Privacy Statement

WoodWise OT Privacy Statement

 

Overview

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At WoodWise OT, we are committed to maintaining the confidentiality and security of any personal information about our users. Your privacy is always at the top of our priorities. This Privacy Statement explains who we are, how we collect, use, and disclose personal information from or about you, and how to exercise your privacy rights. If you have any questions or concerns about our use of your personal information, please contact us using the details provided at the bottom of this Privacy Statement.

 

About Us

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WoodWise OT is an "operational technology" company that develops software and hardware for parts tracking, kitting, sorting, and capacity planning for the woodworking industry.

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If you are a resident of the European Economic Area (EEA), UK, or Switzerland, the controller of your personal information is WoodWise OT.

 

What Does this Privacy Statement Cover?

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This Privacy Statement applies to our collection, use, and disclosure of personal information that we collect from you or that you provide when you engage with WoodWise OT, our website www.woodwiseot.com (the “Website”), or the Services provided by WoodWise OT (together the “Services”). WoodWise OT users may access our services via our website, applications on devices, APIs, and third parties.

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This Privacy Statement only applies where we are processing personal information for our own purposes. It does not cover the personal information WoodWise OT collects, uses, and discloses on behalf of its clients (“Client Data”) in connection with the services provided. We invite you to contact the relevant company or organization if you have any questions about their privacy practices.

 

The Information We Collect

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The personal information we collect broadly falls within the following categories:

 

Information You Provide Voluntarily

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Certain parts of our Website or WoodWise OT services ask you to provide certain information voluntarily. This typically includes:

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• Identification Information: Such as your name, company, and job title.

• Contact Information: Such as your phone number, email address, and home and/or business postal addresses.

• Log-in Credentials: Such as your username and password to access WoodWise OT services.

• Demographic Data: In some cases, such as when you register or participate in surveys, we request that you provide age, gender, and similar demographic details.

• Payment Information: Such as your bank account number, credit card number, and associated identifiers and billing address, but only when you pay for WoodWise OT services.

• Support Data: Such as feedback or information about a technical issue you have reported.

• Marketing Information: Such as your marketing preferences.

• Communication Data: Such as any information you include in any enquiry or communications you send us.

• Free Text Information: Any information you choose to provide to us when completing any ‘free text’ boxes in our forms or blogs.

​Information We Collect Automatically

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Like most companies that offer online services, we may automatically collect certain information from your computer or device about your use of WoodWise OT services or our Website. We use this information to provide our services, ensure their security, help improve them, and promote them to you. This typically includes:

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• Cookies Data: We collect certain information through cookies and other tracking technologies such as your computer or device’s Internet Protocol (IP) address, browser type, the web page visited before or after you came to our Website, information you search for on our Website, locale preferences, and identification numbers associated with your devices. You can learn more about our use of cookies in our Cookie Notice.

• Location Data: We may derive your general location based on your IP address.

• Activity Data: We may also collect information about how you use and interact with our services, such as the content you view or download and the actions you take and the time and duration of your activities.
   

Information We Obtain from Third-Party Sources

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From time to time, we may receive personal information about you from third-party sources, but only when these third parties have confirmed to us that they either have your consent or are otherwise legally permitted or required to disclose this information to us. This typically includes:

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• Data Supplementation: We may receive additional demographic information (including your company, job title, or business contact details) about you from other sources, including publicly available databases or third parties such as lead generation providers or business intelligence platforms from whom we have purchased data. We combine this data with information we already have about you. This helps us to maintain and improve the accuracy and relevance of our records, identify new opportunities, and send you information about products and services that may be of interest to you in accordance with your marketing preferences.
   

• Sign-in Information: If you log in to our services using a third-party sign-in service (such as LinkedIn), we will collect information from that sign-in service that you give us permission to receive. This may include information such as your name, social media profile, and location. We only collect this information to provide the services to you. Please refer to the privacy settings of the third-party sign-in service you use to manage the information that is shared.
   

