Privacy Policy

HazBasis Process Safety, LLC (“HazBasis,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit our website, request or receive our services, submit laboratory samples, communicate with us, apply for employment, attend an event or training, or otherwise interact with HazBasis.

This Privacy Policy applies to personal information handled by HazBasis in connection with hazbasis.com, our business operations, and our process-safety consulting, laboratory testing, field, training, and related professional services (collectively, the “Services”). It does not apply to information that is not personal information, including information that cannot reasonably be linked to an identified or identifiable individual.

1. Information We Collect

1.1 Contact and Identification Information

We may collect your name, job title, employer or organization, business email address, telephone number, mailing or shipping address, signature, professional credentials, and other information used to identify or contact you.

1.2 Client, Project, and Service Information

When you request or receive Services, we may collect proposal and contract information, purchase-order details, project contacts, facility and site information, process and equipment information, communications, meeting notes, technical documents, service instructions, report-delivery preferences, and information needed to manage the engagement.

1.3 Laboratory Sample and Shipment Information

For testing Services, we may collect the submitter’s and recipient’s contact information, sample identifiers, shipping and chain-of-custody records, safety data sheets, handling instructions, material descriptions, test requests, and related project records. Technical information concerning a material or sample is generally not personal information unless it identifies or is reasonably linkable to an individual.

1.4 Transaction and Payment Information

We may collect billing contacts, billing and shipping addresses, invoice and payment status, tax information, purchase history, and limited transaction records. Payments may be processed by banks, accounting platforms, or payment service providers. HazBasis generally does not need to receive or retain complete payment-card numbers.

When you look up or pay an invoice on our website, we record the invoice number and total entered, the date and time, and your IP address and browser, and, for a payment, the fee and total you accepted. We keep these records with the invoice as proof of the transaction. If a payment is disputed, we may provide them, together with the email records described in Section 8.5, to our payment processor and, through it, to the card network and the bank that issued the card or holds the account.

1.5 Communications and Customer Support

We collect information you provide in emails, telephone calls, website forms, surveys, meetings, support requests, and other communications, including attachments and records needed to respond to your inquiry or provide Services.

1.6 Account and Portal Information

If HazBasis provides an online account or client portal, we may collect usernames, authentication information, account preferences, access logs, and records of account activity. Passwords should be stored in protected form and should not be sent to HazBasis through ordinary email.

1.7 Website, Device, and Usage Information

When you use our website, we and our service providers may automatically collect IP address, browser type, device type, operating system, device or online identifiers, referring pages, pages viewed, links selected, approximate location derived from IP address, date and time of access, and information about how you interact with the website.

1.8 Cookies and Similar Technologies

We may use cookies, pixels, tags, web beacons, local storage, and similar technologies to operate the website, remember preferences, analyze traffic, improve performance, measure campaigns, and support advertising. Additional information is provided in Section 8.

1.9 Marketing and Event Information

We may collect information about newsletter subscriptions, marketing preferences, event or webinar registration, attendance, interests, campaign interactions, and responses to promotional communications.

1.10 Job Applicant and Workforce Information

If you apply for employment or provide professional information for recruiting, we may collect your resume, employment history, education, qualifications, certifications, references, work authorization information, interview records, compensation expectations, and other information relevant to recruitment. Employment records are governed by applicable workforce policies and laws and may be outside the scope of certain consumer privacy laws.

1.11 Sensitive Information

HazBasis does not seek sensitive personal information through general website forms. In limited circumstances, we may receive information considered sensitive under applicable law when necessary for employment, site access, legal compliance, security, travel, or another disclosed purpose. Please do not provide sensitive information unless it is necessary and HazBasis has requested or approved the method of transmission.

2. Sources of Information

We may obtain personal information from the following sources:

• directly from you, including through forms, emails, telephone calls, meetings, contracts, sample submissions, applications, and other interactions;
• from your employer, customer, contractor, representative, or another organization with which you are associated;
• automatically from your device or browser when you use our website or online services;
• from service providers, subcontractors, laboratories, carriers, payment processors, analytics providers, advertising platforms, and business partners;
• from public and professional sources, such as company websites, professional directories, public records, publications, and social or professional networking platforms; and
• from referrals, conferences, trade shows, training events, and other legitimate business-development sources.

