Our Privacy Policy
Version 2.0 | Updated June 26, 2025
Cyclotron Inc. – Introduction and Scope of the Privacy Policy
Cyclotron Inc. is a technology consulting company headquartered in San Francisco, with global operations and a reputation for driving digital transformation through innovative cloud, security, collaboration, and data solutions. Since our founding in 2014, we’ve been empowering organizations across industries Finance, Healthcare & Life Sciences, Manufacturing, Public Sector, Retail, Technology —including finance, healthcare, energy, and technology—with cutting-edge Microsoft-based tools and secure digital environments.
At Cyclotron, we believe in building modern workplaces through smart technology, scalable architecture, and robust security. Our team of consultants, engineers, and change leaders are passionate about delivering impactful, human-centric solutions that help clients achieve operational excellence and business agility.
This Privacy Policy explains how Cyclotron Inc. collects, uses, shares, and protects personal information when you visit our website or engage with our services. We take your privacy seriously and are committed to handling your data transparently and responsibly.
Our Privacy Mission Statement:
“To uphold the trust of our customers by safeguarding personal and organizational data through transparent, responsible, and compliant data handling practices across all our products and services.”
Our Privacy Vision Statement:
“To be a leader in enterprise collaboration security by integrating privacy-by-design principles into every layer of our products, ensuring our clients can innovate and collaborate with confidence in a secure, privacy-first environment.”
This policy is designed to help you understand:
How we collect and use your personal information
How we share information we collect
How we store and secure information we collect
How to access and control your information
How we transfer information we collect internationally
Our policy towards the Children.
Contact Us About Privacy
Consent to be obtained
We will obtain your consent before collecting and using your personal information, except where permitted by law. You may withdraw your consent at any time by contacting at privacy@cyclotron.com
When you use our website and services, you agree to let us collect, use, and share your personal information as outlined in our Privacy Policy. We always ask for your permission before collecting or using any sensitive personal details
How We collect and use your personal information
Information Collected During Account Creation and Product Use
When you or your organization create an account to use Cyclotron products, we collect the following types of information, either directly or through API integrations with the platform.
Full name (First, Middle and Last Name)
Email address
Job title and department (via Entra ID mapping)
Organizational roles, groups, and team memberships
Profile photo (if configured)
License or usage plan associated with the user
These details are collected to authenticate and authorize user access, apply organizational policies, and enable personalized functionality within the products. Information is sourced either directly from user input or via secure APIs integrated with your Microsoft 365 tenant.
If your organization uses directory synchronization, some data may be automatically provisioned from your enterprise identity provider.
Note: Cyclotron Inc. does not sell, share, or otherwise use this data for advertising or profiling purposes. All data processing is performed on behalf of, and under the instructions of, the organization that has procured Cyclotron products.
Account Deletion and Data Retention
Since Cyclotron’s platforms integrate with your organization’s identity management system, user account management—including account deletion—is typically handled by your internal IT administrator via Entra ID. Cyclotron does not store user credentials directly.
If you are an end-user and wish to request deletion of your data, please contact your organization’s administrator. Organizations may also submit data deletion requests or revoke access through administrative dashboards or by contacting Cyclotron support at privacy@cyclotron.com.
Information You Provide Through Support and Communication Channels
When you contact our support team—whether as a system admin, end-user, or billing contact—we collect:
Your name and contact details
Nature of the issue and service being used
Any attachments (e.g., screenshots, logs, diagnostic files)
Communications you exchange with our team
We use this information to troubleshoot issues, improve support delivery, and enhance product performance.
Payment and Billing Information
For paid services, we may collect:
Billing contact name, email, and company name
Billing address
Payment method (processed securely by third-party payment processors; Cyclotron does not store payment card details)
Billing data is used to manage subscriptions, issue invoices, and process payments securely.