Client Data

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Please note that, as explained above, we also receive personal information about you in the form of Client Data from our clients. We use such personal information to provide WoodWise OT services to our clients and only as instructed by the clients. Under these circumstances, we process your information as a processor on our clients' behalf, and it is our clients, as the controllers of the information, that determine what information we process about you and how we use it. If you have any privacy-related questions or concerns about one of our clients' privacy practices, or the choices a client has made to share your information with us, you should contact that company or organization directly. We are not responsible for the privacy or security practices of our clients, which may differ from those described in this Privacy Statement.

 

How We Use Personal Information

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We use personal information about you for the purposes detailed below. In some regions, such as the European Economic Area (EEA), the United Kingdom, and Switzerland, we need a lawful basis to collect, use, and disclose your personal information. Our lawful basis will depend on the information concerned and the context in which it is processed, as detailed here.

 

• Sending Promotional and Marketing Information
  If you are the administrator of a client account, we may send you marketing communications about WoodWise OT and other services provided by us. We will do this in accordance with your marketing preferences and on the basis of our legitimate interests in building our customer base and promoting our services, or, where required, with your consent.
   

• Sending Technical Notices, Updates, Security Alerts, and Other Support and Administrative Messages
  If you are a WoodWise OT user, we may use your personal information to send you administrative messages, relying on our legitimate interests in administering our services, including for security and operational issues that affect multiple clients or users.
   

• Providing Technical and Customer Support
  If you are a WoodWise OT user, we use personal information to troubleshoot and diagnose problems, provide customer care and support services, help us improve and secure the quality of our products, services, and training, and investigate security incidents, relying on our legitimate interests.
   

• Responding to Questions, Requests, and Feedback
  If you fill out a web form or request support, or if you contact us by other means, including via phone call, we use your personal information, relying on our legitimate interests in fulfilling your requests and communicating with you.
   

• Managing Events
  We use personal information to plan and host events or webinars for which you have registered or that you attend, including sending related communications to you, relying on our legitimate interests in administering and promoting the event, or where required, with your consent.
   

• Detecting, Preventing, and Responding to Potential Fraud and Misuse of Our Services
  We process personal information by tracking the use of our services to maintain their security. This includes verifying accounts and activity, investigating suspicious activity, and enforcing our terms and policies, relying on our legitimate interest in promoting the safety and security of our services, systems, and applications and in protecting our rights and the rights of others.
   

• Complying with Legal Obligations
  We process your personal information when cooperating with public and government authorities, courts, or regulators in accordance with our legal obligations under applicable laws. This may involve processing or disclosing personal information to protect our rights or when necessary for our legitimate interest in protecting against misuse or abuse of our website, protecting personal property or safety, pursuing available remedies, limiting our damages, complying with judicial proceedings, court orders, or legal processes, or responding to lawful requests.

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In general, we will use the personal information we collect only for the purposes described in this Privacy Statement or for purposes that we explain to you at the time we collect your personal information. However, we may also use your personal information for other purposes that are not incompatible with the purposes we have disclosed to you if and where this is permitted by applicable data protection laws.

 

Disclosure of Your Personal Information
 

We may disclose your personal information to the following categories of recipients:
 

Vendors, Service Providers, and Partners

We may use certain trusted third-party vendors, service providers, and partners who provide data processing services to us (including but not limited to data storage, maintenance services, database management, web analytics, payment processing, and improvement of our services’ features). These third parties will only process your information for the purposes described in this Privacy Statement or those notified to you when we collect your information.

 

Third-Party Applications

Our Website may include links to other websites whose privacy practices may differ from those of WoodWise OT. For example, our Website includes social media features, such as the Facebook Like button and widgets like the "Share This" button for Twitter and LinkedIn. These features allow you to share information about your activities on our services through social media networks. This Privacy Statement does not apply to your use of any such third-party plug-ins and applications, and we are not responsible for how those third parties use and disclose your information. Your interactions with these features are governed by the privacy policy of the company providing them.

