> For the complete documentation index, see [llms.txt](https://docs.sonoransoftware.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.sonoransoftware.com/policy/policy/privacy-policy.md). # Privacy Policy Sonoran Software Systems' Privacy Policy

Privacy Policy

Last Updated: October 6th, 2026

> *These Terms govern your use of Sonoran Software Systems LLC products and sites — Sonoran CAD (), Sonoran CMS (), Sonoran Radio () — along with any sub‑domains, mobile apps, and related services (collectively, the “Services”).* *** ### 1. Your Agreement With Us By accessing or using any Service you acknowledge that you have read, understood, and agree to be bound by this Agreement. If you do not agree, you may not use the Services. We may modify these terms **at any time** by posting an updated version and changing the “Last Updated” date above. Continued use of the Services after a change becomes effective constitutes acceptance of the revised terms. ### 2. Eligibility The Services are intended for users **13 years of age or older**. If you are under 18, you must have parent or guardian permission to use the Services. ### 3. Account Registration & Security You are responsible for all activity that occurs under your account and for keeping your credentials secure. We may suspend or terminate any account that violates this Agreement or applicable law. ### 4. Fees, Billing & Renewals Certain features require payment. [**All sales are subject to our refund and purchase policy**](/policy/policy/refund-and-purchase-policy.md)**.** You authorize us (and our payment processors) to charge your selected payment method on a recurring basis until cancellation. Prices may change upon 30 days’ notice. ### 5. Intellectual Property We (or our licensors) own all intellectual‑property rights in the Services. We grant you a limited, revocable, non‑transferable license to use the Services solely as intended. **No other rights are granted.** ### 6. Acceptable Use You may **not**: 1. Violate any law or third‑party right; 2. Reverse‑engineer, decompile, or attempt to obtain source code; 3. Interfere with or disrupt the Services or others’ use of them; 4. Use the Services to compete with us or to build a similar product. We reserve the right to remove content, suspend accounts, or take any action we deem necessary to protect the Services or our interests. ### 7. Software License Where we provide downloadable software or an API, it is licensed—not sold—on a limited, revocable, non‑exclusive basis solely to interact with the Services as documented. All other use is prohibited unless expressly permitted in writing. ### 8. Termination We may terminate or suspend your access to any Service at our sole discretion, without notice, for conduct we believe violates this Agreement or is harmful to us, other users, or third parties. ### 9. Disclaimers & Limitation of Liability The Services are provided **“AS IS” and “AS AVAILABLE.”** To the maximum extent permitted by law we disclaim all warranties, express or implied, and our total liability for any claim arising out of or relating to the Services will not exceed the greater of (a) fees you paid us for the Service during the **last 30 days** or (b) **USD $100**. ### 10. Indemnification You will indemnify and hold Sonoran Software Systems LLC and its affiliates harmless from any loss, liability, or claim arising out of your breach of this Agreement or violation of law. ### 11. Governing Law & Dispute Resolution This Agreement is governed by the laws of the **State of Arizona**, USA, without regard to conflict‑of‑law rules. Any dispute will be resolved by **binding arbitration in Yavapai County, Arizona** under the Commercial Arbitration Rules of the American Arbitration Association. **No class actions.** *** ## Privacy Policy ### 1. Information We Collect | Category | Examples | Purpose | | -------------------- | -------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------- | | **Account Data** | Name, email, username, organization | Create & manage accounts | | **Payment Data** | Billing address, last 4 of card, transaction IDs | Process transactions | | **Usage Data** | IP address, device/browser information, log files, cookie or pixel identifiers, pages viewed, referring URLs, and in‑app actions | Service functionality, security, analytics, and campaign measurement | | **Content Data** | User‑generated text, images, Discord messages and attachments, voice or radio traffic (Sonoran Radio) | Provide core features | | **Discord Bot Data** | Discord user, server, channel, role, and message identifiers; command and interaction data | Operate Sonoran Bot integrations and utilities | | **Support Data** | Tickets, chat transcripts, attachments | Customer support | > **We do not collect sensitive personal data** such as biometric identifiers, precise location, health data, or similar special‑category information. ### 2. How We Use Information * Operate, maintain, and improve the Services; * Process payments and prevent fraud; * Understand use of the Services and measure, attribute, and improve marketing campaigns; * Respond to inquiries and provide support; * Operate Sonoran Bot features requested by users or enabled by community administrators, including ticket intake and conversation relay; * Send technical, security, and administrative messages; * Comply with legal obligations. ### 3. Legal Bases (EEA/UK Users) We rely on **contract performance**, **legitimate interests** (e.g., security and fraud prevention), **consent** (where required), and **legal compliance**. ### 4. Sharing & Disclosure We share information only with: * Payment processor **Stripe**; * Cloud hosting and infrastructure providers; * Discord, when you use Sonoran Bot or other Discord-connected features; * OpenAI, when you use the Sonoran Software plugin in ChatGPT, as described below; * GitBook, which hosts our published documentation and processes documentation searches and page requests; * Analytics, measurement, and advertising service providers, including Google Analytics and TikTok; * Law enforcement or regulators when legally required. We **do not sell** personal information. We may disclose limited Usage Data and pseudonymous or hashed identifiers to these providers for analytics, campaign measurement, attribution, and advertising performance. Their handling of data is also governed by their own terms and privacy policies. ### 5. Cookies & Tracking Technologies We use cookies, pixels, and similar browser or server-side technologies across the Services for authentication, preferences, analytics, campaign measurement, attribution, and advertising performance. These technologies may be provided by **Google Analytics** and **TikTok** and may collect or receive device and browser information, IP address, page and referring URLs, cookie or pseudonymous identifiers, and interactions such as page views, logins, checkout activity, and purchases. Where matching information is used, identifiers such as an email address or account ID may be normalized and cryptographically hashed before transmission. The mobile apps for **Sonoran CAD**, **Sonoran CMS**, and **Sonoran Radio** may use Google Analytics for limited product analytics. It