Privacy Policy

3.1 When we act as a Controller

We act as a data controller for personal data processed for our own business purposes, such as:

• account administration, billing, and subscriptions,
• support and communication,
• security, analytics, and improvement of Services,
• marketing activities (where applicable).

3.2 When we act as a Processor (Customer Data)

When our customers use Veltify to manage employee profiles, generate CVs, or store workforce information, Veltify typically acts as a data processor and processes personal data on behalf of the customer (who is the controller).

In such cases, processing is governed by a Data Processing Agreement (DPA) or relevant contract between Veltify and the customer, and individuals should contact the customer (controller) first to exercise rights related to Customer Data.

4.1 Data you provide directly

• name and surname
• company name
• job title
• email address
• phone number
• billing details (company address, VAT ID/NIP)
• payment status and invoice details (payments may be processed by payment providers)
• content you submit via support/contact forms
• login credentials (or SSO identifiers if applicable)

4.2 Data processed within the Application (Customer Data)

If you are a user of a customer account, the platform may include (depending on what the customer uploads):

• employee profile data (skills, experience, roles, projects)
• education and certifications
• language proficiency
• work history and descriptions
• documents uploaded by the customer (e.g., CVs, attachments)

4.3 Technical / usage data

• IP address
• device and browser data
• date/time of access
• logs and events inside the Application
• pages viewed and actions performed
• approximate location (based on IP)

5.1 Account creation and provision of Services

Scope: name, company name, email, account identifiers, Service usage data

Legal basis: Article 6(1)(b) GDPR (performance of contract) and/or Article 6(1)(f) GDPR (legitimate interest – enabling access and improving the Service)

Retention: for the duration of the agreement and until claims become time-barred.

5.2 Customer support and communication

Scope: name, email, phone (optional), content of communication

Legal basis: Article 6(1)(f) GDPR (legitimate interest – responding to enquiries)

Retention: until the request is resolved and for the period necessary to defend against claims.

5.3 Handling complaints

Scope: name/company name, email, complaint content

Legal basis: Article 6(1)(f) GDPR (legitimate interest – handling complaints and claims)

Retention: for the duration of the complaint process and until claims become time-barred.

5.4 Billing, payments, accounting and tax obligations

Scope: name/company name, billing address, VAT ID/NIP, invoice data

Legal basis: Article 6(1)(c) GDPR (legal obligation)

Retention: typically 5 years from the end of the relevant tax year (or longer if required by law).

5.5 Security, fraud prevention, and Service integrity

Scope: logs, IP address, events, authentication data

Legal basis: Article 6(1)(f) GDPR (legitimate interest – security and prevention of abuse)

Retention: as long as necessary for security purposes and legal defense.

5.6 Analytics and improvement of Services

Scope: usage data, logs, browser/device data

Legal basis: Article 6(1)(f) GDPR (legitimate interest – product improvement and diagnostics)

Retention: until you object or the purpose is achieved.

5.7 Marketing communication (newsletter / product updates)

Scope: email address, optionally name/company

Legal basis:

• Article 6(1)(a) GDPR (consent) where required, and/or
• Article 6(1)(f) GDPR (legitimate interest – informing customers about updates)

Retention: until you unsubscribe or object.

12.1 What are cookies?

Cookies are small text files stored on your device when you use the Website or Application.

12.2 Why we use cookies

We may use cookies to:

1. ensure proper functioning of Services
2. improve user experience and detect errors
3. compile statistics and improve performance
4. conduct marketing activities (if enabled)

12.3 Types of cookies

• essential cookies (required for proper functioning)
• analytics cookies (e.g., Google Analytics)
• marketing cookies (only if you consent, where applicable)

You can manage cookie preferences in the cookie banner or your browser settings.

Disabling cookies may affect Service functionality.