Privacy Policy
This Privacy Policy explains how ekory S.r.l. collects, uses and protects personal data when you use this website, and how we email you if you sign up to ekory. Processing of data inside the ekory product on behalf of our customers is governed separately by our Data Processing Agreement.
1Data controller
The data controller for personal data processed through this website is ekory S.r.l. ("ekory", "we", "us").
- Registered office: Via Bocchetto 6, 20123 Milano (MI), Italy
- VAT / P.IVA: IT14459320967, REA: MI - 2786317
- Email: privacy@ekory.ai
We have appointed an external Data Protection Officer (DPO), Chino Srl, and notified the appointment to the Italian supervisory authority (Garante per la protezione dei dati personali). You can contact our DPO at dpo@ekory.ai.
2Scope of this policy
This policy describes how we process personal data of visitors to ekory.ai: for example when you subscribe to our newsletter, book a demo, or simply browse. It also covers the contact details of people who sign up to ekory directly, for example by creating a workspace through the self-service onboarding at app.ekory.ai, insofar as we use them to email those people (section 4).
It does not cover personal data that we process on behalf of our customers inside the ekory product. In that context our customer is the data controller and ekory acts as data processor, under the terms of our Data Processing Agreement.
3Data we collect & why
We collect only the data we need, for clearly defined purposes and on a defined legal basis under Article 6 GDPR.
| Data | Purpose | Legal basis |
|---|---|---|
| Email address (newsletter) | Send our monthly "Field notes" newsletter | Consent, Art. 6(1)(a) |
| Demo request: name, business email, company, message and scheduling details (via Calendly) | Arrange and run your demo and respond to your enquiry | Pre-contractual steps, Art. 6(1)(b); legitimate interest, Art. 6(1)(f) |
| Sign-up data: the name and email you sign up with, your workspace name and the answers you give during onboarding (such as company, role and team size) | Email you to help you set up your workspace and follow up on your evaluation; send you emails about ekory plans and services similar to the one you signed up for (section 4) | Pre-contractual steps and contract, Art. 6(1)(b), for setup and follow-up; Art. 130(4) of the Italian Privacy Code for emails about similar services, with the right to object at any time |
| Technical data: IP address, browser/device type, pages viewed, timestamps (hosting logs) | Deliver and secure the site, prevent abuse, basic diagnostics | Legitimate interest, Art. 6(1)(f) |
| Usage data: pages visited, interactions, device type, approximate location (via PostHog analytics) | Understand how the site is used and improve it; with your consent, session recordings of how pages are used | Legitimate interest, Art. 6(1)(f) for anonymous, cookieless analytics; consent, Art. 6(1)(a) for analytics cookies and session recordings |
| Marketing data: campaign parameters and ad click identifiers of the link that brought you here; for conversion measurement, hashed email and name, IP address, browser (Meta Pixel & Conversions API) | Know which campaign a signup or demo request came from and measure advertising results | Legitimate interest, Art. 6(1)(f) for first-party campaign attribution; consent, Art. 6(1)(a) for any sharing with Meta |
We do not intentionally collect special categories of data (Article 9 GDPR). Please do not include sensitive personal data in free-text demo messages.
4Emails after you sign up
If you sign up to ekory directly, for example by creating a workspace through the self-service onboarding at app.ekory.ai, we may email you at the address you signed up with. We do so to help you set up your workspace and follow up on your evaluation, which are steps you asked for by signing up, and to tell you about ekory plans and services similar to the one you signed up for. For these emails about similar services we do not ask for your consent, as permitted by Article 130(4) of the Italian Privacy Code (Legislative Decree 196/2003), because you gave us your email address when you signed up.
You can object at any time, free of charge and without giving a reason: reply to any of our emails asking us to stop, use the unsubscribe link where there is one, or write to privacy@ekory.ai. We then stop sending you these emails; messages essential to your account, such as sign-in links and security notices, continue. We never share your contact details with third parties for their own marketing.
If you joined a workspace at the invitation of one of our customers, we do not send you these emails: in that case the customer is the data controller of your data and ekory acts as its processor.
6Who we share data with
We never sell personal data. We share it only with carefully selected service providers ("processors") acting on our instructions:
| Recipient | Purpose | Location & safeguard |
|---|---|---|
| Vercel Inc. | Website hosting & server logs | USA, EU Standard Contractual Clauses |
| Notion Labs, Inc. | Storage of demo requests and newsletter sign-ups | USA, EU Standard Contractual Clauses |
| Hosting and email providers | Store the data you give us when you sign up and send the emails described in section 4 | EU; outside the EU only under EU Standard Contractual Clauses or the EU-U.S. Data Privacy Framework |
| PostHog, Inc. | Web analytics & session recordings | Data hosted in the EU (Frankfurt); EU Standard Contractual Clauses for any US access |
| Calendly LLC | Demo scheduling | USA, EU Standard Contractual Clauses |
| Meta Platforms Ireland Ltd | Advertising conversion measurement (only with your consent): hashed email and name, IP address, user agent, ad click and cookie identifiers. Meta acts as an independent controller for its advertising services | Ireland / USA, EU-U.S. Data Privacy Framework and Standard Contractual Clauses |
We may also disclose data where required by law or to protect our legal rights.
7International transfers
Some of our processors are located outside the European Economic Area, including in the United States. Where we transfer personal data outside the EEA, we rely on the European Commission's Standard Contractual Clauses (Decision (EU) 2021/914) together with appropriate supplementary measures. A copy of the relevant safeguards is available on request.
8Retention
- Newsletter: until you withdraw your consent / unsubscribe.
- Demo & enquiry data: for the duration of our evaluation and, thereafter, up to 24 months for follow-up, unless a contract is signed.
- Sign-up data used for emails: while your account exists and, thereafter, up to 24 months for follow-up, unless a contract is signed. If you object, we stop emailing you immediately and keep only what we need to respect your choice.
- Technical logs: typically up to 12 months.
- Analytics data: up to 24 months, after which it is deleted or aggregated.
We keep data only as long as necessary for the purposes above or to comply with legal obligations.
9Your rights
Under the GDPR you have the right to: access your data; rectify inaccurate data; erase data; restrict or object to processing; data portability; and, where processing is based on consent, to withdraw that consent at any time without affecting prior processing. In particular, you can object at any time to the use of your data for direct marketing, including the emails described in section 4 (Article 21(2) GDPR).
To exercise any of these rights, contact privacy@ekory.ai. You also have the right to lodge a complaint with the Italian supervisory authority, the Garante per la protezione dei dati personali.
10Security
We implement appropriate technical and organisational measures under Article 32 GDPR, including encryption in transit (HTTPS), access controls, and the principle of least privilege. No method of transmission over the internet is, however, completely secure.
11Children
This website is intended for businesses and is not directed to children. We do not knowingly collect personal data from anyone under the age of 16.
12Changes to this policy
We may update this policy from time to time. The "Last updated" date above reflects the latest revision. Material changes will be communicated through the website or by email where appropriate.
13Contact
Questions about this policy or our data practices? Email privacy@ekory.ai.
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