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Privacy Policy

Effective date: November 2, 2026

This Privacy Policy explains how Hycentra LLC ("Hycentra," "we," "us") collects, uses, and protects personal information when you visit www.hycentra.com, contact us, do business with us, or use our customer portal. Hycentra is a California-based technology consultancy providing AI automation, e-commerce, and ERP integration services.

Related policies: Cookie Policy and Terms of Use.

Information We Collect

Information you give us

  • Contact and inquiry forms: your name, email address, company, phone number, and the message you send.
  • Email subscriptions: if you choose to subscribe to updates, your email address and name.
  • Business communications and meetings: your name, job title, company, and contact details, plus the content of emails, messages, and calls you have with us.
  • Customer portal accounts: your name, email address, and company, plus the content you submit through the portal, such as helpdesk tickets, attachments, comments on project tasks, and approvals of quotes.
  • Payments: when you pay an invoice online, your payment is handled by our third-party payment processor (Stripe). We receive confirmation of the payment and limited details such as the card brand and last four digits. We never receive or store full card numbers.

Information collected automatically

  • Cookies: our website uses cookies needed to operate the site and portal (for example, to keep you signed in and remember your preferences), and uses analytics cookies set by Google Analytics and Microsoft Clarity. Our Cookie Policy lists the cookies we use and how to control them.
  • Analytics: we use Google Analytics and Microsoft Clarity to understand how visitors use the public website, such as pages viewed, referring pages, general device and browser information, and approximate location. Microsoft Clarity also records how visitors interact with pages (clicks, scrolling, and mouse movement) to help us improve the site, and masks text you type into forms. You can block these tools through your browser cookie settings or with the Google Analytics opt-out add-on.
  • Server logs: our hosting environment records standard technical data such as IP address, browser type, date and time of access, and pages requested.

Information from other sources

  • Public and professional sources: business contact details and company information from public websites, professional networking sites such as LinkedIn, and industry directories.
  • Events and referrals: contact details shared with us at business events, by business partners, or by people who refer you to us.
  • Your employer or our clients: if your company is our client, it may give us your business contact details so we can work with you on a project.

We do not intentionally collect sensitive personal information (such as government ID numbers, health information, or precise geolocation), and we do not use any personal information to infer characteristics about you.

Sign in with Google

Customer portal users may choose to sign in with their Google account. When you do:

  • We request only the basic scopes openid, email, and profile. This gives us your name, email address, Google account identifier, and profile picture (if you have one).
  • We use this information solely to identify you and sign you in to your existing Hycentra portal account.
  • Signing in with Google does not give us access to your Gmail, Google Drive, Google Calendar, contacts, or any other Google data.
  • We do not sell Google user data, and we do not use it for advertising or share it with third parties except as needed to operate the sign-in service.

Hycentra's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You can revoke Hycentra's access at any time from your Google Account permissions page. You can still sign in to the portal with your email and password.

How We Use Information

We use personal information to:

  • respond to inquiries and provide information you request;
  • create and manage portal accounts and authenticate users;
  • deliver our services, including support tickets, project work, quotes, and invoices;
  • process payments and keep business and accounting records;
  • send service communications and, if you opted in, updates you can unsubscribe from at any time;
  • maintain, secure, and improve our website and portal; and
  • comply with legal obligations and enforce our agreements.

Business Development and Marketing

We are a business-to-business company. We may use business contact details we collect directly or from the sources above to introduce our services to people whose role relates to e-commerce, ERP, or technology decisions, and to follow up after events, meetings, and inquiries. We keep these details in our customer relationship management system.

Every marketing email includes a way to unsubscribe, and you can also ask us to stop at any time by emailing contact@hycentra.com. We will still send service messages about an active engagement, account, or invoice. Our email tools may tell us whether a message was opened or a link was clicked, which helps us avoid sending you content you do not want.

AI Tools and Call Recordings

We use AI-assisted tools in our work, for example to draft and summarize emails, prepare meeting notes, and organize project information. When we do:

  • a person at Hycentra reviews AI-assisted output before it is used or sent;
  • we use AI providers under business terms that do not permit them to use our content to train their general models; and
  • we do not use AI tools to make decisions that have legal or similarly significant effects on you.

