Privacy Policy — Faqtic

1. What Information We Collect and How We Collect It

When you contact us, purchase Services, or participate in training, we may collect personal information such as your name, company details, email address, phone number, and billing information.

When you use our website, we may collect information such as your IP address (in anonymised form where possible), browser type, and usage logs to ensure security and improve our services.

We do not intentionally collect special categories of personal data (such as health, genetics, biometrics, religious or political beliefs, racial origins, trade union membership, sex life, or sexual orientation). If you choose to submit such data to us (for example, via email), we will promptly delete it.

If you subscribe to updates, we will collect your email address for that purpose.

2. Roles and Responsibilities under Data Protection

2.1 No ownership of the Platform. Faqtic does not own or operate the Factorial HR Platform.

2.2 Controller / Processor. For customer deployments, the Customer (employer) is the data controller. Faqtic acts as a data processor, limited strictly to onboarding, configuration, support and training.

2.3 Sub-processor. Factorial (Everyday Software, S.L.) acts as sub-processor of Faqtic, operating the Platform on behalf of the Customer.

2.4 Governing agreement. Processing of personal data in this scenario is governed by the Faqtic Data Processing Addendum (DPA): https://faqtic.co/dpa.

2.5 End-users (employees/workers). If you are an employee or worker using the Platform, your data rights requests must be addressed to your employer (the Controller). Faqtic cannot provide direct access to, or deletion of, HR records unless instructed by the Controller.

3. Cookies and Analytics

We use cookies and third-party analytics (such as Google Analytics) to monitor and improve the performance of our website. You may opt out of Google Analytics tracking by installing the browser add-on (https://tools.google.com/dlpage/gaoptout). You can also block cookies in your browser settings, but this may limit functionality of our site.

4. How We Use the Information We Collect

We use your information to: provide and manage our Services; issue invoices and process payments; respond to enquiries, complaints or support requests; conduct research and analysis to improve our Services; notify you about changes to our Services; and comply with legal obligations.

If you have given us permission, we may also use your email address to send you updates about Faqtic. You can opt out at any time.

5. Disclosure of Your Personal Data

We may disclose your personal data to: our service providers (such as hosting, IT, CRM, billing or email providers); professional advisers; Factorial, but only to the extent necessary for supporting your use of the Platform; or a purchaser of our business, in the event of a merger or acquisition.

We will not sell your personal data to third parties.

6. Keeping Your Data Secure

We use technical and organisational measures to protect your personal data. However, the internet is not entirely secure. We encourage you to keep your login details confidential and log out when finished.

7. Data Retention

We keep your personal data only as long as necessary for the purposes described in this policy, unless a longer retention period is required by law. Once your data is no longer needed, we will securely delete it.

8. Children

Faqtic's Services are directed to businesses and are not intended for individuals under 18 years of age. We do not knowingly collect personal data from children. If you become aware that a child under 18 has submitted personal data to us, please contact us and we will delete it without undue delay.

9. International Transfers

We may transfer your data outside the European Economic Area (EEA). Any such transfers will be subject to appropriate safeguards permitted under the GDPR (such as standard contractual clauses).

10. Your Rights

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

• Right of access: you can get a copy of your personal data that we store in our systems and a list of purposes for which your personal data is processed;
• Right to rectification: you can rectify inaccurate personal data that we hold about you;
• Right to erasure ('right to be forgotten'): you can ask us to erase your personal data from our systems;
• Right to restriction: you can ask us to restrict the processing of your personal data;
• Right to data portability: you can ask us to provide you with a copy of your personal data in a structured, commonly used and machine-readable format and move that personal data to another processor;
• Right to object: you can ask us to stop processing your personal data;
• Right to withdraw consent: you have the right to withdraw your consent, if you have provided one; or
• Right to complaint: you can submit your complaint regarding our processing of your personal data.

11. How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the Spain is La Agencia Española de Protección de Datos (AEPD) who may be contacted at https://www.aepd.es/es/la-agencia/en-que-podemos-ayudarte or telephone: 901 100 099 y 91 266 35 17

If you would like to exercise any of those rights, please contact support@faqtic.co.

12. How long do we keep your data

We store your personal data in our systems only for as long as such personal data is required for the purposes described in this Privacy Policy or until you request us to delete your personal data, whichever comes first. After your personal data is no longer necessary for its primary purposes and we do not have another legal basis for storing it, we securely delete your personal data from our systems.

In certain cases, we are required by law to store your personal data for a certain period of time. Thus, we keep your personal data for the time period stipulated by the applicable law and securely delete it as soon as the required storage period expires.

13. Keeping your data secure

We will use technical and organisational measures to safeguard your personal data, for example:

• access to your account is controlled by a password and username that are unique to you; and
• we store your personal data on secure servers of our hosting partners.

While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. It remains your responsibility to:

• Ensure nobody else will use our site while you are logged into your account (we advise our users to take extra care when using public computers/devices and to NOT leave themselves logged in; it is your responsibility to ensure this does not happen);
• Log out and exit your account on the site when you are not using it, on any private and/or public computer or device; and
• Keep your password and any account details or access details secret and to yourself.

14. Links to Other Sites

Our site does and may contain links to other websites, including websites of service providers listed in our site. This privacy policy applies only to our customer site and service provider site, so when you visit other sites please read their privacy policies, as we cannot accept any responsibility for breaches or issues you may have in relation to privacy once you leave our site.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, technical or business changes. If we make significant changes, we will notify you by email or by a notice on our site.

16. How to Contact Us

If you have any questions about this Privacy Policy or the information we hold about you, please contact us: support@faqtic.co or write to Faqtic, S.L., Spain.