Privacy Policy

This policy explains how Policynez handles information when companies and their employees use our policy management and acknowledgement service.

Our role

Each company that signs up (the "customer") decides which policies to publish and which employees to invite. For that employee information, the customer is the controller and Policynez acts as a processor on its behalf. For website visitors and people who contact us, Policynez is the controller.

Information we collect

• Account details: name, work email and company, received from Microsoft 365, Google Workspace or company single sign-on.
• Policy documents and versions uploaded by the customer's HR team.
• Acknowledgement records: which policy version was confirmed, when, a document fingerprint, a receipt number and the browser used.
• Reading activity: when a policy was opened and how long it was actively read.
• Questions asked to the policy assistant and its answers.
• Requests sent through our contact, demo and trial forms.
• Email delivery records for notifications and invitations.

How we use it

• To provide the service: show policies, send reminders and notifications, and keep acknowledgement records.
• To let HR teams see compliance and engagement for their own company.
• To answer questions about a policy using AI, based only on that policy's text.
• To keep the service secure, prevent misuse and respond to support requests.

We do not sell personal information or use customer documents to advertise.

Separation between companies

Each company's policies, employees and records are kept in its own workspace. People from one company cannot see another company's information.

Service providers

We use trusted providers for hosting, storage, email delivery and AI processing. They handle information only to run the service for us.

Retention

Acknowledgement records are kept while the customer's account is active so they can serve as proof. When a customer closes its workspace, we delete or anonymise its data within a reasonable period unless the law requires us to keep it.

Your rights

Depending on where you live, you may ask to access, correct or delete your information. Employees should usually contact their employer first, since the employer controls their records. You can also contact us directly.

Contact

For privacy questions, use the contact form on policynez.com.