Privacy Policy - Prompttracker

This Privacy Policy describes how we collect, use, and share your information when you use Prompttracker (the "Service"), and explains your rights under applicable privacy laws, including the GDPR.

By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.

For information about your rights and obligations when using our Service, please see our Terms of Service.

Interpretation and Definitions

Interpretation

Words with initial capital letters have meanings defined below. The definitions apply whether they appear in singular or plural.

Definitions

Account: A unique account created for you to access our Service.
Application: The Prompttracker web application and related services.
Company ("Prompttracker", "we", "us", or "our"): Refers to Prompttracker B.V., Pastoor Petersstraat 9, Eindhoven, Netherlands.
For the purpose of the GDPR, the Company is the Data Controller.
Country: Netherlands.
Data Controller: The legal person that alone or jointly with others determines the purposes and means of processing Personal Data. For the Service, this is Prompttracker.
Device: Any device that can access the Service such as a computer, smartphone, or tablet.
GDPR: EU General Data Protection Regulation.
Personal Data: Any information relating to an identified or identifiable individual (for example, your name, email address, IP address, or other identifiers).
Service: The Application and any related websites, APIs, or services operated by Prompttracker.
Service Provider: Any natural or legal person who processes data on behalf of the Company (for example, analytics providers, hosting providers, email service providers, and payment processors). Under the GDPR, Service Providers are typically Data Processors.
Usage Data: Data collected automatically when you use the Service (for example, IP address, browser type, pages visited, time spent).
You: The individual using the Service, or the company or other legal entity on whose behalf that individual is using the Service. Under GDPR, you can be referred to as the Data Subject or User.

Data We Collect

Personal Data You Provide

When you use our Service, we may ask you to provide certain Personal Data, including:

Email address
First and last name
Company name and role (if you provide it)
Billing details (if you subscribe to a paid plan; payment details are handled by our payment processor)
Any other information you choose to provide when contacting us or using the Service (e.g. support requests, feedback, uploaded content).

Usage Data

Usage Data is collected automatically when you use the Service. This may include:

Your Device's IP address
Browser type and version
Operating system
The pages you visit within the Service
Time and date of your visits
Time spent on pages and similar diagnostic data.

When you access the Service via a mobile device, we may collect similar technical data such as device type, operating system, and mobile browser information.

We may also use cookies and similar technologies to collect some of this information.

How We Use Your Personal Data

We use your Personal Data for the following purposes:

To provide and maintain the Service

Including operating the platform, creating and managing your Account, and ensuring core functionality.

To manage your Account

Allowing you to log in, manage your settings, and access features available to registered users.

To perform a contract with you

For example, to provide paid subscriptions, send invoices, process payments, and deliver features you've signed up for.

To communicate with you

Including sending service-related emails (e.g. important updates, security alerts, changes to terms), and responding to support requests.

To improve the Service

Including monitoring usage, debugging, analytics, testing new features, and optimizing performance and user experience.

To send you optional updates and marketing

With your consent or where permitted by law, we may send you newsletters, product updates, and other information about Prompttracker that we think may interest you. You can opt out at any time.

To manage your requests

For example, when you ask us to help with an issue, exercise a privacy right, or submit feedback.

For legal and security purposes

Including complying with legal obligations, enforcing our terms, preventing fraud or abuse, and protecting the rights, property, or safety of Prompttracker, our users, or the public.

Legal Bases for Processing (GDPR)

We process your Personal Data under the following legal bases:

Contract

Processing is necessary to provide the Service and fulfill our agreement with you (e.g. managing your Account, providing features, billing).

Legitimate Interests

We process data to maintain and improve the Service, secure our systems, prevent abuse, and understand how the Service is used, where these interests are not overridden by your rights.

Consent

For certain uses (e.g. some types of marketing or non-essential cookies), we rely on your consent. You can withdraw your consent at any time.

Legal Obligation

We may process data where necessary to comply with applicable laws (e.g. tax or accounting requirements).

How We Share Your Personal Data

We do not sell your Personal Data.

