Privacy Policy

Kopexa GmbH ("Kopexa") understands that privacy is important and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and share your information when you use our website, services, or other Kopexa materials. By accessing or using Kopexa’s website or services, you agree to the practices described in this Privacy Policy.

What does this Privacy Policy cover?

This Privacy Policy applies to the collection and processing of personal data when using Kopexa’s website or services. It does not cover practices of companies we do not own or control, nor does it apply to individuals we do not manage.

Kopexa operates as a data processor for its customers, who act as data controllers. All data processing is carried out based on the instructions of our customers, and we take appropriate technical and organizational measures to ensure compliance with applicable data protection regulations, including the General Data Protection Regulation (GDPR).

Privacy Rights for California Residents

In accordance with the California Consumer Privacy Act (CCPA), California residents may request information about the categories of personal data shared with third parties for marketing purposes. To exercise your rights, contact us at dataprivacy@kopexa.com.

Cooperation with Data Protection Authorities

Kopexa is committed to cooperating with the panel established by the European Union data protection authorities (DPAs) and the Swiss Federal Data Protection and Information Commissioner (FDPIC) regarding unresolved complaints concerning data transferred from the EU and Switzerland.

Collection of Personal Data

Kopexa may collect the following personal data:

• When you register for Kopexa services: Name, email address, and IP address.
• When visiting our website: IP address, browser type, and interaction logs.
• When using Kopexa’s services: Login data, account activity, and customer-submitted content.

We may also receive personal data from third parties, including customers, service providers, and publicly available sources.

Use of Personal Data

We process personal data to:

• Provide, maintain, and improve our services.
• Authenticate and manage user accounts.
• Ensure security and prevent fraud.
• Send relevant product updates and marketing communications, subject to user preferences.

Marketing Communications

If you provide us with an email address, you consent to receive marketing communications from Kopexa about your use of the website, the Kopexa services, and our products. You can opt out at any time using the unsubscribe link in emails or by contacting us directly.

Data Sharing

Kopexa does not sell personal data. However, personal data may be shared with:

• Service providers (subprocessors) for necessary business functions.
• Business partners, where required for service functionality.
• Authorities, in compliance with legal obligations.

A list of subprocessors is available upon request.

Data Transfers and Security Measures

Personal data may be processed outside of the European Economic Area (EEA). In such cases, we ensure an adequate level of protection through:

• Standard Contractual Clauses (SCCs) approved by the European Commission.
• Participation in the EU-U.S. Data Privacy Framework (DPF) for applicable data transfers.

All data is encrypted in transit and at rest. We use AES-256 encryption for stored data and TLS 1.2+ for secure transmission. Our infrastructure includes firewall protections, intrusion detection, and access controls.

Cookies and Tracking Technologies

Kopexa uses cookies and similar technologies to improve user experience. These may include:

• Essential cookies for core functionality.
• Performance cookies for analytics and optimization.
• Third-party cookies for integrations such as Google Analytics.

Users can manage cookie preferences via the cookie settings in the website footer. More details can be found in our Cookie Policy.

Data Retention

Personal data is retained for as long as necessary to fulfill the purposes outlined in this Privacy Policy. Retention periods are based on:

• Legal requirements and compliance obligations.
• The duration of the customer relationship.
• Technical and operational considerations.

Data that is no longer required is securely deleted in accordance with industry standards.

Rights to Object or Restrict Processing of Personal Data

If Kopexa has your personal data due to your relationship with one of Kopexa's customers, you should first contact that customer before contacting Kopexa.

You may, however, revoke your consent to the collection, processing, and use of your personal data by emailing dataprivacy@kopexa.com. Upon receipt of your request, Kopexa will delete your personal data unless retention is required for billing, accounting, or legal compliance.

If you discover any errors in your data, you may request corrections by contacting dataprivacy@kopexa.com.

Right to Be Informed About Safeguards for Data Transfers

If Kopexa has your personal data due to your relationship with one of Kopexa's customers, you should first contact that customer before contacting Kopexa.

Kopexa enters into agreements with customers to ensure appropriate safeguards for data transfers outside the EEA. Where no adequacy decision by the European Commission exists, Kopexa relies on contractual obligations to ensure compliance with GDPR.

Data Breach Notification

In the event of a data breach, Kopexa will:

• Assess the scope and impact of the breach.
• Notify affected individuals and regulatory authorities in a timely manner, as required by law.
• Implement corrective measures to prevent future incidents.

What if I Have Questions or Want to Report a Concern?

If you have any questions or concerns about our privacy policies, please contact us at dataprivacy@kopexa.com, and we will address your concerns as soon as possible.

Will Kopexa Ever Change This Privacy Policy?

Kopexa continuously improves its website and services. As a result, this Privacy Policy may be updated from time to time.

We will provide notice of any changes by updating the policy on our website, sending an email, or using other appropriate communication methods. Continued use of our services after updates indicates agreement with the revised policy.

Contact Information

For privacy-related inquiries or data requests, contact us at: