Welcome to GuideWhale's Privacy Policy. GuideWhale ("we," "us," or "our") provides a Software-as-a-Service (SaaS) digital adoption platform (the "Service") designed to help businesses improve user onboarding, adoption, and retention.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our Service. Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site or use our Service.

1. Information We Collect

We may collect information about you in a variety of ways. The information we may collect via the Service includes:

Personal Data

While using our Service, especially when you register for an account, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you ("Personal Data"). Personally identifiable information may include, but is not limited to:

• Email address
• First name and last name
• Job title
• Company name
• Phone number (optional)
• Usage Data (as detailed below)

Usage Data and Analytics

We may also collect information that your browser sends whenever you visit our Service or when you access the Service by or through a web application ("Usage Data"). This Usage Data may include information such as your computer's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers, and other diagnostic data.

As a digital adoption platform, our Service is designed to track user interactions within the applications where GuideWhale is integrated. This includes data on feature usage, guide completion, clicks, page views, and other engagement metrics to help our customers understand user adoption and provide contextual support.

Tracking & Cookies Data

We use cookies and similar tracking technologies to track the activity on our Service and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

2. How We Use Your Information

Having accurate information about you permits us to provide you with a smooth, efficient, and customized experience. Specifically, we may use information collected about you via the Service to:

• Create and manage your account.
• Provide, operate, and maintain our Service.
• Improve, personalize, and expand our Service. This includes using your basic personal data (such as your role, company, or usage patterns within the Service) for content personalization, making the guides and information presented to you more relevant to your needs. We do this based on our legitimate interest to provide a valuable and effective user experience.
• Understand and analyze how you use our Service.
• Develop new products, services, features, and functionality.
• Communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the Service, and for marketing and promotional purposes. This may include sending you information about new features, offers, or other news about GuideWhale, based on our legitimate interest to promote our Service to registered users. You can opt-out of receiving promotional communications at any time by following the unsubscribe link or instructions provided in any email we send or by contacting us.
• Process your transactions and manage your orders.
• Send you technical notices, updates, security alerts, and support and administrative messages.
• Find and prevent fraud.
• For compliance purposes, including enforcing our Terms of Service, or other legal rights, or as may be required by applicable laws and regulations or requested by any judicial process or governmental agency.

3. Disclosure of Your Information

We may share information we have collected about you in certain situations. Your information may be disclosed as follows:

By Law or to Protect Rights

If we believe the release of information about you is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share your information as permitted or required by any applicable law, rule, or regulation.

Third-Party Service Providers

We may share your information with third parties that perform services for us or on our behalf, including payment processing, data analysis, email delivery, hosting services, customer service, and marketing assistance. These third parties are obligated to protect your data and are restricted from using your personal information in any way other than to provide services for GuideWhale.

Business Transfers

We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

With Your Consent

We may disclose your personal information for any other purpose with your consent.

We do not sell your personal information to third parties.

4. Data Storage, Server Location, and International Transfers

Your information, including Personal Data, is stored and processed on our servers located in Germany, European Union. We are committed to ensuring that your data is processed in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

If we transfer your Personal Data to third-party service providers located outside the European Economic Area (EEA), we will take appropriate measures to ensure that your Personal Data receives an adequate level of protection in accordance with GDPR requirements. This may include relying on adequacy decisions, Standard Contractual Clauses (SCCs) approved by the European Commission, or other appropriate safeguards.

5. Security of Your Information

We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

6. Your Data Protection Rights (GDPR Compliance)

GuideWhale is committed to ensuring the protection of your personal data and respecting your rights under the General Data Protection Regulation (GDPR) and other applicable data protection laws. Depending on your location, you may have the following rights regarding your personal data:

• The right to access – You have the right to request copies of your personal data.
• The right to rectification – You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• The right to erasure – You have the right to request that we erase your personal data, under certain conditions.
• The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
• The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions, particularly for direct marketing purposes.
• The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our contact email provided below.

7. Policy for Children

We do not knowingly solicit information from or market to children under the age of 13 (or higher age as required by applicable law). If you become aware of any data we have collected from children under such age, please contact us using the contact information provided below.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

9. Contact Us

If you have any questions about this Privacy Policy, please contact us:

• By email: [email protected]