Privacy policy

Thank you for using Cortena, a service provided by Cortena B.V. ("we," "us," or "our"). We value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard personal data in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR), where applicable.By accessing or using the Service, you agree to the practices described in this Privacy Policy.

1. Information We Collect

1.1 Information You Provide

We collect personal information you voluntarily provide, such as when you:

• Register for an account
• Interact with customer support
• Participate in promotions, surveys, or feedback sessions
• Submit content, files, or other inputs on the platform

This may include:

• Identifying information: Name, email address, job title, company/organization
• User-generated content: Messages, files, or feedback provided on the platform

1.2 Information Collected Automatically

When you use the Service, we may automatically collect:

• Usage data: Features used, pages visited, interactions with the Service
• Device and browser information: IP address, device type, operating system, browser version
• Cookies and tracking technologies: To remember your preferences and improve functionality

1.3 Information from Third Parties

If you integrate external services with our platform, we may collect relevant data from those services based on your permissions.

2. Legal Bases for Processing

We process your data under one or more of the following legal bases:

• Contractual necessity – to provide the services you request
• Legitimate interests – such as improving our services and user experience
• Consent – when you agree to specific uses (e.g., marketing communications)
• Legal obligations – when processing is required by law

3. How We Use Your Information

3.1 Purposes

We use collected data to:

• Provide, maintain, and improve our services
• Personalize user experience
• Respond to inquiries and provide support
• Analyze platform usage and performance
• Comply with legal obligations

3.2 Communications

We may use your contact information to send:

• Important service updates
• Information about features or promotions (opt-out available)

3.3 Legal and Compliance

We may process data to comply with laws, enforce agreements, and protect the rights or safety of users or others.

4. Data Sharing

We may share personal data with trusted third parties that support our operations (e.g., hosting, analytics, or support providers). All such parties are contractually required to protect your data.

• Hetzner (server hosting)
• OpenAI (for AI/LLM)
• Slack (for notifications)
• Google Mail (for emails)
• Google Analytics (for user behaviour and performance marketing tracking to improve website/product performance)
• Microsoft Clarity (user behavioural tracking to improve website/product performance)
• Helpscout (for onboarding/newsletter)

5. Data Storage

We store personal data on secure servers in Germany (Hetzner). Security measures include encryption, restricted access, and monitoring.

6. Data Security

We implement technical and organizational safeguards, which may include:

• Encryption of data in transit and at rest
• Access controls and multi-factor authentication
• Regular audits and monitoring

7. Data Retention

We retain personal data only as long as necessary to:

• Provide our services
• Meet legal or regulatory requirements
• Fulfill business needs

Retention periods vary depending on the type of data and its intended purpose. Once expired, data will be securely deleted or anonymised.

8. Your Rights

Depending on your jurisdiction, you may have rights including:

• Access – request a copy of your personal data
• Rectification – correct inaccurate information
• Erasure – request deletion of your data
• Restrict processing – limit certain uses
• Data portability – receive your data in a transferable format
• Object – object to processing under certain circumstances

To exercise rights, contact us at [Insert Contact Email]. Verification of identity may be required.

9. Cookies and Tracking

We use cookies and similar technologies to:

• Enable essential platform functions
• Analyze usage and improve performance
• Store preferences (e.g., language, region)

You may manage cookies through your browser settings, but disabling them may affect functionality.

10. International Data Transfers

If we transfer data outside your jurisdiction (e.g., the European Economic Area), we use safeguards such as Standard Contractual Clauses (SCCs) or other approved mechanisms.

11. Required vs. Optional Data

• Required data: Essential for creating and maintaining your account (e.g., name, email). Without it, we cannot provide core services.
• Optional data: Enhances your experience (e.g., survey responses) but is not required to use the Service.

12. Security Incidents

If a data breach occurs, we will notify affected users within the legally required timeframe and take steps to mitigate risks.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Significant changes will be communicated via email or a platform notice. We encourage you to review the policy periodically.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, you can contact us at:

Cortena B.V.

Email: compliance@cortena.ai

Address: Stationsplein 45, D3.118, 3013 AK Rotterdam

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