic license validation requests to our license server located at license.rfrnt.com. These requests occur upon application startup and at six-hour intervals thereafter.

Data Transmitted. Each validation request transmits the following information: (a) your license key; (b) the domain where the Service is deployed; (c) a SHA-256 hash of your server’s hardware fingerprint; and (d) the number of user accounts in your instance.

Purpose. This information is used exclusively to validate your license, enforce subscription limits, and prevent unauthorized use or redistribution of the Service.

3. Information We Do Not Collect

No Analytics. We do not use cookies, web beacons, or third-party analytics services.

No Behavioral Tracking. We do not monitor, record, or transmit information about user activity within the Service.

No Content Access. We do not have access to, and do not collect, any User Content stored in your RFRNT instance.

No Third-Party Sharing. We do not sell, rent, or share your information with third parties for marketing or advertising purposes.

4. Data Storage and Security

Local Storage. All User Content and application data are stored locally in your RFRNT instance’s SQLite database on your own servers. This data remains under your exclusive control.

License Records. We retain license validation records (license key, domain, validation timestamps, and subscription status) on our servers for the duration of your subscription and for a reasonable period thereafter for accounting and legal compliance purposes.

Security Measures. We implement commercially reasonable security measures to protect the information we collect, including encryption in transit using TLS and secure storage practices.

5. Data Retention

Active Subscriptions. We retain license-related information for the duration of your active subscription.

Post-Termination. Following termination of your subscription, we retain financial and license records for up to seven (7) years as required for tax, accounting, legal compliance, and fraud prevention purposes, after which such records are deleted.

User Content. Because User Content is stored on your servers, retention and deletion of such content is entirely within your control.

6. Your Rights

Access and Correction. You may request access to or correction of the personal information we hold about you by contacting us at the address provided below.

Deletion. You may request deletion of your personal information, subject to our right to retain information necessary for legal compliance, fraud prevention, or enforcement of our agreements.

Data Portability. Because User Content is stored on your own servers in a standard SQLite database, you maintain complete portability over your data.

7. International Transfers

Transfer Mechanisms. If you access the Service from outside the United States, you acknowledge that your information may be transferred to and processed in the United States, where our servers and operations are located.

8. Children’s Privacy

Age Restriction. The Service is not directed to individuals under the age of 18, and we do not knowingly collect personal information from children.

9. Changes to This Policy

Modifications. We may modify this Policy at any time by posting the revised version on our website with an updated effective date. Material changes will be indicated by a revised effective date, and your continued use of the Service following such changes constitutes acceptance of the modified Policy.

10. Contact Information

Inquiries. For questions, concerns, or requests regarding this Privacy Policy, please contact us at the email address provided on our pricing page.