Privacy Policy

1. Scope and data controller

CERTIDOX LLC, an Illinois limited liability company, operates the Website and determines the purposes and means of processing personal information described in this Policy. The Website provides information about Certidox and links to other websites and services.

This Policy applies only to the public Website at certidox.com. It does not govern the customer platform at certify.certidox.com, user accounts, paid services, mobile applications, or the processing of certified documents and emails. Those activities may be governed by separate privacy notices and agreements.

2. Information we collect

Information involved in browsing

When your browser requests Website pages or downloads, technical information is transmitted to the systems delivering the Website. Depending on our hosting and security settings, standard access or security records may include your IP address, the requested page or file, the time of the request, browser and device characteristics, referring page, and related diagnostic information.

Information you choose to provide

If you email an address displayed on the Website, we receive the information in your message, which may include your name, email address, company, contact details, and the content of your inquiry. Please do not send sensitive personal information unless it is necessary for your request.

If you use a Book a demo link, you leave our Website and visit Calendly. When you schedule a meeting, we may receive the details you submit for the appointment, such as your name, email address, organization, meeting time, and any additional information you choose to provide.

Optional analytics information

If you accept analytics, Google Analytics may collect information about your Website visits and interactions, such as pages viewed, approximate location derived from technical information, browser and device information, and online identifiers associated with analytics cookies. We receive statistical reports that help us understand Website usage.

The public Website does not ask visitors to create a Certidox account, enter payment-card details, or submit government identification numbers.

3. How and why we use information

We use personal information for the purposes below. Where the European Union or United Kingdom data protection laws apply, the table also identifies the relevant legal basis.

We do not use the Website to make decisions about individuals based solely on automated processing that produce legal or similarly significant effects.

4. Cookies, local storage, and Google Analytics

We use a preference mechanism that lets you choose whether optional Website analytics are enabled. On the Website version covered by this Policy, Google Tag Manager is configured to load for analytics only after you select "Accept analytics" or when you return with a previously saved acceptance.

Google Analytics, when enabled, may use cookies or comparable browser identifiers to distinguish visits and produce Website-usage statistics. These tools may receive technical and usage information described above. The Website's consent configuration denies analytics storage before acceptance and sets advertising-related consent categories to denied.

You can select Reject analytics when the preference notice appears. You can also change or withdraw your choice at any time through Cookie settings in the Website footer. Withdrawing consent stops further analytics collection and any consent-dependent cookie reading or writing from our Website. Where needed, the page reloads to ensure that previously loaded analytics scripts no longer operate. We remove related first-party analytics cookies where technically under our control; your browser's site-data controls can remove any remaining stored cookies. Withdrawal does not erase information lawfully collected before withdrawal.

You can read Google's Privacy Policy for information about Google's handling of data. The technologies and their retention settings may change, so this section will be updated if our analytics implementation materially changes.

5. Demo bookings and third-party websites

Calendly. The Website links to Calendly for demo scheduling. The booking process runs on Calendly's site rather than in a form embedded in our Website. Calendly processes information under its own terms and Privacy Notice. We use the booking information made available to us to arrange and follow up on your meeting.

Other external links. The Website may link to GitHub, LinkedIn, app stores, external publications, and other resources. Once you follow an external link, that organization's privacy practices apply to your activity on its site. We do not control those practices.

6. When information is disclosed

We may disclose information to the extent reasonably necessary to:

• OVH US, LLC: our Website hosting provider, which hosts and helps deliver the Website. Other technical providers may support Website operation and security where applicable.
• Communications providers: receive and respond to email or other business correspondence.
• Calendly: facilitate scheduling when you choose to visit its booking page.
• Google: provide optional Website analytics after your analytics acceptance.
• Authorities or other parties: comply with applicable law, respond to valid legal process, address security incidents, or establish and defend legal claims.

We do not sell personal information collected through the Website to data brokers or use it for cross-context behavioral advertising. We do not disclose Website visitor information to unaffiliated third parties for their own direct-marketing campaigns.