We may record or transcribe calls and video meetings to keep accurate notes. We tell participants before recording, and you can ask us not to record.

Information We Handle for Our Clients

When we perform services for a client, we may access personal information stored in that client's own systems (for example, its e-commerce store, ERP, or support tools). We handle that information only on the client's instructions and under our agreement with that client, which controls in place of this Policy. If you are a customer of one of our clients and have a question about your information, please contact that company directly. We will assist our client in responding.

How We Share Information

We do not sell personal information. We share it only as described here:

  • Service providers that operate on our behalf, including our ERP and hosting provider (which hosts our website, portal, and business records), our email provider (Google Workspace), our payment processor, our analytics providers (Google and Microsoft), and providers of AI and productivity tools. They may use the information only to provide services to us.
  • Personnel and contractors bound by confidentiality obligations who need the information to deliver services to you.
  • Legal and safety reasons: when required by law, legal process, or to protect the rights, property, or safety of Hycentra, our customers, or others.
  • Business transfers: in connection with a merger, acquisition, or sale of assets, subject to this Policy.

We do not share personal information with third parties for their own direct marketing purposes.

Third-Party Links and Services

Our website may link to other websites, such as our social media pages, partner sites, or the separate Hydraflow website. Those sites have their own privacy practices, which this Policy does not cover. Please review their policies before giving them information.

Data Retention

We keep personal information for as long as needed for the purposes above: inquiry and lead records while we have an active or potential business relationship, portal and project records for the life of the customer relationship, and financial records for the period required by tax and accounting law. When information is no longer needed, we delete or anonymize it.

Security

We use reasonable administrative, technical, and physical safeguards, including encrypted (HTTPS) connections, access controls, and reputable hosting and payment providers. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we learn of a security incident that affects your personal information, we will notify you as required by law.

Your Choices and Rights

You may ask us to access, correct, or delete your personal information, or to stop sending you marketing email, by contacting us at contact@hycentra.com. You can also control cookies through your browser settings; blocking some cookies may affect how the site or portal works.

California residents. Under the California Consumer Privacy Act, as amended by the California Privacy Rights Act, you may have the right to:

  • know what personal information we collect, use, and disclose;
  • request deletion of your personal information;
  • request correction of inaccurate personal information;
  • opt out of the sale or sharing of your personal information; and
  • not be discriminated against for exercising these rights.

Do not sell or share. Hycentra does not sell your personal information and does not share it for cross-context behavioral advertising. We have not done so in the past 12 months.

Categories we collect. In the past 12 months we have collected the following categories of personal information, from the sources and for the purposes described above, and disclosed each of them only to the service providers and recipients listed in "How We Share Information": identifiers (such as name, email address, phone number, and IP address); professional information (such as company and job title); commercial information (such as quotes, invoices, and payment confirmations); internet activity (such as pages viewed and site interactions); and audio records where a call is recorded.

To make a request, email contact@hycentra.com. We will verify your identity before acting on a request, and you may use an authorized agent as permitted by law. We aim to respond within 45 days. If we decline a request, we will explain why, and you may reply to ask us to reconsider.

Do Not Track. Some browsers send a "Do Not Track" signal. Because there is no common standard for how to respond to these signals, our website does not currently respond to them. Our Cookie Policy explains other ways to control tracking.

Children's Privacy

Our website and portal are intended for businesses and are not directed to children under 16. We do not knowingly collect personal information from children under 16. If you believe a child has provided us information, contact us and we will delete it.

International Visitors

Hycentra is based in the United States, and our service providers may process information in the United States and other countries. If you access our site from outside the United States, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country.

Changes to This Policy

We may update this Policy from time to time. We will post the updated version on this page with a new effective date. If we make material changes, we will take reasonable steps to notify portal users.

Contact Us

Questions or requests about this Privacy Policy:

Hycentra LLC
530 Technology Drive, Suite 100
Irvine, CA 92618
Email: contact@hycentra.com
Website: www.hycentra.com