Privacy Notice

1. Who is responsible

This notice applies to DendroSeal, Inc., a Delaware corporation based in Tracy, California, United States. Privacy questions and rights requests may be sent to contact@dendroseal.com.

2. Our confidentiality model

DendroSeal's operating model borrows confidentiality practices familiar from trusted professional relationships: confidentiality by default, purpose limitation, minimum-necessary use, need-to-know access, record integrity and separate authorization for publicity. DendroSeal is not providing healthcare through this channel, and this notice does not create HIPAA rights, physician-patient privilege, an engineering-client engagement or an engineer-client evidentiary privilege.

The Field Case Confidentiality & Engineering Use Agreement creates the contractual confidentiality and restricted-use duties that apply to Customer Source Materials, Field Case Records and Case-Derived Engineering Knowledge. A separately signed MSA, NDA or project agreement may add or replace terms for an accepted project.

3. Information we collect

• Contact and professional information: name, organization, role, business email, required telephone number, country or region and time zone. The telephone number supports manual organization, role and authority checks before DendroSeal allocates engineering resources.
• Field and commercial information: asset, component, materials, dimensions, medium, operating conditions, constraints, requested outcome and known, inferred or unknown conditions.
• Submitted content: photographs, video, audio, drawings, reports, measurements, captions and file metadata. A file may incidentally include faces, voices, location or Customer identifiers.
• Consent and case records: electronic signature, agreement version, DendroSeal Case Number, communications and review status.
• Security and device information: basic request, browser, device, network and security information generated when the service is used.

We do not intentionally request government identifiers, payment-card data, protected health information, biometric templates, precise personal location or information about children. Do not include classified information, weapons data, export-controlled technical data, controlled aircraft-maintenance or defense-program data, nuclear safeguards information, or highly sensitive facility-security details in a Field Case submission. Nuclear and defense Field Cases, controlled aircraft-maintenance or defense-program matters, and any case requiring those prohibited categories must use a separately approved secure channel arranged with DendroSeal before technical details are sent.

4. Why we collect and use it

We collect information because the Submitter is asking for a Field Case review. Identifiable information is used to issue a Case Number; receive, secure, administer, review and respond to the case; identify missing evidence; consult authorized experts; and maintain necessary provenance, consent, safety, quality, security, audit and legal records.

Before collecting the full Field Case submission, DendroSeal sends a short-lived one-time code to the submitted business email address. The code verifies control of that email address only; it does not verify identity, employment, organization, role, telephone or authority. DendroSeal may manually verify the organization, email domain, role, telephone and authority before allocating engineering resources. Unconsumed verification requests are retained for up to seven days; a consumed verification becomes part of the confidential Field Case record.

DendroSeal may also create a minimized and appropriately de-identified Internal Learning Record for protected internal case comparison, expert-feedback learning, validation and improvement of its engineering methods and systems. Information not reasonably necessary for those purposes will not be included. Temporary access to identifiable source material remains case-specific and need-to-know.

DendroSeal does not collect Field Case materials through this channel for advertising, lead generation, sale of data or creation of public case studies.

5. Purpose limitation and minimum necessary access

Collection, use, access, copying and disclosure are limited to what is reasonably necessary and proportionate for a disclosed purpose. Access is assigned by role and case need. Identifying details should be removed or segregated when they are not needed for the task. A new, incompatible purpose requires a new legal basis and, where appropriate, fresh and meaningful consent.

6. Who may receive information

Confidential Field Case Information may be accessed only by DendroSeal personnel, authorized experts, advisers and service providers who need it for a stated purpose and are subject to appropriate confidentiality or restricted-use obligations. DendroSeal does not authorize them to use it for independent advertising or to train or improve an independent third party's general-purpose model or product.

A prospective or completed corporate successor may receive only the minimum information reasonably necessary under confidentiality and must assume substantially equivalent duties for transferred Field Case information. Information may also be disclosed when required by law, court order, legal process or regulatory authority, or when reasonably necessary to prevent a serious and imminent threat to health, safety, property or the environment. DendroSeal will limit such disclosure to the minimum necessary and provide prior notice where legally permitted and reasonably practicable.

