Data Privacy information.

Last modified: January 26th, 2026

We are pleased about your visit on our website www.qualifyze.com and app.qualifyze.com. Protecting your personal data is important to us and we want you to feel safe when visiting our website. For this reason, we have compiled here some important information about the personal data that is collected, processed and used when using our website in compliance with data protection regulations (“Privacy Policy”).

Personal data are individual details about personal or factual conditions of a specific or identifiable natural person. This includes information such as your real name, your address, your e-mail address, your telephone number and your date of birth. No personal data are on the contrary such information that cannot be associated with your real identity; this includes, for example, the number of users of our website or comparable summarized information.

1. SCOPE 

This privacy policy applies to the website www.qualifyze.com and all related websites, applications, services, and tools referring to this Privacy Policy, regardless of the type of access and including access via mobile devices.

In the event of changes to this Privacy Policy, we will post the amended Privacy Policy and the effective date of the amended Privacy Policy on this website. We therefore recommend reading the Data Privacy Policy at regular intervals. Changes that require your consent will only be made by requesting it to you. 

2. DATA CONTROLLER OF THE PERSONAL DATA

If you have a Subscription Agreement in place with Qualifyze, the Data Controller will be the company you have signed the Subscription Agreement with. If you do not have an active Subscription Agreement with us and you access our services from the United States, the Data Controller will be Qualifyze Inc., if you access from anywhere else in the world, the Data Controller will be Qualifyze GmbH.  

Details of the data controllers: 

Qualifyze GmbH, Bockenheimer Anlage, 46, 60322 Frankfurt am Main, Germany. DPO: dataprivacy@qualifyze.com

Qualifyze Inc.,  a Delaware corporation with an address at 525 Washington Blvd, Jersey City, NJ 7310, New Jersey. Data Privacy contact details: dataprivacy@qualifyze.com

3. CATEGORIES OF DATA

If you have registered with us, you have chosen to provide us with your personal data and not to remain anonymous to us.

We collect the following types of personal data to enable you to use and access our website, applications, services and tools, to provide you with a more personal and better user experience and to customize content. If you do not allow Qualifyze to collect this personal data, you must stop using the website or platform: For more information see section “Automatically collected data” below:      

Automatically collected data

Upon accessing our website, we temporarily log information about the type and duration of use (general usage data, e.g. IP address, the connection data of the requesting computer, the websites you visit on our site, the date and duration of your visit, the identification data of the browser and operating system type used and the website from which you visit us if you have provided your consent), which is transmitted to us from your computer, mobile device or other technical device. This is to provide you with a more personal and better user experience and to customize content.

Cookies, Web Beacons and Similar Technologies

We also use data collected through cookies, web beacons and other similar technologies. More detailed information on how we use these technologies and how you can prevent their use can be found in our Cookie Policy.

Data provided by you or your company

Additional personal data is not collected unless you provide this information voluntarily, e.g. as part of registration, application, a survey or for implementation an information request, contacting our sales team or by creating a user in the platform as part of a subscription agreement. 

     These may include:

• Information you provide when setting up a user account or registering for our services, such as your name, company address, e-mail address, telephone number, and professional title.
• Data that you transmit to us via social media, websites or services;
• Data transmitted through community discussions, chats, problem resolution and correspondence/feedback on the website or by e-mail/fax/post;
• Other personal data which we ask you to provide and which we require for your authentication or for verification in the event of suspected violation of our terms of use (e.g., if permitted by law, a copy of your ID or a copy of invoice to verify your address or your identity).
• Other contact details as necessary for the performance of the services, including names and email addresses of contact persons; names and email addresses of participants in Qualifyze’s meetings, the meeting subject and description and the input and output of the meeting while Qualifyze’s employees are in the meeting.
• Your voice and any other personal data you provide in calls or meetings that must be recorded under this privacy policy.

Collection of information from social media and sign-on services

We offer sign-on services that allow you to access our website, applications, services and tools using credentials from other services (such as Microsoft or Google). We also offer services that allow you to share information with other social media sites such as Meta, Google, X and others.

You are free to give us access to certain Personal Data stored on such third-party websites. Which personal data we can access depends on the respective website and is controlled by your data protection settings on this website and your consent. By linking an account managed by a third party to your user account set up with us and authorizing access to this information, you agree that we may collect, use and store information from this website in accordance with this Privacy Policy.

