Privacy Notice — Self-Hosted

Overview

5000fish, Inc. ("we", "us", "our") publishes DashboardFox, a self-hosted business intelligence platform. This Privacy Notice explains what personal data we collect from people who download, evaluate, purchase, or seek support for the DashboardFox self-hosted software — and what rights you have over that data.

This notice applies to our marketing website (dashboardfox.com), the trial download process, the customer account portal, and support and billing interactions related to DashboardFox self-hosted licenses.

This notice does not apply to the DashboardFox cloud-hosted service (my.dashboardfox.app), which is covered by a separate Privacy Policy. It also does not apply to Yurbi (yurbi.com), which has its own policies.

What this covers

This notice covers personal data collected from:

• People who download or register for a trial of DashboardFox self-hosted
• Customers who purchase a DashboardFox self-hosted license
• Individuals who contact us for sales, support, or professional services inquiries
• Registered license holders and their designated support contacts

What we do not collect

Specifically, we do not collect:

• Any data from databases or data sources you connect to DashboardFox
• Report content, dashboard data, or query results
• The identities, names, or email addresses of your internal users or end users
• Any personally identifiable information from within your DashboardFox installation

The license synchronization process (described below) transmits only license parameters and anonymous aggregate usage statistics — never Customer Data of any kind.

What we collect

Trial registration

When you download a trial of DashboardFox, we collect:

• Full name and work email address
• Company name (optional)
• Operating system selection
• Submission timestamp and page URL

This information is used to deliver your download link and to follow up with you about your evaluation.

Purchase and license registration

When you purchase a license, we collect:

• Full name and email address (primary account identifier)
• Company name and billing address
• Transaction records (amount, currency, date, license tier, payment status) — retained for 7 years for tax and accounting purposes

We never store full payment card numbers. Card data is tokenized and managed by our PCI-compliant payment processors. We hold only a payment token reference.

License sync telemetry

When the Software operates in online mode (the default), it periodically connects to our license management service. This connection transmits:

• Your License Code and associated license parameters (tier, expiry dates, feature entitlements)
• The Software version installed on your server
• Anonymous, aggregate usage statistics — feature usage counts and performance metrics that cannot be linked to any individual user

No Customer Data, user identities, report content, or personally identifiable information from within your installation is ever transmitted. If you operate in air-gapped or offline mode, no telemetry is transmitted at all.

Support interactions

When you contact us for support, we collect:

• Your name, email address, and license details
• The content of your support request and any attachments you choose to provide
• Records of communications between you and our support team

Do not include sensitive personal data or confidential business data in support requests unless it is strictly necessary. If you share screenshots or diagnostic information, review them first to ensure they do not contain data you did not intend to share.

Marketing and communications

If you have registered for a trial or purchased a license, we may send you product updates, release announcements, and relevant communications about DashboardFox. We may also send marketing emails to trial registrants. You can opt out of marketing emails at any time using the unsubscribe link in any email we send, or by contacting us at team@dashboardfox.com. Transactional communications (such as license delivery, renewal notices, and support responses) are not affected by marketing opt-out.

Website usage data

Our marketing website uses analytics to understand how visitors find and navigate our site. Analytics data is collected only with your consent and is anonymized. See our Cookie Policy for details.

How we use your data

• License delivery and management — to issue your License Code, manage renewals and reinstatements, and administer your account
• Support — to respond to support requests and provide technical assistance
• Billing and accounting — to process payments, issue invoices, and maintain financial records as required by law
• Product communications — to notify you of software updates, security advisories, EOL notices, and changes to this Agreement or this notice
• Marketing — to send product news and updates to trial registrants and customers who have not opted out
• Product improvement — to use anonymous, aggregate telemetry data to understand how the Software is used and prioritize development
• Legal compliance — to meet our obligations under applicable law and to enforce our agreements

We do not sell your personal data. We do not share it with third parties for their own marketing purposes. We do not use it to train AI or machine learning models.

Legal basis for processing (GDPR)

For customers and trial registrants in the European Economic Area, United Kingdom, or Switzerland, we process personal data on the following legal bases:

• Contract performance — processing necessary to deliver your license, manage your account, process payment, and provide support (Article 6(1)(b) GDPR)
• Legitimate interests — license sync telemetry, product improvement, fraud prevention, and sending product update communications to existing customers where our interest in keeping you informed does not override your privacy interests (Article 6(1)(f) GDPR)
• Legal obligation — retaining billing and tax records as required by applicable law (Article 6(1)(c) GDPR)
• Consent — marketing emails to trial registrants and website analytics cookies where consent is required (Article 6(1)(a) GDPR). You may withdraw consent at any time without affecting the lawfulness of processing before withdrawal.

