Privacy Policy

1. Introduction

ContractlyOne ("we," "our," or "us") respects the privacy of individuals and organizations who visit our website (https://contractlyone.com) and use our B2B SaaS service contract management platform.

This Privacy Policy describes how we collect, use, disclose, and safeguard information when you access our platform, register an account, or otherwise interact with us. Please review this document carefully to understand our data processing practices.

2. Information We Collect

We collect information that you provide directly to us, as well as certain technical data collected automatically when you access the platform:

• Account and Contact Information: Name, work email address, telephone number, job title, and company details provided when creating an account or requesting product information.
• Billing and Transaction Information: Payment contact information, billing addresses, and transaction identifiers where applicable for subscription processing.
• Usage and Technical Data: IP addresses, browser types, operating system identifiers, pages visited, time stamps, and interactions with platform features collected through server logs and analytics cookies.
• Communications: Messages, support inquiries, and feedback sent to our support or sales teams.

3. How We Use Information

We use collected information for legitimate business purposes, including:

• Providing, maintaining, and operating the ContractlyOne platform;
• Administering user accounts and authenticating authorized personnel;
• Processing service contract workflows, automated renewal radars, and scheduling queues;
• Providing customer support and responding to inquiries;
• Sending necessary transactional notices, service alerts, and administrative updates;
• Monitoring system performance, preventing malicious activity, and maintaining platform security.

4. Customer Business Data

Customers utilize ContractlyOne to record and manage operational information regarding their own clients, including:

• Customer names, premises addresses, and contact representatives;
• Service contract terms, annual maintenance agreements (AMCs), start and end dates;
• Equipment records, machine serial numbers, and maintenance schedules;
• Technician job reports and service history logs.

We process this business data strictly on behalf of our customers to provide the software service. Our customers remain the controllers of their customer data, and we do not use this data for unauthorized advertising or third-party profiling.

5. Data Sharing & Third Parties

ContractlyOne does not sell, rent, or trade your personal or customer business data.

We may share information only in limited circumstances:

• Service Providers: With trusted vendors who assist in infrastructure hosting, payment processing, email delivery, or database management under appropriate confidentiality and security agreements.
• Legal Compliance: When required by applicable law, court order, governmental authority, or to protect our legal rights and prevent fraud.
• Business Transfers: In connection with an evaluation or execution of a merger, acquisition, restructuring, or asset transfer.

6. Data Security

We implement robust technical and organizational security controls to protect your data. For full details on our encryption protocols, role access structures, and data isolation architecture, please visit our dedicated Security Center.

7. Data Retention

We retain customer and tenant data for as long as your account remains active or as needed to provide you with the Service. Upon account cancellation or termination, we will delete or anonymize your business data within 60 days, unless retention is required by applicable law, tax, or regulatory requirements.

8. Your Privacy Rights

Depending on your jurisdiction, you may have the right to request access to, correction of, or deletion of your personal data. You may also request a structured export of your organization's contract records at any time.

To exercise any of these rights, please contact our Data Protection team at support@contractlyone.com.

9. Cookies & Tracking

We use strictly necessary cookies to maintain user authentication sessions and preserve interface preferences (such as dark/light theme). We do not use third-party behavioral advertising cookies or cross-site tracking networks.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect modifications in our operational practices or legal requirements. Material updates will be announced via in-app notifications or email to account administrators at least 14 days prior to taking effect.