Regulatory compliance verification

In order to verify compliance with our legal and contractual obligations, Qualifyze may carry out a preliminary review (compliance screening) that will include consulting public information relating to the client company, its representatives or related persons, including data related to administrative sanctions or records available in official registers. Under no circumstances will automated decisions or decisions based exclusively on data relating to criminal convictions or offences be taken without the corresponding specific legal basis in accordance with article 10 of GDPR.

Data obtained from third-party sources (data enrichment): 

Qualifyze may supplement information you provide with additional data obtained from legitimate third-party sources to enhance the quality of our services. These may include: 

• Professional information (job title, role, employment history, industry). 
• Company information (company name, size, location, sector). 
• Additional professional contact details (business email, phone number). 
• Professional social media profiles and activity. 
• Publicly available business information.

4. PROCESSING AND USE OF PERSONAL DATA: PURPOSES

Main purposes:The processing and use takes place in particular for the following main purposes and with the following legal bases:      

• Provide you with access to our website, applications, services and tools as well as the desired customer service by e-mail or telephone. Depending on the case, the legal basis for this purpose will be your consent (art. 6.1.a) GPDR), our legitimate interest (art. 6.1.f) GDPR) or the performance of the contract (art. 6.1.b) GDPR). The legitimate interest will consist of maintaining commercial relations with the user and providing a proper service.

• Prevent, detect and investigate fraud, security breaches and prohibited or illegal activities and enforce our Terms and Conditions. Depending on the case, the legal basis for this purpose will be our legitimate interest (art. 6.1.f) GDPR) or the fulfilment of legal obligations (art. 6.1.c) GDPR). The legitimate interest will consist of maintaining the security of communications and information for the benefit of Qualifyze and its users.

• Adapt, measure and improve our services and content. Depending on the case, the legal basis for this purpose will be our legitimate interest (art. 6.1.f) GDPR) or your consent (art. 6.1.a) GDPR). Legitimate interest will consist of improving our services to ensure a good relationship with the client and the smooth running of the business.

• Contact you by telephone or e-mail to resolve disputes, enforce fee claims, resolve problems with your user account or our website, our services, applications or tools or for any other legally permitted purposes. Depending on the case, the legal basis for this purpose will be our legitimate interest (art. 6.1.f) GDPR) or the performance of the contract (art. 6.1.b) GDPR). The legitimate interest will consist of maintaining a correct relationship with users and minimizing conflicts that may have legal or security consequences.

• Contact you by telephone or e-mail and to inform you about our services and the services of our group of companies, targeted marketing activities, service updates and advertising offers if you have given your express consent and/or if the statutory requirements are given. The legal basis for this purpose will be your consent (art. 6.1.a) GPDR or our legitimate interest (art.6.1.f) GDPR) Legitimate interest will consist on Qualifyze maintaining a relationship with the data subject and informing of services similar to those contracted between the parties. 

• Provide you with other services that you have expressly requested in accordance with the description provided when collecting the data. The legal basis for this purpose will be the performance of the contract (art. 6.1.b) GDPR).

• Regulatory compliance verification processing is based on the legitimate interest of Qualifyze in preventing legal and reputational risks before establishing a contractual relationship, in accordance with art. 6.1.f) of GDPR and, where applicable, art. 31 of the Swiss Federal Data Protection Act (FADP).

• Qualifyze uses notetaker tools to collect meeting data, for documentation and quality purposes: recording of the meetings are used to document proceedings, decisions and discussions for archival, documentation and quality purposes. And internal communication: recordings may be shared internally within the organisation for review training, or other legitimate business purposes. The legal basis is Qualifyze’s legitimate interest for quality and documentation purposes, as well as for the performance of the contract. Qualifyze’s informs the attendees about the notetaking, providing a link to the applicable policy and giving them the option to oppose the processing and delete the meeting data.

• Qualifyze may supplement the information you provide with additional data obtained from legitimate third-party sources to enhance the quality of our services. We use specialised data enrichment platforms such as HubSpot and Apollo.io, which aggregate information from publicly available sources, professional databases, and commercial data providers, for the purposes of personalizing and improving business communication, better understand your professional needs and interests, enhance our service delivery and user experience, qualify and manage business opportunities and maintain accurate and up-to-date contact information. The legal basis is our legitimate interest in improving the quality and relevance of our services communications (art. 6.1.f) GDPR).

