Privacy Policy
Last Updated: January 2025
1. Information We Collect
1.1 Personal Information
We collect personal information that you provide directly to us, including:
- Account Information: Name, email address, phone number, company name, industry
- Payment Information: Billing address, payment method details (processed securely by our payment processors)
- Profile Information: Job title, role, preferences, and settings
- Communication Data: Messages, support requests, and feedback you send to us
1.2 Business Data
We collect business-related data that you input into our service, including:
- Company and project information
- Payment and invoice data
- Service provider and vendor information
- Project management data
- Integration data from third-party systems
1.3 Automatically Collected Information
We automatically collect certain information when you use our service:
- Usage Data: How you interact with our service, features used, and performance data
- Device Information: IP address, browser type, operating system, device identifiers
- Log Data: Access times, pages viewed, and other usage statistics
- Cookies and Similar Technologies: To enhance your experience and provide personalized content
2. How We Use Your Information
| Purpose | Legal Basis | Data Used |
|---|---|---|
| Provide and maintain our service | Contract performance | Account info, business data |
| Process payments and billing | Contract performance | Payment info, usage data |
| Send notifications and updates | Legitimate interest | Contact info, preferences |
| Provide customer support | Contract performance | Account info, communication data |
| Improve our service | Legitimate interest | Usage data, feedback |
| Ensure security and prevent fraud | Legitimate interest | Device info, usage patterns |
| Comply with legal obligations | Legal obligation | All data as required |
3. Information Sharing and Disclosure
3.1 Service Providers
We may share your information with trusted third-party service providers who assist us in operating our service:
- Payment Processors: To process payments securely
- Cloud Hosting Providers: To store and process your data
- Email Service Providers: To send notifications and communications
- Analytics Providers: To understand service usage and improve performance
3.2 Legal Requirements
We may disclose your information if required by law or in response to:
- Valid legal requests from government authorities
- Court orders or subpoenas
- Protection of our rights, property, or safety
- Prevention of fraud or security threats
3.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction. We will notify you of any such change in ownership.
3.4 With Your Consent
We will not share your personal information with third parties for marketing purposes without your explicit consent.
4. Data Security
4.1 Security Measures
We implement appropriate technical and organizational measures to protect your data:
- Encryption of data in transit and at rest
- Regular security assessments and updates
- Access controls and authentication
- Regular backups and disaster recovery
- Employee training on data protection
4.2 Data Breach Response
In the event of a data breach, we will:
- Notify affected users within 72 hours
- Report to relevant authorities as required
- Take immediate steps to contain and remediate the breach
- Provide guidance on protective measures
5. Data Retention
5.1 Retention Periods
We retain your data for as long as necessary to:
- Provide our services to you
- Comply with legal obligations
- Resolve disputes and enforce agreements
- Improve our services
5.2 Data Deletion
Upon account termination, we will:
- Delete your personal information within 30 days
- Retain certain data for legal or regulatory requirements
- Provide you with a copy of your data upon request
6. Your Rights and Choices
6.1 Access and Portability
You have the right to:
- Access your personal information
- Request a copy of your data in a portable format
- Update or correct inaccurate information
- Request deletion of your data (subject to legal requirements)
6.2 Consent and Preferences
You can:
- Withdraw consent for marketing communications
- Update your communication preferences
- Opt out of non-essential cookies
- Request restriction of data processing
6.3 Exercising Your Rights
To exercise your rights, contact us at [email protected]. We will respond to your request within 30 days.
7. International Data Transfers
7.1 Data Location
Your data may be processed and stored in countries other than your own. We ensure appropriate safeguards are in place for international transfers.
7.2 Adequacy Decisions
We rely on adequacy decisions, standard contractual clauses, and other approved transfer mechanisms to ensure your data is protected.
8. Cookies and Tracking Technologies
8.1 Types of Cookies
We use different types of cookies:
- Essential Cookies: Required for basic service functionality
- Performance Cookies: Help us understand how you use our service
- Functional Cookies: Remember your preferences and settings
- Marketing Cookies: Used for advertising and analytics (with consent)
8.2 Cookie Management
You can control cookies through your browser settings. However, disabling certain cookies may affect service functionality.
9. Third-Party Services
9.1 Third-Party Integrations
Our service may integrate with third-party systems. These services have their own privacy policies, and we encourage you to review them.
9.2 Third-Party Links
Our service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites.
10. Children's Privacy
Our service is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If you believe we have collected such information, please contact us immediately.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by:
- Posting the updated policy on our website
- Sending you an email notification
- Displaying a notice in our service
Your continued use of our service after changes constitutes acceptance of the updated policy.
12. Contact Information
Pay When Paid
Email: [email protected]
Address: [Your Business Address]
Phone: [Your Phone Number]
For Privacy and Data Protection Inquiries:
Email: [email protected]
13. Regional Privacy Rights
13.1 California Privacy Rights (CCPA)
California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected and the right to opt out of the sale of personal information.
13.2 European Privacy Rights (GDPR)
EU residents have additional rights under the General Data Protection Regulation (GDPR), including the right to data portability and the right to be forgotten.
13.3 Other Jurisdictions
We comply with privacy laws in all jurisdictions where we operate. Contact us for information about specific rights in your region.
By using Pay When Paid's services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection and use of your information as described herein.