Privacy policy

Data controller

The data controller is the operator of the Selectrace service. For any request about personal data, write to [email protected].

What data we process

We only process the data needed to run the service:

• Account: name, email address and password (stored only in encrypted, unreadable form). If you sign in with Google, we receive your name, email and profile picture from Google; we don't access any other data in your Google account.
• Organization content: projects, criteria, products, scores, risks and decision records that you and your colleagues enter in the service, together with roles and invitations.
• Notifications: the alerts shown in the app (assignments, deadlines, decisions) and whether you read them; read ones are deleted after 90 days.
• Audit trail: who performed which action and when, within your organization.
• Newsletter: email address, date of the request and of the subscription confirmation.
• Origin: if you come from a campaign, the UTM parameters (e.g. source and campaign), saved only when you sign up or subscribe to the newsletter.
• Support: the message you send us, with user, organization and the page you write from.
• Feedback: the message sent with the “Feedback” button, with type, page (without parameters), language, browser, screen size and time zone, IP address, country estimated from the network and referring page; if you're signed in, also user and organization.
• Technical data: the IP address, used temporarily to limit repeated attempts (e.g. sign-in) and for security, and the server's technical logs.

Why we process it, and on what basis

Data is processed for the following purposes:

• Providing the service, managing the account, invitations and workflow notifications: performance of the contract or of pre-contractual measures (Art. 6(1)(b) GDPR).
• Sending the newsletter: your consent (Art. 6(1)(a)), confirmed by double opt-in and revocable at any time via the link in every email.
• Service security, abuse prevention and the audit trail: legitimate interest of the controller and of users (Art. 6(1)(f)).
• Collecting and handling feedback, problem reports and suggestions, while preventing abuse and spam: legitimate interest in improving the service (Art. 6(1)(f)).
• Answering support requests: performance of the contract or legitimate interest.
• Measuring where sign-ups come from, in aggregate form: legitimate interest.
• Complying with legal obligations (Art. 6(1)(c)).

Cookies and tracking

Selectrace only uses technical cookies: the session cookie, needed to keep you signed in (it lasts up to 24 hours, or 30 days if you choose “Remember me”), one that remembers your chosen language and, if you belong to several organizations, one that remembers the active one. We use no profiling cookies, advertising pixels or third-party analytics; that's why no consent banner is needed.

Who we share data with

Data is not sold. We use providers that process data on our behalf as processors:

• Resend, to send the service's emails (confirmations, invitations, notifications, newsletter).
• Google, only if you choose to sign in with Google.
• Cloudflare, for domain management, connection protection and forwarding of emails sent to the support address.
• Members of your organization see its content according to their role; other organizations have no access to it.
• The service operator may, only for technical support and with an explicit reason, temporarily act as a user (for at most one hour): every such access, with date and reason, stays in the organization's audit trail, visible to its managers.
• Some providers may process data outside the European Economic Area; in that case the transfer relies on an adequacy decision or on standard contractual clauses.

How long we keep it

We keep data while the account is active and afterwards only as long as needed to protect our rights or comply with legal obligations. To keep the service reliable, audit trail entries and decision records are immutable: they can be neither changed nor deleted, and deletion requests concerning them are assessed case by case. Newsletter data is kept until you unsubscribe. In feedback, IP address and browser are deleted after 12 months; the message stays as long as needed to handle the report. Database backups are kept for about 14 days. Email addresses that never confirm the newsletter subscription are deleted after 30 days.

Your rights

You can request at any time access to your data, rectification, erasure, restriction of processing and portability, and object to processing, by writing to [email protected]. You can withdraw your newsletter consent via the link in every email. If you believe the processing breaks the law, you have the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali, www.garanteprivacy.it) or with the authority of your country. If you have an account, you can download your data and delete the account from "My account" in the app: deletion anonymizes your personal data, while the organization's work content and the audit log remain without any reference to you.

Security

Connections are protected with HTTPS, passwords are stored encrypted, data access is separated per organization, and the database is backed up every day to separate storage.

Changes to this policy

We may update this policy, for example when we introduce new features. The date of the last update is shown at the top of this page.