Privacy Policy

Introduction

PIXELFUEL is a design and development consulting firm, operated by Haviland Software LLC (dba PixelFuel). We are committed to protecting the privacy of our clients and website visitors. This Privacy Policy outlines how we collect, use, and protect your personal information in compliance with applicable privacy laws, including the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).

Information We Collect

We collect personal information when you:

• Fill out our contact form or onboarding questionnaire
• Sign up for our newsletter or download resources
• Engage our services as a client
• Visit our website (via cookies and analytics)
• Upload documents (PDF, DOCX, TXT) or paste text content when using our AI-powered analysis tools

This information may include your name, email address, phone number, company name, project details, payment information, and any content you submit for AI analysis.

How We Use Your Information

We use the information we collect to:

• Provide and improve our services
• Communicate with you about your projects and inquiries
• Send relevant updates and marketing communications (with your consent)
• Analyze website usage to improve user experience
• Process documents and content through AI-powered analysis tools
• Comply with legal obligations

AI and Machine Learning Processing

We offer AI-powered tools, including our Scope Analyzer, that use artificial intelligence to analyze content you provide. This section explains how your data is processed when using these features.

How We Use AI

• Our Scope Analyzer uses AI to analyze uploaded documents (PDF, DOCX, TXT) and pasted text content
• Content is processed to assess project scope, identify potential gaps and risks, evaluate pricing, and generate recommendations
• AI analysis is performed only when you explicitly submit content for analysis

Third-Party AI Providers

We use Anthropic (Claude AI) to power our AI analysis features. When you submit content for analysis:

• Your document content and text are transmitted to Anthropic's servers for processing
• Anthropic processes the content solely to generate the analysis you requested
• Your content is not used by Anthropic to train their AI models
• Anthropic may retain API inputs for up to 30 days for trust and safety monitoring, after which the data is automatically deleted
• For information about how Anthropic handles data, please review Anthropic's Privacy Policy

Data Handling for AI Features

• Document content is sent to our AI provider only when you click to submit an analysis
• Analysis results (scores, red flags, recommendations) are stored in our database to enable the sharing functionality
• Share tokens allow you (and anyone you share the link with) to access analysis results

Opt-In Document Storage & Model Training

Before each analysis, you will be asked whether you consent to having your original document stored and used to improve our tools:

• If you consent: Your original uploaded file or pasted text will be stored securely in our database. We may use this content to train and improve our own AI analysis models and tools. Your document is kept private and is never shared with third parties for their own purposes.
• If you decline: Your document is held only in server memory for the duration of the analysis and is then permanently discarded. No copy of your original document is stored by PixelFuel.

Regardless of your choice, the analysis itself runs identically. Your consent choice affects only whether we retain a copy of the original document you submitted. You may choose differently each time you use the tool.

Your Rights Regarding AI Processing

• Opt Out: You can choose not to use AI-powered features, and you can decline document storage each time you use the tool
• Withdraw Consent: If you previously consented to document storage, you may withdraw that consent by contacting us and we will delete your stored documents
• Deletion: Request deletion of stored analyses and any stored documents by contacting us
• Information: Request information about how your data was processed

Legal Basis for Processing (GDPR)

Under GDPR, we process your personal data based on the following legal grounds:

• Consent: When you provide explicit consent for specific purposes (e.g., marketing emails, cookies, AI-powered analysis of your documents)
• Contract: When processing is necessary to fulfill our contractual obligations to you
• Legitimate Interest: When we have a legitimate business interest that doesn't override your rights, including providing and improving our services
• Legal Obligation: When we are required to process data by law

For AI-Powered Services: When you use our Scope Analyzer, you consent to the processing of your submitted content by agreeing to our Terms of Service and Privacy Policy when submitting documents for analysis.

Cookies and Tracking Technologies

Our website uses cookies to enhance your browsing experience. We use:

• Essential Cookies: Required for basic website functionality
• Analytics Cookies: Help us understand how visitors use our site (Google Analytics)

You can control cookie preferences through our cookie consent banner. Analytics cookies are only loaded after you provide consent.

Your Rights Under GDPR

If you are located in the European Economic Area (EEA), you have the following rights:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restrict Processing: Request limitation of how we use your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interest or for marketing purposes
• Right to Withdraw Consent: Withdraw consent at any time where we rely on consent

To exercise these rights, contact us at hello@pixelfuel.co. We will respond within 30 days.

Your Rights Under CCPA (California Residents)

If you are a California resident, you have the following rights under the California Consumer Privacy Act:

• Right to Know: Request information about the categories and specific pieces of personal information we collect
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: Opt out of the "sale" of personal information
• Right to Non-Discrimination: We will not discriminate against you for exercising your rights

We do not sell your personal information. We do not exchange your data for monetary compensation with third parties.

To exercise your rights, contact us at hello@pixelfuel.co or call us. We will verify your identity and respond within 45 days.

Data Sharing and Third Parties

We do not sell your personal information. We may share your information with:

• Service Providers: Who help us operate our business (e.g., email services, payment processors)
• AI Service Providers: We share document content with Anthropic (Claude AI) when you use our Scope Analyzer. Data shared includes only the content you submit for analysis. Your content is processed to generate the analysis and is not used by Anthropic to train their AI models. If you opt in, PixelFuel may use your stored content to train and improve our own analysis tools.
• Analytics Partners: To understand website usage (with your consent)
• Legal Authorities: When required by law or to protect our rights

All third parties are required to protect your data and only use it for specified purposes.

International Data Transfers

We are based in the United States. If you are accessing our services from outside the US, please be aware that your information may be transferred to, stored, and processed in the US. We take appropriate safeguards to ensure your data is protected in accordance with this policy and applicable laws.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, provide our services, or as required by law. When data is no longer needed, it is securely deleted or anonymized.

Scope Analysis Results: Analysis results from our AI-powered tools are retained until you request deletion. Shareable links to analysis results remain active indefinitely unless you request their removal.

Stored Documents: If you opted in to document storage, your original uploaded file or pasted text is retained until you request deletion or withdraw your consent. To request deletion of your analysis results or stored documents, please contact us at hello@pixelfuel.co.

Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. This includes encryption, secure hosting, and access controls.

Children's Privacy

Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

Policy Updates

We reserve the right to update this Privacy Policy at any time to reflect changes in our practices or legal requirements. We will notify you of material changes by posting the updated policy on our website with a new effective date.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us at:

For GDPR-related inquiries, you may also lodge a complaint with your local data protection authority.