7. Data retention and security

We retain personal information only for the period needed for the relevant purpose, subject to legal requirements. When a fixed period cannot be stated because it depends on the circumstances, the following criteria determine retention:

• Technical and security records: access and diagnostic records follow the hosting provider's configured log-rotation and deletion periods. Records relevant to a security incident, abuse investigation, or legal obligation may be retained longer for that specific purpose.
• Email inquiries: correspondence is retained while the request is being addressed and, afterward, only where relevant to ongoing business contact, reasonable recordkeeping, a dispute, or a legal obligation.
• Demonstration bookings: appointment details are retained to arrange and follow up on the meeting, and afterward only to the extent needed for related correspondence, appropriate business records, or legal obligations.
• Analytics data: retained for the period configured in the Google Analytics property, subject to applicable provider and legal requirements. Aggregated statistics that no longer identify individuals may be retained longer.
• Analytics preference: the browser-local choice lasts for up to six months unless changed or cleared earlier, after which a fresh choice is requested.

You may request further information about the retention criteria relevant to your information using the contact details below.

We use reasonable administrative and technical measures appropriate to the information involved, including controls intended to protect business correspondence and Website operations. No online system or transmission method can be guaranteed to be completely secure.

8. Processing and international transfers

CERTIDOX LLC is based in the United States, and OVH US, LLC provides Website hosting. This identifies the hosting provider, not the physical location of each server, backup, or support operation. Processing locations depend on the infrastructure and service regions actually used by OVH US, LLC and our other providers. Website-related information may therefore be processed in the United States or other countries, where data-protection laws may differ from those in your home jurisdiction.

Where the GDPR, UK GDPR, or comparable law governs an international transfer, the transfer must comply with applicable transfer restrictions and be supported by an appropriate mechanism. Depending on the provider and destination, this may be an applicable adequacy decision or appropriate safeguards, such as European Commission standard contractual clauses or a relevant UK-approved transfer instrument. We do not treat browsing the Website as consent to an otherwise unlawful transfer. You may request information about the mechanism relevant to your information and how to obtain a copy of the applicable safeguards, subject to lawful redactions, by contacting us below.

Using the Website or submitting an inquiry is not, by itself, treated as consent to every international transfer.

9. Your rights and choices

Depending on where you live and which laws apply, you may have the right to request access to personal information we hold about you, ask us to correct or delete it, restrict or object to certain processing, or request a portable copy of information where legally provided.

Where processing is based on consent, including optional analytics, you may withdraw that consent at any time. Withdrawal does not affect processing lawfully carried out before withdrawal. Visitors covered by European or UK data protection law may also have a right to lodge a complaint with the appropriate supervisory authority.

Residents of California and certain other U.S. states may have additional rights under applicable state privacy laws, where those laws apply to CERTIDOX LLC. These may include rights to know, access, correct, or delete personal information, and protections against unlawful discrimination for exercising privacy rights. This Policy does not imply that every state privacy law applies to the Website in every circumstance.

To make a request, email info@certidox.com with the subject line Privacy Request. Please describe the request and the information involved. We may ask for information reasonably needed to verify your identity or authority to act on someone else's behalf. We will respond within the time required by applicable law.

For analytics choices, use Cookie settings in the footer of the Website homepage or your browser's privacy controls. For Calendly information processed independently by Calendly, you may also contact Calendly through the mechanisms in its own Privacy Notice.

10. Children's privacy

The Website is intended for business and general informational audiences, not for children under 13. We do not knowingly solicit personal information from children under 13 through the Website. If you believe a child has sent us personal information, contact us so we can review the circumstances and take appropriate action.

11. Changes to this Privacy Policy

We may update this Policy to reflect changes in the Website, service providers, data-handling practices, or legal requirements. The date at the top will show when the Policy was last updated. If applicable law requires additional notice or consent for a material change, we will provide it.

12. Contact information

For questions about this Policy or the handling of information related to the Website, contact: