Privacy Policy

Last updated: January 30, 2025

ExpiryKeeper ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our document expiry tracking service.

1. Information We Collect

1.1 Information You Provide

When you create an account or use our service, we may collect:

Account Information: Name, email address, and password
Profile Information: Company name, job title, and preferences
Document Data: Document names, expiry dates, categories, tags, and notes you enter into the system
Payment Information: Billing address and payment method details (processed securely by our payment provider)
Communications: Messages you send to our support team

1.2 Information Collected Automatically

When you access our service, we automatically collect:

Usage Data: Features used, pages visited, actions taken within the application
Device Information: Browser type, operating system, device type
Log Data: IP address, access times, referring URLs
Cookies and Similar Technologies: Session cookies, preferences, and analytics data

2. How We Use Your Information

We use the information we collect to:

Provide the Service: Create and manage your account, process documents, and send expiry reminders
Send Notifications: Email alerts about expiring documents, account updates, and service announcements
Improve Our Service: Analyze usage patterns, fix bugs, and develop new features
Provide Support: Respond to your questions and resolve issues
Process Payments: Handle subscription billing and invoicing
Ensure Security: Detect and prevent fraud, abuse, and unauthorized access
Comply with Legal Obligations: Meet applicable legal and regulatory requirements

3. How We Share Your Information

We do not sell your personal information. We may share your information with:

3.1 Service Providers

We work with trusted third-party providers who assist us in operating our service:

Cloud Hosting: To store and process your data securely
Email Services: To send transactional and notification emails
Payment Processing: To handle subscription payments securely
Analytics: To understand how our service is used (aggregated, non-personal data)

3.2 Legal Requirements

We may disclose your information if required by law, court order, or government request, or to protect our rights, safety, or property.

3.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

3.4 With Your Consent

We may share your information for other purposes with your explicit consent.

4. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. After account deletion:

Account Data: Deleted within 30 days
Document Data: Permanently deleted within 30 days
Backup Copies: Removed within 90 days
Aggregated Analytics: May be retained indefinitely (non-personal)

You may request deletion of your data at any time by contacting us at [email protected].

5. Data Security

We implement industry-standard security measures to protect your data:

Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
Access Controls: Role-based access and multi-factor authentication
Regular Audits: Security assessments and vulnerability testing
Secure Infrastructure: Hosted on enterprise-grade cloud infrastructure

While we strive to protect your information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

6. Your Rights and Choices

Depending on your location, you may have the following rights:

Access: Request a copy of your personal data
Correction: Update or correct inaccurate information
Deletion: Request deletion of your personal data
Portability: Receive your data in a portable format
Opt-out: Unsubscribe from marketing communications
Restriction: Request limitation of processing

To exercise these rights, contact us at [email protected].

6.1 Cookie Preferences

You can manage cookie preferences through your browser settings. Note that disabling certain cookies may affect service functionality.

6.2 Email Preferences

You can manage notification preferences in your account settings or unsubscribe via links in our emails. Transactional emails (password resets, security alerts) cannot be opted out of.

7. International Data Transfers

Your information may be processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data in accordance with applicable laws.

8. Children's Privacy

ExpiryKeeper is not intended for children under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

9. Third-Party Links

Our service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

Posting the updated policy on our website
Sending an email notification to registered users
Displaying a notice in the application

Your continued use of the service after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Email: [email protected]

Subject Line: Privacy Policy Inquiry

We aim to respond to all inquiries within 5 business days.