Information Collected Automatically from Product Usage
Our systems automatically collect limited usage and telemetry data when you interact with our services:
Features accessed within TeamsHub, Cyclotron Beam, or Kapton
Clicks, interactions, and usage patterns
Group-level collaboration metrics
System events and API response data
This data helps us optimize performance, monitor adoption, and offer personalized guidance to improve productivity and compliance.
Device and Technical Information
We collect information about the devices used to access our services, including:
Device type, operating system, and browser
IP address (used for regional access control and analytics)
Connection type (e.g., VPN, enterprise network)
Crash reports, error logs, and session diagnostics
This data ensures compatibility, security, and reliability across environments.
Cookies and Similar Technologies
Our website and web applications use cookies, web beacons, and similar technologies to:
Maintain user sessions
Remember preferences
Measure website traffic and engagement
Support integrations across platforms and devices
For more information on how cookies work and how you can manage them, see our Cookie Policy.
How We Use Your Information
We use the data collected for the following purposes:
The way we use the information we collect from you depends on:
Which of our services you use
How you use those services
Any preferences you’ve shared with us.
In other words, we use your information based on the specific services you use and how you choose to use them.
To Provide and Personalize Our Services, we use the information you provide to deliver and personalize the products you access, including TeamsHub, Cyclotron Beam, and Kapton. For example, we use your account details, roles, and organizational data (integrated from Microsoft) to ensure you have the correct access permissions and security settings. This allows us to authenticate your account, personalize your dashboard, and present relevant content based on your team’s workflows and usage patterns. By understanding how you interact with our services, we can offer tailored experiences that increase efficiency and productivity within your organization.
Additionally, we combine data from your interactions with our services to provide you with insights into how your team collaborates and uses different features. This can include recommending helpful resources, showing frequently used tools, or providing product updates that are most relevant to your role.
For Research and Improving Our Services, your information helps us continuously improve our services. We analyze usage data, such as which features are accessed most frequently, how teams collaborate, and any errors or crashes that occur while using our products. This data provides valuable insights into areas where we can optimize product performance and enhance user experience:
Fix problems and troubleshoot issues.
Identify trends in usage and activity patterns.
Find areas where we can integrate our services better.
Improve our existing services.
Develop new products, features, and technologies that benefit our users and the public.
We also use this data to inform the development of new features and capabilities. By studying how our users engage with our products, we can prioritize improvements and innovations that best meet the needs of our diverse customer base. In some cases, we may run beta tests or product trials with select users, allowing us to refine features before rolling them out to the broader user base.
Communicating with You About Our Services, we use your contact information to send you various communications related to the services you’re using from us. This includes:
Confirming any purchases you’ve made
Reminding you when a subscription is going to expire
Responding to any comments, questions, or requests you send us
Providing customer support when needed
Sending technical notices, updates, security alerts, and administrative messages
In addition, we send support-related messages to assist you with troubleshooting, answer your queries, and provide solutions if you encounter any issues with our services. For users with paid subscriptions, we may also send billing-related notifications, such as payment confirmations, renewal reminders, and invoices.
While some of these communications are necessary for the operation of our services and cannot be opted out of, we provide options to control marketing communications. For example, if you no longer wish to receive promotional emails, we offer an opt-out option in the communication itself or within your account settings.
Marketing Our Services and Increasing Engagement, we use your contact information and details about how you use our services to send you promotional messages that may be relevant to your interests. These promotional communications can come through:
Email
Ads on other companies’ websites, apps, and platforms like LinkedIn and Google
The goal of these messages is to make you more engaged and aware of the full range of services we offer. The promotional content can include:
News about new features we’ve added
Requests for you to take a survey
Newsletters with updates and tips
Invitations to upcoming events we think you may find interesting
You can control whether you receive certain types of promotional communications from us. The “How to access and control your information” section of our Privacy Policy explains how to opt-out of these optional marketing messages.
For Customer Support, we use your information to help resolve any technical issues you face when using our services. This includes responding to requests for assistance from you and analyzing reports of crashes or other problems. Doing this allows us to repair problems and continuously improve our services.
