Privacy Policy

This Privacy Policy explains how Ollen Group FZCO ("OAVOS", "we", "us" or "our") collects, uses, discloses and protects personal data when you visit our websites, create an account, use the OAVOS Service, connect third-party services or contact us.

1. Scope

This Policy applies to personal data OAVOS processes as a controller in connection with its websites, accounts, billing, support and operation of the Service. Where OAVOS processes personal data on behalf of a business Customer, that processing is governed by the applicable customer agreement and the OAVOS Data Processing Addendum.

2. Personal data we collect

• Account and contact information, such as name, business email address, account identifiers, organization and user-role information.
• Business and Service content that you choose to provide, including company information, configuration, files, text, URLs and other materials used with the Service.
• Usage and technical information, such as IP address, device/browser information, session and security events, logs, feature usage, errors and performance data.
• Billing and subscription information, such as plan, billing period, invoice and transaction references. Full payment-card data is processed by our payment provider rather than stored by OAVOS.
• Support and communications information contained in messages, requests and other interactions with OAVOS.

3. Sources of personal data

• Directly from you and users you authorize.
• Automatically when you use the Service.
• From third-party services you choose to connect.
• From public or commercially available sources where relevant to the Service you request.

4. How we use personal data

• Provide, operate, maintain and secure the Service.
• Create and administer accounts, workspaces, subscriptions and billing.
• Perform Customer-requested analyses, reports and related Service functions.
• Authenticate users and operate connected integrations.
• Provide support and communicate operational, security and billing information.
• Detect abuse, troubleshoot failures and improve reliability and functionality.
• Comply with law and establish, exercise or defend legal claims.

5. Legal bases

Where applicable law requires a legal basis, OAVOS processes personal data as necessary to perform a contract, comply with legal obligations, pursue legitimate interests that are not overridden by individual rights, or based on consent where consent is required.

6. AI and automated processing

Some Service functions use artificial intelligence or other automated tools. OAVOS may use third-party providers to process information necessary to provide the requested function. OAVOS does not use the Service solely to make automated decisions that produce legal or similarly significant effects on individuals. Customers should apply appropriate human review before acting on generated outputs.

7. How we disclose personal data

We disclose personal data only as reasonably necessary to operate the Service, comply with law or complete a transaction. Recipients may include cloud/infrastructure providers, payment processors, communications providers, monitoring/security providers, AI or search/data providers used for enabled Service functions, Customer-selected integrations, professional advisers, authorities and parties to a corporate transaction.

Current core subprocessors are identified on the OAVOS Subprocessor List. Additional feature-specific subprocessors applicable to a Customer may be disclosed through the DPA, account documentation or on request.

8. Payment information

OAVOS uses a third-party payment processor for card collection and subscription billing. OAVOS receives payment and subscription status information but does not need to receive or store full card numbers or card security codes.

9. Cookies and similar technologies

OAVOS uses cookies and similar technologies for essential operation, security, preferences and, where enabled, analytics. Where consent is legally required for optional technologies, OAVOS will obtain it. See the Cookie Policy for more information.

10. International transfers

OAVOS uses service providers that may process data in countries other than where the user is located. Where transfer restrictions apply, OAVOS will use appropriate legal and contractual safeguards. Core production infrastructure is hosted in the European Union. Current provider information is available through the Subprocessor List and, where applicable, the DPA.

11. Retention

OAVOS retains personal data for as long as reasonably necessary to provide the Service, maintain security and business records, manage subscriptions, resolve disputes, comply with law and enforce agreements. Retention periods vary by data category. Data that is no longer required will be deleted or anonymized subject to legal obligations and normal backup cycles.

12. Security

OAVOS uses reasonable administrative, technical and organizational safeguards designed to protect personal data. No system can guarantee absolute security, and Customers remain responsible for protecting their credentials, devices and user permissions.

13. Privacy rights

Depending on applicable law and location, individuals may have rights to access, correct, delete, restrict or object to processing, withdraw consent, receive certain data in portable form, and complain to a competent authority. OAVOS may need to verify identity and authority before acting on a request.

Privacy requests may be sent to legal@ollengroup.com.

14. Customer-controlled data

A business Customer may submit or connect personal data for which the Customer determines the purposes and means of processing. For that data, Customer may be the controller and OAVOS may act as processor under the Data Processing Addendum. Individuals should normally direct requests concerning Customer-controlled data to the relevant Customer.

15. Children

OAVOS is a business service and is not directed to children. OAVOS does not knowingly offer accounts to persons under 18.

16. Changes

We may update this Policy to reflect changes in the Service, providers or law. We will update the effective date and provide additional notice where required for material changes.

17. Contact

Controller / operator: Ollen Group FZCO. Legal and privacy contact: legal@ollengroup.com. General support and project enquiries: projects@oavos.com.