Scope and who we are
TeamDots is operated by SoftAge Systems, Inc., doing business as TeamDots. This Privacy Policy explains how SoftAge Systems, Inc. d/b/a TeamDots (“Company,” “SoftAge,” “we,” “us,” or “our”) handles personal information in connection with the TeamDots websites, applications, and related services (the “Service”). In this Policy, “Company,” “we,” “us,” and “our” refer to SoftAge Systems, Inc. d/b/a TeamDots. TeamDots is the name of the product and service.
It does not replace the Terms of Service, which govern use of the Service, the Data Processing Addendum for Customer Data, or the Security page, which describes platform controls.
Depending on the context, SoftAge may be a “controller” (or similar) of personal information we collect for our own business — for example, Website visitors and billing contacts — and a “processor” (or similar) of Customer Data that an Organization stores in its TeamDots workspace. When we act as a processor, the Organization decides why and how that data is processed, and the DPA applies.
Organizations, users, and respondents
If you use TeamDots as an employee, contractor, or Administrator of an Organization, that Organization typically controls your workspace profile and the business records you can see. Requests to access, correct, or delete that information should usually go to the Organization first. We will support the Organization as required by law and the product’s tools.
If you submit a public TeamDots form, pay a document, or otherwise interact with an Organization through a hosted page or embed, that Organization is the business collecting your information. Their privacy notice, if they provide one, applies to that collection. We process the submission to deliver the Service to them.
Information we collect
The categories we collect depend on how you interact with TeamDots.
Website and marketing
- Contact details you send us (name, email, phone, organization, message) when you request a demo, ask a question, or otherwise write to us
- Technical data such as IP address, browser type, device, referring URL, and approximate location derived from IP, collected by our hosting and security infrastructure as needed to operate and protect the Website
- Theme preference (td-theme) stored locally when you allow Functional cookies, so the marketing site can remember a palette you choose — this is first-party preference storage, not an advertising tracker
Account and workspace information
When an Organization signs up or a User is invited, we process information needed to create and secure the account.
This typically includes
- Organization name and workspace identifiers
- User name, work email, phone if provided, and role or permission assignments
- Authentication data such as password hashes, session tokens, multi-factor credentials, and, if configured, identity-provider identifiers
- Billing contact, plan, seats, invoices, and payment-status metadata (card details are handled by the payment processor when electronic payments are used)
- Support correspondence and diagnostic logs
- Security and audit events related to sign-in, access, and administrative actions
We do not require the marketing Website to set advertising cookies. If we add optional analytics later, we will update this Policy and, where required, request consent.
Customer Data we process on your behalf
Organizations use TeamDots to store business records. That Customer Data may include personal information about members, employees, customers, vendors, prospects, form respondents, and other contacts — for example names, emails, phone numbers, addresses, documents, calendar events, quotes, orders, invoices, messages, and activity history.
SoftAge processes Customer Data to provide the Service the Organization has configured: hosting, search, notifications, document rendering, public form collection, integrations the Organization enables, backups, security, and support when an authorized User asks for help.
We do not use Customer Data to build unrelated marketing profiles of an Organization’s customers or employees, and we do not sell Customer Data.
How we use information
We use personal information to operate TeamDots and to run SoftAge’s business relationship with Organizations and Website visitors.
Purposes include
- Providing, maintaining, securing, and improving the Website and Service
- Creating and administering accounts, workspaces, and permissions
- Billing, accounting, and preventing fraud
- Communicating about the Service, including security, product, and administrative messages
- Responding to demo requests, support, and privacy or legal inquiries
- Monitoring abuse, investigating incidents, and enforcing the Terms
- Complying with law, legal process, and government requests we believe in good faith are valid
- De-identifying or aggregating information so it is no longer reasonably identifiable, for capacity planning and product improvement
Legal bases (EEA, UK, and similar laws)
Where those laws apply to our role as a controller, we rely on one or more of the following:
- Contract — to provide the Service you or your Organization request
- Legitimate interests — to secure the platform, improve reliability, prevent abuse, and communicate about the Service, balanced against your rights
- Consent — where we ask for it, for example optional communications or optional Website technologies if we introduce them
- Legal obligation — to keep records, respond to lawful requests, and meet tax and accounting rules
When we act as a processor of Customer Data, the Organization is responsible for its legal basis and instructions to us. The DPA describes those processor terms.
Subprocessors and infrastructure
TeamDots runs on cloud infrastructure. Depending on configuration and plan, processing may occur on shared or dedicated instances (including Azure, AWS, or Google Cloud for dedicated deployments).
Organizations may also connect their own email, storage, identity, payment, and other accounts. Those vendors process data under the Organization’s relationship with them as well as ours.
A current list of core subprocessors for TeamDots is published on the Subprocessors page. Notice of material subprocessor changes is described in the DPA. We require subprocessors to protect personal information and to use it only to provide their services to us.
Public forms and hosted pages
Organizations can publish forms at a hosted URL or embed them. Submissions, including any personal information the Organization asks for, are stored in that Organization’s workspace and may trigger notifications the Organization configured. The Organization should provide its own privacy notice and any required consent in the form. TeamDots may show a standard notice that the publishing Organization operates the form.
If you are a respondent and want to exercise privacy rights in that submission, contact the Organization that published the form. We will assist the Organization when they make a valid request through the Service or to us.
Payments
Where electronic payments are enabled, payment credentials are processed by the payment provider. SoftAge is not the processor of record for card data. We receive limited metadata (for example, success or failure, last-four where the provider supplies it, and amounts) needed for invoices, payment records, and support. Do not enter full card numbers into ordinary TeamDots fields.
