Privacy Policy

Effective Date: February 10, 2026  |  Last Updated: February 10, 2026

1. Information We Collect

1.1 Information You Provide

When you register for, access, or use our Service, we may collect:

• Account Information: Name, email address, phone number, job title, company name, and login credentials for authorized users created by your organization's administrator.
• Customer and Subscriber Data: Names, service addresses, account identifiers, plan details, billing status, activation and disconnection dates, and other subscriber information synced from your billing system (e.g., Sonar) into FiberMS.
• Sales and Commission Data: Sales rep performance metrics, door knock records, commission calculations, payout amounts, clawback records, and related compensation data entered or calculated within the platform.
• Technician and Scheduling Data: Technician names, job assignments, scheduling details, installation records, completion statuses, and crew assignments.
• Form Submissions: Any information submitted through intake forms, demo request forms, or support inquiries on our Site.
• Communications: Records of support tickets, emails, or other correspondence with our team.

1.2 Information Collected Automatically

When you access the Service or Site, we may automatically collect:

• Device and Browser Information: IP address, browser type and version, operating system, device identifiers, and screen resolution.
• Usage Data: Pages and features accessed, timestamps, clickstream data, session duration, and navigation paths within the platform.
• Log Data: Server logs recording API requests, error reports, and system performance metrics.
• Integration Sync Data: Metadata about sync operations between FiberMS and connected third-party services, including sync timestamps, record counts, and error logs.

1.3 Information from Third-Party Integrations

With your organization's authorization, FiberMS connects to third-party services to sync operational data:

• Sonar (Billing System): Subscriber accounts, service addresses, account statuses, plan information, and billing data.
• SalesRabbit (Field Sales): Door knock records, lead data, geo-coordinates, rep activity logs, and disposition outcomes.
• Amazon Cognito (Authentication): Authentication tokens, user identifiers, and session management data.

We only access data from these integrations as configured and authorized by your organization's administrator.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Providing the Service: Operating, maintaining, and delivering the FiberMS platform, including sales dashboards, commission calculations, technician management, intake processing, and reporting features.
• Integration and Sync: Synchronizing data between your billing system, field sales tools, and the FiberMS platform as configured by your administrator.
• Commission Processing: Calculating sales commissions, tracking payment schedules, processing clawbacks, and generating payroll-ready reports based on rules defined by your organization.
• Analytics and Reporting: Generating leaderboards, performance dashboards, subscriber growth metrics, and custom reports to support your business operations.
• Product Improvement: Analyzing aggregate usage patterns to improve platform performance, fix bugs, and develop new features.
• Security: Detecting, preventing, and responding to fraud, unauthorized access, and other security incidents.
• Communications: Responding to support requests, sending system notifications, and providing product updates relevant to your account.
• Legal Compliance: Fulfilling legal obligations, resolving disputes, and enforcing our agreements.

3. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information or your subscribers' personal information to third parties. We may share data in the following limited circumstances:

• Service Providers: We use trusted third-party providers for hosting (DigitalOcean), authentication (AWS Cognito), database services (PostgreSQL on managed infrastructure), and email delivery. These providers are contractually obligated to protect your data and may only use it to perform services on our behalf.
• With Your Organization: FiberMS is a multi-user platform. Data entered or synced into the Service is accessible to authorized users within your organization based on their assigned roles and permissions. Administrators can view all data; sales representatives may see only their own performance metrics.
• Legal Requirements: We may disclose information if required by law, subpoena, court order, or governmental request, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business Transfers: In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have regarding your information.

4. Data Retention

We retain your data for as long as your organization maintains an active FiberMS account and as needed to provide the Service. Specifically:

• Account Data: Retained for the duration of the service agreement plus 90 days after termination to allow for data export.
• Subscriber and Operational Data: Retained as long as your account is active. Historical data (commission records, sales metrics, technician logs) is retained to support audit trails and reporting continuity.
• Usage Logs: Server and application logs are retained for up to 12 months for security and debugging purposes.
• Demo Request Forms: Contact information submitted through our Site is retained for up to 24 months or until you request deletion.

Upon account termination, we will provide a 90-day window for you to export your data. After that period, data will be securely deleted from our active systems within 30 days. Backup copies may persist for up to an additional 90 days before being purged from backup archives.

5. Data Security

We implement industry-standard technical and organizational measures to protect your data, including:

• Encryption in Transit: All data transmitted between your browser and our servers is encrypted using TLS 1.2 or higher (HTTPS).
• Encryption at Rest: Databases and file storage are encrypted using AES-256 encryption.
• Access Controls: Role-based access controls (RBAC) ensure that users can only access data appropriate to their assigned role (Admin, Manager, Sales Rep).
• Authentication: User authentication is managed through AWS Cognito with support for secure password policies and session management.
• Infrastructure Security: Our platform is hosted on DigitalOcean with firewall rules, regular security patches, and monitoring for unauthorized access attempts.
• Audit Logging: Critical actions (data modifications, permission changes, payroll approvals) are logged with timestamps and user attribution.

While we take reasonable precautions, no method of transmission or storage is 100% secure. If you become aware of a security vulnerability or suspect unauthorized access, please contact us immediately at security@fiberms.com.

6. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements and legitimate business needs.
• Data Portability: Request an export of your data in a structured, machine-readable format.
• Restriction: Request that we limit processing of your data under certain circumstances.
• Objection: Object to processing of your data for certain purposes.

To exercise any of these rights, contact us at privacy@fiberms.com. We will respond within 30 days of receiving your request. Note that for subscriber data synced from your billing system, your organization (as the data controller) is responsible for handling data subject requests from its own end customers.

7. Cookies and Tracking Technologies

Our Site and Service use the following types of cookies and similar technologies:

• Essential Cookies: Required for authentication, session management, and core platform functionality. These cannot be disabled without losing access to the Service.
• Analytics Cookies: Help us understand how users interact with the platform, which features are most used, and where users encounter issues. We use this data in aggregate to improve the product.

We do not use advertising or behavioral tracking cookies. We do not serve ads within the FiberMS platform or on our Site. You can manage cookie preferences through your browser settings, though disabling essential cookies may prevent you from using the Service.

8. Third-Party Integrations

FiberMS integrates with third-party services at your organization's direction. When you enable an integration, data flows between FiberMS and that service according to the integration's configuration. Each third-party service has its own privacy policy:

• Sonar: sonar.software/legal/privacy
• SalesRabbit: salesrabbit.com/privacy-policy
• AWS (Cognito): aws.amazon.com/privacy

We are not responsible for the privacy practices of third-party services. We recommend reviewing their privacy policies to understand how they handle your data.

9. Children's Privacy

The Service is designed for business use and is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we learn that we have collected information from a child under 18, we will promptly delete that information. If you believe a child has provided us with personal information, please contact us at privacy@fiberms.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page.
• Provide notice through the FiberMS platform dashboard for active users.
• Send email notification to account administrators for significant changes.

Your continued use of the Service after any changes constitutes acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: