West Texas Decision Systems Privacy Policy - West Texas Decision Systems

Last Updated: January 1, 2026
Effective Date: January 1, 2026

Company Name: West Texas Decision Systems, Inc.
Also Known As: West Texas Decision Systems, WTDS, WTDS Entertainment
Contact Email:
Officer of Contact: Dewayne Higgs
Jurisdiction: United States (Texas)

1. Introduction

Welcome to West Texas Decision Systems, Inc. (“WTDS”, “we”, “us”, or “our”) and the West Texas Decision Systems Privacy Policy. We are a software development company that designs, builds, and deploys web applications, mobile applications, and custom-tailored software systems for clients and end users worldwide.

The Privacy Policy explains how we collect, use, disclose, and protect personal data when you use our software applications, websites, services, or interact with us in any capacity. This policy applies globally and complies with major data protection regulations, including the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other applicable international privacy laws.

By using our services, you consent to the practices described in this policy.

2. Definitions

Personal Data: Any information that identifies or can identify an individual.
Processing: Any operation performed on personal data, such as collection, storage, use, or deletion.
Controller: The entity that determines the purposes and means of processing personal data. For our own apps and services, WTDS is the data controller.
Processor: An entity that processes personal data on behalf of a controller. For custom software projects developed for clients, WTDS typically acts as a data processor.
Data Subject: The individual to whom the personal data relates.
Sensitive Data: Special categories of data (e.g., health, race, biometrics) – we do not knowingly collect such data unless required by a client project and with appropriate safeguards.

3. Data We Collect

We collect limited personal data directly from you or through authentication providers when you use our software applications or services. The data we collect includes:

a. Authentication Data

A unique identifier (e.g., user ID or token) provided by your chosen authentication provider (e.g., Google, Apple, Meta).
We do not collect or store your authentication credentials (e.g., passwords).

b. Usage and Device Information

The specific software application or system you are using (e.g., “Astro Arcana”, “Client Portal v3”).
Timestamps of when you log in.
Device type, operating system, and IP address (used for security and analytics purposes).

c. Data from Website Visitors

If you visit our website (www.wtdecisionsystems.com), we may collect:
- Contact information (name, email, phone) when you submit a form.
- Analytics data via tools like Google Analytics (e.g., pages visited, time on site).

d. Data from Clients (Custom Software Projects)

For bespoke software systems developed for enterprise clients, we may process personal data as directed by the client. In such cases, the client is the data controller, and WTDS acts as a data processor.

4. How We Use Your Data

We use your personal data for the following purposes:

Authentication and Access Control: To verify your identity and grant access to our software systems.
Service Delivery: To operate, maintain, and improve our applications and services.
Security and Fraud Prevention: To detect and prevent unauthorized access or suspicious activity.
Analytics and Performance Monitoring: To understand how users interact with our apps and to enhance user experience.
Customer Support: To respond to inquiries and resolve technical issues.
Legal Compliance: To meet legal, tax, or regulatory obligations.

We do not use your data for advertising, profiling, or sharing with third parties for marketing purposes.

5. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA), UK, and other jurisdictions requiring a lawful basis, we rely on the following:

Contractual Necessity: Processing is necessary to provide you access to our services.
Legitimate Interests: For system security, analytics, and service improvement (where your rights do not override ours).
Consent: Where required, we obtain your explicit consent (e.g., for cookies or specific data uses).

6. Data Sharing and Disclosure

We do not sell, rent, or trade your personal data. We may share data only in the following circumstances:

Authentication Providers: We receive your unique identifier from Google, Apple, or Meta to authenticate you. These providers have their own privacy policies.
Service Providers: We use trusted third-party providers for hosting (e.g., AWS), analytics, and support. These providers are contractually bound to protect your data.
Legal Requirements: We may disclose data if required by law, court order, or government request.
Business Transfers: In the event of a merger, acquisition, or sale of assets, user data may be transferred as part of the transaction.
Clients (Custom Software): For tailored systems, data may be shared with or processed on behalf of the client. We only do so under a Data Processing Agreement (DPA).