The processing may involve authorized subprocessors listed in the applicable policy.

Other Uses of Personal Data: Marketing Purposes

If you have given Qualifyze the consent to use your personal data for Marketing purposes, or if there are legitimate interest grounds, your data may be used for the following specific purposes:

• inform you about websites, applications, services and tools that we offer;
• to inform you about targeted marketing campaigns and advertising offers;
• to personalize, evaluate and improve our advertisements.

We assure you that we will not pass on your personal data to third parties for their marketing purposes without your express consent. 

Objection against the use of your personal data for marketing purposes

If you do not wish to receive marketing and advertising messages from us, you can indicate this in direct contact with us (e.g. by e mail to dataprivacy@qualifyze.com or unsubscribe via the registration link in the marketing or advertising message).

5. DATA SHARING:

      Data can be transmitted to the following recipient groups:

• Professional advisors and auditors, where such disclosure is required by applicable law, regulatory requirements or professional standards, or where it is necessary for compliance with legal obligations or for the protection of our legitimate interests. This may include, without limitation, external auditors appointed to perform statutory audits of our annual financial statements, tax advisors, legal counsel, compliance consultants and other professional service providers. Depending on the specific circumstances, the nature of the services provided and the applicable legal requirements, such recipients may act either as independent data controllers or as data processors acting on our behalf in accordance with the GDPR. Personal data is disclosed to such recipients strictly on a need-to-know basis and subject to appropriate contractual, confidentiality and data protection safeguards.

• Authorized subprocessors who support us in the provision of services our business operations (in particular fraud prevention, compliance checks, analytics, communications and infrastructure support, as listed in the applicable subprocessor section of our Privacy Policy. The User is informed that the use of such subprocessors is subject to a general written authorization, in accordance with art. 28 GDPR.

• Third-party providers of websites, applications and tools by which we work in accordance with our General Terms and Conditions to publish or promote your advertisement and their content on their website or in their applications and tools. If we also transfer personal data to such third party providers with the content of your advertisements, this happens exclusively on the basis of a written contract which limits the use of the personal data by the third party provider and obliges them to take security measures with regard to this data. In particular, third parties are not permitted to sell, rent or in any other way pass on to third parties the personal data contained in your advertisements.

• Qualifyze uses Datadog Inc., which allows servers, databases, tools and services to be monitored using a software-as-a-service-based data analysis platform. Qualifyze guarantees that the data is located in Europe, if a transfer is needed, it’s GDPR-compliant, as the United States has an adequacy decision by the European Commission and the company is included in the Data Privacy Framework List.
• Qualifyze uses Amplitude to analyze user behavior within our website, products and services. Qualifyze guarantees that the data is located in Europe, if a transfer is needed, such transfer is GDPR-compliant, as the United States has an adequacy decision by the European Commission and the company is included in the Data Privacy Framework List.

• Qualifyze uses Amplitude to analyze user behavior within our website, products and services. Qualifyze guarantees that such transfer is GDPR-compliant, as the United States has an adequacy decision by the European Commission and the company is included in the  Data Privacy Framework List.

• Qualifyze uses Hotjar to better understand our users’ needs and to optimize this service and experience. 

• Qualifyze uses MailChimp for email marketing, a company established in the United States. Qualifyze guarantees that such transfer is based on the Standard Contractual Clauses approved by the European Commission.

• Qualifyze uses Chili Piper Inc., a company established in the United States, to qualify, route and schedule meetings from any inbound or outbound channel. Qualifyze guarantees that such transfer is based on the Standard Contractual Clauses approved by the European Commission.

• Qualifyze uses Heap to help us better understand user interactions with our website, Qualifyze hereby confirms the company is included in the Data Privacy Framework List.

• Qualifyze uses Hapily.Inc to provide quotations to its customers, Qualifyze hereby confirms it has signed adequate measures . 

• Qualifyze may use third-party platforms such as HubSpot and Apollo.io to enrich and validate business contact information.

• Other third parties to whom we send your data exclusively at your express request, or where you have been specifically informed and provided your explicit consent, in accordance with the applicable data protection law. These Parties are not considered subprocessors but independent controllers of third-party recipients. 