3. How We Use Information

HazBasis may use personal information to:

• respond to inquiries and prepare proposals, quotations, contracts, and service plans;
• provide, administer, document, and improve consulting, testing, field, training, and other Services;
• coordinate sample receipt, shipping, handling, testing, retention, return, or disposal;
• communicate about schedules, site access, safety requirements, project status, reports, invoices, and customer support;
• process transactions, maintain accounting and tax records, manage accounts receivable, and prevent payment fraud;
• authenticate users, operate accounts and portals, maintain website functionality, and remember preferences;
• analyze website use, troubleshoot problems, improve content and performance, and understand interest in our Services;
• send newsletters, service information, event invitations, and marketing communications where permitted by law;
• measure and improve advertising and outreach campaigns;
• protect HazBasis, our clients, personnel, systems, facilities, and Services against fraud, misuse, unauthorized access, security threats, and unlawful activity;
• comply with contracts, laws, regulations, court orders, professional obligations, accreditation requirements, export controls, sanctions, and recordkeeping requirements;
• establish, exercise, or defend legal claims and manage insurance, audits, disputes, and investigations;
• evaluate applicants and manage recruiting and workforce administration;
• conduct internal research, quality assurance, training, and service development using aggregated or deidentified information where appropriate; and
• carry out another purpose disclosed when the information is collected or with your consent.

4. How We Disclose Information

We may disclose personal information to the following categories of recipients when reasonably necessary:

4.1 Service Providers

We may use providers that support website hosting, cloud storage, cybersecurity, email, communications, analytics, advertising, customer relationship management, accounting, payment processing, shipping, document management, IT support, recruiting, and other business operations. These providers may process information on our behalf subject to contractual or other appropriate restrictions.

4.2 Consultants, Subcontractors, Laboratories, and Carriers

We may disclose relevant information to qualified consultants, subcontractors, specialty laboratories, technical vendors, carriers, and other parties involved in performing requested Services. We limit disclosure to information reasonably necessary for the assigned work.

4.3 Your Organization and Project Participants

When you interact with HazBasis on behalf of an organization, we may disclose project communications, Deliverables, account information, and related records to authorized contacts at that organization and to other project participants identified or approved by the Client.

4.4 Professional Advisers and Insurers

We may disclose information to attorneys, accountants, auditors, insurers, brokers, banks, and other professional advisers when necessary for legitimate business, legal, risk-management, or financial purposes.

4.5 Legal, Regulatory, and Safety Disclosures

We may disclose information to courts, regulators, law-enforcement agencies, governmental authorities, accreditation bodies, or other parties when required by law or when we reasonably believe disclosure is necessary to comply with legal process, protect rights or safety, investigate wrongdoing, prevent harm, or enforce our agreements.

4.6 Business Transactions

Information may be disclosed or transferred in connection with an actual or proposed merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or other business transaction, subject to appropriate confidentiality measures.

4.7 With Consent or at Your Direction

We may disclose information when you direct us to do so or provide consent, including when you ask us to share a report, certificate, proposal, or other information with a designated third party.

4.8 Aggregated and Deidentified Information

We may use or disclose aggregated, statistical, or deidentified information that cannot reasonably be linked to an individual. HazBasis may use deidentified technical information for research, training, quality, or service-development purposes, while taking reasonable measures to avoid identifying the source.

5. Sale, Targeted Advertising, and Profiling

5.1 HazBasis does not sell personal information for money and does not knowingly sell sensitive personal information or personal information concerning children.

5.2 We may use analytics and advertising technologies that disclose device, cookie, or website-interaction information to service providers or advertising partners. Depending on the jurisdiction and how a technology is configured, some activities may be treated as a “sale,” “sharing,” or processing for targeted advertising under applicable law.

5.3 Where required, you may opt out through the cookie-preference tool made available on our website or by contacting us using the methods in Section 14.

5.4 HazBasis does not use personal information to make solely automated decisions that produce legal or similarly significant effects concerning financial services, housing, insurance, health care, education, employment, criminal justice, or access to basic necessities.

6. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide Services, maintain project and laboratory records, fulfill contracts, support quality and accreditation requirements, comply with legal and tax obligations, resolve disputes, enforce agreements, protect security, and preserve legitimate business records.

Retention periods vary according to the type of information, the nature and duration of the relationship, contractual requirements, legal limitation periods, regulatory and accreditation obligations, and whether the information is needed for an actual or anticipated dispute. When information is no longer reasonably required, we may securely delete, destroy, or deidentify it, subject to applicable law and backup-retention practices.

7. Data Security and Incident Response

7.1 HazBasis uses reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, alteration, loss, or disclosure.

7.2 Safeguards may include access controls, authentication, encryption in transit where appropriate, secure storage, system monitoring, backups, vendor review, confidentiality obligations, personnel training, and procedures for identifying and responding to security incidents.

7.3 No method of internet transmission, electronic storage, or security control is completely secure. HazBasis cannot guarantee absolute security.

7.4 If HazBasis determines that a security incident requires notice under applicable law, we will provide legally required notifications to affected individuals and authorities within the applicable timeframes.

7.5 You are responsible for protecting your account credentials, using appropriate security practices, and promptly notifying us if you suspect unauthorized access or misuse.

