Complify is developed and provided to you by OSM Solutions GmbH, which offers tailored technical solutions to address your cyber security and compliance needs. With our managed services, we’ll help you navigate the ever-increasing cyber security threat and regulatory landscape while ensuring your day-to-day processes run smoothly.
Privacy Policy
This privacy policy has been compiled to better serve those who are concerned with how their “Personally Identifiable Information” (PII) is being used online. PII is information that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context. Please read our privacy policy carefully to get a clear understanding of how we collect, use, protect, or otherwise handle your Personally Identifiable Information in accordance with our website and software.
What personal information do we collect?
Website Visitors
When filling out contact forms on our website, you may be asked to enter your name, email address, phone number (optional), and message text to follow up with you based on your request.
Software Users
When using our Software-as-a-Service (SaaS) product, we may collect user account information such as:
• Name
• Email address
• Username or login credentials
We do not process the contents of files or documents uploaded by users into the software. However, users may upload documents containing personal data, which are stored securely but remain the responsibility of the user as the data controller.
When do we collect information?
We collect information when:
• You fill out a form or enter information on our website.
• You register for an account or use our software services.
How do we use your information?
We use the information collected for:
• Following up with you after correspondence (live chat, email, or phone inquiries).
• Creating and managing user accounts for access to our software.
• Providing, maintaining, and improving the software services.
We do not access or process personal data within documents uploaded to the software unless required by law or for troubleshooting purposes with your explicit consent.
How do we protect your information?
For the website and software:
• We conduct regular vulnerability and malware scans.
• Your personal information is contained behind secured networks and is only accessible by a limited number of authorized personnel who are required to keep the information confidential.
• All sensitive information you supply is encrypted via Transport Layer Security (TLS) technology.
• The software employs advanced security measures, including encryption for uploaded documents and regular security audits, to safeguard data.
Do we use "cookies"?
Yes. Cookies are used to enhance the user experience on our website and software. These include cookies for:
• Remembering user preferences.
• Session management for authenticated software users.
You can manage cookie preferences through your browser settings. If you disable cookies, some features of the website or software may not function properly.
Third-party disclosure
We do not sell, trade, or otherwise transfer your Personally Identifiable Information to outside parties, except as required to provide our services. This includes sharing information with trusted third-party service providers, such as:
• Stripe: We use Stripe as our payment processor. When you make a payment, your payment information (e.g., credit card details) is securely transmitted to Stripe. Stripe processes this information in accordance with their PrivacyPolicy. We do not store your payment details on our servers.
These third parties are bound by strict data processing agreements to ensure your data is handled securely and in compliance with GDPR.
Third-party links
Occasionally, we may include or offer third-party products or services on our website. These third-party sites have separate and independent privacy policies. We have no responsibility or liability for the content and activities of these linked sites.
Data uploaded by users to the software
Users are responsible for ensuring compliance with GDPR or other applicable data protection laws when uploading or processing personal data through the software. We act as a data processor for uploaded documents and provide secure storage and processing capabilities. Users retain full ownership and responsibility for the data.
How long we keep your data?
• Website inquiries: Retained until you request deletion.
• Software user accounts: Retained for the duration of your subscription or until you request deletion.
• Uploaded data: Retained as long as required by the user or until deletion is initiated by the user.
What are your rights?
As per GDPR, you have the right to:
• Access, correct, or delete your personal information.
• Withdraw consent for data processing.
• Request a copy of the data we process about you.
• File a complaint with a supervisory authority if you believe your rights have been violated.
For any of the above, contact us via email or phone.
Breach Notification
In the unlikely event of a data breach or unauthorized access to personal data, we will notify affected users via email within 72 hours of becoming aware of the breach, as required by GDPR.