 

Compliance with Laws and Law Enforcement Requests; Protection of WoodWise OT's Rights

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We may disclose to any competent law enforcement body, regulatory, government agency, court, or other third party data stored in your WoodWise OT account and information about you that we process only when we have a good faith belief that disclosure is reasonably necessary to:

• (a) comply with a law, regulation, or compulsory legal request, such as to comply with a subpoena;

• (b) protect the safety of any person from death or serious bodily injury;

• (c) prevent fraud or abuse of WoodWise OT or its users; or

• (d) protect WoodWise OT's rights.
   

If we provide any data stored in your WoodWise OT account to a law enforcement agency, we will remove WoodWise OT's encryption from the information before providing it to law enforcement. However, WoodWise OT will not be able to decrypt anything that you encrypted prior to uploading it to our services.
 

Business Transfers
 

Your information may be transferred to potential or actual buyers (and their agents and advisers) in connection with a merger, acquisition, or sale of all or a portion of our assets, provided that we inform the buyer that it must use your personal information only for the purposes disclosed in this Privacy Statement.

 

Consent

We may share your information with others where you have given your consent to the disclosure.

 

International Data Transfers

WoodWise OT is headquartered in the United States, and our service providers are located in various countries, including the United States. This means that your personal information may be transferred to, and processed in, countries other than the one in which you are located. These countries may have data protection laws that are different from the laws of your country (and, in some cases, may not be as protective).

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However, we take appropriate safeguards to ensure that your information remains protected in accordance with this Privacy Statement and applicable data protection laws. If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, these safeguards include transferring your information to a country that the relevant authorities have determined provides an adequate level of protection for personal information, or by implementing standard contractual clauses with our customers, third-party service providers, and partners.

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Data Protection Rights

You can access and control the personal information that we process about you as follows:

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Account Information
If you are a client representative and are registered with us, you may review, update, correct, or delete certain personal information provided in your registration or account profile by changing your account settings.

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Account Closure
If you no longer desire to use our WoodWise OT services, you may delete your account by making the change in your account settings. You may require assistant with this process. If that is the case, please reach out to info@woodwiseot.com for assistance. In some cases, we may retain copies of your information if required by law, to protect our rights, or if it is not technically reasonably feasible to remove it.

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Direct Marketing
You can opt out of marketing communications that we send, including our newsletter, at any time. You can do this by clicking on the "unsubscribe" or "opt-out" link in the marketing communications we send, by accessing the email preferences in your account settings page, or by contacting us at info@woodwise.com or by using the details provided below.

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Privacy Rights
Depending on your location and applicable data protection laws, you may also have certain rights with regard to the personal information we control about you.

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We respond to all requests we receive from individuals wishing to exercise their privacy rights in accordance with applicable data protection laws. If you would like to exercise any of the rights which are available to you under applicable data protection laws, please contact us at info@woodwise.com or by using the details provided below. Please note that we may need to verify your identity before we can respond to your request.

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Please note that WoodWise OT has no direct relationship with the individuals to whom the client data relate. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate information contained in the client data, should direct their query to WoodWise OT's client (the data controller).

 

Additional Information for Europe

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Under European laws, including the General Data Protection Regulation (GDPR), you may have the following rights regarding your personal information:

 

Right to Access, Rectify, and Delete Your Personal Information

You have the right to:

• Access your personal information held by us.

• Request the correction of inaccurate or incomplete personal information.

• Request the deletion of your personal information, under certain conditions.

Right to Port Your Personal Information to Another Controller

You have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit that data to another controller, where technically feasible.

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Right to Restrict Certain Processing and Object to Processing

You have the right to:

• Restrict the processing of your personal information under certain conditions.

• Object to our processing of your personal information, under certain conditions.

Right to Withdraw Consent

Where we are processing your personal information based on your consent, you have the right to withdraw your consent at any time.

 

Right to Complain to a Data Protection Authority

You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority.

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If you wish to exercise any of these rights, please contact us at info@woodwise.com or using the details provided below. Please note that we may need to verify your identity before we can respond to your request.

 

Additional Information for California

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If you are a California resident and the processing of personal information about you is subject to the California Consumer Privacy Act (“CCPA”), the following information also applies to you and supplements the information contained in this Privacy Statement.

