Privacy Policy
Last updated: <span style="color: red">[Insert Date]</span>
The basics
What law applies?
Data usage follows applicable national data protection law and the EU General Data Protection Regulation ("GDPR").
What is Personal Data?
Personal Data is any information about personal or factual circumstances that relate to a person. Examples include name, date of birth, email, postal address, phone number, IP addresses, or device IDs.
What is processing?
Processing encompasses any operation or set of operations that is performed on Personal Data, whether or not it is done automatically.
Who is responsible for data processing?
The responsible party is ReputationSentry ("we", "us", or "our"). Contact questions through the provided email or address.
What are the legal bases for processing?
ReputationSentry processes data under these bases:
- Fulfilling contractual obligations
- Protecting legitimate interests (IT security, service development, legal defence)
- Your explicit consent
- Complying with legal obligations
Am I obliged to provide data?
You must provide data necessary to establish, implement, or terminate business relationships, or data legally required for collection. Without this information, contract refusal or termination may occur.
Data that we collect automatically
Log data
The system automatically collects: file names accessed, visit date/time, data transferred, retrieval success notifications, browser type/version, IP address, operating system, internet service provider, referral website, and pages visited. The legal basis is legitimate interest.
Hosting
Hetzner (Industriestr. 25, 91710 Gunzenhausen, Deutschland) provides hosting services and processes inventory, contact, content, usage, metadata, and communication data based on legitimate interests and contractual service provision.
Cookies
Two cookie types exist:
- Essential Cookies — provide correct, user-friendly website functionality
- Non-essential Cookies — analytics and advertising cookies requiring consent
Non-essential cookie usage requires consent under applicable national cookie law and the EU Privacy and Electronic Communications Directive (PECD).
Cookie consent
The cookie consent tool collects: consent decisions, IP address, browser information, device information, and visit timing. The legal basis is legitimate interest and your consent.
Links to other websites
Third-party websites may set cookies not covered by this policy. Review their individual cookie policies accordingly.
Third-party services and content
Third-party providers receive user IP addresses to deliver content, which is necessary for display. The policy includes placeholder sections for specific providers, purposes (Analytics, Fonts, Spam Protection, etc.), and their privacy policies.
Data we collect directly
Contact
Contact data including name, email, IP address, phone number, and message context is collected to process your request. The legal basis is your consent.
Registration
Users provide: full name, username, email address, and password for account creation and service provision. Processing bases include contractual obligation fulfilment, legal obligation compliance, and consent.
When you use our services
Data arising from service usage is processed to provide contracted services, including support, correspondence, invoicing, and tax obligations. ReputationSentry becomes the data processor under GDPR Chapter 4, processing data per your instructions only.
Employee access is restricted on a need-to-know basis and logged/audited. Important notes:
- Some jurisdictions require disclosing processor usage in your privacy policy/agreement
- Providing third-party Personal Data requires necessary consents; you indemnify ReputationSentry for non-compliance
Administration, financial accounting, office organisation, contact management
Administrative data processing for business organisation and legal compliance uses the same data processed for service provision. Legal bases are legal obligations and legitimate interest.
Payment data
Stripe (510 Townsend Street, San Francisco, California 94103) processes payments exclusively. ReputationSentry has no access to payment data. The legal basis is contract establishment/implementation.
Marketing
Separate consent allows contacting you for marketing purposes through provided communication channels. Consent may be explicit (checkbox) or implied from reasonable expectations based on your interactions or relationship with ReputationSentry.
Any direct addressed marketing sent or conducted by us or on our behalf will provide you with the opportunity to opt out or exclude yourself.
Economic analyses and market research
Business transaction, contract, inquiry, and browsing data undergoes analysis for business evaluation and market research purposes. Analyses remain internal, using anonymous/pseudonymous summarised values while respecting user privacy.
Social media
ReputationSentry operates on social media platforms (placeholder for specific platform names). Contact via social media creates joint controller arrangements. Legal bases include legitimate interest, your consent, or contract initiation.
General principles
Who receives my information?
Information recipients within ReputationSentry are those needing access to fulfil contractual/legal obligations. Processors in IT services, telecommunications, and sales/marketing receive data with appropriate legal precautions and technical/organisational measures ensuring GDPR compliance.
Data transfers to third parties occur only when necessary for contractual purposes, legitimate operational interests, or with your consent.
How long will my data be stored?
Data is retained for the business relationship duration and per statutory retention obligations. Retention periods typically span two to six years depending on document type and applicable legal regulations.
How do we secure your data?
SSL/TLS encryption protects data transmission. Numerous technical/organisational security measures (encryption, need-based access) ensure maximum protection. However, internet-based data transmissions can always have security vulnerabilities, so absolute protection cannot be guaranteed.
Data breaches are reported to affected individuals promptly after discovery.
Is data transferred to a third country?
Personal Data may transfer to other companies as described. Contractual arrangements provide adequate protection, with reasonable technical/organisational measures ensuring data security during transfer.
Special category data
Special category data is not processed unless necessary for service usage with explicit consent.
Minors
ReputationSentry does not request Personal Data from minors/children and does not knowingly collect or share such data with third parties.
Automated decision making
Automated decision making without human involvement does not occur.
Do not sell
We do not sell your personal information.
Your rights and privileges
Rights to protect your data
Under applicable data protection laws and GDPR, you may exercise:
- Right to information
- Right to rectification
- Right to deletion
- Right to data portability
- Right to object
- Right to withdraw consent
- Right to lodge supervisory authority complaints
- Right against decisions based solely on automated processing
Contact ReputationSentry to exercise these rights.
Updating your data
Request rectification or erasure, or object to processing by contacting ReputationSentry regarding inaccurate or inappropriately used data.
Withdrawal of your consent
Consent may be withdrawn at any time by contacting ReputationSentry. Prior processing legality remains unaffected by withdrawal.
Request for information
Written information requests receive responses within thirty (30) days when possible. If unable to respond within this timeframe or provide requested information, ReputationSentry explains why and provides expected response timing.
Complaint to a supervisory authority
You may lodge supervisory authority complaints regarding Personal Data processing. ReputationSentry welcomes the opportunity to address concerns before escalation.
Changes
This Privacy Policy was last updated on <span style="color: red">[Insert Date]</span>. Updates may occur due to actual or legal changes necessitating revision.
Contact
ReputationSentry Ltd — please send privacy or GDPR enquiries via our contact form and select "Privacy / GDPR" as the enquiry type.