LCG Talk Privacy Policy (draft)

LCG Talk is the employee message portal for Lee & Cates Glass and Flat Glass Distributors, at talk.leeandcates.glass. Leadership posts company updates; you get a text or an email with a link that opens the update and signs you in. It is for employees only — not public, and not a marketing tool.

What we collect

From the HR roster. Your name, mobile number, work email (or personal email, if that is the one you use), which company you work for, your division and location, whether your record is active or disabled, your language preference, whether you prefer text or email, and the date your text-message consent was recorded. This comes from HR — you do not type it into the portal.

Delivery records. For each message: whether it went by text or email, whether it was queued, held for quiet hours, sent, delivered, failed, or skipped, the provider's ID for that message, and the error if it failed.

Sign-in records. There are no passwords — the link in your message is the sign-in. For each sign-in we store when it started, when it was last used, when it expires, your browser's user-agent string, and the IP address it came from. In those records the sign-in link and the session ID are kept only as one-way hashes. If you request a fresh link, we briefly record what you typed and your IP address, so nobody can hammer the form.

Copies of outgoing messages. While a message channel is still being tested, the portal saves the message it would have sent — including the address it was going to and the sign-in link inside it — so an administrator can confirm the system works before it goes live to everyone. Those copies are visible only to administrators.

View records. That you opened a post, and the first date you opened it. For video, which points you reached — play, 25%, 50%, 75%, 95% — each recorded once. The portal cannot record a rewatch; there is nowhere to put one.

Opt-out records. If you text STOP or START to the portal number, we store the number, the keyword, and the date, as the record of your choice. Anything else you text is discarded and nobody sees it.

We do not collect your location, we do not use advertising or analytics trackers, and no payroll or benefits data goes into this system.

Why we collect it

To send you the message, sign you in without a password, know whether the message actually arrived, fix the roster when a number or mailbox goes bad, and tell leadership how many people saw a post.

Reading is counted, never reported per person

The portal counts how many people opened a post. It does not show anyone who opened it. An administrator sees "84 of 143 opened," and the video numbers as percentages. No screen lists who read something, and the reporting code cannot produce that list.

The one exception is failed delivery: if a text or email to you bounces, an administrator can see that yours failed, so they can fix a bad number or a dead mailbox. That is delivery, not reading.

You cannot send anything back

There are no comments, replies, chat, or forms. The portal is one-way on purpose. Replying to a notification text does nothing except record your choice if you send STOP or START, and replying to a notification email reaches no one.

Text messages and opting out

We text you because you signed a written consent for employment-related messages at the mobile number you gave us. Expect roughly 2 to 6 messages a month. Message and data rates may apply. Reply STOP at any time to stop the texts, or HELP for help.

Mobile numbers and SMS opt-in data are not shared with third parties or affiliates for marketing or promotional purposes.

Opting out will not affect your employment, your pay, or how you are treated at work. Opting out stops the texts; if we have an email address for you, notifications can go there instead.

Notifications are sent only during set hours — 7:00 a.m. to 7:00 p.m. Eastern by default. A post published at 9:00 p.m. is held and sent the next morning, though the post itself is on the portal right away.

Who can see your information

Company administrators, who sign in separately with their own link. They can see and edit the roster: name, company, division, location, mobile number, email, status, opt-out status, and whether email to you is bouncing. Publishers, who write the posts, see posts and the aggregate numbers above. Every roster edit and every publish is written to an audit log naming who did it.

Other employees see only the posts — not your contact details, your status, or anything you have opened.

Service providers

Outside companies handle parts of this for us, acting on our behalf and only to run the portal: Resend (sending email), Twilio (sending text messages), Cloudflare (hosting and delivering video), Railway (hosting the application and the database), and Sentry (error monitoring, when enabled). We do not sell your information, and we do not give it to anyone for marketing.

How long we keep it

A monthly cleanup removes delivery records and spent sign-in links once they are 18 months old, and the copies of outgoing messages described above once they are 30 days old. Posts, the audit log, and the record that you opened a post are kept — and that record is only ever reported as a count, never per person.

Your roster record is kept while you work here. When you leave, HR disables it — that stops every future message, ends any sign-in, and kills outstanding links, without deleting history. Employee sign-ins last 30 days and administrator sign-ins 7 days, then stop working.

Questions or corrections

Wrong number or wrong email? Tell HR and we will fix the roster.

For anything else — including a request to see or delete what we hold, which an administrator handles by hand — contact [PRIVACY CONTACT NAME AND TITLE] at [PRIVACY CONTACT EMAIL], or write to [COMPANY MAILING ADDRESS].

If we change how the portal handles your information, we will update this page. This version is effective [EFFECTIVE DATE].