For Safety and Security, we use information about you and your use of our services to verify accounts and activities. This helps us prevent, detect, and respond to potential or actual security incidents. We also use this information to monitor for and protect against any malicious, deceptive, fraudulent, or illegal actions, including violations of the terms you agreed to when using our services.
To Protect Our Legal Rights and Interests in certain cases required by law, or where we believe it’s necessary to protect our legal rights, our business interests, or the interests of others, we may use information about you for purposes such as:
Responding to legal claims against us
Ensuring we comply with regulations and official inquiries
Performing audit functions
Disclosing information during a business acquisition, merger, or sale
With Your Consent, we will use information about you for specific purposes not listed above, but only if you give us your clear consent to do so. For example, if you allow us, we may publish testimonials or featured stories highlighting you as a customer to promote our services.
Legal Basis for Processing (For UK/EEA/Swiss Users):
If you are located in the United Kingdom (UK), European Economic Area (EEA), or Switzerland, we only collect and process information about you when we have a legal basis for doing so under the applicable data protection laws in these regions. The specific legal basis depends on which of our services you use and how you use them.
We collect and use your information only in the following situations:
We need it to provide you the services, including operating the services, offering customer support, providing personalized features, and ensuring safety and security.
It satisfies our legitimate business interests (as long as this doesn’t override your data protection rights and interests), such as for research and development, marketing our services, and protecting our legal rights.
You give us your consent to use your information for a specific purpose.
We need to process your data to comply with a legal obligation.
If you have given consent for us to use your information for a specific purpose, you can change your mind at any time. However, this won’t affect any processing that has already occurred.
If we are using your information due to our legitimate business interests, or those of a third party like your employer, you have the right to object to this use. But in some cases, this may limit your ability to use our services.
When we process personal information on behalf of one of our customers, that customer is responsible for establishing the legal basis for the processing.
How We Share Information We Collect
We may disclose personal data to third parties in the following circumstances:
We work with trusted third-party service providers to support the delivery, maintenance, and improvement of our services. These providers assist with application hosting, cloud infrastructure, customer support, analytics, marketing tools, and software development services. These third parties may have access to or process personal data about you as part of providing their services. We restrict such access to only the information reasonably necessary for them to perform their functions and require them to uphold strict confidentiality obligations, data protection commitments, and compliance with applicable data privacy laws and regulations.
In some cases, we collaborate with advertising and analytics partners to deliver tailored communications and measure performance of campaigns related to our products and services. These partners may use cookies or similar technologies to deliver personalized messaging based on your interactions with our website or communications. If you prefer not to receive personalized communications, you may opt out through the appropriate mechanisms provided by those partners or contact us directly.
We may disclose personal data about you if required to do so by applicable laws or regulations, including in response to valid legal processes such as subpoenas, court orders, or law enforcement requests. We may also disclose your information if we believe in good faith that such action is necessary to comply with legal obligations or to protect the rights, safety, and security of Cyclotron Inc., our users, or the public.
We reserve the right to disclose personal data, when necessary, to:
take precautions against legal liability;
investigate and respond to claims, disputes, or allegations involving our services or users;
protect against fraud, abuse, or other harmful or illegal activities;
enforce our agreements and policies;
maintain the integrity and security of our systems and infrastructure;
or protect the rights, property, and safety of Cyclotron, its employees, users, or the public.
In the event of a business transition—such as a merger, acquisition, reorganization, financing, or sale of company assets—personal data may be transferred to a successor or affiliated entity as part of that transaction. In such cases, any acquiring party will be required to continue to handle your personal data in accordance with this Privacy Policy or an equivalent policy that offers comparable levels of protection.
If you choose to share content in a publicly accessible area of one of our services (e.g., TeamsHub’s social or collaborative features), such content—including any personal data you voluntarily submit—may be visible to other users in your organization or, where applicable, to external users depending on your access settings and permissions.
We will never disclose your personal data without your prior written, informed, and explicit consent, except as outlined above or otherwise required by law.
