Privacy Policy

Stokes Robotics (“Stokes Robotics,” “we,” “us,” or “our”) is a registered fictitious name, commonly called a DBA, of Stokes Educational Services, LLC, a Missouri limited liability company. Stokes Robotics is not a separate legal entity. This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with stokesrobotics.com (the “Site”), the forms, online store, and communications available through it, and our sales, training, and support relationships with you.

By using the Site or submitting information to us, you agree to the practices described in this Policy. If you do not agree, please do not use the Site or submit information through it.

1. Who we are and how to reach us

Stokes Educational Services, LLC is the entity responsible for the personal information described in this Policy (the “controller” or “business” under applicable law). Stokes Robotics is the registered fictitious name under which it conducts its robotics distribution, secondary development, integration, and training business. Because a fictitious name registration does not create a separate legal entity, references in this Policy to Stokes Robotics mean Stokes Educational Services, LLC operating under that name.

2. Scope of this policy

This Policy covers information we collect:

• Through the Site, including the contact form, the sales inquiry and quote request forms, the careers form, our online store and checkout, and any other form or interactive feature we make available;
• In the course of quoting, scoping, selling, delivering, training on, and supporting robots and related products for customers and prospective customers;
• Through our email and other business communications with you.

Information belonging to our customers. When we perform secondary development, integration, training, or support work for a customer, we may encounter information held in that customer’s systems or environment. We handle that information under our agreement with the customer and its own policies, not under this Policy. Questions about information held by a customer should be directed to that customer.

Robots and manufacturer software. The robots we sell may include cameras, microphones, sensors, and companion apps or cloud services provided by their manufacturers. Information collected by a robot, or by a manufacturer’s app or service, is governed by that manufacturer’s terms and privacy policy and by how the robot is configured. It is not covered by this Policy, except where we access that information while providing services to you under a separate agreement.

This Policy does not apply to third-party websites, platforms, or services that we link to.

3. Information we collect

3.1 Information you provide to us

• Identifiers and contact details: your name, job title or role, the agency, school, district, or company you represent, email address, telephone number, and the city and state of the site you are asking about.
• Inquiry and quote information: the robots, packages, configurations, and add-ons you are interested in, the number of units under consideration, your timeline, your funding status, how you heard about us, and the site conditions or requirements you describe.
• Order information: when you buy through our online store, your billing and shipping addresses, delivery contact, the products and options you order, purchase order numbers, and order history. Payment card information entered at checkout is collected and processed by our third-party payment processors. We do not store full payment card numbers on our systems.
• Tax exemption information: if you claim a sales tax exemption, the exemption certificate and the information on it, such as your organization’s name and address, its exemption or tax identification number, and the name of the person completing it.
• Account information: if you create an account on the Site, your login credentials and the details saved to your account, such as addresses and order history.
• Job and internship applications: if you apply through our careers form, your contact details, resume, work and education history, the position you are interested in, your availability, and anything else you choose to include.
• Communications content: the substance of your form submissions, emails, and any notes we take about a conversation with you.
• Consent choices: the permissions you give us to contact you, and any later withdrawal of those permissions.

3.2 Information collected automatically

When you visit the Site, we and the providers that support it may automatically collect:

• IP address and the approximate location derived from it;
• Device type, operating system, browser type, and language;
• Pages viewed, links clicked, time on page, and referring or exit pages;
• Referring URL, search terms, and campaign parameters such as UTM tags;
• Date and time of access, and cookie or device identifiers.

When you place an order, our store software also records how you arrived at the Site, such as the referring website, campaign parameters, and the number of pages you viewed during that visit, and stores that information with the order.

Where behavior and usability tools are in use, this may also include a recording of your interaction with a page, such as mouse movement, clicks, scrolling, and the fields you interact with on a form. These recordings are used to understand and improve how the Site works.

We collect this through cookies, pixels, tags, scripts, server logs, and similar technologies. See Section 5.

Spam and abuse prevention. Our forms use Google reCAPTCHA to distinguish human submissions from automated ones. reCAPTCHA collects hardware and software information, including device and application data, and sends it to Google for analysis. That use is subject to the Google Privacy Policy and Google Terms of Service.