Data sharing

We share personal data only with the following categories of third parties, and only to the extent necessary:

• Payment processors — Stripe, Authorize.net, and Chargebee process payment card data. They receive billing name, address, and payment details necessary to process transactions.
• Email delivery — we use third-party email services to deliver license codes, transactional notifications, and support responses.
• CRM and workflow automation — trial registration data and contact information is processed through our internal CRM and workflow tools for follow-up and account management.
• Analytics — anonymized website usage data is processed by our analytics provider. No personal data is shared in identifiable form.
• Legal and compliance — we may disclose personal data where required by law, regulation, court order, or to protect the rights and safety of 5000fish or others.

All third-party processors we use are bound by data processing agreements and are required to process personal data only on our instructions and in accordance with applicable law.

Retention

When a retention period expires, we delete or anonymize the relevant data. Billing records retained for legal compliance purposes are held in a restricted system, accessed only as required, and are not used for any other purpose.

Your rights

Rights under GDPR (EU, UK, Switzerland)

If you are located in the EEA, UK, or Switzerland, you have the following rights over your personal data:

• Access — request a copy of the personal data we hold about you
• Rectification — request correction of inaccurate or incomplete data
• Erasure — request deletion of your data, subject to legal retention requirements
• Restriction — request that we limit processing of your data in certain circumstances
• Portability — receive your data in a machine-readable format where technically feasible
• Objection — object to processing based on legitimate interests, including direct marketing
• Withdraw consent — where processing is based on consent, withdraw it at any time

To exercise any of these rights, contact us at team@dashboardfox.com. We will respond within 30 days. We may ask you to verify your identity before fulfilling a request.

You also have the right to lodge a complaint with your national data protection supervisory authority. For EU residents, find your local authority at edpb.europa.eu. For UK residents, the relevant authority is the Information Commissioner's Office (ICO). For Swiss residents, the relevant authority is the Federal Data Protection and Information Commissioner (FDPIC).

Rights under US state privacy laws (CCPA/CPRA and similar)

If you are a California resident or a resident of another US state with applicable privacy legislation, you have the following rights:

• Know — request disclosure of what personal information we collect, use, and disclose
• Delete — request deletion of personal information we hold, subject to legal retention requirements
• Correct — request correction of inaccurate personal information
• Opt out of sale or sharing — we do not sell or share personal information for cross-context behavioral advertising. This right does not apply, but we state it for transparency.
• Non-discrimination — we will not discriminate against you for exercising any of these rights

To submit a request, email team@dashboardfox.com. We will respond within 45 days, with a possible 45-day extension for complex requests.

International data transfers

5000fish is based in the United States. Personal data collected from you may be processed in the United States and in other countries where our service providers operate.

For personal data transferred from the EEA, UK, or Switzerland to the United States or other countries without an adequacy decision, we rely on Standard Contractual Clauses (SCCs) or other appropriate transfer mechanisms as required by applicable law. Our payment processors (Stripe, Authorize.net, Chargebee) operate under their own transfer mechanisms and privacy programs. Details are available on request.

Security

We implement reasonable technical and organizational measures to protect the personal data we hold, including access controls, encryption of data in transit, and restrictions on who within 5000fish can access account and billing data.

If you discover a potential security vulnerability in our systems or website, please report it through our Vulnerability Disclosure Policy.

Note that security of your Customer Data — the data within your DashboardFox installation — is entirely your responsibility. 5000fish has no access to it and cannot assist with its recovery or protection.

Children

DashboardFox is a business software product intended for use by individuals aged 18 or older acting in a professional capacity. We do not knowingly collect personal data from anyone under the age of 18. If you believe a minor has registered, contact us at team@dashboardfox.com and we will delete the data promptly.

Changes to this notice

We may update this notice from time to time. For material changes — changes that affect how we use your data or reduce your rights — we will notify registered license holders by email at least 30 days before the changes take effect. Minor clarifications may be made without advance notice.

The "Last updated" date at the top of this page reflects the most recent revision. Continued use of the Software or our website after changes take effect constitutes acceptance of the updated notice.

Contact

5000fish, Inc. is the data controller for personal data processed under this notice. Privacy inquiries, data subject requests, and rights requests should be directed to:

• Email: team@dashboardfox.com
• Company: 5000fish, Inc.
• Mail: 5000fish, Inc., 2201 Cooperative Way Drive, STE 600, Herndon, VA 20171, United States

We aim to respond to all privacy inquiries within 5 business days, and to formal data subject requests within the statutory timeframes described above.