ProcessModel, Inc. (“ProcessModel”, “we”, “us”) respects your privacy. This policy explains what personal information we collect, how we use it, who we share it with, how long we keep it, and the choices and rights you have. It covers our website, the ProcessModel desktop application, your ProcessModel account, and the licensing services the application connects to.
1. Information We Collect
1.1 Your account
When you have a ProcessModel account, we store your email address (your sign-in identity), your name, the date the account was created, and any notes or tags our support team adds to it (for example “student verification requested”).
Sign-in is passwordless. You either use a one-time sign-in link or code that we email to you, which works for about 15 minutes, or, if you choose, Sign in with Google or a passkey. We never store a password. We store only a hashed copy of each sign-in link, and for Google sign-in, the reference that links your Google account to your ProcessModel account.
When you sign in, we record your IP address, your browser or device description (user agent), and when the session started and was last used. We use this to keep your account secure and to let you see and end your sessions.
1.2 Licenses and activation
A license works on one computer at a time. To recognize that computer, the application creates a computer id: a one-way hash (SHA-256) made from the computer’s network adapter address, its name, and its machine identifier. We store the computer id and a hash of each of those three parts, so we can recognize the same computer when one part changes. We never receive or store the underlying hardware identifiers, and the hashes cannot be turned back into them.
For each of your licenses, we store its type and term, the computer it is active on (its computer id, its name, and its operating system version), and a history of when it was activated, moved, released, or cleared. If you activate a license offline, we store the request code’s computer id and the times the offline key was made.
1.3 App check-ins
While ProcessModel is running, it checks in with our licensing server to confirm your license: when it starts, and again when its window comes back into focus, no more than once an hour. Each check-in carries the computer id, the license, the operating system version, and the time. We also record the country of the connection, worked out from its IP address.
A check-in never contains your models, your results, your settings, or anything you do in the application. For a Trial license, we also record which hours of which days the application checked in, so we can see whether the trial is being used.
1.4 Purchases
Payments are handled by Stripe, and for some purchases by Paddle, under their own privacy policies and payment-card security standards. We never receive or store your full card number. We store a customer reference from the payment provider and a record of each purchase: what was bought, the amount, the term, the transaction reference, and the date. We also keep invoices and accounting records in Zoho.
1.5 Trial requests
When you request a trial on our website, we collect what you enter in the form: your name, email address, phone number, company, industry, and country, the time you accepted this policy, and the version you accepted. We also record how you reached us: the page you sent the request from, the page you first landed on, the referring website, and any campaign (UTM) values in the link you followed. If you pick a meeting time, we record that too.
Our team reviews each request. We keep a record of the decision, and if you start a trial, we create your account and your Trial license from the request.
1.6 Meetings
If you book a meeting with us, we create the meeting in our own Google Calendar and add you as a guest. Google then sends the invitation, and any updates or cancellations, to your email address from our calendar. We store the meeting’s time and status. We do not access your calendar.
1.7 Website and account activity
The visitor id. Our website can set a first-party cookie, pm_vid, holding a random visitor id that identifies no one by itself. It expires after 13 months. When you request a trial, or visit your account page while signed in, the visitor id is linked to your request, so we can see which of our pages you viewed after your request (the page address, the referring page, the country of the connection, and the time).
- In the EU, the EEA, the UK, and Switzerland, we ask for your consent before we set the cookie or record any page view, and we record your choice.
- Global Privacy Control and Do Not Track: if your browser sends either signal, we do not set the visitor id and do not record your page views, wherever you are.
Your account page. When you visit your account page while signed in, we record the visit and any ProcessModel download you start from it.
1.8 Analytics
We use Google Analytics and Umami (which we host ourselves) to understand how our website is used as a whole: which pages are visited, how visitors arrive, and which devices and countries they come from. Umami does not use cookies and does not store your IP address. Google Analytics uses cookies; where the law requires consent, we ask for it first. We use these reports to improve the site, not to identify you.
1.9 Email
Our emails are sent through Postmark. Sign-in links, receipts, and license notices are service emails: they go to you whenever they are needed and contain no tracking. Our follow-up and product emails may record when an email is opened and when a link in it is clicked. Every follow-up or product email includes an unsubscribe link, and unsubscribing does not affect service emails.
1.10 Support and records
When you contact us, we keep the correspondence. We also keep an audit log of the actions taken on accounts and licenses (who did what, to which record, and when), for support, security, and fraud prevention.
1.11 PM AI Bridge
PM AI Bridge is optional and is off until you turn it on in Settings. It lets an AI app that you choose, installed on the same computer, work with ProcessModel: read your model, change it, run it, and read the results. ProcessModel does not operate, host, or resell an AI service, and does not provide the AI app.
ProcessModel and your AI app reach each other over a local channel on your computer only. Nothing goes to ProcessModel servers, and ProcessModel does not receive, store, or have access to your prompts, your process models, your settings, your results, or your AI app’s responses.
What your AI app reads from ProcessModel is read by your AI app: your model, your settings, and your results go to whoever provides it, under your agreement with them, and their terms govern retention and whether content is used to train models. If your AI app runs a model on your own computer, the content stays there.