 

Information We Collect and Sources of Information
 

Our Privacy Statement already describes the information we collect and the sources of information. This section organizes that information around the personal information categories set out in the CCPA:
 

• Identifiers (such as your name, username, email address, and cookies)

• Business records (such as payment information)

• Demographic information / Classification characteristics (such as age or date of birth)

• Commercial information (such as services purchased)

• Internet or other electronic network activity information (such as search history and browser information)

• Geolocation data (such as your country location based on your IP address)

• Audio, video, and other electronic data (such as chat interactions)

• Professional or employment-related information (such as your job title)

• Profiles and inferences (inferences drawn from any of the above information to create a profile)
   

How We Share Your Personal Information

We do not share your personal information except as approved by you or as otherwise described in this Privacy Statement. In the preceding 12 months, we have disclosed the following categories of personal information for the business purposes described:
 

• Identifiers

• Internet or other electronic network activity information

• Demographic information / Classification characteristics

• Commercial information

• Geolocation data

• Audio, video, and other electronic data

• Professional or employment-related information

• Profiles and inferences
   

Under the CCPA, a "sale" is broadly defined and includes data sharing for various purposes. In the last 12 months, we have "sold" identifiers/contact information, internet or other electronic network activity information, and inferences drawn from this information to advertising networks and data analytics providers. This is done to facilitate services such as marketing, advertising, and audience measurement.

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If you choose to opt out, please email your first name, last name, and email address to info@woodwiseot.com with the subject line: "California Right to Opt-Out Form". Use this channel to opt out of the sale or sharing of your data.

 

Your California Privacy Rights
 

As a California resident, you have the following consumer privacy rights:

• Right to Know: You can request to know the personal information we have collected about you, including additional details about our data practices. 
  If you choose to make a privacy request regarding your data, please email your first name, last name, email address, phone number and any additional information to info@woodwise.com with the subject line: "California Privacy Request Form". Please note: there is a 3 step verification process for data access requests. This is to ensure that we have adequately validated you against the data in our system to ensure we only provide personal information to the person it belongs to. If you are not able to complete the verification process, we will not be able to provide all or any of the data. In your request please include of of the following: Download (We will do our best to provide a complete report of your personal data across our systems), Transfer (We will do our best to package up your data and send it to a desired recipient), Delete (Delete your personal data found in our systems), Update Inaccuracies (Update any inaccuracy you've found in our systems).

• Right to Request Deletion: You can request that we delete your personal information, subject to certain exceptions.

• Right to Opt-Out: You have the right to opt-out from future sales of your personal information. This includes opting out from certain data sharing practices as described in this Privacy Statement. If you choose to opt out, please email your first name, last name, and email address to info@woodwise.com with the subject line: "California Right to Opt-Out Form". Use this channel to opt out of the sale or sharing of your data.

• Right to Non-Discrimination: We will not discriminate against you for exercising any of these rights, including by denying goods or services, charging different prices, or providing a different level or quality of services.

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You may designate an authorized agent to make requests on your behalf, provided they have your written authorization or power of attorney. We may need to verify your identity and the authority of your agent to act on your behalf.

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For more information or to exercise your rights under the CCPA, please visit our Data Subject Rights Request Portal or contact us at info@woodwise.com. Please note that certain rights may be subject to verification of your identity and the details of your request.

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For further details on how we handle cookies and other tracking technologies under the CCPA, please refer to the relevant section of this Privacy Statement or visit our cookie consent management tool.

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Data Retention

WoodWise OT will retain personal data we process about WoodWise OT Users for as long as we have a legitimate business purpose to do so. If you wish to cancel your account or request that we no longer use your information to provide you services, you may delete your account. Please note that WoodWise OT may retain your personal data for longer periods where necessary for legal, tax, or accounting obligations, contractual requirements, or legitimate interests, including resolving disputes and enforcing our agreements and rights. When we no longer have an ongoing legitimate business need to process your personal information, we will either delete or anonymize it. In cases where deletion is not possible (for example, due to information stored in backup archives), we will securely store your information and isolate it from any further processing until deletion becomes feasible.

