Privacy Policy

Sourcing Acumen LLC (“Sourcing Acumen”, “we”, “us”, “our”)
82 Wendell Ave, STE 100, Pittsfield MA 01201
privacy@sourcingacumen.com
Effective Date: January 1, 2025
Last Updated : November 15, 2025

1. Introduction

Sourcing Acumen respects your privacy and is committed to protecting your personal data. This Privacy Notice explains how we collect, use, disclose, transfer, and safeguard personal information when you visit our website, use our platform, engage with us as a supplier, customer, or business partner, or otherwise interact with us. It explains your rights as a data subject and how you can exercise them.

Sourcing Acumen acts as the data controller when it determines the purposes and means of processing your personal data (for example, when you register on our platform or contact us). Where we process data on behalf of a customer who uses our SaaS platform, we act as a data processor, and that customer remains the data controller.

2. Scope

This Notice applies to all individuals whose personal data is processed by or on behalf of Sourcing Acumen in connection with our website, SaaS e-Sourcing platform, customer and supplier engagements, and related business operations, wherever processed and regardless of format (electronic or manual).

3. How we collect your personal data

We obtain your personal data from the following sources:

  • Directly from you when you register, subscribe, fill out forms, engage with our team or use our platform.
  • Automatically via our website and platform through cookies, analytics tools, log files and session data.
  • From third parties such as our corporate clients, partners, publicly-available business directories or professional networks.

4. For what purposes we use your personal data 

We use personal data to:

  • Provide and manage access to our SaaS platform : We use your personal data to register your account, authenticate you, manage permissions, and provide access to our SaaS platform.
  • Facilitate sourcing events and business interactions : We process your data to enable RFP/RFI/RFQ creation, supplier participation, communication, collaboration, and associated workflow activities.
  • Deliver support and operational communications : We use your information to respond to support requests, notify you about platform activity, and communicate regarding sourcing events or account matters.
  • Improve platform performance, security, and experience : We process usage and technical data to operate, secure, troubleshoot, monitor, and enhance the performance and usability of our services.
  • Provide product updates, marketing, and educational content (with consent) : With your consent or where permitted by law, we use your contact information to send product updates, newsletters, and promotional communications.
  • Administer billing and contractual obligations : We use your personal and transactional data to manage subscriptions, invoicing, payments, and contractual compliance
  • Meet legal, regulatory, and compliance obligations : We may process and retain personal data as required to comply with applicable laws, audits, and regulatory reporting.
  • Prevent fraud, misuse, and security incidents : We use personal and technical data to detect, investigate, and prevent unauthorized access, fraud, abuse, or security events.

4. Data protection principles

A. We minimize data collected from you

Sourcing Acumen adheres to the principle of data minimization. This principle ensures that personal data collected and processed is adequate, relevant, and limited to what is strictly necessary in relation to the purposes for which it is processed.

Purpose-Limited Collection

  • Personal data is collected only for legitimate, specified, and explicit business purposes such as providing services, maintaining user accounts, fulfilling contractual obligations, or complying with legal requirements.
  • No excessive or unrelated data fields are included in registration, onboarding, or analytics processes

Review and Validation

  • Data minimization checks are integrated into our product design, development, and audit processes.
  • Data fields and retention durations are periodically reviewed to confirm continued necessity.
  • If data is identified as no longer necessary, it is anonymized or securely deleted in line with the Data Retention and Deletion Policy.

By implementing data minimization at every stage from design to retention Sourcing Acumen ensures that personal data processing remains proportionate, compliant, and respectful of individuals’ privacy.

B. We limit with whom we share your personal data

We disclose personal data only to authorized recipients and only where necessary:

  • Internal Recipients: employees and consultants under confidentiality agreements.
  • Service Providers: cloud hosting, data storage, analytics, CRM, communication, and security services.
  • Professional Advisers: auditors, accountants, legal counsel.
  • Business Partners and Clients: where collaboration or integration requires limited data exchange.
  • Public Authorities: when legally required (e.g., tax, regulatory bodies, courts).

C. We collect information only necessary to deliver product and services as you requested 

We process your data only when we have a lawful basis. Each purpose is tied to one or more bases below

Purpose of Processing

Lawful Basis

To register you as a user, manage your account, and provide platform access

Performance of a contract

To communicate with you about proposals, RFPs, projects, or support requests

Legitimate interests / Contract

To send product or feature updates and marketing communications

Consent

To administer billing, payments, and accounting

Contract / Legal obligation

To improve platform performance, security, and user experience

Legitimate interests

To comply with regulatory or legal requirements

Legal obligation

To detect and prevent fraud, misuse, or security incidents

Legitimate interests

To maintain business records and demonstrate compliance

Legal obligation / Legitimate interests

D. We conduct Legitimate Interests Assessment

Where we rely on legitimate interests as a legal basis, we have conducted a balancing test to ensure that our interests are not overridden by your rights and freedoms. For example, maintaining platform security, responding to inquiries, improving functionality and preventing fraud are necessary, proportionate, and connected to our business operations.

E. We retain your data as long as it is needed to serve you product and services and also fulfill the purpose for which it has been colllected

We keep personal data only for as long as necessary to fulfill the purpose for which it was collected or to meet legal requirements. We retain data depending on various purposes : 

  • Account information – retained while your account is active + post-termination (for record-keeping).
  • Contract and billing data – (for statutory and tax obligations).
  • Marketing records – until consent is withdrawn or after 3 years of inactivity.
  • Technical logs – 6–12 months for security monitoring.

When data is no longer required, it is securely deleted or anonymized.

5. Automated Decision-Making and Profiling

Sourcing Acumen does not perform fully automated decision-making that produces legal effects on individuals. Where analytics or AI tools are used, outputs are subject to human review and oversight.

6. Your rights

If you have any feedback or questions, please contact: privacy@sourcingacumen.com

Individuals have the right to request access to their personal data and to understand how it is being processed.
To make a DSAR, you can contact us using the above email. A DSAR may be submitted to view, verify, obtain a copy of, rectify, restrict, erase, or object to the processing of your personal data, or to request data portability in accordance with your rights. When submitting your request:

  • Please clearly state that you are making a “Data Subject Access Request” (DSAR).
  • Provide sufficient information to help us verify your identity (e.g., full name, registered email address, and relevant account or organization details).

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies. Cookies help us to:

  • Maintain session state and remember preferences
  • Analyze website traffic and user behaviour
  • Improve functionality and content relevance
  • You can manage or disable cookies in your browser

8. Children’s Data

Our services are designed for business use and are not directed to children under 18 years of age. We do not knowingly collect personal data from minors. If you believe a child has provided data to us, please contact us immediately for removal.

9. Marketing Communications

We send marketing emails only to business contacts who have opted in or where a legitimate interest exists (e.g., existing customers). You can opt out at any time by using the unsubscribe link or emailing privacy@sourcingacumen.com

10. Third-Party Links

Our website may contain links to third-party websites or integrations. We are not responsible for their privacy practices. We encourage you to review the privacy notices of any third-party sites you visit.

 

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