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Privacy Policy

Prossistant LLC (“Prossistant,” “we,” “us,” or “our”) is committed to safeguarding your privacy and ensuring compliance with relevant data protection laws, including the General Data Protection Regulation (GDPR). This Privacy Policy outlines the types of personal data we collect, how we use and protect it, and your rights regarding that data.

If you have any questions or concerns, please contact our Data Protection Officer (DPO) at compliance@prossistant.com

1. Information We Collect

We collect two types of data to enhance your experience and provide our services:

Personal Information

Personal information you provide to us may include:

  • Contact Details: Name, email address, phone number, job title, company name.
  • Payment Information: Billing details necessary for processing payments.
  • Work-Related Information: Job titles and work-related data for client profiles.

Automatically Collected Data

When you visit our website, we automatically gather technical information, including:

  • IP Address: Your device’s Internet Protocol address.
  • Browser and Device Information: Browser type, device type, and operating system.
  • Website Usage: Pages visited, time spent on our site, and referring URLs.

This data is collected using cookies and other tracking technologies to improve website performance and enhance your user experience.

2. How We Use Your Data

We process your personal and technical data for the following purposes:

  • Service Delivery: To provide and manage virtual assistant services.
  • Account Management: To communicate with you and manage your account.
  • Payments: To process invoices and payments.
  • Marketing (With Consent): To send you newsletters and promotional content via HubSpot, only if you’ve opted in.
  • Improvement of Services: To analyze website usage and enhance our services based on user feedback.
  • Legal Compliance: To fulfill legal obligations and address disputes.

3. Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Consent: Where you’ve provided explicit consent (e.g., for marketing).
  • Performance of a Contract: To fulfill our contractual obligations with you.
  • Legitimate Interest: For purposes such as improving our services, provided your rights are not overridden.
  • Legal Compliance: To meet legal obligations and regulatory requirements.

4. Obtaining and Withdrawing Consent

We collect your consent through:

  • Checkboxes: When you sign up for services or marketing communications.
  • Opt-In Forms: For subscribing to newsletters or promotional content via HubSpot.

You can withdraw your consent at any time by contacting our DPO at [DPO Email Address].

5. Sharing Your Data with Third Parties

We only share your data with trusted third-party providers necessary for delivering our services, including:

  • Payment Processors: To securely process transactions (e.g., Stripe).
  • Analytics Providers: For understanding website usage patterns (e.g., Google Analytics).
  • Email Marketing Platforms: To send newsletters and updates via HubSpot (with your consent).

All third-party providers comply with GDPR standards, and we ensure they protect your data according to our instructions.

6. How We Protect Your Data

We take strong security measures to protect your personal data, including:

  • Encryption: All data transfers are encrypted using Secure Socket Layer (SSL) technology.
  • Secure Storage: Your data is stored in secure, access-controlled environments.
  • Regular Security Audits: We conduct regular audits and vulnerability tests to protect against data breaches.

7. Your Rights Under GDPR

As a Prossistant user, you have the following rights concerning your personal data:

  • Right to Access: Request a copy of your personal data.
  • Right to Rectification: Ask us to correct inaccurate or incomplete information.
  • Right to Erasure: Request that we delete your data in certain circumstances.
  • Right to Restrict Processing: Limit how we process your data in certain cases.
  • Right to Data Portability: Request your data in a structured, machine-readable format.
  • Right to Object: Object to specific types of data processing.
  • Right to Withdraw Consent: Withdraw consent for marketing or any data processed based on your consent.

To exercise these rights, contact our DPO at compliance@prossistant.com

8. Use of Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Improve Website Functionality: Ensure smooth operation and usability.
  • Track Usage for Analytics: Analyze how users interact with our site to make improvements.
  • Personalize Content: Offer personalized experiences based on your browsing behavior.

You can manage your cookie preferences using our cookie consent banner or through your browser settings.

9. Data Retention

We retain your data only for as long as necessary to fulfill the purposes described in this policy or as required by law. After this period, we securely delete or anonymize your data.

10. Changes to This Policy

If we make changes to this Privacy Policy, we will notify you through:

  • Email Notifications: For significant updates.
  • Prominent Notices: Displayed on our website.

We encourage you to review this policy periodically to stay informed about how we protect your data.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your data rights, please contact:

Data Protection Officer (DPO)
Email: compliance@prossistant.com
Address: 3718 Nakoma Road, Madison, WI 53711

Last Updated: October 09, 2024

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