may collect app interactions, device information, a pseudonymous identifier, and an approximate region. It is not used for advertising, retargeting, or tracking across other companies' apps or websites. Where required, analytics remains disabled until the user allows it. Users can change the Usage Analytics setting in the app at any time. [Learn how Google processes this data.](https://policies.google.com/technologies/partner-sites) On the Sonoran CAD website, Google Analytics may use Google Ads click identifiers and conversion events to measure advertising effectiveness for US web visitors. Google ad personalization and Google Signals are disabled for this implementation. Visitors can turn off Google measurement for their browser through [Google privacy choices](https://sonorancad.com/privacy-choices/), without creating or signing into an account. The website also treats Global Privacy Control as an opt-out of Google measurement. These controls apply to Google measurement on that website and browser; native app preferences and other providers' controls are separate. Essential account and security storage remains available. Outside the US, this implementation denies Google's analytics and advertising storage by default and may send consent-mode cookieless pings. You can limit cookies through your browser or available consent controls. Where required by law, we will request consent before enabling non-essential tracking technologies. ### 6. Sonoran Bot and Discord Message Content When a community installs Sonoran Bot or a user interacts with it, we process the Discord identifiers, commands, interactions, and configuration data needed to provide the requested integration or utility. Sonoran Bot accesses guild message content only where it is needed for a feature a user initiates or a community administrator enables, such as creating and continuing a ticket in a bot-created ticket channel. It does not use the Message Content Intent to monitor unrelated conversations. Guild ticket messages and attachments remain hosted by Discord. Sonoran Bot processes their content to operate the ticket within Discord, but does not copy or store that message content or those attachments outside Discord. We may retain limited operational metadata, such as the Discord server, channel, ticket owner, participant, and status identifiers needed to manage the ticket. Discord message content is not sold and is not used to train machine-learning or artificial-intelligence models. Users may opt out by not opening or continuing a ticket. Community administrators may disable the applicable feature or remove Sonoran Bot. Privacy and deletion requests can be submitted using the contact information below, subject to legal and operational retention requirements. ### 7. Data Retention #### Sonoran Software in ChatGPT Connecting the Sonoran Software plugin uses Sonoran Accounts OAuth to identify your account and authorize the requested tools. Access is limited by your granted scopes and current community permissions. We process tool arguments to perform your requests and return the requested results to OpenAI for use in your ChatGPT conversation. Depending on the tool, results can include community settings, account and membership information, permissions, management logs, units and roleplay records. Confirmed administrative changes are saved in Sonoran CAD and may create audit history. CAD characters, in-game vehicles and licenses, incident reports and simulated medical records are intended for fictional multiplayer gaming and roleplay. They are not real-world identity, healthcare or emergency-service records. Do not enter real government identifiers, health information, biometrics or payment-card data into these roleplay workflows. Account and membership information is separate and may concern real users. User-created content is not automatically verified as fictional. The customer plugin does not ask you to provide passwords or integration API keys in chat. Enter or replace integration credentials through the authenticated Sonoran website. Saved integration and database credentials are excluded or redacted from customer tool results. Public documentation queries and page requests are sent to our GitBook-hosted documentation service; do not include private community information or credentials in documentation searches. The MCP gateway processes tool requests and results to service each request; it does not maintain a separate conversation archive. Its structured usage events contain tool names, outcomes, durations, client categories and daily pseudonymous fingerprints, rather than prompts, tool arguments or credentials. Saved community changes, audit history and account information remain subject to the corresponding retention provisions below. Copies returned to ChatGPT are handled under OpenAI's policies and your ChatGPT data controls. GitBook processes documentation requests under its policies. You can stop using or disconnect the plugin in ChatGPT. Disconnecting does not undo saved CAD changes, delete community data or delete previous ChatGPT conversations. Use ChatGPT's controls for its conversation history and the Sonoran privacy contacts in Section 8 for requests concerning data held by Sonoran. #### Retention by data category * **Community Data:** Permanently deleted within 30 days when a community owner deletes their community. * **Voice Transmissions (Sonoran Radio):** Stored only if the owner opts‑in to the voice‑storage feature and automatically deleted **24 hours** after capture. * **Discord Guild Ticket Data:** Ticket messages and attachments remain in Discord and are subject to Discord's and the community's retention controls. Sonoran may retain limited ticket identifiers and status metadata for as long as reasonably necessary to operate the feature. * **Account Information:** Retained as long as necessary for legitimate business purposes. Deleted accounts are flagged as inactive and access‑restricted; associated personal data may be purged or anonymized periodically. ### 8. Your Choices & Rights Depending on your location, you may have the right to **access, correct, delete, or port** your personal data, or object to certain processing. To exercise these rights email **** or ****. ### 9. Children’s Privacy We do not knowingly collect personal data from children under 13 (or under 16 where applicable). If we learn that we have done so, we will delete such data. ### 10. Security We implement reasonable administrative, technical, and physical safeguards to protect personal data. No system is 100 % secure. ### 11. International Transfers We are based in the United States. By using the Services you consent to your data being transferred to and processed in the U.S. and other countries that may have different data‑protection laws than your home jurisdiction. ### 12. Changes to This Policy We may update this Policy at any time. If we make material changes, we will post an updated Policy and revise the “Last Updated” date. ### 13. Contact Us **Sonoran Software Systems LLC**\ 445 Miller Valley Road\ Prescott, Arizona 86301 --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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