Privacy Policy
Effective September 1, 2026
On this page
1. Introduction
Omisai ("Omisai", "we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal data when you access or use the Omisai Partner Platform ("Platform").
This policy applies to all Users of the Platform — including employees, managers, directors, and authorized legal representatives of our Partners. Please read this policy carefully. By accepting our General Terms and Conditions and using the Platform, you acknowledge that you have read and understood this Privacy Policy.
2. Data Controller
Omisai is the data controller responsible for the personal data processed through the Platform. As data controller, we determine the purposes and means of processing your personal data.
For any privacy-related inquiries, requests, or complaints, please contact us through the official communication channels established in your service agreement.
3. Personal Data We Collect
We collect and process the following categories of personal data about you, depending on how you interact with the Platform:
3.1 Identity Data
Information that identifies you as an individual, including:
- Full name — provided by you during registration or pre-filled from your invitation.
- Title / Role in Company — your professional title or position within your Partner organization (e.g., Director, Account Manager).
3.2 Contact Data
Information used to communicate with you, including:
- Email address — collected at the time of invitation and used as your unique identifier on the Platform, for authentication, and for platform-related notifications.
3.3 Technical Data
Information automatically collected when you access the Platform, including:
- IP address and approximate geographic location derived from it;
- Browser type, version, and operating system;
- Device type and screen resolution;
- Session identifiers and authentication tokens;
- Login timestamps, session duration, and logout events (login logs are retained for security and audit purposes);
- HTTP request metadata (referrer URL, request method, response codes).
3.4 Usage Data
Information about how you interact with the Platform, including:
- Features accessed and actions taken (e.g., viewing documents, submitting support requests, managing projects or tickets);
- Pages and sections visited within the Platform;
- Timestamps and frequency of interactions;
- Content you create, upload, or submit — such as support messages, document drafts, comments, and questionnaire responses;
- Preferences and settings you configure (e.g., language, appearance).
4. How We Collect Personal Data
We collect personal data through the following means:
- Directly from you — when you complete your registration, update your profile, submit forms, create content, or communicate through the Platform.
- Automatically — through server logs, session tracking, and analytics tools that operate when you access the Platform.
- From Partners — when a Partner Administrator initiates an invitation on your behalf, they provide your name and email address to pre-populate your registration.
- From third-party tools — including analytics and session recording services described in our Cookie Policy.
5. Legal Basis for Processing
We process your personal data on the following legal bases under applicable data protection law:
| Purpose | Legal Basis |
|---|---|
| Creating and managing your user account | Performance of a contract / Legitimate interest |
| Providing Platform features and services | Performance of a contract |
| Sending transactional emails and notifications | Performance of a contract / Legitimate interest |
| Security monitoring and fraud prevention | Legitimate interest |
| Usage analytics and platform improvement | Legitimate interest / Consent |
| Compliance with legal obligations | Legal obligation |
6. How We Use Your Personal Data
We use the personal data we collect for the following purposes:
- Account management — to create, maintain, and administer your user account and authenticate your identity when you log in.
- Service delivery — to provide you with access to the Platform features relevant to your Partner's services and contracts with Omisai.
- Communications — to send you invitations, notifications, confirmations, updates, and other messages related to your use of the Platform. You may manage email notification preferences from your account settings.
- Security and audit — to monitor access, detect unauthorized activity, investigate incidents, and maintain login logs for security and compliance purposes.
- Platform improvement — to analyze usage patterns, diagnose technical issues, and improve the functionality, usability, and performance of the Platform.
- Legal compliance — to comply with applicable laws, regulations, court orders, or requests from public authorities.
7. Disclosure of Personal Data
We do not sell, rent, or trade your personal data to third parties. We may share your personal data only in the following circumstances:
7.1 Within the Platform
Your name, email address, and title may be visible to other Users within your Partner's account, and to Omisai administrators for support and account management purposes.
7.2 Service Providers
We engage select third-party service providers to support the operation of the Platform (e.g., cloud hosting, email delivery, analytics). These providers act as data processors and are contractually obligated to process data only on our instructions, keep it secure, and not use it for their own purposes.
7.3 Professional Advisers
We may share personal data with our professional advisers — including lawyers, bankers, auditors, and insurers — where necessary for the provision of their services to us. All such advisers are bound by professional and contractual confidentiality obligations.
7.4 Regulatory and Legal Authorities
We may disclose personal data to regulatory authorities, government bodies, and law enforcement agencies when required or permitted by law, or when we believe disclosure is necessary to protect the rights, property, or safety of Omisai, our Partners, or the public.
7.5 Business Transfers
In the event of a merger, acquisition, reorganization, or sale of assets, personal data may be transferred to the successor entity, subject to equivalent privacy protections. Users will be notified of any such transfer.
8. International Data Transfers
Where personal data is transferred outside the European Economic Area (EEA) or other applicable jurisdictions, we ensure that appropriate safeguards are in place — including Standard Contractual Clauses or equivalent transfer mechanisms — to ensure that your data receives an equivalent level of protection.
9. Data Retention
We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, to comply with legal and regulatory obligations, or to resolve disputes. Retention periods are determined by:
- The duration of your active account and the Partner's service agreement;
- Applicable statutory limitation periods;
- Legal and regulatory requirements (e.g., accounting, tax, audit obligations);
- Legitimate interests such as security, fraud prevention, and business continuity.
Upon account deactivation or termination of the Partner's agreement, personal data will be deleted or anonymized within a reasonable period, subject to any legal retention requirements.
10. Data Security
We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, accidental loss, alteration, disclosure, or destruction. These measures include:
- Encrypted transmission of data using TLS/HTTPS;
- Hashed storage of passwords using industry-standard algorithms;
- Optional two-factor authentication (2FA) for account access;
- Role-based access controls limiting data access to authorized personnel;
- Regular security reviews and monitoring of system activity.
No system can guarantee absolute security. If you suspect unauthorized access to your account, please contact us immediately.
11. Your Rights
Subject to applicable data protection law, you have the following rights with respect to your personal data:
- Right of access — to request a copy of the personal data we hold about you.
- Right to rectification — to request correction of inaccurate or incomplete personal data.
- Right to erasure — to request deletion of your personal data in certain circumstances (e.g., where it is no longer necessary for the purposes for which it was collected).
- Right to restriction — to request that we restrict processing of your data in certain circumstances.
- Right to data portability — to receive your personal data in a structured, commonly used, and machine-readable format.
- Right to object — to object to processing based on legitimate interests, including profiling.
- Right to withdraw consent — where processing is based on consent, to withdraw it at any time without affecting the lawfulness of prior processing.
To exercise your rights, please contact us through your established support channels. We will respond within the timeframes required by applicable law. You also have the right to lodge a complaint with the relevant data protection supervisory authority.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will notify you by updating the effective date at the top of this page and, where appropriate, by sending a notification to your registered email address.
We encourage you to review this policy periodically. Continued use of the Platform following notification of changes constitutes acceptance of the updated policy.
Have a question about these terms or policies?
Contact your Omisai representative or open a support request from the Partner Platform. Sign-in may be required.