Privacy Policy

The data controller for ExpiryEdge is A2E Digital, a business registered in Germany. Full contact and registration details are published in our Legal Notice (Impressum), which also names the person responsible for data protection matters. You can reach us directly at support@expiryedge.com.

If you are in the EU/EEA and believe we have not handled your data lawfully, you have the right to lodge a complaint with your local data protection supervisory authority, or with the German authority for the state where we are registered (see the Impressum for which one).

When you visit our website or use our services, we may collect certain information about you, including:

• Personal Information: This may include your name, email address, phone number, payment details, and any other information you provide to us when you sign up for an account, subscribe to our services, or contact us through our website.

• Usage Information: We may collect information about how you use our website and services, including your IP address, browser type, pages visited, and the links you click.

• Cookies: We may use cookies and similar tracking technologies to collect information about your browsing activities. You can control how cookies are used by adjusting your browser settings.

We use the information we collect for the following purposes:

1. To provide, maintain, and improve our subscription-based services.

2. To personalize your experience and provide you with relevant notifications about expiries and due dates.

3. To communicate with you, including service emails and the onboarding and product emails described in Section 4, which you can unsubscribe from at any time.

4. To analyze how our website and services are used and to improve their performance and functionality.

5. To process your transactions and manage your subscriptions.

Service emails: We send emails that are needed to run your account: sign-up verification, password resets, invitations, billing and payment notices, and the expiry reminders you set up. These are part of the service you use (Art. 6(1)(b) GDPR). You can change your reminder settings at any time.

Onboarding and product emails: When you start a trial or become a customer, we send a limited number of emails that help you set up ExpiryEdge, tell you when your trial or plan is about to end, and occasionally tell you about relevant ExpiryEdge features or offers. We do this based on our legitimate interest in helping existing users get value from the product (Art. 6(1)(f) GDPR) and, for promotional content, on the existing-customer exception in Section 7(3) of the German Act Against Unfair Competition (UWG). We only use the email address you gave us when you signed up, and only for our own similar products and services.

Your right to object: You can object to these emails at any time, at no cost other than transmission costs at basic rates, by clicking the unsubscribe link in any of them or by emailing support@expiryedge.com. We then stop immediately and keep only a record of your objection so that we do not email you again.

What we use to tailor these emails: To send the right email at the right time, we store in our CRM your name, email address, company, country and time zone (derived from your organisation settings), your account status (for example trial, expired or paying), trial and plan end dates, the number of people in your organisation, and a short summary of your usage: how many expiry records you have, how many fall due in the next 90 days, and the date of the next one. We do not copy the content of your records, documents or contacts into the CRM.

No open or click tracking: Our emails do not contain tracking pixels, and we do not record whether you open an email or which links you click. Links to our website may carry general campaign tags (such as utm_source=hs_automation) that show only that a visit came from one of our emails, not who you are. Our website analytics read these tags only if you have accepted analytics cookies.

Demo bookings and support: If you book a call through our booking page or contact support, we process the details you provide (name, email address, company, message and chosen time) to arrange the call or answer your request (Art. 6(1)(b) and (f) GDPR). The booking calendar on our website is embedded from HubSpot: when it loads, your browser connects to HubSpot servers in the EU, which receive your IP address and technical browser data, and HubSpot may set cookies that the scheduler needs to work. We use this embedded calendar based on our legitimate interest in offering easy online booking (Art. 6(1)(f) GDPR) and, for storage on your device that is strictly necessary for the booking you request, Section 25(2) No. 2 TDDDG. If you prefer, you can book a call by emailing support@expiryedge.com instead.

Provider: For our CRM, these emails, support tickets and meeting booking we use HubSpot (HubSpot Ireland Ltd.; data stored in HubSpot’s EU data centre) as our processor under a data processing agreement. See our Sub-processors list.

We keep personal data only for as long as we need it for the purpose it was collected for, or as long as the law requires us to keep it:

• Account data and records: for as long as your account exists. When you delete your account or your organisation is deleted, we delete or anonymise this data within 30 days unless the law requires us to keep it; remaining copies in backups are overwritten in the normal backup cycle.

• CRM and marketing data: while you have an account or are in contact with us, and for no more than 24 months after your last activity; after that we delete it or keep only a record of any objection to emails.

• Objection (unsubscribe) records: for as long as needed to make sure we keep respecting your choice.

• Invoices and accounting records: up to 10 years, as required by German commercial and tax law (in particular Section 257 HGB and Section 147 AO).

• Support requests: up to 3 years after the request is closed (the standard limitation period).

• Server and security logs: usually up to 30 days.

We take the security of your data seriously and have implemented appropriate technical and organizational measures to protect it against unauthorized access, disclosure, alteration, or destruction. All sensitive information, including payment details, is encrypted and securely transmitted.

We do not sell or trade your personal information. We share it only with the service providers who help us run ExpiryEdge (hosting, payments, email and SMS delivery, CRM and support, AI-assisted document extraction, analytics), each bound by a data processing agreement - see our full, named Sub-processors list. Some of these providers are located outside the EU/EEA, including in the United States; where that happens, we rely on recognized safeguards such as the EU-US Data Privacy Framework and/or the European Commission’s Standard Contractual Clauses.

Under GDPR and similar laws, you have the right to access, correct, delete, or export a copy of your personal data, to object to or restrict certain processing, and to withdraw consent at any time without affecting processing already carried out. You can use our self-service tools for this - Settings → Privacy & Data in your ExpiryEdge account lets you download your data or request account deletion - or email support@expiryedge.com. You can opt out of marketing emails via the unsubscribe link in any such email, and manage cookies at any time via our Cookie Policy. See Section 0 above for how to complain to a supervisory authority.

We may update this Privacy Policy from time to time. Any changes we make will be posted on this page, and the date of the last update will be revised accordingly. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

If you have any questions or concerns about our Privacy Policy, please contact us at support@expiryedge.com.

This Privacy Policy explains how we process personal data. Where processing requires your consent (for example analytics cookies), we ask for it separately, and you can withdraw it at any time.