Privacy Policy

Applicability

This Privacy Policy applies to personal information collected, stored, or processed through Codimite's website, online forms, business communications, marketing activities, service inquiries, product inquiries, and recruitment-related interactions.

This Policy applies to users, website visitors, business contacts, prospective customers, partners, vendors, applicants, and other individuals who interact with Codimite through www.codimite.com or related business channels.

Information We Collect

We may collect personal information that you voluntarily provide to us, information collected automatically when you use our services through our web forms submitted by you directly, and information related to business or service communications.

The types of personal information we may collect include:

1. Contact Information

This may include your name, email address, phone number, country, company name, job title, and any other contact details you provide when submitting a form or communicating with us.

2. Business Information

This may include your organization name, business role, company size, industry, business requirements, service interests, partnership type, project needs, or other information related to your organization.

3. Marketing Communication Information

If you subscribe to updates, download content, register interest in a service, or engage with marketing campaigns, we may collect your communication preferences and interaction history with our emails or website content.

4. Recruitment Information

If you apply for a role or contact us regarding employment opportunities, we may collect your name, email address, phone number, resume or CV, portfolio, employment history, education details, skills, references, and other information you choose to provide as part of the recruitment process.

5. Information You Provide in Messages

When you contact us through forms, email, chat, or other communication channels, we may collect the content of your message and any attachments or details you choose to share.

Information We Collect Through Cookies

Depending on your cookie preferences, we may collect information about your approximate location, website activity, visit details, referral source, and browser or device. We use this information to understand website usage, improve performance and user experience, and evaluate our content and marketing.

How We Collect Information

Direct Data Collection

Information you actively provide to us yourself:

• Website forms submitted directly by you
• Email communications and business inquiries
• Consultation, demo, proposal, partnership, or service request forms
• Job applications submitted through our website's careers page
• Direct business interactions, meetings, or events

Data We Collect Automatically

Information collected passively through technology, without you actively submitting it:

• Analytics tools, cookies, pixels, and similar technologies used on our website (subject to consent)

Indirect Data Collection

Information we receive about you from another source, not directly from you:

• Job applications received via LinkedIn or other third-party job portals
• Referrals from business contacts, partners, or other individuals
• Third-party platforms where you interact with Codimite content or campaigns

Where we receive your personal data indirectly, we will inform you of the source at the time of first contact, in accordance with applicable data protection law.

Use of Your Personal Information

We may use your personal information for the following purposes:

Communication

We may use the email address to send user information and updates pertaining to their inquiries, questions, and/or other requests.

To personalize user experience

We may use information in the aggregate to understand how our users as a group use the services and resources provided on our Website.

To improve our Website

We may use feedback you provide to improve our products and services.

To send periodic emails

If you opt in to receive marketing communications from us, we may send you emails regarding company news, updates, products, services, and other related information. You may unsubscribe from these communications at any time by following the unsubscribe instructions included in our emails.

Legal Basis for Processing Personal Information

Where GDPR applies, we process your personal information based on one or more of the following lawful bases:

Consent

We may process your personal information where you have given consent, such as when you subscribe to marketing communications or accept certain cookies. You may withdraw consent at any time where processing is based on consent.

Contractual Necessity

We may process your personal information where it is necessary to take steps at your request before entering into a contract, provide requested services, respond to business inquiries, deliver agreed services, or manage a business relationship.

Legitimate Interests

We may process personal information based on our legitimate business interests, such as improving our website, responding to business inquiries, managing customer relationships, conducting B2B marketing, securing our systems, and developing our services, provided that such interests are not overridden by your rights and freedoms.

Legal Obligation

We may process your personal information where required to comply with applicable legal, regulatory, accounting, tax, employment, or compliance obligations.

Use of the Personal Information and Legal Basis

We collect and process personal data through our website only for the specific purposes set out below, on the legal basis stated for each.

Rights of Data Subjects

If GDPR or similar data protection laws apply to you, you may have the following rights regarding your personal information:

1. Right to Access

You have the right to request a copy of the personal information we hold about you and receive information about how we process it.

2. Right to Rectification

You have the right to request correction or update of inaccurate, incomplete, or outdated personal information.

3. Right to Erasure

You may request deletion of your personal information, subject to applicable exceptions. We may retain certain information where required for legal obligations, contractual purposes, legitimate business needs, security, compliance, or legal claims.

4. Right to Restrict Processing

You may request that we restrict the processing of your personal information in certain circumstances, including where the accuracy of the data is contested, the processing is unlawful but you oppose deletion, we no longer need the data but you require it for legal claims, or you have objected to processing pending verification of overriding legitimate grounds.

5. Right to Object

You may object to the processing of your personal information where processing is based on our legitimate interests. You may also object to direct marketing at any time.

6. Right to Data Portability

Where applicable, you have the right to receive personal information you provided to us in a structured, commonly used, and machine-readable format and to transfer it to another controller.

7. Right to Withdraw Consent

Where processing is based on your consent, you may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

8. Right Not to Be Subject to Automated Decision-Making

You have the right not to be subject to decisions based solely on automated processing, including profiling, where such decisions produce legal or similarly significant effects on you. Codimite does not currently use automated decision-making that produces legal or similarly significant effects on individuals through the website.

