Privacy Policy

Introduction

This Privacy Policy ("Policy") describes how PetroBench LLC ("PetroBench," "we," "us," or "our") collects, uses, discloses, and protects information in connection with your access to and use of our cloud-based petroleum engineering platform, websites, documentation, and all related services (collectively, the "Services"). By accessing or using the Services, you acknowledge that you have read, understood, and agree to the collection, use, and disclosure of your information as described in this Policy. If you do not agree with the practices described herein, you must discontinue use of the Services.

1. Information We Collect

We collect information you provide directly to us and information collected automatically when you use the Services.

1.1 Information You Provide Directly

We collect information that you voluntarily provide when you register for an account, use the Services, or communicate with us:

• Account Information: Name, email address, phone number, job title, company name, and account credentials.
• Organization Information: Company name, logo, organizational structure, division and region designations, and administrative settings.
• Well and Engineering Data: Well configurations, casing and tubing specifications, directional surveys, rod string designs, pumping unit selections, fluid properties, simulation parameters, simulation results, and generated reports (collectively, "Customer Data").
• Payment Information: Billing contact name, email address, and company billing address. Payment card information is collected and processed exclusively by our third-party payment processor. PetroBench does not store, process, transmit, or have access to your payment card numbers at any time.
• Communications: Information contained in correspondence when you contact us for support, submit feedback, report issues, or otherwise communicate with us, including any attachments or files you provide.

1.2 Information Collected Automatically

When you access or use the Services, we automatically collect certain technical and usage information:

• Device Information: Device type, operating system, browser type and version, screen resolution, language and locale settings, and time zone.
• Usage Information: Features accessed, pages viewed, actions taken, session duration, frequency of use, and navigation paths within the Services. This data is collected in anonymized form and cannot be linked to specific well data, simulation results, or engineering content.
• Log Data: Internet Protocol (IP) address, access timestamps, referring and exit URLs, HTTP request headers, and system activity logs.
• Cookies and Similar Technologies: We use cookies, local storage, and session storage to maintain authenticated sessions, remember your preferences, and collect anonymized usage analytics. For complete details, see our Cookie Policy.

2. How We Use Your Information

We use the information we collect solely for the following purposes:

• Service Delivery: To provide, operate, maintain, and deliver the features and functionality of the Services, including processing your simulation requests and managing your account.
• Payment Processing: To process subscription payments, send purchase confirmations, generate invoices, and manage billing inquiries.
• Communications: To send service-related notices (including security alerts, maintenance notifications, and account updates), respond to your inquiries, and provide technical support.
• Platform Improvement: To analyze anonymized usage patterns, diagnose and resolve technical issues, monitor platform performance, and prioritize feature development.
• Security: To detect, investigate, prevent, and respond to fraud, unauthorized access, security incidents, and other potentially prohibited or illegal activities.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, and governmental requests.
• Marketing: To send promotional communications about our products, services, and events, subject to your consent and opt-out preferences.

3. How We Share Your Information

We do not sell, rent, or trade your personal information or Customer Data. We may disclose your information only in the following limited circumstances:

• Service Providers: We engage third-party vendors to perform services on our behalf, including cloud infrastructure hosting, payment processing, content delivery and security, email delivery, and anonymized product analytics. These service providers are bound by contractual obligations to maintain the confidentiality and security of your information and are prohibited from using it for any purpose other than providing services to PetroBench.
• Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, dissolution, or other sale or transfer of some or all of PetroBench's assets, your information may be among the assets transferred. We will provide notice of any such transaction and any choices you may have regarding your information.
• Legal Obligations: We may disclose your information when we believe in good faith that disclosure is necessary to: (a) comply with applicable law, regulation, legal process, or governmental request; (b) enforce our Terms of Service or other agreements; (c) protect the rights, property, or safety of PetroBench, our users, or the public; or (d) detect, prevent, or address fraud, security, or technical issues.
• With Your Consent: We may share your information with third parties when you have provided explicit, informed consent for a specific purpose.

4. Data Residency and Storage

All Customer Data is stored and processed exclusively in the United States. At no time is Customer Data - including well data, simulation results, engineering configurations, or account information - transferred to, stored in, or processed in any location outside the United States.

5. Data Retention

We retain your information only for as long as reasonably necessary to fulfill the purposes for which it was collected:

• Active account: Data retained for the duration of the service agreement.
• Account termination: Customer Data deleted within 30 days of termination.
• Customer-requested deletion: Processed within 30 days of verified written request.
• Backups containing deleted data: Purged from backup rotation within 30 days.
• Audit and security logs: Retained for 1 year, then permanently deleted.
• Anonymized usage analytics: Retained for up to 2 years.

Following the applicable retention period, data is permanently deleted or irreversibly anonymized. We may retain certain information for longer periods where required by applicable law or regulation.

6. Data Security

We implement commercially reasonable technical and organizational security measures designed to protect your information against unauthorized access, alteration, disclosure, destruction, or loss. These measures include:

• Encryption of data in transit and at rest
• Role-based access controls with principle of least privilege
• Multi-factor authentication (MFA) support for all accounts
• SAML 2.0-based single sign-on (SSO) for enterprise customers
• Regular security assessments, vulnerability scanning, and monitoring
• Segregation of Customer Data between tenants

While we employ commercially reasonable efforts to protect your information, no method of electronic transmission or storage is completely secure. We cannot and do not guarantee the absolute security of your information. You are responsible for maintaining the confidentiality of your account credentials and for any activity that occurs under your account.

7. Your Rights

You may exercise the following rights with respect to your personal information by contacting us at [email protected]. We will respond to all verified requests within 30 days.

• Access: Request a summary of the personal information we hold about you.
• Export: Request a copy of your data in a structured, commonly used, machine-readable format (CSV or JSON).
• Correction: Request correction of inaccurate, incomplete, or outdated personal information.
• Deletion: Request deletion of your personal information, subject to our retention obligations.

We may require reasonable verification of your identity before processing any request. Certain requests may be subject to limitations where retention is required by law, necessary to protect our legitimate interests, or needed to complete a pending transaction. You may opt out of receiving promotional emails at any time by clicking the "unsubscribe" link in any marketing email or by contacting [email protected]. Opting out of marketing communications will not affect your receipt of transactional or service-related communications.

8. Children's Privacy

The Services are designed for use by professionals in the petroleum engineering industry and are not directed to individuals under the age of 16. We do not knowingly collect, solicit, or maintain personal information from anyone under the age of 16. If we become aware that we have collected personal information from a child under 16, we will promptly delete such information.

9. Third-Party Links and Services

The Services may contain links to websites, applications, or services operated by third parties. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. Your interactions with third-party services are governed solely by the terms and privacy policies of those third parties.

10. Changes to This Policy

We reserve the right to modify this Privacy Policy at any time. If we make material changes to this Policy, we will notify affected users by email at least 30 days before the changes take effect. The effective date at the top of this page will be updated to reflect the date of the most recent revision. Your continued use of the Services following the effective date of any changes constitutes your acceptance of the updated Policy. If you do not agree with the revised Policy, you must discontinue use of the Services.