How we store and secure the information we collect
How long we keep your information
We retain personal data for as long as it is necessary to provide our services, to you or your organization, and to fulfill the purposes outlined in this Privacy Policy. Specifically, we retain your information:
While you maintain an active account or business relationship with us,
For a reasonable period thereafter to meet legal, contractual, and operational obligations, and
For up to 90 days post-engagement to support audits, legal defense, dispute resolution, and business continuity.
If you have provided explicit consent for us to use your personal data for marketing communications or other specific purposes, we will retain that data until you withdraw your consent or opt out. We also retain anonymized or aggregated data—devoid of personally identifiable information—beyond this period for analytics, product improvement, and business development purposes.
Data Security & Protection
Cyclotron Inc. takes the security and privacy of your information seriously. We implement a robust suite of technical and organizational measures to protect personal data from unauthorized access, loss, misuse, or alteration. Our security framework aligns with international best practices and regulatory expectations, particularly in enterprise and cloud-native environments.
Our security measures include:
Encryption of data in transit using HTTPS/TLS
Encryption of data at rest within trusted cloud infrastructure
Role-based access controls to ensure only authorized personnel can access sensitive data
Multi-factor authentication (MFA) for internal systems and administrative access
Endpoint protection and anti-malware solutions
Firewall and network-level protections
Regular security assessments and vulnerability management procedures
Despite these protections, no method of electronic transmission or storage is completely secure. While we work diligently to protect your personal data, we cannot guarantee absolute security. By using our Services, you acknowledge and accept these inherent risks.
In the event of a data breach affecting your personal data, we will notify you in accordance with applicable laws and regulatory obligations. If you believe that your personal data has been compromised or misused, please contact us immediately at privacy@cyclotron.com.
How to access and control your information
At Cyclotron Inc., we believe in transparency and empowering our users with control over their personal data. You have a range of rights related to how your information is accessed, used, and maintained.
Your Rights and Choices
You have the right to access the personal data that Cyclotron processes about you. Upon request, we will provide information regarding:
The personal data we hold about you;
The purposes for which your data is being processed;
The types or categories of data involved;
Any third parties with whom the data has been shared or disclosed;
The intended retention period for your data;
The source of your data if it wasn’t collected directly from you.
If you believe any personal data we hold is incomplete or inaccurate, you have the right to request correction or completion. We will address such requests promptly unless we are legally or operationally required to retain the data as-is, in which case you will be informed.
You may choose not to share certain personal data with us. Please note that declining to provide certain information may affect your ability to use specific features of our services. To access or modify personal data, contact us at privacy@cyclotron.com. While we strive to reflect updates in our systems promptly, some data may be retained for a reasonable time to fulfill legal, security, or backup purposes.
Communications Preferences
If you receive marketing communications from us, you can opt out at any time by following the unsubscribe instructions included in those emails. During this time, you may still receive certain communications. Note that opting out of marketing communications does not affect service-related or administrative messages necessary for your use of our platforms.
Location Information
You can disable precise location sharing at any time via your device or browser settings.
Your Data Protection Rights
Depending on your location and applicable data protection laws, you may have the following rights:
GDPR Rights (for users in the European Economic Area and United Kingdom):
Right to access – Request copies of your personal data.
Right to rectification – Request correction of inaccurate or incomplete data.
Right to erasure – Request deletion of your data under certain conditions.
Right to restrict processing – Request limits on how your data is used.
Right to object – Object to processing based on our legitimate interests.
Right to data portability – Request a copy of your data in a structured, machine-readable format or transfer it to another provider.
Right to lodge a complaint – File a complaint with your local data protection authority if you believe your rights have been violated.
CCPA Rights (for California residents):
Under the California Consumer Privacy Act (CCPA), you have the right to:
Request disclosure of the categories and specific personal data collected about you.
Request deletion of your personal data.
Request that we not “sell” your personal data (Cyclotron does not sell personal data in exchange for monetary value, but we honor this right under the CCPA where applicable).
