Vortex Privacy Policy

Effective Date: October 6, 2025

Vortex Software (“Vortex,” “we,” “our,” or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and protect your personal data in compliance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and other applicable data protection laws.

1. Data Controller

   Vortex Software is the controller of your personal data.
   1. Email: privacy@vortexsoftware.com
   2. Address: 2038 Kings Ln, San Mateo, CA 94402
   3. For questions about this Privacy Policy or how we process your data, please contact us at the email above.

2. Personal Data We Collect

   We may collect and process the following categories of personal data:
   • Identity and Contact Data: Name, email address, company name, and contact details.
   • Account Data: Login credentials, user preferences, and account activity.
   • Usage Data: IP address, browser type, operating system, pages viewed, and usage patterns.
   • Communication Data: Messages sent to us via support or feedback channels.
   • Technical Data: Cookies and similar technologies used for analytics and service improvement.
   We do not collect sensitive personal data (e.g., health, religion, or political beliefs).

3. Legal Bases for Processing

   Under GDPR, we process personal data only when we have a lawful basis. These include:
   • Performance of a contract: When processing is necessary to provide our services.
   • Consent: When you have explicitly given us permission (e.g., for marketing communications).
   • Legitimate interests: When processing is necessary for our business purposes and does not override your rights (e.g., analytics, service improvement).
   • Legal obligation: When required to comply with applicable laws and regulations.

4. How We Use Your Personal Data

   We use your personal data to:
   • Provide, maintain, and improve our services.
   • Manage user accounts and authentication.
   • Communicate updates, support, and service information.
   • Analyze and optimize performance and functionality.
   • Detect and prevent fraud, abuse, or security threats.
   • Comply with legal and regulatory obligations.
   We do not sell or rent personal data.

5. How We Share Your Personal Data

   We share personal data only when necessary and with appropriate safeguards:
   • Service Providers: Third parties that assist with hosting, analytics, communications, and security (e.g., AWS, Google Analytics).
   • Business Transfers: If we merge, sell, or restructure, data may be transferred as part of the transaction.
   • Legal Requirements: When disclosure is required by law, regulation, or court order.
   All third parties are bound by confidentiality and GDPR-compliant data processing agreements.

6. International Transfers

   Your data may be processed outside the European Economic Area (EEA), including in countries that may not provide the same level of data protection. In such cases, we implement safeguards, including Standard Contractual Clauses (SCCs) approved by the European Commission, to ensure adequate protection.

7. Data Retention

   We retain your personal data only as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements. When data is no longer required, it will be securely deleted or anonymized.

8. Your Rights Under GDPR

   As a data subject, you have the following rights:
   • Right of Access: Request a copy of your personal data.
   • Right to Rectification: Correct inaccurate or incomplete data.
   • Right to Erasure ("Right to be Forgotten"): Request deletion where applicable.
   • Right to Restrict Processing: Limit how your data is used.
   • Right to Data Portability: Receive your data in a structured, machine-readable format.
   • Right to Object: Object to processing based on legitimate interests.
   • Right to Withdraw Consent: Withdraw consent at any time without affecting prior lawful processing.
   To exercise these rights, contact us at privacy@vortexsoftware.com. If you believe your rights have been violated, you may lodge a complaint with your local Data Protection Authority.

9. Cookies and Tracking Technologies

   We use cookies and similar technologies to:
   • Maintain session functionality.
   • Analyze usage and performance.
   • Personalize the user experience.
   You can manage or disable cookies through your browser settings. For more details, see our Cookie Policy (if separate).

10. Data Security

    We use industry-standard technical and organizational measures to protect your personal data, including encryption, access controls, and secure data storage. However, no system is entirely secure, and we cannot guarantee absolute protection.

11. Children’s Privacy

    Our services are not directed to children under 13, and we do not knowingly collect data from minors. If you believe a child has provided personal data, please contact us for removal.

12. Changes to This Privacy Policy

    We may update this Privacy Policy from time to time. Any material changes will be communicated via email or by updating this page. The updated version will indicate the effective date.

13. Contact Us

    If you have any questions or requests regarding this policy, please contact:
    1. Vortex Software — Data Protection Officer
    2. Email: privacy@vortexsoftware.com
    3. Address: 2038 Kings Ln, San Mateo, CA 94402