9. Right to Lodge a Complaint

You have the right to lodge a complaint with a relevant data protection supervisory authority, particularly in the country where you live, work, or where you believe your rights have been infringed.

To exercise your rights, please contact us at info@codimite.com.

We may need to verify your identity before responding to your request. We will respond within the timeframe required by applicable law. Where GDPR applies, we aim to respond within one month, unless an extension is permitted due to the complexity or number of requests.

Sharing of Information with Third Parties

We may share personal information only when necessary for legitimate business, operational, legal, security, or service-related purposes, including with:

• Trusted service providers that support website hosting, analytics, CRM, email delivery, marketing, recruitment, security, and business operations
• For recruitment activities, we use BambooHR to receive, process, store, and manage job applications. BambooHR operates its own systems and security controls, and Codimite is not responsible for security incidents caused solely by BambooHR's systems, actions, or failures that are outside our reasonable control, except where responsibility cannot be excluded under applicable law.
• Technology partners or integration providers where needed to support requested services, assessments, migrations, or business discussions
• Professional advisors, including legal, accounting, compliance, and security advisors
• Government, regulatory, or law enforcement authorities where required by law or necessary to protect rights and safety
• Business successors in connection with a merger, acquisition, restructuring, financing, or transfer of business assets

We only engage service providers who are contractually bound by a Data Processing Agreement (DPA), requiring them to process personal information solely for authorized purposes, on our documented instructions, and to maintain appropriate confidentiality and security measures.

Data Retention

We retain personal information only for as long as necessary to fulfil the purposes described in this Privacy Policy, or as required by applicable law.

Retention periods may vary depending on:

• The type of information collected
• The purpose for which it was collected
• Ongoing business or customer communications
• Recruitment and hiring requirements
• Legal, accounting, contractual, or compliance obligations
• Security, dispute resolution, or fraud prevention needs

Once personal data is no longer necessary for these purposes and no legal obligation requires its continued retention, we will securely delete or anonymize it.

Cookies and Similar Technologies

We may use cookies and similar technologies to improve website functionality, enhance user experience, analyze website traffic, understand content performance, and support marketing or analytics activities.

Cookies are small files stored on your device when you visit a website. They may help remember preferences, understand website usage, and improve website performance.

We may use the following types of cookies:

• Essential cookies are required for website operation and security.
• Analytics cookies are used to understand website traffic and user behavior. We may use third-party analytics and performance tools, such as Google Analytics and Google Search Console, to evaluate website usage and marketing effectiveness. Google Analytics may collect and process cookie-related information, while Google Search Console provides aggregated data about how visitors find our website through search engines. These providers process information in accordance with their respective privacy policies.
• Functional cookies are used to remember preferences and improve user experience.

You can control or disable cookies through your browser settings. However, disabling certain cookies may affect website functionality or user experience.

Where required by applicable law, we will obtain your consent before placing non-essential cookies on your device.

Children's Data

Codimite's website and services are intended for business users and individuals who are at least 16 years of age or older.

We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child without appropriate consent, we will take reasonable steps to delete such information.

International Transfers

Codimite operates as a global technology company and may process personal information in countries outside your country of residence, including countries that may not provide the same level of data protection as your jurisdiction.

Where GDPR applies and personal information is transferred outside the European Economic Area, United Kingdom, or Switzerland, we will take appropriate safeguards as required by applicable law. These safeguards may include standard contractual clauses, contractual protections, technical and organizational security measures, or other legally recognized transfer mechanisms.

Email Opt-Out

You may unsubscribe from marketing emails at any time by clicking the unsubscribe link included in our emails or by contacting us at info@codimite.com.

Please allow a reasonable period for processing your request. Even after you unsubscribe from marketing communications, we may still send you non-marketing communications, such as responses to inquiries, service-related messages, transactional emails, security notices, or legal updates.

Third-Party Sites

Our website may include links to third-party websites, platforms, services, or partner pages.

We are not responsible for the privacy practices, content, security, or policies of third-party websites. We encourage you to review the privacy notices of any third-party websites before providing personal information.

Security Measures

We use appropriate technical and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, disclosure, or destruction.

These measures may include access controls, encryption where appropriate, secure hosting environments, monitoring, internal security practices, restricted access to personal information, and other safeguards designed to protect data across our systems.

However, no method of transmission over the internet or method of electronic storage is completely secure. While we take reasonable steps to protect your personal information, we cannot guarantee absolute security.

Automated Decision-Making and Profiling

Automated decision-making refers to processing personal information using automated means to make decisions without meaningful human involvement, where such decisions may have legal or similarly significant effects on individuals.

Profiling refers to the automated processing of personal information to evaluate, analyze, or predict aspects such as preferences, interests, behavior, or other personal characteristics.

Codimite does not currently use website visitor personal information for automated decision-making that produces legal or similarly significant effects.

If this changes in the future, we will update this Privacy Policy and provide required information about the logic involved, significance, and potential consequences of such processing.

Contact Us

For inquiries, concerns, or requests regarding this Privacy Policy or how we process your personal information, please contact us at:

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, services, legal requirements, or business operations.

When we make material changes, we may notify users by updating the "Last Updated" date on this page, posting a notice on our website, or sending an email notification where appropriate.

Your continued use of our website or services after the effective date of the updated Privacy Policy constitutes your acknowledgement of the updated Policy.