Privacy Policy | Groundhog

Groundhog Solutions LLC ("Groundhog," "we," "us," or "our") is committed to being transparent about how we handle data. This Privacy Policy explains what information we collect, how we use it, and your rights with respect to it. By using the Groundhog platform (the "Service"), you agree to the practices described in this Policy.

1. Scope

This Policy applies to Groundhog's web-based platform and any related services operated by Groundhog Solutions LLC. It covers data submitted by business users (suppliers and distributors) operating within the United States. The Service is designed for B2B use and is not directed at consumers or individuals acting in a personal capacity.

2. Information We Collect

2.1 Account Information

Name and job title
Business email address
Company name and role (supplier or distributor)
Login credentials (passwords are hashed and never stored in plain text)

2.2 Business Data You Upload

The Service is designed to handle commercially sensitive business data. This includes:

Depletion Data — sales volume and trend reports uploaded by users
Planning Data — annual or periodic business plans, distribution targets, sales tactics, and meeting notes
Workspace Content — any materials, comments, or documents shared within a Groundhog workspace

This data belongs to you. We process it only to deliver the Service and do not sell, license, or share it with third parties for commercial purposes.

2.3 Usage Data

We automatically collect certain technical information when you use the Service, including:

Browser type and operating system
IP address and general location (city/region level)
Pages visited, features used, and session duration
Error logs and performance data

This data is used to operate, improve, and secure the Service.

2.4 Communications

If you contact us by email or through the Service, we retain records of those communications to resolve issues and improve support.

3. How We Use Your Information

We use the information we collect to:

Create and maintain your account
Deliver the features and functionality of the Service
Enable shared workspace collaboration between you and your workspace partner(s)
Send product updates, security alerts, and administrative messages
Diagnose technical issues and improve Service performance
Generate anonymized, aggregated analytics to improve the product (see Section 6)
Comply with legal obligations

We do not use your business data (Depletion Data or Planning Data) to train machine learning models without your explicit consent.

4. Shared Workspaces and Data Visibility

Groundhog is a collaborative platform. When you share data in a workspace — including Depletion Data and Planning Data — that data is visible to all members of that workspace. This is a core feature of the Service, not a disclosure to a third party. You are responsible for deciding what data to share within a workspace. Groundhog is not responsible for how your workspace partners access, use, or handle data you choose to share with them.

5. How We Share Your Information

We do not sell your personal information or business data. We may share information only in the following limited circumstances:

Service Providers — We work with trusted third-party vendors (e.g., cloud hosting, authentication providers) who process data on our behalf under contractual data protection obligations. We do not permit these vendors to use your data for their own purposes.
Legal Requirements — We may disclose data if required by law, subpoena, court order, or to protect the rights and safety of Groundhog or others.
Business Transfers — If Groundhog is acquired or merges with another entity, your data may be transferred as part of that transaction. We will notify you in advance of any such transfer.

We do not share your Depletion Data or Planning Data with other Groundhog customers outside your shared workspace(s).

6. Anonymized and Aggregated Data

Groundhog may create anonymized, de-identified datasets derived from Service usage for purposes such as product benchmarking, industry research, and feature development. This data cannot be used to identify you or your organization. Groundhog may use and share these aggregated insights without restriction.

7. Data Security

We implement commercially reasonable technical and organizational measures to protect your data, including:

Encryption of data in transit (TLS) and at rest
Access controls limiting who at Groundhog can access Customer Data
Regular security monitoring and logging
Password hashing using industry-standard algorithms

No system is completely secure. In the event of a data breach affecting your information, we will notify affected users as required by applicable law.

8. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. If you terminate your account:

You may request an export of your Customer Data within 30 days of termination
After 30 days, we may delete your Customer Data from active systems
Certain records (e.g., billing history, legal correspondence) may be retained for longer periods as required by law

Anonymized usage data and aggregate analytics are retained indefinitely.

9. Your Rights

As a business user of the Service, you have the following rights with respect to your data:

Access — You may request a copy of the personal information we hold about you.
Correction — You may update or correct inaccurate account information at any time within the platform or by contacting us.
Deletion — You may request deletion of your account and associated personal information, subject to legal retention requirements.
Data Portability — You may request an export of your Customer Data in a machine-readable format.
Opt-Out of Non-Essential Communications — You may unsubscribe from marketing emails at any time. Transactional and service-related emails are not subject to opt-out.

To exercise any of these rights, contact us at app-services@groundhoghq.com.

10. Cookies and Tracking

The Service uses cookies and similar technologies to:

Maintain your session and authentication state
Remember user preferences
Collect usage analytics

You can control cookie behavior through your browser settings. Disabling cookies may affect the functionality of the Service. We do not use third-party advertising cookies.

11. Children's Privacy

The Service is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with information, please contact us and we will promptly delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or an in-app notification at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Policy.

13. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy, please contact: Groundhog Solutions LLC Email: app-services@groundhoghq.com