7. No sale, behavioral advertising or public case permission

DendroSeal does not sell personal information or Field Case information and does not share personal information for cross-context behavioral advertising. Field Case intake does not request or grant publication permission.

Any later website, marketing, sales, fundraising, investor, publication, patent, public demonstration or external training use requires a separate, case-specific written release covering the selected materials and intended use. Customer may decline without affecting the Field Case review. Even an authorized public derivative must be a separate edited and reviewed copy; Original Evidence remains confidential and unchanged.

8. Customer Source Materials and Derived Knowledge

Customer or the applicable original owner retains ownership of Customer Source Materials. DendroSeal owns only the generalized, aggregated or appropriately de-identified Case-Derived Engineering Knowledge and improvements it creates through its own analysis, to the extent permitted by law.

Case-Derived Engineering Knowledge does not include Customer Source Materials, Customer trade secrets, Customer-specific analysis records or information that identifies or could reasonably reconstruct the Customer, facility, confidential process or specific case. Derived Knowledge is not an exception to DendroSeal's confidentiality obligations.

9. Original Evidence integrity

While retained, Original Evidence is preserved in its submitted form with available integrity and provenance records. DendroSeal does not overwrite, crop, annotate, redact, enhance or transcode Original Evidence. Any conversion, annotation, excerpt, redaction, translation or other transformation is stored as a separate Working Copy linked to the Original Evidence. This does not prevent lawful deletion under the retention schedule or security quarantine of malicious, unlawful or corrupted material.

10. Retention and account closure

DendroSeal will maintain a written retention schedule by record class and retain identifiable records only as long as reasonably necessary for the disclosed case, safety, quality, evidence-integrity, legal, contractual, security or intellectual-property purpose. Retention is subject to periodic review, legal holds and limited backup cycles. When identifying information is no longer reasonably needed, it should be deleted, aggregated or appropriately de-identified.

Account closure ends platform access but does not, by itself, delete a Field Case. Account closure, deletion of eligible personal information, deletion of a Field Case Record and reversal of generalized engineering learning are separate matters. Case-Derived Engineering Knowledge already generalized or incorporated into DendroSeal systems need not be reversed or “unlearned,” provided it does not identify Customer or reproduce protected source content.

11. Security and incident response

DendroSeal uses reasonable administrative, technical and organizational safeguards appropriate to the sensitivity of the information, including role-based access, protected storage and activity records. We maintain a process to assess suspected unauthorized access or disclosure, take reasonable containment and corrective measures and provide notice where required by applicable law or a controlling agreement. No storage or transmission system can be guaranteed completely secure.

12. Privacy choices and requests

Depending on location and applicable law, a person may request access to, correction of or deletion of personal information; ask how it is used or disclosed; or withdraw consent for an optional use. We may verify identity, authority and the relevant organization before acting. Lawful safety, recordkeeping, legal, contractual, security and intellectual-property restrictions may apply.

Send requests to contact@dendroseal.com. DendroSeal is based in Tracy, California, United States. Include the DendroSeal Case Number when available. We will explain a material denial or limitation where required.

13. California, Canada and other locations

The categories collected at Field Case intake are professional and contact identifiers, technical and commercial information, uploaded visual, audio or document content, electronic signature and consent records, and basic device or security information. They are collected for the purposes stated above. DendroSeal does not discriminate against a person for exercising an applicable privacy right.

Where Canadian or other privacy law applies, DendroSeal will seek meaningful consent appropriate to the sensitivity and purpose of the information, limit collection and secondary use, and apply safeguards appropriate to sensitivity. Field Case review is not conditioned on agreeing to publicity.

14. Children

The website and submission channel are intended for professionals at least 18 years old and are not directed to children.

15. Changes

This Version 1.4 becomes effective when public Field Case intake is enabled with this notice displayed at collection. Material changes will be posted before they apply to new submissions where required. A new notice does not retroactively create a publication right.