Privacy Policy

1. Introduction

Way Cool Software, Inc. ("Way Cool Software," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information.

This Policy applies to our software platform and all related services (collectively, the "Service"). It is important to understand our role:

As a "Service Provider" or "Processor": Our primary role is to process data on behalf of our Customers (the clinics, non-profits, etc.). The data our Customers and their authorized Users and Portal Users submit to the Service ("Customer Data") is governed by our Customers' respective privacy policies. We process this data based on the instructions of our Customer, as outlined in our Master Subscription Agreement.

As a "Business" or "Controller": We act as a "Business" or "Controller" only for the limited information we collect directly from our Customers to manage their accounts and provide our services, such as Administrator contact information.

2. Information We Process on Behalf of Our Customers

We process the following categories of Customer Data based on our Customer's configuration of the Service:

• User Information: Names, email addresses, and roles of the Customer's employees and volunteers who are given User accounts.
• Portal User Information: Information about the Customer's clients, donors, and volunteers, which may include names, contact information (email, phone, address), and other data the Customer chooses to collect.
• Communications: Secure messages sent and received within the platform and SMS messages sent via our third-party integration.
• Scheduling and Activity Data: Appointment details, educational course progress, and other interactions within the Service.

3. Information We Collect Directly

We collect the following information directly from our Customers for business purposes:

• Customer Account Information: The name of the Customer organization, and the name, email address, and phone number of the designated Administrator(s) and billing contacts.
• Website Usage Data: When you visit our website, we may collect technical information like your IP address, browser type, and pages visited to improve our site and services.

4. How We Use and Share Information

4.1. To Provide the Service. We use Customer Data solely to provide, maintain, and improve the Service as directed by our Customer. We will not access Customer Data except to provide the Service, prevent or address service or technical problems, at a Customer's request in connection with support matters, or as may be required by law.

4.2. Third-Party Sub-processors and Integrations. We do not "sell" your data. We share information with trusted third-party vendors (sub-processors) only when necessary to provide specific features of the Service. Our key sub-processors include:

• Payment Processing (Justify): We do not collect, receive, or store any payment card or financial account information. When you use the "CoolPay" donation feature, you provide your information directly to Justify, our payment processor. Your transaction is subject to Justify's terms and privacy policy.
• SMS Messaging (Twilio): We share phone numbers and message content with Twilio to facilitate SMS text messaging.
• Encrypted Messaging ([Encrypted Messaging Vendor — pending confirmation]): We share contact information and message data with this vendor to provide the secure messaging feature.
• Educational Content (BrightCourse): We may share User progress data with BrightCourse to track course completion.
• Scheduling (Acuity Scheduling): We share User and appointment data with Acuity to facilitate online scheduling.
• Address Verification (Melissa Data): We share mailing addresses with Melissa Data for NCOA/CASS verification.
• Hosting and Infrastructure: We use [Hosting Provider — pending confirmation] to host our platform and Customer Data.

4.3. Legal Compliance. We may disclose information if required to do so by law or in the good faith belief that such action is necessary to comply with a legal obligation.

5. Data Security

We implement commercially reasonable technical, administrative, and physical safeguards to protect the information we process. However, no electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

6. Your California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the following rights regarding your personal information:

• Right to Know: You can request to know what personal information we have collected about you, including the categories of information, sources, and purposes for collection.
• Right to Delete: You can request the deletion of your personal information.
• Right to Correct: You can request the correction of inaccurate personal information.
• Right to Opt-Out: We do not "sell" or "share" personal information as defined by the CCPA/CPRA.

How to Exercise Your Rights: To exercise these rights, please contact us at privacy@waycoolsw.com.

Please note that for requests related to Customer Data (i.e., data you provided to one of our Customers), we will forward your request to the relevant Customer, who is the "Business" responsible for your data.

7. Children's Privacy

The Service is not intended for use by individuals under the age of 13. We do not knowingly collect personal information from children under 13.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last Updated" date.

9. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

© 1998-2026 Way Cool Software, Inc. All rights reserved.
Way Cool Software, Inc., 136 Market Place Circle, Ste B #305, Calera, AL 35040