7. International Data Transfers

Your data may be transferred and processed outside your country of residence, including to the United States. When transferring data from the EEA or UK, we rely on appropriate safeguards, such as:

Standard Contractual Clauses (SCCs) approved by the European Commission.
Use of cloud providers compliant with GDPR and other international standards.

8. Data Retention

We retain your personal data only as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law.

General Rule: All personal data is retained until you request deletion.
Deletion Mechanism: You may request deletion of your data at any time through an in-app or web-based user interface within the software you are using.
Upon deletion request, we will securely erase your data within 30 days.
For custom software projects, retention follows the agreement with the client.

9. Data Security

We implement robust technical and organizational measures to protect your data, including:

Encryption of data in transit (TLS) and at rest.
Strict access controls and role-based permissions.
Regular security assessments and vulnerability testing.
Employee training on data protection and confidentiality.
Incident response planning.

While we strive to protect your data, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

10. Your Rights

Depending on your jurisdiction, you may have the following rights:

Access: Request a copy of the personal data we hold about you.
Rectification: Correct inaccurate or incomplete data.
Erasure: Request deletion of your data (as described in Section 8).
Portability: Receive your data in a structured, machine-readable format.
Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.
Object or Restrict: Object to certain processing or request restriction.
Lodge a Complaint: File a complaint with a data protection authority in your country.

To exercise any of these rights, contact us at .

11. Cookies and Tracking Technologies

Our web applications may use essential cookies to enable core functionality (e.g., login sessions). We do not use advertising or third-party tracking cookies unless explicitly disclosed in a separate cookie notice. You can manage cookie preferences through your browser settings.

12. Children’s Privacy

Our services are not intended for individuals under the age of 13 (or 16 in the EEA). We do not knowingly collect personal data from children. If we become aware of such data, we will take steps to delete it promptly.

13. Controller vs. Processor Roles

For WTDS-owned applications: We are the data controller.
For custom software developed for clients: We act as a data processor, processing data only as instructed by the client. A Data Processing Agreement (DPA) is available upon request.

14. Third-Party Services

Our applications may integrate with third-party services (e.g., Google Sign-In, Apple ID). These services have their own privacy policies, and we encourage you to review them. We are not responsible for the privacy practices of these third parties.

15. Privacy by Design

We follow privacy-by-design principles, embedding data protection into the development lifecycle of all our software. We practice data minimization, purpose limitation, and default privacy settings.

16. Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will notify affected individuals and relevant supervisory authorities without undue delay, as required by law.

17. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal obligations. When we do, we will:

Post the updated policy on our website and within our applications.
Notify users via email or in-app notification if the changes are material.
Maintain a version history available upon request.

Your continued use of our services after changes constitute acceptance of the updated policy.

18. Jurisdiction-Specific Disclosures

GDPR (EU/UK)

Data Protection Officer (DPO): Dewayne Higgs serves as the primary contact for privacy matters.
EU Representative: Available upon request.
International Transfers: Covered by SCCs with subprocessors.

CCPA (California)

We do not sell or share your personal information.
You may submit deletion requests via the in-app mechanism or by emailing .
“Do Not Sell or Share My Personal Information” link: https://www.wtdecisionsystems.com/dnsmpi

Other Regions

We comply with applicable local laws in Canada (PIPEDA), Brazil (LGPD), and other jurisdictions where our services are available.

19. Contact Us

If you have questions, requests, or concerns about this West Texas Decision Systems Privacy Policy or your personal data, please contact:

Dewayne Higgs
Privacy Officer
West Texas Decision Systems, Inc.
Email:
Mailing Address:
West Texas Decision Systems, Inc.
5900 Balcones Drive #4000
Austin, TX, 78731, USA

We will respond to all legitimate requests within 30 days.

20. Data Processing Agreement (DPA) for Clients

Enterprise clients requiring a Data Processing Agreement for custom software projects may request one by emailing . We are committed to supporting our clients in meeting their compliance obligations.

This West Texas Decision Systems Privacy Policy is a living document and is subject to change in accordance with legal and operational requirements.