This Privacy Policy describes how PolicyMeld ("we", "us", or "our") collects, uses, and discloses your personal information when you use our compliance policy management platform (the "Service"). We respect your privacy and are committed to protecting your personal information.
1. Information We Collect
We collect several types of information from and about users of our Service, including:
1.1 Personal Information
When you register for an account, we collect:
- Contact information: Your name, email address, and phone number
- Account credentials: Username and password
- Organization information: Company name, size, industry, and role
- Profile information: Job title, department, and profile picture (optional)
1.2 Payment Information
If you subscribe to a paid plan, we collect payment information, including:
- Billing address
- Payment method details (credit card information, bank information)
- Transaction history
Note that payment processing is handled by our third-party payment processors, and we do not store your complete credit card information on our servers.
1.3 Content You Provide
We collect and store the content you create, upload, or receive from others when using our Service, including:
- Policies and documents you create or upload
- Framework mappings and control documentation
- Comments, feedback, and approvals
- User activity and audit logs
1.4 Usage Information
We automatically collect certain information about your use of the Service, including:
- Log data: IP address, browser type, operating system, referring webpages, pages visited, and time spent on pages
- Device information: Device type, operating system, and browser type
- Usage patterns: Features used, actions taken, and preferences
- Performance data: System metrics, error rates, and crashes
1.5 Cookies and Similar Technologies
We use cookies, web beacons, and similar tracking technologies to collect information about your browsing activities. These technologies help us analyze Service usage, personalize your experience, and improve our Service.
Our website uses the following types of cookies:
- Necessary Cookies: These cookies are essential for the website to function properly. They enable core functionality such as security, network management, and account access. You cannot opt out of these cookies.
- Analytics Cookies: We use Google Analytics to help us understand how visitors interact with our website. These cookies collect information about your use of the website, including the pages you visit and links you click. All information these cookies collect is aggregated and therefore anonymous. You can opt out of these cookies.
When you first visit our website, you will be presented with a cookie banner that allows you to accept or decline non-essential cookies. You can change your preferences at any time by clicking the cookie settings button in the footer of our website.
You can also manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.
2. How We Use Your Information
We use the information we collect for various purposes, including:
2.1 Providing and Improving the Service
- To create and manage your account
- To provide the features and functionality of the Service
- To process transactions and send related information
- To respond to your inquiries and support requests
- To monitor and analyze usage patterns to improve our Service
- To develop new features and functionality
2.2 Communications
- To send administrative notifications, such as security or support messages
- To provide updates about new features or products
- To deliver marketing communications if you have opted in
- To send service-related announcements
2.3 Security and Compliance
- To verify your identity and prevent fraud
- To protect the security and integrity of our Service
- To enforce our Terms of Service and other policies
- To comply with legal obligations
2.4 Analytics and Improvement
- To analyze usage patterns and trends
- To conduct research and development
- To measure the effectiveness of our marketing campaigns
- To create aggregated or de-identified data sets for analytics
3. How We Share Your Information
We may share your personal information in the following circumstances:
3.1 Within Your Organization
If you are using the Service on behalf of an organization, we share your information with other members of your organization based on the roles and permissions configured in your account.
3.2 Service Providers
We may share your information with third-party vendors, service providers, contractors, or agents who perform functions on our behalf, such as:
- Cloud hosting and infrastructure providers
- Payment processors
- Customer support tools
- Analytics providers
- Email and communication services
3.3 Business Transfers
If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of company assets, your information may be transferred as part of that transaction.
3.4 Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court order, government request).
3.5 With Your Consent
We may share your information with third parties when you have given us your consent to do so.
4. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process the data, and applicable legal requirements.
When you delete your account, we may continue to retain certain information as required by law or for legitimate business purposes, such as to resolve disputes, enforce our agreements, or comply with legal obligations. Any information we retain will be handled in accordance with this Privacy Policy.
5. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal information, including:
5.1 Access and Update
You can access and update certain personal information through your account settings. If you need assistance accessing or updating information that is not available through your account settings, please contact us.
5.2 Data Protection Rights
Depending on your jurisdiction, you may have the right to:
- Request access to your personal information
- Request correction of inaccurate data
- Request deletion of your personal information
- Object to or restrict the processing of your information
- Request transfer of your personal information (data portability)
- Withdraw consent where we rely on consent as the legal basis for processing
To exercise these rights, please contact us at privacy@policymeld.com. We may request specific information to confirm your identity and ensure your right to access your personal information.
5.3 Marketing Communications
You can opt out of receiving marketing emails from us by clicking the "unsubscribe" link in any marketing email we send. Even if you opt out of marketing communications, we may still send you service-related communications.
5.4 Cookies and Tracking
You have the right to decide whether to accept or reject cookies (except for necessary cookies which are required for the operation of our website). You can exercise your cookie preferences through our cookie consent banner or preference center.
You can also control cookies through your browser settings. Most web browsers allow some control of most cookies through browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.
Please note that if you choose to reject certain cookies, you may not be able to use all the features of our Service.
For more information about Google Analytics and how to opt out, please visit: https://tools.google.com/dlpage/gaoptout.
6. Data Security
We implement appropriate security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include encryption, access controls, secure coding practices, regular security assessments, and staff training. However, no method of transmission over the Internet or electronic storage is 100% secure, so we cannot guarantee absolute security.
7. International Data Transfers
We may process and store your information in the United States and other countries, which may have different data protection laws than your country of residence. When we transfer your personal information to other countries, we will protect that information as described in this Privacy Policy and comply with applicable legal requirements for transferring personal information across borders.
8. Children's Privacy
Our Service is not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will take steps to delete such information as soon as possible.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our practices or for other operational, legal, or regulatory reasons. If we make material changes to how we treat our users' personal information, we will notify you through a notice on the Service or by email prior to the change becoming effective. The date the Privacy Policy was last revised is identified at the top of this page. You are responsible for ensuring we have an up-to-date email address for you and for periodically reviewing this Privacy Policy.
10. Contact Us
If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at privacy@policymeld.com