Last Updated & Effective Date: January 1, 2025
Global Regulatory Scope: European Union (GDPR), United Kingdom (UK GDPR), United States State Privacy Laws (including California CCPA/CPRA), and applicable international data protection standards.

1. Data Controller, Processor & Contact Information

a. Identification: For registered account holders and website visitors, Viaminder operates as the Data Controller (or "Business" under applicable privacy legislation).
b. Processing Role: For task notification contents and third-party recipient email addresses inputted into workspace tasks, Viaminder operates strictly as a Data Processor (or "Service Provider").
c. Global Privacy Inquiries: You may submit inquiries, data protection requests, or statutory deletion notices directly to:

• Official Contact Email: [email protected]
• Online Contact Portal: viaminder.com/contact-us

2. Categories of Information We Collect

a. Account & Identity Credentials: First name, last name, unique username, registered email address, corporate entity name, phone number, VAT/tax registration details (if provided), and cryptographically hashed passwords.
b. Workspace Task Records: Task titles, due dates, reminder lead times, recurrence rules, operational descriptions, and designated recipient email addresses entered for automated reminder dispatches.
c. Technical & Device Telemetry: Internet Protocol (IP) addresses, browser type, operating system version, device identifiers, session timestamps, and security access logs collected automatically during platform interaction.
d. Transaction & Subscription Metadata: Subscription plan identifier, billing country, payment transaction reference IDs, and purchase timestamps. (Payment card numbers, CVCs, and bank account credentials are never transmitted to or stored on Viaminder servers; all billing execution is handled by our Merchant of Record, Paddle, under PCI-DSS Level 1 compliance).

3. Legal Grounds for Worldwide Processing

a. Performance of Service Contract: Processing is required to create your account, configure task scheduling algorithms, calculate local timezone offsets, and deliver automated reminder communications.
b. Legitimate Business Interests: Maintaining platform stability, preventing automated brute-force attacks, detecting disposable email fraud, and securing cloud infrastructure.
c. Statutory & Accounting Compliance: Retaining commercial invoice records, tax audit documentation, and honoring valid legal disclosures mandated by competent governmental authorities.
d. Explicit User Consent: Administering non-essential browser cookies or optional feature preferences.

4. Self-Service Account Deletion & Automated Data Purge (Hard Delete)

a. Self-Service Deletion Execution: The Customer Account Owner may at any time initiate account closure via Account Settings > Account Deletion. Upon confirming deletion, access to the workspace is immediately terminated, and automated notification dispatches cease.
b. Temporary Soft-Deletion Retention Window: Following customer-initiated deletion, the account, associated employee profiles, and scheduled task records enter a temporary, isolated retention status (Trash/Grace Window) defined in platform configuration. This interim period safeguards against catastrophic accidental deletion, security breaches, or regulatory disputes.
c. Automated Permanent Hard Delete: Upon the expiration of the platform’s designated retention window, our automated background maintenance systems execute an irreversible, permanent hard deletion. All associated customer accounts, employee logins, task histories, timelines, and audit logs are permanently expunged and wiped from production databases. Once permanently purged, this data cannot be recovered, reconstructed, or restored under any circumstance.
d. Subscription Lapse Purge: The same permanent hard-deletion protocol applies to inactive accounts whose subscription terms have expired without manual renewal beyond the platform's grace retention window.

5. Task Recipient Data & Anti-Spam Representation

a. Customer Responsibility: The Customer represents and warrants that it has established a valid legal basis, statutory justification, or explicit prior authorization before submitting third-party or employee email addresses into Viaminder’s reminder workflows.
b. Absolute Anti-Spam Policy: Recipient emails uploaded into tasks are utilized strictly and exclusively for automated deadline reminder dispatching requested by the user. Viaminder never sells, rents, monetizes, or sends unsolicited marketing materials to task recipient emails.

6. Minimalist Cookie & Tracking Architecture

a. Essential Operational Cookies: Session tokens necessary to maintain secure authenticated logins, facilitate CSRF token security, and manage user sessions.
b. Functional Setting Cookies: Local storage and cookies preserving your preferred interface language, display theme (dark/light), and workspace timezone.
c. Security Cookies: Anti-bot verification tokens deployed to prevent automated denial-of-service or credential-stuffing exploits.
d. No Cross-Site Ad Tracking: Viaminder does not utilize third-party advertising retargeting pixels, tracking brokers, or behavioral ad networks.

7. Sub-Processors & Trusted Infrastructure Providers

We partner exclusively with enterprise-tier infrastructure providers bound by strict confidentiality and data protection agreements:

• Cloud Infrastructure Providers: Enterprise cloud infrastructure providers hosting our production databases and schedulers within secure data centers located in the European Union (EU).
• Email Transit Gateways: Secure transactional email delivery gateways utilized strictly for transmitting automated task notifications.
• Merchant of Record & Billing Gateway: Paddle.com Market Ltd, operating as Merchant of Record for global checkout, currency conversion, invoicing, and sales tax/VAT compliance.

8. Cross-Border International Data Transfers

a. Primary EU Hosting: Viaminder’s core databases, background processors, and storage repositories reside within data centers located in the European Union (EU).
b. International Safeguards: Whenever cross-border data routing occurs to global delivery relays, transfers are executed in strict accordance with European Commission Standard Contractual Clauses (SCCs), UK International Data Transfer Agreements, and equivalent adequacy mechanisms.

9. Worldwide Statutory Privacy Rights

Regardless of your geographic location, Viaminder respects your fundamental privacy rights under global data protection frameworks:

• a. Right to Access & Data Portability: You have the right to request a copy of your personal data and export your task archives and logs in a structured, machine-readable format.
• b. Right to Rectification & Correction: You maintain full authority to update, edit, or correct any incomplete or outdated personal information directly via your account settings.
• c. Right to Erasure / Deletion: You have the right to delete your personal data at any time via self-service deletion or by contacting our privacy desk.
• d. Right to Restriction & Objection: You possess the right to object to or request restrictions on data processing grounded in legitimate interests.
• e. Notice of Non-Sale of Personal Data: Viaminder does not sell, rent, or share personal information for monetary consideration or cross-context behavioral advertising. Users enjoy complete freedom from discrimination for exercising statutory privacy rights.
• f. Right to Lodge a Regulatory Complaint: You maintain the right to submit a formal complaint to your relevant national or regional Data Protection Authority.

10. Technical & Operational Data Security

a. Encryption: All transit communication between users and the platform is encrypted utilizing modern Transport Layer Security (TLS 1.3 / HTTPS). Passwords are protected using irreversible, salted cryptographic hashing (Bcrypt).
b. Access Boundaries: Server infrastructure is protected behind strict firewall configurations, isolated Virtual Private Clouds (VPC), automated security patching, and multi-factor authentication (MFA) restricted strictly to authorized engineers.

11. Children's Privacy Notice

Viaminder is an enterprise productivity and business automation service designed exclusively for commercial, corporate, and adult professional use. We do not knowingly solicit, collect, or maintain personal records from minors under 18 years of age. If we identify that personal data from a minor has been submitted, it will be immediately and permanently purged.

12. Revisions to this Global Privacy Policy

We reserve the right to revise this policy periodically to accommodate evolving global legal standards, platform capabilities, or operational refinements. Revised policies take effect immediately upon being posted to this URL. Continued use of Viaminder following published modifications constitutes acceptance of the updated terms.

13. Submitting Privacy Requests

To submit a formal Data Subject Access Request (DSAR), exercise your statutory right to deletion, or consult our data protection desk, please reach out via:

• Official Contact Email: [email protected]
• Web Contact Desk: viaminder.com/contact-us