Privacy policy
Last updated Oct 13, 2026
This policy explains what personal data Example (example.veramark.app) collects, why, who processes it, how long it is kept and what rights you have. The terms of service govern the use of the service itself.
1. Who is responsible
The controller of your personal data is the developer who runs Example as a demonstration (no company stands behind it) ("we", "us").
For any question about this policy or your data, write to privacy@example.veramark.app.
2. What we collect
- Your account: your name, your email address, your password (stored only as a one-way hash) or, if you sign in with Google, the identifier of your Google account; your language; and, if you turn on two-factor authentication, its secret.
- Your organizations and content: the organizations you belong to and your role in each, the invitations you send and receive (including the email address of the person invited), and the content you and the other members add.
- Billing: Paddle collects your payment details and billing information when you subscribe. We receive from Paddle the plan, the state and dates of the subscription and the references of transactions and invoices. Card details never reach us.
- Technical data: your IP address, kept in short-lived server logs and used for rate limiting and fraud protection; and, when an error occurs, a technical report of it carrying identifiers only.
- Usage: which features are used, measured from the server and the browser without cookies. A signed-in person is identified by an internal id, never by their email address.
- The source of your first visit: the campaign that brought you (
utm_source,utm_medium,utm_campaign) and the host name of the site that referred you. - Your consents: your choice about marketing emails, with its date and the version of the wording you were shown.
3. Why we use it, and on what legal basis
- To perform our contract with you (the terms of service): creating and running your account and your organizations, storing your content, managing your subscription and sending service emails.
- Our legitimate interests: keeping the service secure, preventing abuse and fraud, fixing errors, improving the product through privacy-preserving analytics (no cookies, no email address) and understanding which channels bring people to Example.
- Your consent: marketing emails. You can withdraw it at any time; this does not affect what was done before.
- Legal obligations: complying with the law that applies to us, including billing and tax records, which Paddle keeps as the seller.
We do not sell your personal data and do not use it for advertising.
4. Who processes it
These providers process personal data for us, only to run the service:
| Service | What it does for Example | Where the data is processed |
|---|---|---|
| Hetzner Online GmbH | Hosting of the application and its database | EU (Germany, Finland) |
| Cloudflare, Inc. (R2 object storage, EU jurisdiction) | Storage of uploaded files, data exports and the encrypted nightly database backups | EU |
| Brevo (Sendinblue SAS) | Sending the service's emails (sign-in, verification, invitations, security and billing notices); a contact record per person, used for the service's lifecycle emails and, only with consent, for marketing emails | France (EU) |
| PostHog Inc. (EU Cloud) | Product analytics: which features are used, measured from the server and the browser without cookies | EU (Frankfurt, Germany) |
| Functional Software, Inc. (Sentry, EU region) | Error reports from the server and the browser, with identifiers only | EU (Frankfurt, Germany) |
| Google (reCAPTCHA) | Invisible bot protection on the sign-up, sign-in and password recovery forms | United States, under the EU-US Data Privacy Framework |
| Google (Sign in with Google) | Signing in with a Google account, for those who choose it | United States, under the EU-US Data Privacy Framework |
| Paddle.com Market Limited | Merchant of record: sells the subscription, takes the payment, issues invoices and handles sales tax | United Kingdom (EU adequacy decision) |
Paddle is the seller of record of the subscription, not our processor: it acts as an independent controller for the payment data it collects, and its own buyer terms and privacy notice apply to the purchase. On the pricing page, your browser loads Paddle's script from Paddle's servers to show the prices in your currency; for that, Paddle reads your country from your IP address, before any purchase.
5. Where it is stored
Example, its database and its cache run on servers rented from Hetzner Online GmbH in the European Union (Germany, Finland); files and backups are also stored in the EU. Your data is kept in the EU.
When section 4 lists a Google service, Google processes the data that service needs in the United States, under the EU-US Data Privacy Framework. Paddle processes payment data in the United Kingdom, which the European Commission recognises as offering adequate protection (adequacy decision). Your data leaves the EU in no other case.
6. How long we keep it
- Your account: as long as it exists.
- Deleting your account: you can do it yourself in Settings › Privacy & data. Deletion is permanent and runs in the background: your account and the organizations where you are the only member, with their data, files and invitations, are deleted. In organizations shared with others, your membership is removed and what you contributed stays with the team. The audit trail keeps the actions but replaces your email address with an anonymous marker. A last email confirms the deletion. Your contact record at Brevo is deleted, and so are your profile and events at PostHog.
- Data export: a copy of everything we hold about you, as one file, requested from Settings › Privacy & data; it is kept 7 days, then deleted.
- In-app notifications: 90 days.
- Invitations, the invited person's email address included: deleted 30 days after they expire, whether they were used or not.
- Records of incoming webhook deliveries from our email and payment providers: 90 days.
- Audit trail (who did what, kept for security): 365 days.
- Encrypted database backups: 30 days, so deleted data leaves the backups within 30 days.
- Technical server logs: rotated automatically and kept for a short time.
7. Cookies and browser storage
Example uses only the cookies that are strictly necessary for it to work. None is used for advertising or tracking.
| Cookie | Purpose |
|---|---|
__Host-session |
Keeps you signed in during your session |
__Host-remember |
Keeps you signed in between visits, only if you choose to stay signed in |
__Host-csrf-token |
Protects against cross-site requests |
__Secure-mercureAuthorization |
Lets the app receive live updates |
locale |
Remembers the language you chose |
Your browser's local storage also keeps your colour scheme, your language and the source of your first visit (utm_source, utm_medium, utm_campaign and the host name of the referring site). The source stays in your browser's storage until you clear it; it counts for 90 days (a visit after that is a new first visit), is sent with your sign-up, then stored on your account to understand which channels bring people.
On the pricing page and at the checkout, Paddle's script follows Paddle's own privacy notice, including for what it stores in your browser.
Product analytics run in memory, without cookies or any stored identifier. When you are signed in, you are identified by an internal id, never by your email address.
Google reCAPTCHA, which protects the sign-up, sign-in and password recovery forms, sets its own cookies on those forms; Google's privacy policy applies to them.
8. Emails
Service emails are part of the service and are always sent: email verification, sign-in links, security notices, billing and trial notices and invitations.
Marketing emails are sent only if you opt in, with the box at sign-up or the switch in your profile. We record the date of your consent and the version of the wording you were shown. You can withdraw it at any time from your profile or with the link in any marketing email.
9. Your rights
Under the GDPR and the law that applies to you, you have the right to access your data, to have it corrected, to have it erased, to restrict its use, to object to its use and to receive it in a portable format.
Two of these are self-service in Settings › Privacy & data: the export (one file with everything we hold about you) and the deletion of your account. For anything else, write to the address in section 12; we answer within one month.
You also have the right to lodge a complaint with a data protection authority, in particular in the country where you live or work.
10. Children
Example is not directed at children under 16, and we do not knowingly collect their data. If you believe a child has given us personal data, contact us and we will delete it.
11. Changes to this policy
We may update this policy, for example when we add a provider. Before a material change takes effect, we tell you by email or in the app. The date of the current version is shown on this page.
12. Contact
For any question or request about your personal data, write to privacy@example.veramark.app.