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Please note that WoodWise OT will retain Client Data that we process on behalf of our Clients for as long as needed to provide services to our Clients and in accordance with our agreements with them.

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Blogs

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If the personal information we process about you is subject to EU data protection law, we rely on one or more of the following lawful bases:
 

• Consent: You have given consent to the processing of your personal data for one or more specific purposes.

• Contractual Necessity: Processing is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into a contract.

• Legal Obligation: Processing is necessary for compliance with a legal obligation to which WoodWise OT is subject.

• Vital Interests: Processing is necessary in order to protect your vital interests or those of another natural person.

• Public Interest: Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in WoodWise OT.

• Legitimate Interests: Processing is necessary for the purposes of the legitimate interests pursued by WoodWise OT or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms.
   

Purposes for Using Personal Information:

We may use your personal information for the following purposes:
 

• To provide and improve our Service.

• To administer your use of the Service.

• To recommend follow-up reminders, assign tasks, or personalize the service.

• To provide or offer software updates and product announcements.

• To ensure our compliance with legal obligations.
   

If you no longer wish to receive communications from us that are not required for the Service, please follow the "unsubscribe" instructions provided in any of those communications or update your account settings information accordingly. You may also be required to contact support at info@woodwise.com for assistance.

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Google API Services Usage Disclosure

WoodWise OT's use and transfer of information received from Google APIs will adhere to including the Limited Use requirements. Please see Google's most recent policy here: https://developers.google.com/terms/api-services-user-data-policy

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Security

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Security is a paramount priority at WoodWise OT. While absolute security cannot be guaranteed, we continuously review and update our privacy and security policies to address emerging challenges. We adhere to industry best practices to safeguard information submitted to us, ensuring it is protected during transmission and upon receipt. These measures are designed to uphold the integrity and confidentiality of data entrusted to us by our users and stakeholders.

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Changes to Our Privacy Statement

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WoodWise OT may periodically update this Privacy Statement. If there are material changes to the statement, we will notify you through appropriate means, such as email, a sign-in notification, or other methods required by applicable data protection laws, before the changes take effect. We will also obtain your consent if necessary prior to implementing such changes.

 

You can always check the "last updated" date at the top of this Privacy Statement to see when it was last revised. This ensures transparency and keeps you informed about how we handle your personal information.

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Contacting Us

If you have any questions about our use of personal data, please contact us at info@woodwiseot.com.

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Privacy Shield

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Given the invalidation of the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks for data transfers from the EU and Switzerland to the U.S., WoodWise OT continues to uphold European data protection standards and applicable laws. We are currently not actively engaged in discussions regarding potential replacement mechanisms while implementing alternative methods for transferring data, as detailed in the "International Data Transfers" section above. You agree through use of the Service, that it is your sole responsibility to notify us when you prefer not to share any information.

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WoodWise OT remains committed to protecting European data according to the standards of the Privacy Shield Framework and relevant European regulations. We ensure compliance with the Privacy Shield Principles for all onward transfers of personal data from the European Economic Area (EEA), United Kingdom (UK), or Switzerland, including the associated onward transfer liability provisions.

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As a participant in the Privacy Shield Framework, WoodWise OT is accountable for the personal data it receives and subsequently transfers to third parties acting as agents on its behalf. We are subject to the regulatory oversight and enforcement powers of the U.S. Federal Trade Commission (FTC) concerning personal data received or transferred pursuant to the Privacy Shield Framework.

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In specific circumstances, WoodWise OT may be required to disclose personal data in response to lawful requests by public authorities, including those related to national security or law enforcement.

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If you have concerns regarding our privacy practices that remain unresolved after contacting us, you may escalate the issue through our U.S.-based third-party dispute resolution provider, which is accessible free of charge at https://feedback-form.truste.com/watchdog/request.

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For detailed information about your rights and recourse options under the Privacy Shield Framework, including the possibility of invoking binding arbitration under certain conditions, please visit the U.S. Department of Commerce's Privacy Shield program site.

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For more information on the Privacy Shield program, please visit their website: https://www.dataprivacyframework.gov/