8. Cookies and Tracking Technologies

8.1 Types of Technologies

Our website may use the following categories of cookies and similar technologies:

• Strictly Necessary Technologies: required for core website functions, security, network management, form operation, and user-requested services;
• Preference and Functional Technologies: remember settings and improve convenience and functionality;
• Analytics Technologies: help us understand website traffic, performance, navigation, and use patterns; and
• Advertising and Measurement Technologies: help measure campaigns, limit repeated advertisements, understand referrals, and present advertising that may be more relevant.

8.2 Analytics and Advertising Providers

We may use third-party analytics or advertising services, including services provided by Google or similar providers. These providers may collect information through cookies and other identifiers according to their own privacy terms and our configuration choices.

8.3 Your Cookie Choices

Where available, you may use our cookie-preference tool to accept or reject nonessential cookie categories. You may also manage cookies through your browser or device settings. Blocking or deleting cookies may affect website functionality, saved preferences, form operation, or the accuracy of analytics.

8.4 Do Not Track and Preference Signals

Browser “Do Not Track” settings are not interpreted consistently across the industry. Where required by applicable law and supported by our systems, HazBasis will process recognized browser-based opt-out preference signals for the relevant device and browser.

9. Marketing Communications

9.1 You may opt out of promotional email by using the unsubscribe link in the message or contacting us.

9.2 Even after you opt out of marketing, we may continue to send non-promotional communications concerning active or past Services, proposals, contracts, invoices, safety matters, legal notices, account administration, or your requests.

9.3 You may update communication preferences by contacting us, although changes may take a reasonable period to implement.

10. Your Privacy Rights and Choices

Depending on your residence and applicable law, you may have rights concerning personal information HazBasis controls. These rights may include:

• confirming whether we process your personal information and requesting access to it;
• correcting inaccurate personal information;
• requesting deletion of personal information, subject to legal and operational exceptions;
• obtaining a portable copy of certain personal information;
• opting out of targeted advertising, the sale or sharing of personal information, or certain significant profiling;
• withdrawing consent where processing is based on consent;
• appealing a decision concerning a privacy-rights request; and
• not being discriminated against for exercising an applicable privacy right.

10.1 Submitting a Request

To submit a privacy request, email admin@hazbasis.com or write to the address in Section 14. Please state “Privacy Request” in the subject line and describe the right you wish to exercise. We may request information reasonably necessary to verify your identity, authority, and relationship with HazBasis.

10.2 Authorized Agents

Where permitted by law, an authorized agent may submit a request on your behalf. We may require evidence of the agent’s authority and may ask you to verify your identity directly.

10.3 Response and Appeals

We will respond within the period required by applicable law. For requests covered by the Texas Data Privacy and Security Act, an authenticated request generally must be addressed without undue delay and no later than 45 days after receipt, subject to a permitted extension. If we deny a request, you may appeal by emailing admin@hazbasis.com with the subject “Privacy Appeal” and explaining the basis for the appeal.

10.4 Limitations and Exceptions

Privacy rights are not absolute. We may deny or limit a request when permitted by law, including when we cannot verify the request, the information is exempt, retention is required by law or contract, the information is needed to establish or defend legal claims, fulfillment would adversely affect another person’s rights, or the request is manifestly unfounded, excessive, or repetitive.

11. Children’s Privacy

11.1 Our website and Services are intended for businesses and adults and are not directed to children.

11.2 We do not knowingly collect personal information online from children under 13. If we learn that we collected such information without legally required authorization, we will take reasonable steps to delete it.

11.3 A parent or legal guardian who believes a child provided personal information to HazBasis should contact us using the information in Section 14.

12. International and Cross-Border Processing

HazBasis is based in the United States and may work with clients, personnel, affiliates, laboratories, consultants, and service providers in other countries. Personal information may therefore be accessed, transferred, stored, or processed in the United States or another jurisdiction whose data-protection laws may differ from those where you reside.

Where required, we will use appropriate contractual or other safeguards for cross-border transfers. By interacting with HazBasis, you understand that information may be processed in jurisdictions necessary to provide the Services, subject to applicable law.

13. Third-Party Websites and Services

Our website or communications may contain links to third-party websites, social-media platforms, mapping tools, videos, payment services, scheduling tools, or other external services. HazBasis does not control and is not responsible for the privacy, security, content, or practices of those third parties. You should review their privacy notices before providing personal information.

14. Contact Information

Questions, privacy requests, appeals, or concerns about this Privacy Policy may be directed to:

15. Changes to This Privacy Policy

15.1 HazBasis may update this Privacy Policy to reflect changes in our practices, technologies, Services, legal requirements, or business operations.

15.2 The revised policy will be posted on our website with an updated effective date. When required by law, we will provide additional notice or obtain consent for material changes.

15.3 You should review this Privacy Policy periodically to remain informed about our information practices.