Payroll, banking, and processor onboarding, if offered later, will be described in an update to this Policy or in product notices.
Retention
We keep Website inquiry records as long as needed to respond and for a reasonable period afterward for our records.
Account and billing information is kept for the life of the customer relationship and as required for tax, accounting, and dispute purposes.
Customer Data is retained according to the Organization’s use of the Service, including backups and legal holds. After an Organization’s subscription ends, we delete Customer Data from active systems after a commercially reasonable period, unless law requires longer retention.
Security logs are kept for a period appropriate to investigation and platform integrity, then deleted or aggregated.
Security
We use administrative, technical, and organizational measures designed to protect personal information, including tenant isolation, authentication, authorization, encryption in transit, and auditing, as described on Security. No system is perfectly secure. Please use strong authentication and report suspected incidents promptly.
International transfers
SoftAge and its infrastructure providers may process information in the United States and other countries. Those countries may have different data-protection laws than your home country.
Where required, we use appropriate transfer mechanisms for our controller processing (such as contractual clauses approved for that purpose). International transfers of Customer Data are addressed in the DPA.
Your rights
Depending on where you live, you may have rights to request access, correction, deletion, restriction, objection, portability, or information about how we process your personal information, and to withdraw consent where processing is based on consent.
To make a request about information SoftAge holds as a controller (for example, a demo inquiry or a billing contact we manage), email the privacy address below. We may need to verify your identity. You may use an authorized agent where the law allows, if the agent can document their authority.
For Customer Data in a workspace, contact the Organization. If the Organization has deleted your User account, some residual logs may remain as described under Retention.
You may lodge a complaint with a supervisory authority. We would appreciate the chance to address your concern first.
Notice at collection
When SoftAge is the business collecting your information (Website, demo request, or TeamDots account we administer), we collect the categories described above from you, your browser, and service providers, for the purposes listed under How we use information, and we retain them as described under Retention. We do not sell that information or share it for cross-context advertising.
Email, SMS, and marketing
SoftAge commercial email about TeamDots includes a valid physical postal address (300 S. Duval Street, Ste. 410, Tallahassee, FL 32301, United States. Email: info@softage.com) and a way to opt out of marketing messages. Transactional messages about an account or security may continue after a marketing opt-out.
Phone numbers you or an Organization provide may be used for account, security, and (if the Organization enables them) SMS notifications. Organizations are responsible for consent, STOP/HELP handling, and TCPA/FCC rules for texts they send. SoftAge marketing texts, if any, will be sent only with required consent and will honor revocation.
United States state privacy laws
U.S. state privacy laws (including California, and other states with comprehensive statutes) apply based on the business’s size, revenue, and data practices, and on the resident’s state. SoftAge may or may not meet every statutory threshold in every year. To make rights practical, we will treat individual requests about information we hold as a controller in line with the rights below, even if a particular threshold might not apply, except where the law does not permit that treatment.
California and similar laws commonly provide the right to know/access, delete, correct, and opt out of sale or sharing of personal information, and (in California) to limit certain uses of sensitive personal information. We do not sell personal information and we do not share it for cross-context behavioral advertising as those terms are commonly defined. We do not use or disclose sensitive personal information we control for purposes that require a right to limit under California law, other than as needed to provide the Service or as permitted by statute.
Where a recognized browser opt-out signal such as Global Privacy Control is present, we honor it for advertising and similar marketing technologies that would constitute sale or sharing, as described under Cookies and Similar Technologies. We do not currently operate those technologies on the marketing Website.
You may submit a request as described under Your rights. We will verify your identity, will not discriminate against you for exercising these rights, and will honor authorized agents who document their authority. Some states provide an appeal if we deny a request; include “privacy appeal” in your email and we will review.
The categories of information we collect, sources, purposes, and recipients are described in the sections above (notice at collection). We disclose personal information to service providers for business purposes such as hosting, security, payments, and communications.
Children
TeamDots is a business platform. We do not knowingly collect personal information from children under 16 on the marketing Website. Organizations that serve families or students are responsible for their own notices and consents when they store information about minors in a workspace.
If you believe we have collected personal information from a child in a context where we are the controller, contact us and we will delete it unless we are required to keep it.
Automated decisions and AI
Some TeamDots features may use automation or AI to summarize, suggest, extract, or draft, as the Organization enables them. Those features operate on Customer Data under the Organization’s instructions and the DPA. SoftAge does not use Customer Data to train general-purpose foundation models for other customers unless a feature or Order expressly discloses that use and the Organization enables it.
They are not used by SoftAge to make legal or similarly significant decisions about Website visitors without human involvement. Organizations should not submit information to AI features that they are not allowed to process that way. Usage-based AI processing is described in the Terms.
Changes to this Policy
We may update this Privacy Policy. The effective date at the top will change when we do. For material changes, we will provide notice on this page, through the Service, or by email to an Administrator where appropriate. Continued use after the effective date means you acknowledge the updated Policy.
Contact
Privacy requests and questions: info@softage.com or contact us. Please include “TeamDots privacy” in the subject and enough detail for us to identify the workspace or inquiry.
SoftAge Systems, Inc.
d/b/a TeamDots
300 S. Duval Street, Ste. 410
Tallahassee, FL 32301
United States
Processor terms for Customer Data are in the Data Processing Addendum. Notices: 300 S. Duval Street, Ste. 410, Tallahassee, FL 32301, United States. Email: info@softage.com Effective August 28, 2026.
Related: Terms of Service · Cookie Policy · Data Processing Addendum · Subprocessors · Contact privacy