Privacy Policy

Three kinds of data, and nothing else:

• Account data. Your name, work email, password (stored hashed, never in readable form), and which organization you belong to.
• Data you enter. The records you create in the app: organizations, branches, employees, and anything else you or your colleagues type in or import.
• Technical data. IP address, browser and device type, and timestamps of significant actions, kept so we can keep accounts secure and work out what went wrong when something breaks.

We do not sell personal data, and we do not use it to train models.

• To run the service: signing you in, showing your records, sending the emails the app has to send.
• To keep it secure: spotting unusual sign-ins, investigating abuse, keeping an audit trail.
• To support you: reproducing a bug you report, answering a question about your account.
• To meet legal obligations: tax, accounting and anything a regulator requires of us.

Where the law requires a legal basis, ours is performing our contract with you, our legitimate interest in running and securing the service, and compliance with legal obligations. Where we rely on consent, you can withdraw it at any time.

We use a session cookie to keep you signed in. The app also stores some preferences in your browser rather than on our servers, including your theme, which top-bar features you have hidden and how you like data tables to behave. Those stay on the device and are not sent to us.

No advertising cookies, and no third-party tracking pixels.

Other members of your organization see the records in your shared workspace, and your administrators can see and manage accounts within it.

Outside that, we share personal data only with the providers who help us run the service, such as hosting, email delivery and error monitoring. They may process it only on our instructions. We also disclose data when the law compels us to, and we will tell you when we are allowed to.

• Account data: while the account is open, then 30 days after closure.
• Data you entered: while the account is open. Deleted records sit in Trash until they are permanently removed or 30 days pass, whichever comes first.
• Technical and security logs: 12 months.
• Records we must keep by law, such as invoices: as long as the law requires.

Once the period ends, we delete or anonymize the data. Backups age out on their own cycle, so a copy can persist there briefly after deletion.

Data is encrypted in transit and at rest. Access inside our team is limited to the people who need it for the job in front of them, and it is logged. Passwords are hashed, never stored in a form anyone can read.

No system is perfectly secure. If a breach affects your data, we will tell you and the relevant regulator within the time the law allows.

Depending on where you live, you can ask us to:

• give you a copy of the personal data we hold about you
• correct anything inaccurate
• delete it, where we have no obligation or overriding reason to keep it
• export it in a portable format
• restrict or object to certain processing

Write to the address below and we will answer within 30 days. If we get it wrong, you can complain to your local data protection authority.

We host in the region your organization selects. Where data moves outside that region, we rely on the safeguards the law provides for such transfers, including standard contractual clauses.

When this policy changes we update the date at the top. If a change materially affects how we use your data, we will tell you in the app or by email before it takes effect.

For anything about privacy, including a request under the rights above, write to privacy@internal.viliha.com. For the terms that govern your use of the service, see the Terms of Use.