ProcessModel never edits your AI app’s files. You can turn PM AI Bridge off in Settings at any time.
2. How We Use Your Information
We use your information to:
- provide your account, sign you in, and keep your account secure;
- issue, activate, and confirm your licenses, and prevent license sharing and repeated free trials;
- process purchases, send receipts, and keep our financial records;
- review trial requests, arrange meetings, and follow up with you;
- provide support;
- understand how our website and trials are used, and improve them;
- send service emails and, where you have not unsubscribed, follow-up and product emails;
- meet our legal, tax, and accounting obligations.
Lead scoring. For trial requests, we combine how well a request fits our product, whether a meeting was booked, and the website, account, and app activity described above into a score. Our team uses the score internally to decide whom to follow up with first. It does not decide whether you get a trial or a license, and it has no legal or similar effect on you.
We do not sell your personal information, and we do not share it for cross-context behavioral advertising.
3. Who We Share It With
We share personal information only with the service providers below, who process it for us under agreements that protect it, and when the law requires it.
| Provider | What they do for us | What they receive |
|---|---|---|
| Cloudflare | Website and server protection, delivery, and bot checks | Connection data such as IP address, browser, and the pages requested |
| Our calendar (meeting invitations), Sign in with Google, and Google Analytics | Meeting details and your email address; sign-in identity; website usage data | |
| Postmark | Sending our emails | Your email address and the email content |
| Stripe | Payments | What you enter at checkout, including your payment details |
| Paddle | Payments for some purchases | What you enter at checkout, including your payment details |
| Zoho | Our customer records, trial request records, and invoices | Your name, email, company, request details, and purchase records |
| Amazon Web Services | Hosting, backups, and the secure signing of license keys | The data we store, held on our servers and backups |
4. How Long We Keep It
| Information | How long |
|---|---|
| Your account, licenses, and purchase records | While you hold a license, and for 12 months after your last license ends. An account with no license is deleted after 180 days without use. Payment providers and our accounting records keep transaction records as tax and accounting law requires |
| Leads that did not become a trial | 365 days after their last activity |
| Leads that became a trial or a purchase | As long as the account they belong to |
| Check-in hours, the score, and its history for a lead | Deleted with the lead |
| Website page views linked to a visitor id | 13 months (the pm_vid cookie also expires after 13 months) |
| Your cookie consent choice | 13 months; after that, we ask again |
| App check-ins | 365 days; after that, only daily totals that identify no one (counts by license type, country, and operating system), kept for 3 years |
| Sign-in links and codes | About 1 day |
| Sign-in sessions | Up to 90 days |
| Audit log | 365 days |
| The trial record for each computer, and the hashed email of an account deleted at its owner’s request | 365 days |
5. Your Choices and Rights
From your account page, you can see and update your account, see which computer each license is on and release it, and ask us to delete your account.
Deleting your account. You can request the deletion of your account from your account page. Our team then deletes the account: it is closed, you are signed out everywhere, and we erase it within 30 days. To stop the same email from starting a second free trial, we keep a one-way hash of the email address (never the address itself) and the trial record of each computer used, for 365 days. We also keep records the law requires, such as purchase and tax records.
If you are in the EU, the EEA, the UK, or Switzerland, you have the right to access, correct, delete, restrict, or object to the use of your personal information, to receive it in a portable format, and to withdraw consent at any time (this does not affect earlier use). You can also complain to your data protection authority. We rely on: performing our contract with you (your account, licenses, and purchases); our legitimate interests (security, preventing abuse, reviewing trial requests, following up with you, and improving our website); your consent (the visitor id and page views, and analytics cookies where consent is required); and our legal obligations (tax and accounting records).
If you are in a US state with a privacy law (such as California), you have the right to know what personal information we collect and how we use it, to access and correct it, and to have it deleted. We do not sell or share personal information for cross-context behavioral advertising, so there is nothing to opt out of. We will not treat you differently for using your rights.
To use any of these rights, contact us through our contact page. We may need to confirm your identity first, and we respond within the time the law allows.
6. International Transfers
ProcessModel is based in the United States, and we and our service providers store and process information in the United States. If you are in the EU, the EEA, the UK, or Switzerland, we protect the transfer of your information to the United States with the Standard Contractual Clauses approved for this purpose (with the UK and Swiss additions where they apply). You can ask us for a copy through our contact page.
7. Security
We protect personal information with reasonable technical and organizational measures. Connections are encrypted (TLS); sign-in links and computer ids are stored only as hashes; the access token for our calendar is encrypted when stored; license keys are signed with a key that never leaves our cloud provider’s secure key service; and we never store full payment card numbers.
8. Children
Our products are for businesses, schools, and adult students. They are not directed to children under 16, and we do not knowingly collect their personal information.
9. Changes to This Policy
We may update this policy from time to time. The “Last Updated” date above shows when it last changed, and where appropriate we tell account holders about material changes.
10. Contact Us
ProcessModel, Inc. Eagle Mountain, UT 84005, USA Phone: (801) 356-7165 Contact page: processmodel.com/contact
See also our End-User License Agreement and Refund Policy.