We may share your Personal Data with:

Service Providers

For example:

Hosting and infrastructure providers
Analytics providers
Email service providers
Customer support tools
Payment processors (for subscriptions)

These providers process your data only on our instructions and under data processing agreements.

Business partners or advisors

Where necessary for things like accounting, legal advice, or business operations, under appropriate confidentiality and data protection obligations.

In business transfers

If we are involved in a merger, acquisition, or sale of assets, your Personal Data may be transferred as part of that transaction. We will inform you if your Personal Data becomes subject to a different Privacy Policy.

Where required by law or to protect rights

We may disclose your Personal Data if required by law, court order, or governmental authority, or where we believe it's necessary to protect our rights, property, or safety, or that of our users or the public.

Retention of Personal Data

We keep your Personal Data only for as long as necessary:

To provide and maintain the Service
To comply with legal, accounting, or reporting obligations
To resolve disputes and enforce our agreements.

Usage Data is typically kept for a shorter period, unless needed for security, legal, or product improvement purposes.

If you request deletion of your data, we will delete or anonymize it unless we must keep certain information to comply with legal obligations or legitimate business needs.

International Transfers

Your Personal Data may be processed in countries outside the European Economic Area (EEA), where data protection laws may differ.

When we transfer Personal Data outside the EEA, we take steps to ensure an adequate level of protection, for example by:

Using service providers in countries with an adequacy decision from the European Commission; or
Entering into standard contractual clauses or other appropriate safeguards.

Security of Your Personal Data

We use appropriate technical and organizational measures to protect your Personal Data. However, no method of transmission over the internet or method of electronic storage is 100% secure, so we cannot guarantee absolute security.

Your Rights Under GDPR

If you are in the EEA, UK, or a similar jurisdiction, you have the following rights (subject to conditions and exceptions under the law):

Right of access

You can request a copy of the Personal Data we hold about you.

Right to rectification

You can request that we correct inaccurate or incomplete Personal Data.

Right to erasure ("right to be forgotten")

You can request deletion of your Personal Data in certain circumstances.

Right to restriction of processing

You can ask us to limit how we use your Personal Data in certain cases.

Right to data portability

You can request that we provide your Personal Data in a structured, commonly used, machine-readable format, and have it transmitted to another controller where technically feasible.

Right to object

You can object to our processing of your Personal Data when we rely on legitimate interests, including for direct marketing.

Right to withdraw consent

When we rely on your consent, you can withdraw it at any time. This will not affect processing that has already occurred.

To exercise any of these rights, please contact us using the details below. We may need to verify your identity before responding.

You also have the right to lodge a complaint with your local data protection authority.

Email Marketing

If you subscribe to our newsletters or marketing communications, we will use your email address to send those messages. You can unsubscribe at any time by using the link in the email or by contacting us.

Payments

If you choose a paid plan, payments are processed by a third-party payment processor. We do not store your full payment card details.

The payment processor will process your Personal Data in accordance with its own privacy policy and applicable payment industry standards (such as PCI-DSS).

Cookies and Similar Technologies

We may use cookies and similar technologies to:

Remember your preferences and keep you logged in
Understand how the Service is used
Improve performance and user experience.

Where required by law, we will ask for your consent before using non-essential cookies. You can control cookies through your browser settings, but disabling some cookies may affect how the Service works.

Children's Privacy

Our Service is not intended for anyone under the age of 13, and we do not knowingly collect Personal Data from children under 13. If you believe that a child has provided us with Personal Data, please contact us and we will take steps to delete that information.

Links to Other Websites

The Service may contain links to websites or services not operated by us. We are not responsible for their content or privacy practices. We encourage you to review the privacy policies of any third-party sites you visit.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and update the "Last updated" date at the top.

If changes are material, we may also notify you by email or through the Service. We encourage you to review this Privacy Policy periodically.

Contact Us

If you have any questions about this Privacy Policy or want to exercise your privacy rights, you can contact us:

By email: info@prompttracker.io