Ten Letters Privacy Notice

Version 1.0
Effective date: September 2, 2026

This Privacy Notice explains how Ten Letters, Inc. ("Ten Letters," "we," or "us") handles personal information in connection with websites that link to this Notice (the "Sites"), our business relationships, and the SchemaTMS service.

SchemaTMS is offered to business customers. Ten Letters is located at 6780 Rochester Road, Suite C, Troy, Michigan 48085.

1. Our Role for SchemaTMS Customer Data

Organizations use SchemaTMS to manage workforce and training information. For personal information that a customer submits to its SchemaTMS account ("Customer Data"), the customer determines why and how the information is used. Ten Letters processes that information on the customer's behalf to provide, maintain, secure, and support the service and to follow the customer's documented instructions.

If your employer or another organization uses SchemaTMS and you have a question or request concerning your records, contact that organization first. Ten Letters may refer a request concerning Customer Data to the applicable customer and assist the customer as reasonably necessary.

Ten Letters does not use Customer Data for advertising and does not sell Customer Data.

2. Information We Handle

Depending on how you interact with us, we may handle:

Business contact and account information, such as name, work email address, telephone number, employer, job title, mailing address, account name, and administrator information.
Order and billing information, such as purchased services, invoice information, billing contact details, payment status, and related transaction records. A payment provider may collect payment-card or banking information directly when electronic payment is used.
Communications, including inquiries, quote requests, support messages, feedback, and other correspondence.
Customer Data, which may include employee or contractor identifiers, employment-related information, training and qualification records, completion records, signatures, and documents selected by the customer.
Technical and usage information, such as IP address, browser and device information, timestamps, requested pages, security events, and application or server logs.
Cookie and site information. The Sites and their service providers may use cookies or similar technologies for operation, security, preferences, and basic site analytics. Browser settings can be used to block or delete cookies, although doing so may affect Site functions.

We receive information directly from you, from the customer organization with which you are associated, automatically from devices and systems, and from providers that support our business transactions and services.

3. How We Use Information

Ten Letters uses personal information as reasonably necessary to:

operate, maintain, secure, troubleshoot, and improve the Sites and SchemaTMS;
create and administer business and user accounts;
provide requested services and customer support;
prepare quotes, process Orders, invoice customers, and maintain transaction records;
communicate about accounts, renewals, security, product operation, and service changes;
respond to inquiries and, where permitted, send marketing communications;
detect and prevent fraud, misuse, security threats, and technical problems;
comply with law and protect legal rights; and
carry out another purpose disclosed when information is collected or authorized by the relevant person or customer.

Marketing messages include an unsubscribe method. Opting out of marketing does not prevent necessary account, billing, security, or operational communications.

4. How We Disclose Information

Ten Letters may disclose personal information:

to service providers supporting production hosting, encrypted backups, payments, business communications, website operation, security, or professional services, subject to appropriate restrictions;
to the customer organization responsible for the relevant account or Customer Data;
to accountants, attorneys, insurers, and other professional advisors under appropriate duties of confidentiality;
when reasonably necessary to comply with law, legal process, or governmental requests; protect rights, safety, and security; or investigate fraud or misuse;
in connection with a proposed or completed merger, financing, acquisition, reorganization, bankruptcy, or sale of business assets, subject to appropriate confidentiality protections; or
with consent or at the direction of the relevant person or customer.

Ten Letters does not sell personal information for money and does not share personal information for cross-context behavioral advertising.

5. Retention

Ten Letters retains information for as long as reasonably necessary for the purposes described above, including to provide services, maintain business and transaction records, meet legal obligations, resolve disputes, enforce agreements, and protect the security and continuity of the service.

Customer Data is generally retained while the customer's subscription is active and then deleted in the ordinary course, subject to reasonable transition needs, routine backup cycles, legal requirements, and information needed to establish or defend legal rights. Encrypted backup copies are isolated from ordinary use and are overwritten or deleted according to the applicable backup cycle.

6. Security

Ten Letters maintains reasonable administrative, physical, and technical safeguards designed to protect personal information against unauthorized access, use, alteration, and disclosure. Those measures include the use of dedicated production infrastructure and encrypted backups. No method of transmission or storage is completely secure, and absolute security cannot be guaranteed.

7. Choices and Privacy Requests

You may unsubscribe from marketing using the link in a message or by contacting us. You may also contact us to update business contact or account information.

Depending on applicable law, you may have rights to request access to, correction of, or deletion of certain personal information Ten Letters controls. Ten Letters may need to verify your identity and may deny or limit a request where permitted by law. Requests concerning Customer Data should be directed to the customer organization that controls the relevant SchemaTMS account.

Submit a privacy request to support@tenletters.io or by mail using the address below. The Sites do not respond to Do Not Track browser signals.

8. Where Information Is Processed

Ten Letters processes information on production infrastructure located in the United States. If you interact with us or use the Service from outside the United States, information will be transferred to and processed in the United States, where privacy laws may differ from those in your location.

9. Children

The public Sites and SchemaTMS purchasing process are directed to businesses and are not directed to children under 13. Ten Letters does not knowingly collect personal information directly from children under 13 through the public Sites. Customers are responsible for lawfully submitting any workforce records concerning minors to SchemaTMS.

10. Third-Party Sites

The Sites may link to websites or services Ten Letters does not control. Their privacy practices are governed by their own notices and are not covered by this Privacy Notice.

11. Changes to This Notice

Ten Letters may update this Notice by posting a revised version with a new effective date. If a change materially affects how previously collected personal information is used, Ten Letters will provide additional notice where required by law. Prior versions will be retained.

12. Contact

Ten Letters, Inc.
6780 Rochester Road, Suite C
Troy, Michigan 48085
support@tenletters.io