• Criminal prosecution or supervisory authorities or authorized third parties on the basis of a request for information in connection with an investigation procedure or the suspicion of a criminal offence, an illegal act or other actions which may give rise to legal liability for us, you or another user. In such cases, we will disclose the information requested. In order to protect your privacy, we will not disclose your personal data to law enforcement authorities, regulatory authorities or other third parties without a subpoena, court order or comparable legal proceedings, unless we are not convinced that disclosure is necessary to avert imminent danger to life and limb, property or financial assets, to report suspicions of unlawful actions or to otherwise protect our users from unlawful actions.

• Qualifyze’s Affiliates for administrative purposes only.
  
   
   

Standard Information in Advertisements

On our website, the location information of registered trade dealers and buyers is transmitted to external service providers that may be located outside the European Economic Area (EEA) for the purpose of displaying maps with location information in advertisements.

Third country transfers: 

Personal data will be processed within the European Union. In the event that the contracting of any service provider involves the transfer of data outside the European Union, such transfer will take place in accordance with the GDPR. In particular, the data could be processed by companies in the United States. In this case, the processing is based on the European Commission’s adequacy decision, given that the companies importing the data are adhered to the EU-US Data Privacy Framework. Failing this, the exporter and importer of the data will have subscribed to the standard clauses of the European Commission.  When an international data transfer is based on standard clauses of the European Commission, the user will have the right to request a copy of them.

6. USE OF SOCIAL MEDIA PLUGINS

Plugins of the social networks of META (“Facebook”; overview of Facebook plugins), X, USA (“Twitter”) can be integrated on our website via “Tweet-Button“ or “Follow-Button“ and Google Inc., USA (“Google+“ ) (for more information click on the link of the respective network). When you visit our website, which contains such a plugin, the plugin establishes a direct connection between your browser and the server of the respective social network. The social network provider receives the information that you have visited our site with your IP address. If you click the plugin while logged into your account, you can link the content of our website to your social networking profile. This allows the social network to associate the visit to our site with your account. We, as the provider of the pages, are not aware of the content of the transmitted data or its use by the provider of the social network. For more information, see the social networks’ privacy policy, which you can access here for the social networks Facebook, Twitter and Google+.

Please note that you must be logged out of your social network account if you visit our site and do not want your social network or social networks to associate your visit to our site with your account.

7. DATA SECURITY

Qualifyze takes all necessary technical and organizational security measures to protect your personal data from loss, unauthorized access or other misuse. Your data is stored in a secure operating environment that is not accessible to the public.

We protect your data through technical and organizational security measures to minimize risks in connection with loss, misuse, unauthorized access and unauthorized disclosure and modification of this data.  For example, we use firewalls and data encryption, but also physical access restrictions for our data centres and authorization controls for data access. You can find more information in the Information Security Policy.  However, if you believe that your account has been misused, please report this to us at security@qualifyze.com

8. DATA PROTECTION RIGHTS

You have the right of access to your data, the right of rectification of your data, erasure, restriction of the processing, object to the processing and right to portability, as well as the right to withdraw consent at any time, without it affecting the lawfulness of the processing based on consent before its withdrawal. You can reach us by the e-mail dataprivacy@qualifyze.com for this purpose at the contact details given at the end of this Data Privacy Policy.

We will process your request within a reasonable time and in any event within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests. Qualifyze shall inform the data subject of any such extension within one month of receipt of the request, together with the reasons for the delay.      

Subject to the requirements of Art. 77 GDPR, data subjects have the right to file a complaint with a competent supervisory authority. As a rule, the data subjects may contact the supervisory authority of his or her habitual residence or place of work or place of the alleged infringement or the registered office of Qualifyze. The supervisory authority responsible for Qualifyze GmbH is the Hessian Commissioner for Data Protection and Freedom of Information. A list of all German supervisory authorities and their contact details can be found here.

9. STORAGE OF PERSONAL DATA

The data will be stored for the time necessary to fulfill the purpose of the processing and in accordance with the principle of limitation of the conservation period. If you have a contract with us, Qualifyze will retain the company data for 10 years after the termination of the contractual relationship. The data is retained for the legally established period during which legal actions can be exercised. The details of the users of the platform will be deleted (i) when the user formally requests so or (ii) when the Client that has a contract with Qualifyze requests to remove the user from the Client account, in accordance with the specifics of the contract between the Parties. Once the data is no longer necessary, it will no longer be processed for the initial purposes and will be stored with restricted access, only available to the competent authorities in the event of a complaint or legal action.