3.3 Information from other sources

• Analytics and advertising platforms that report on how visitors reach and use the Site;
• Publicly available sources such as agency and school websites, procurement postings, professional networking profiles, and business directories, which we may use to understand and qualify a prospective deployment;
• Referrals from colleagues, partners, or existing customers who introduce you to us;
• Service providers that support our operations, including our website host, payment processors, sales tax compliance provider, shipping carriers, email provider, and form tools. For example, a payment processor may tell us whether a payment was approved or flagged for fraud review.

3.4 Sensitive personal information

We do not seek to collect Social Security numbers, government identification numbers, precise geolocation, biometric data, health information, racial or ethnic origin, religious beliefs, sexual orientation, or the contents of your private communications with others. Please do not send us this type of information, including in a job application.

4. How we use information

We use personal information to:

• Respond to inquiries, scope deployments, and prepare quotes and proposals;
• Process, fulfill, ship, and support orders placed through the Site, including returns and refunds;
• Calculate and collect sales tax and verify tax exemptions;
• Deliver and support the robots, secondary development, integration, and operator training we provide;
• Invoice and collect payment;
• Maintain your account, if you create one;
• Evaluate job and internship applications and communicate with applicants;
• Send administrative messages, order and delivery updates, and, where permitted, information about our robots and services;
• Operate, secure, troubleshoot, and improve the Site, including understanding which pages are useful;
• Measure how people find us and which channels generate inquiries and orders;
• Detect, investigate, and prevent fraud, spam, abuse, and security incidents;
• Establish, exercise, or defend legal claims, and comply with legal obligations and enforceable requests.

We do not use automated decision-making that produces legal or similarly significant effects about you.

5. Cookies, analytics, and advertising technologies

5.1 What we use

The Site uses cookies, pixels, tags, scripts, software development kits, server logs, and similar technologies. They fall into the categories below. Not every category is in use at all times.

• Strictly necessary technologies that make the Site and online store function, such as keeping items in your cart and completing checkout, maintain security, prevent spam and abuse, and remember your privacy choices.
• Analytics and measurement. Tools that tell us how the Site is used and how visitors arrive, including Google Analytics and comparable products.
• Behavior and usability tools. Heatmaps, scroll and click tracking, form analytics, and session replay, which record how visitors move through a page so that we can find and fix problems with it.
• Advertising, conversion, and audience tags from advertising platforms. These let us measure which campaigns generate inquiries and orders, build and suppress audiences, and, in some cases, show our ads to you on other sites and apps. This is often called retargeting or remarketing.

Why this section names categories rather than a fixed vendor list. The specific tools we use change over time as we add, replace, and remove them. This Policy describes the categories of technology deployed on the Site and the purposes they serve, which stays accurate as the underlying tools change. If we begin using a technology that serves a purpose not described in this section, we will update this Policy.

5.2 Your choices

• Browser and device controls. Most browsers let you block or delete cookies, and mobile devices offer advertising identifier controls. Blocking cookies may limit some Site features, including the cart and checkout.
• Opt out of targeted advertising. You may use the industry tools offered by the Digital Advertising Alliance and the Network Advertising Initiative.
• Google controls. You can adjust ad personalization in your Google Ad Settings and opt out of Google Analytics using the browser add-on.
• Global Privacy Control. Where required by law, we honor the Global Privacy Control and similar universal opt-out signals as a request to stop selling or sharing personal information for targeted advertising from the browser that sends the signal.

A note on “sale” and “sharing.” We do not sell personal information for money. Some state privacy laws define “sale” and “sharing for cross-context behavioral advertising” broadly enough that the use of advertising cookies and tags may qualify. You may opt out at any time using the mechanisms above or by emailing info@stokesrobotics.com. We do not knowingly sell or share the personal information of anyone under 16 years of age.

6. Email, telephone, and text communications

6.1 Email

If you contact us, submit an inquiry, or place an order, we will reply by email and may send you information about our robots and services. Any marketing email we send includes an option to unsubscribe, and you may also email info@stokesrobotics.com to be removed. We will still send messages related to an active order, deployment, or support matter.

6.2 Telephone calls

If you provide a telephone number and agree to be contacted, we may call you about your inquiry, your order, or the robots and services we offer. Agreeing to receive calls is not a condition of purchasing anything from us. You may ask to be placed on our internal do-not-call list at any time by emailing info@stokesrobotics.com, and we will honor that request.

