KVKK Privacy Notice

When you submit one of the contact, demo, free trial or template download forms on our site, we record the fields we ask for (e.g. name, e-mail, phone, company, team size, your message) together with the submission time, the address of the page you submitted the form from, the page address you came from, browser information and a digest of your IP address generated with a secret key; the form record on our site does not hold your raw IP address. To prevent form abuse (bots/spam), your form submission attempts, including successful ones, are kept in a separate record together with your raw IP address for 30 days and are then deleted automatically. The copy passed to our CRM system, however, may also contain your raw IP address. If you consented on the cookie banner, the sequence of pages you visited in the same session is also recorded; without that consent no such record is created at all. If you gave consent, the full text shown to you at that moment and the time of consent are also stored as proof of consent.

When you submit the form on the fit-check page, in addition to the fields above we also record the answers you gave in the check (team size, monthly budget per user, your region of operation, the features you treat as non-negotiable, and your go-live speed) together with the fit score calculated from them. Taking the check on its own sends nothing — your answers do not leave your browser; this record is created only if you choose to submit the form, and what will be sent is shown to you before you send it.

If you tick the optional commercial message box on a template download form, the permission you give us to send you commercial messages by e-mail is recorded together with the permission text shown to you and the time you gave it. The box is not pre-ticked; you get the file without ticking it too. You may withdraw your permission at any time. If your free trial account is opened, your name and e-mail address for the account's administrator user, your company's name and the trial end date are recorded in your account.

For all forms, a copy of your form record is passed from our site to our company's own CRM system (Rapitek CRM) so that we can respond to your enquiry; that system is hosted in the European Union locations listed below.

To respond to your enquiry and carry out pre-contractual discussions; to deliver the file you requested; to open your trial account; if you gave permission, to send you commercial messages by e-mail; to keep the service secure by preventing form abuse (bots/spam); and to meet our legal obligations.

Your personal data is collected through the forms on our site, by automated means and in an electronic environment. The legal ground for each processing activity is as follows:

• Responding to your request, delivering the file you requested and opening your trial account — our legitimate interest in reviewing your request and getting back to you (Law No. 6698, Art. 5/2-f). If a contract is formed, processing continues on the ground of the establishment and performance of that contract (Art. 5/2-c).
• Preventing form abuse (bots/spam) — our legitimate interest in keeping the service secure (Art. 5/2-f).
• Meeting our legal obligations — Art. 5/2-ç.
• If you gave permission, sending you commercial messages by e-mail — your consent to commercial messages (Law No. 6563, Art. 6) and your explicit consent (Law No. 6698, Art. 5/1). You may withdraw your consent at any time via the opt-out link in our messages or by writing to us.
• If you consented on the cookie banner, the sequence of pages you visited in the same session — your explicit consent (Art. 5/1). Without that consent no such record is created at all, and you may withdraw your consent at any time.
• Keeping the consent text and the time of consent as proof of the consent you gave — the establishment, exercise or protection of a right (Art. 5/2-e).

Form records on our site are kept for 24 months from the date the form was submitted and are deleted automatically at the end of that period. The copy passed to our CRM system is not covered by this automatic deletion, and no separate automatic retention period applies to it; you may ask us to delete it at any time. Deleted records do not leave backups at once: they remain in our site's backups for up to about 6 months under our backup cycle and in the local backups on our CRM server for 30 days; our CRM's encrypted off-server backups are deleted automatically after 90 days; the unencrypted backups there are not covered by this automatic deletion.

Your form records and CRM data are hosted within the European Union: our site's forms and form records are kept on our website server in Germany (Falkenstein), and their backups are also kept in Germany. Our CRM system's database is in Finland (Helsinki), uploaded files and images are in Germany (Frankfurt), and CRM database backups are in Germany (Falkenstein). Each customer's data sits in a separate database, and connections from your browser are encrypted with TLS; the TLS connection terminates at an edge server in Cloudflare's global network (a US-headquartered provider), whose location varies by request.

There is one exception to this separation and we state it plainly: the application's technical error logs are kept in a table shared by all customers. These records may contain personal data relating to the request at the moment the error occurred. They are kept solely for troubleshooting purposes and are not the content of your CRM itself.

This hosting constitutes a transfer abroad within the meaning of article 9 of Law No. 6698. The Board has issued no adequacy decision for the countries involved; below we name every component, the country it sits in and the provider that holds it. You may ask us to delete your data at any time — follow the steps on the Data Deletion Instructions page or write to us using the contact details above.