Privacy Policy

This Privacy Policy ("Policy") explains how Prospectio Ltd ("Prospectio," "we," "us," "our"), a company incorporated in Ireland, collects, uses, discloses, and otherwise processes information about individuals who access or use our website and services (collectively, the "Services").

By using the Services, you acknowledge you have read and understood this Policy. If you do not agree, do not use the Services.

This Policy should be read together with our Terms of Use.

1. Electronic notice & consent

This Policy is provided electronically and forms part of your agreement with Prospectio. Under Irish and EU law governing electronic contracts and records, including the Electronic Commerce Act 2000 and Regulation (EU) No 910/2014 (eIDAS), an electronic agreement is as valid as one made on paper. No physical signature is required.

2. Scope

This Policy applies to:

• visitors to our website (the "Website"), and
• users of our software platform and related services.

If you are using Prospectio on behalf of an organisation (a "Customer"), we may process certain information as a processor under that Customer's instructions (see Section 12).

3. Information we collect

We collect information from you, automatically from your device, and from third parties.

3.1 Information you provide

Depending on how you use the Services, we may collect:

• Account information (name, email, company name, password or auth credentials)
• Profile and settings (preferences, workspace settings)
• Billing information (billing contact details; payment method details are typically processed by our payment processors)
• Support and communications (messages you send us, feedback, recordings/attachments you provide, survey responses)
• Content you submit through the Services (campaign content, templates, contact lists, messages you draft or schedule, etc.)

3.2 Information we collect automatically

When you use the Services, we may collect:

• Device and usage data (IP address, device identifiers, browser type, OS, referral URLs, pages viewed, timestamps, clicks, and interactions)
• Log data (errors, crash reports, diagnostic data)
• Cookies and similar technologies (see Section 9)

3.3 Information from third parties

We may receive information from:

• Integrations and connected accounts you authorise (e.g., email providers, CRMs, analytics tools, LinkedIn-related connection layers where applicable)
• Payment processors (confirmation of payment status, partial billing details)
• Marketing partners (lead/contact info where permitted)
• Public sources (limited, e.g., business profile information)

4. How we use information

We use information to:

1. Provide and operate the Services (account creation, authentication, core product functionality)
2. Process transactions and manage billing
3. Communicate with you (service notices, support, account updates)
4. Improve and develop the Services (analytics, debugging, testing, feature development)
5. Personalise your experience (settings, preferences, relevant content)
6. Security and fraud prevention (monitoring, access control, abuse prevention)
7. Compliance and legal obligations (respond to lawful requests, enforce terms, protect rights)
8. Marketing (where permitted, see Section 10)

5. Legal bases for processing

Under the EU General Data Protection Regulation (GDPR) and the Irish Data Protection Act 2018, Prospectio relies on one or more of the following legal bases to process your personal data:

• Performance of a contract (to provide the Services)
• Legitimate interests (security, improvement, analytics, fraud prevention), provided these are not overridden by your rights and interests
• Consent (e.g., certain cookies and marketing where required)
• Legal obligation (compliance with applicable laws)

Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

6. How we share information

We do not sell your personal information. We may share information as follows:

6.1 Service providers (processors)

We share information with vendors that help us run the Services, such as hosting and cloud infrastructure, analytics and monitoring, customer support tools, email delivery and communications, and billing and payments. These providers are authorised to use information only as necessary to perform services for us and must protect it under a written data processing agreement.

6.2 Integrations you choose

If you connect third-party tools, we share information as directed by you and consistent with your integration settings.

6.3 Legal and safety

We may disclose information if we believe in good faith that it is necessary to comply with law, regulation, court order, or lawful request; protect the rights, property, or safety of Prospectio, our users, or others; or investigate fraud, security incidents, or violations of our Terms.

6.4 Business transfers

If we are involved in a merger, acquisition, financing, reorganisation, insolvency, or sale of assets, information may be transferred as part of that transaction, subject to appropriate confidentiality protections.

6.5 Aggregated/de-identified information

We may share information that is aggregated or de-identified so it cannot reasonably identify you.

7. Data retention

We retain information for as long as reasonably necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary depending on the type of data and our legal and business requirements. You may request deletion as described in Section 11, subject to certain exceptions.

8. International data transfers

Prospectio is based in Ireland and processes personal data within the European Economic Area (EEA). Some of our service providers may process or store information outside the EEA. Where we transfer personal data outside the EEA, we use appropriate safeguards required by the GDPR, such as European Commission adequacy decisions or Standard Contractual Clauses.

If you access the Services from outside the EEA, you understand that your information may be transferred to and processed in countries with different data protection laws.

9. Cookies & tracking technologies

We use cookies, pixels, and similar technologies to keep you logged in, remember preferences, analyse usage, improve performance, and measure marketing effectiveness (where applicable).

Where required by the ePrivacy Regulations (S.I. No. 336 of 2011) and the GDPR, we ask for your consent before setting non-essential cookies. You can also control cookies through your browser settings. If you disable cookies, some features may not function properly.

10. Marketing communications

You may receive marketing emails from us where permitted by law. You can opt out at any time by clicking "unsubscribe" in the email, or emailing us at support@prospectio.ai. Even if you opt out, we may still send non-promotional messages (e.g., security notices, billing confirmations, service updates).

11. Your privacy rights

Under the GDPR and the Data Protection Act 2018, you have the right to:

• access your personal data
• rectify inaccurate or incomplete data
• erase your data ("right to be forgotten"), subject to legal exceptions
• restrict or object to processing
• data portability (receive your data in a portable format)
• withdraw consent where processing is based on consent

To exercise any of these rights, email support@prospectio.ai. We may verify your identity before fulfilling requests, and we will respond within the timeframes required by law (generally within one month).

Right to lodge a complaint

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with the Irish supervisory authority:

Data Protection Commission (DPC), 21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland. Website: www.dataprotection.ie. You may also contact the supervisory authority in your country of residence within the EEA.

12. Customer data (B2B / processor role)

If you use Prospectio through a Customer account (your employer or organisation), the Customer is the controller of the data submitted to the Services ("Customer Data"). In that case, Prospectio processes Customer Data on the Customer's behalf and per their instructions as a processor, and privacy requests about Customer Data should be directed to the Customer first. Where required, we enter into a data processing agreement with the Customer that reflects the obligations of Article 28 GDPR.

13. Security

We implement reasonable administrative, technical, and organisational measures designed to protect information from unauthorised access, loss, misuse, alteration, and disclosure. However, no method of transmission or storage is 100% secure. You are responsible for safeguarding your credentials and using secure devices and networks.

14. Children's privacy

The Services are directed to businesses and professionals, not to children. We do not knowingly collect personal information from anyone under 16 (the digital age of consent in Ireland under the Data Protection Act 2018). If you believe a child has provided us information, contact us and we will take appropriate action.

15. Third-party websites

The Services may link to third-party websites or services. We are not responsible for their privacy practices. Review their policies before providing information.

16. Changes to this Policy

We may update this Policy from time to time. We will post the updated version with a revised "Last Updated" date. If changes are material, we may provide additional notice (e.g., in-app or by email). Continued use of the Services after the effective date means you accept the updated Policy.

17. Contact us

For questions or requests about privacy, contact:

Prospectio Ltd, registered in Ireland.
Email: support@prospectio.ai