6.3 Text messages (SMS and MMS)

Where you have provided a mobile telephone number and opted in, we may send you text messages about your inquiry, your quote, order and delivery updates, training scheduling, service and support, your job or internship application, and information about our robots and services. Messages may be sent using an automated messaging platform.

• Message frequency varies.
• Message and data rates may apply.
• To stop receiving messages, reply STOP to any message from us, or email info@stokesrobotics.com. You will receive a single confirmation and no further messages, except that you may still receive messages related to an active order or deployment where separately authorized.
• For help, reply HELP to any message from us, or email info@stokesrobotics.com.
• Consent to receive text messages is not a condition of purchasing any goods or services.
• Carriers are not liable for delayed or undelivered messages.

Mobile information and consent are never shared or sold. No mobile information, mobile telephone number, or text message opt-in data or consent will be sold, rented, released, shared, or traded with any third party for marketing or promotional purposes. Text message originator opt-in data and consent are excluded from every category of information sharing described in Section 7. Mobile numbers may be disclosed only to the subcontractors and service providers that support our messaging operations, and only to help us deliver the messages you asked for. Those providers are prohibited from using the information for any other purpose.

7. How we share information

We disclose personal information in the following circumstances. As stated in Section 6.3, text message opt-in data and consent are excluded from all of the categories below.

• Service providers. Vendors that perform functions on our behalf, including website hosting, email, form processing, spam prevention, analytics, payment processing, sales tax calculation and exemption certificate management, shipping and freight, accounting, cloud storage, and document and e-signature tools. They are limited to using the information to provide services to us.
• Manufacturers and suppliers. Where fulfilling your order or answering a technical question requires it, we may share the information necessary to process an order, arrange delivery, register a warranty, or obtain technical support. We share what the task requires and no more.
• Advertising and analytics partners. As described in Section 5. This may constitute “sharing” or a “sale” under certain state laws, and you may opt out.
• Businesses under common ownership. Personal information may be accessible to businesses under common ownership with us for administration of the business, including billing, security, and recordkeeping. Consent you give to Stokes Robotics is used only for Stokes Robotics communications. We do not use it to send you marketing on behalf of any other brand or business.
• Professional advisors. Attorneys, accountants, auditors, and insurers, subject to confidentiality obligations.
• Legal and safety. When we believe disclosure is required by law, subpoena, court order, or other legal process, or is reasonably necessary to enforce our terms, investigate suspected fraud or security issues, or protect the rights, property, or safety of our company, our customers, or the public.
• Business transfers. In connection with a merger, acquisition, financing, reorganization, or sale of all or part of our business or assets, including in bankruptcy. Personal information may be among the transferred assets.
• With your direction or consent. For example, when you ask us to copy a colleague on a quote or ship an order to another location.

We do not disclose personal information to third parties for their own independent marketing purposes.

8. Data retention

We keep personal information for as long as it remains necessary for the purposes described in this Policy. We do not apply a fixed deletion schedule to every category of information. Instead, we determine how long to retain information based on:

• Whether we have an active or prospective business relationship with you, and how recently you have been in contact with us;
• Whether the information is needed to support, warranty, or document a robot or product we have sold, which for equipment of this kind can extend well beyond the date of sale;
• Our legal, tax, accounting, and contractual recordkeeping obligations, including records of sales and sales tax exemption certificates;
• For job and internship applications, how long we need to evaluate the application and meet hiring recordkeeping obligations, or longer if you ask us to keep your application on file for future openings;
• Our need to honor your choices. We retain a record of unsubscribe, do-not-call, and opt-out requests indefinitely, specifically so that we do not contact you again;
• Our need to retain evidence of the permission you gave us to contact you, and to establish, exercise, or defend legal claims;
• The retention settings of the analytics and advertising platforms we use, which generally expire identifiers automatically.

Where information is no longer needed for any of these purposes, we delete or de-identify it. You may ask us to delete your personal information at any time, as described in Section 10, and we will honor that request unless we are required or permitted by law to retain it.

9. Security

We maintain administrative, technical, and physical safeguards designed to protect personal information, including encryption of data in transit and access controls. Payment card information is handled by our payment processors and is not stored on our systems. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If you believe your interaction with us is no longer secure, contact us at info@stokesrobotics.com.