If you make a request under either GDPR or CCPA, we will respond within one month (or as required by law). You may exercise your rights by contacting us at privacy@cyclotron.com.
Limitations to Your Data Rights
While we respect and uphold your rights to access, correct, delete, or restrict the use of your personal data, we may be unable to fulfill certain Data Subject Requests under applicable privacy laws where:
The request is manifestly unfounded, excessive, or repetitive;
Fulfilling the request would adversely affect the rights or freedoms of others, including trade secrets or the privacy of another individual;
We are required to retain data to comply with legal obligations, such as regulatory requirements, tax laws, or for the establishment, exercise, or defense of legal claims;
The data is being used solely for internal purposes (e.g., security, debugging, analytics) in a way that is reasonably aligned with your expectations;
The data cannot be verified to reasonably confirm your identity or authority to make the request;
The request relates to data collected and maintained solely for journalistic, academic, or research purposes, as permitted under applicable laws;
The information is subject to legal privilege or part of a formal legal investigation or dispute resolution process.
These limitations may arise under various laws such as the EU General Data Protection Regulation (GDPR), UK GDPR, the Canadian Personal Information Protection and Electronic Documents Act (PIPEDA), Brazil’s Lei Geral de Proteção de Dados (LGPD), and the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA).
If you believe your request has been unfairly denied, you may contact us at privacy@cyclotron.com or escalate your concern to the relevant data protection authority in your jurisdiction.
How we transfer information we collected Internationally
We collect and process personal information from users and customers around the world. In order to provide our services, we may need to transfer, process, and store your information outside of your country of residence. This includes transfers to countries where Cyclotron Inc., its affiliates, or third-party service providers operate.
International Data Transfers Within Cyclotron
To support global operations, Cyclotron may transfer your information between its offices and data centers located in different countries. These transfers are conducted for the purposes described in this Privacy Policy, including product functionality, customer support, analytics, compliance, and business operations.
Our primary hosting and processing infrastructure is located in the United States, with some support services operated out of other regions, including India, the European Economic Area (EEA), and Canada. Some of the countries we transfer data to may not have data protection laws that are as strong or comprehensive as those in your country. Nevertheless, we ensure that such transfers comply with applicable privacy laws and are safeguarded appropriately.
Transfers to International Third Parties
Cyclotron also shares personal data with third-party service providers based in other countries, including those that may not offer the same level of data protection. These third parties perform services such as cloud hosting, analytics, identity verification, marketing automation, and customer support.
When transferring data of individuals located in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, we use Standard Contractual Clauses (SCCs) approved by the European Commission, or rely on other legal mechanisms recognized by relevant data protection authorities to ensure a valid legal basis for the transfer and adequate safeguards.
If you are located in one of these jurisdictions and wish to know more about the specific safeguards in place for international data transfers, please contact us using the details at the end of this Privacy Policy.
Our Policy Toward Children
Protecting the privacy of children is especially important to us. Cyclotron Inc. does not knowingly collect or solicit personal information from anyone under the age of 18. Our services are not directed to or intended for use by individuals under 18 years of age.
We encourage parents and legal guardians to take an active role in monitoring their children’s online activity and to guide them in using the internet safely and responsibly.
If you are a parent or guardian and believe that your child has provided us with personal information without your consent, please contact us immediately at the address provided in this Privacy Policy. We will take all reasonable steps to promptly remove such information from our records.
Contact Us About Privacy
If you have any questions, concerns, or requests related to this Privacy Policy or our data processing practices, you may contact us through the details below:
privacy@cyclotron.com
We aim to respond to privacy-related inquiries within a reasonable timeframe and in accordance with applicable data protection laws.
If you are located in a jurisdiction that grants you specific rights—such as the European Economic Area (EEA), the United Kingdom, Canada, Brazil, or California—you also have the right to lodge a complaint with your local data protection authority if you believe your data has been processed unlawfully.