10. Your privacy rights

Depending on where you live, you may have some or all of the rights below. We extend the core rights to all U.S. residents regardless of state, as a matter of practice.

• Know and access. Confirm whether we process your personal information and obtain a copy, including the categories collected, the sources, the purposes, and the categories of recipients.
• Correct. Ask us to fix inaccurate personal information.
• Delete. Ask us to delete personal information we collected from you, subject to legal exceptions.
• Portability. Receive a copy in a portable, machine-readable format where technically feasible.
• Opt out of targeted advertising, sale, or sharing. As described in Section 5.
• Opt out of profiling that produces legal or similarly significant effects. We do not engage in this.
• Limit use of sensitive personal information. We do not use or disclose sensitive personal information for purposes beyond those permitted by law.
• Non-discrimination. We will not deny service, charge a different price, or provide a different quality of service because you exercised a privacy right.
• Appeal. If we deny your request, you may appeal by replying to our decision or emailing info@stokesrobotics.com with “Privacy Appeal” in the subject line. We will respond within the timeframe your state’s law requires and, if we deny the appeal, tell you how to contact your state attorney general.

How to exercise your rights

Email info@stokesrobotics.com with “Privacy Request” in the subject line. Tell us what right you want to exercise and the email address or phone number you used with us.

We will verify your identity before acting, typically by matching the information you provide against our records and by confirming the request from the email address on file. For deletion requests we may ask for additional confirmation. We respond within 45 days and may extend once by an additional 45 days, or as otherwise permitted by your state’s law, with notice to you.

Authorized agents. You may use an authorized agent to submit a request. We will require written proof of the agent’s authority and may ask you to verify your identity directly.

California “Shine the Light.” California residents may request information about disclosures of personal information to third parties for those parties’ direct marketing purposes. We do not make such disclosures.

Categories of personal information (California disclosure)

CCPA category	Collected	Examples
Identifiers	Yes	Name, email address, telephone number, IP address, cookie identifiers, account username
Customer records (Cal. Civ. Code § 1798.80)	Yes	Name, organization, billing and shipping address, telephone number, billing contact, tax exemption certificate
Commercial information	Yes	Robots and products considered or purchased, quotes, orders, order history
Internet or network activity	Yes	Pages viewed, referring URLs, campaign parameters, order attribution data
Geolocation data (approximate)	Yes	City or region inferred from IP address, deployment city and state you provide
Audio or electronic information	Yes	Emails, form submissions, and notes from conversations
Professional or employment information	Yes	Job title, role, agency or company, sector, and job or internship application details
Education information	Limited	Education history you include in a job or internship application
Inferences	Yes	Likely product interest, market segment, procurement stage
Sensitive personal information	Limited	Account login credentials, if you create an account, used only to provide your account
Biometric information	No	Not collected

11. Children’s privacy

The Site is intended for adults, including people buying for or working with businesses, agencies, and schools, and job applicants. We do not knowingly collect personal information from children under 13, and we do not knowingly sell or share the personal information of anyone under 16. Where we supply robots, curriculum, or training to a school or district, we work under our agreement with the school or district, and we do not collect information directly from students through the Site. If you believe a child has provided us information, contact info@stokesrobotics.com and we will delete it.

12. Third-party sites and platforms

The Site may link to third-party websites, documentation, apps, and platforms that we do not control, including manufacturer documentation and software. Their privacy practices are governed by their own policies, and we are not responsible for their content or data practices. We encourage you to read the privacy policy of any site or service you use.

13. Location of processing

We are based in the United States and process and store information in the United States. Some of our service providers, and the manufacturers of products we sell, may process information in other countries when they provide services to us or to you. If you access the Site from outside the U.S., you understand that your information will be transferred to and processed in the U.S., where data protection laws may differ from those in your jurisdiction. Our business is directed to customers in the United States.

14. Changes to this policy

We may update this Policy from time to time. We will revise the “Updated & effective date” at the top of this Policy and, if the changes are material, provide additional notice such as a Site banner or an email. Your continued use of the Site after the effective date of an update constitutes acceptance of the revised Policy.

15. Contact us

Questions, requests, or complaints about this Policy or our handling of personal information: