Privacy Policy

1. Introduction

This Privacy Policy describes how PayeWaive (“we,” “us,” or “our”) collects, uses, shares, and protects personal information that we obtain through our website, payewaive.com (the “Website”), and our web application (the “Application”). This policy applies to both visitors to our Website and registered users of our Application. PayeWaive is the data controller for the personal information collected through both the Website and the Application.

We are committed to protecting your privacy and handling your personal information in a transparent and responsible manner. This policy explains our data practices and your rights regarding your personal information.

2. Information We Collect

We collect different types of information depending on whether you are visiting our Website or using our Application.

A. Information Collected on the Website (payewaive.com):

• Contact Form Data: When you submit a form on our Website (e.g., a contact form or demo request form), we collect the information you provide, which may include your name, email address, company name, phone number, and any other information you choose to share.

• Cookies and Tracking Technologies: We use cookies and similar tracking technologies to collect information about your browsing behavior, device, and preferences. This includes:

  • IP Addresses: Your Internet Protocol (IP) address, which can be used to identify your general location.

  • Browsing Behavior: Pages you visit, links you click, time spent on the Website, and other actions you take.

  • Device Information: Your device type, operating system, browser type, and other technical information.

  • Referral Source: How you arrived at our Website (e.g., search engine, social media link).

  • Specific Tools: We use Google Analytics, HubSpot, Apollo, and Microsoft Clarity to collect and analyze this data. See our Cookie Policy for more details.

B. Information Collected within the Application:

• Registration Data: When you register for an account on our Application, we collect your name, email address, password, and potentially other required fields necessary for account setup and security.

• Usage Data: We collect information about how you use the Application, including the features you access, the actions you take, and the time you spend using the Application. This helps us understand how our Application is used and improve its functionality.

• Data Provided by Users: Within the Application, users may input various types of data, including but not limited to:

  • ERP Accounting System Data: Information extracted from or related to your Enterprise Resource Planning (ERP) accounting system. This may include financial transactions, vendor information, and other accounting records. This data is essential for the Application to perform its core functions.

  • Financial Data: Information related to financial transactions, payments, and invoices.

  • Customer Contact Information: Name, email address, phone number, and other contact details of your customers. This information is used for transactional purposes related to the services provided by the Application, not for marketing.

  • Vendor Contact Information: Name, email address, phone number, and other contact details of your vendors. This information is used for transactional purposes related to the services provided by the Application, not for marketing.

  • Vendor Financial Data: Information provided by vendors related to their financial transactions and payment details. This data is used solely for the purposes of facilitating the services provided by the Application and is not used for marketing.

• Data Sharing Within Application Context: It’s important to note that while we do not sell any data, vendors will receive information relating to contracts that they have signed with customers based on explicit application interactions. For example, a vendor might be asked to fill out a payment application and they will see contract information associated with that.

C. Information Collected on Both the Website and Application:

• IP Addresses: We collect IP addresses for security purposes (e.g., fraud prevention, intrusion detection) and for general analytics.

• Phone Number: We collect your phone number if you provide it to us, for example, through a contact form or during registration. This is used for SMS communication as described below.

3. How We Use Your Information

We use the information we collect for various purposes, depending on how it was collected:

A. Website Information:

• Responding to Inquiries: To respond to your inquiries and requests submitted through our contact forms.

• Website Improvement: To analyze website traffic, understand user behavior, and improve the Website’s design, content, and functionality.

• Personalization: (If applicable) To personalize your experience on the Website, such as by displaying relevant content or offers.

• Marketing: (If applicable – and only with explicit consent where required) To send you marketing communications about our products and services. You can opt-out of these communications at any time (see Section 8 – Your Data Rights).

• Analytics To generally understand how users are discovering and using our website.

B. Application Information:

• Service Provision: To provide and maintain the core functionality of the Application, including processing data you input and facilitating interactions between users and their vendors/customers.

• Customer Support: To provide customer support, including responding to your questions and resolving technical issues. We may use email and SMS for customer support, primarily initiated by inbound messages from users.

• Transactional Notifications: To send you transactional notifications related to your account, payments, and other important updates. We may use email and SMS for these notifications.

• Application Improvement: To analyze how users interact with the Application, identify areas for improvement, and develop new features.

• Communication: To communicate with you about updates, changes to our terms and conditions, and other important information related to the Application.

• Security: To maintain the security and reliability of the Application and protect against unauthorized access, use, or disclosure of your data.

• Vendor/Customer Contact: To contact your customers and vendors for transactional purposes directly related to the services provided by the Application (e.g., to request signature on a waiver, to facilitate completion of a payment application).

C. Information Collected on Both the Website and Application:

• Legal Compliance: To comply with applicable laws and regulations, including data protection laws.

• Enforcement: To enforce our terms and conditions and other agreements.

• Security: To protect the security and integrity of our systems and prevent fraud.

• SMS Communication: We use SMS for customer support and transactional notifications.

4. Third-Party Service Providers

We use third-party service providers to help us operate our Website and Application and to perform various business functions. These providers have access to personal information only to the extent necessary to perform their services for us and are obligated to protect your information. We do not authorize them to use your information for their own marketing purposes.

Here is a list of our third-party service providers:

5. Data Sharing

We do not sell your personal information. We may share your information in the following limited circumstances:

• With Third-Party Service Providers: As described in Section 4, we share information with our trusted service providers to operate our business.

• Legal Compliance: We may disclose your information if required to do so by law, such as in response to a subpoena, court order, or other legal process.

• Protection of Rights: We may disclose your information if we believe it is necessary to protect the rights, property, or safety of PayeWaive, our users, or others. This may include exchanging information with other companies and organizations for fraud protection and credit risk reduction.

• Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, or other similar event, your information may be transferred to a successor or affiliate, subject to appropriate notice and, where required by law, your consent.

• SMS: No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties

6. Data Security

We take the security of your personal information seriously and implement appropriate technical and organizational measures to protect it from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

• Encryption: We use encryption to protect sensitive data during transmission and storage.

• Access Controls: We restrict access to personal information to authorized personnel only.

• Data Minimization: We collect and retain only the personal information that is necessary for the purposes described in this policy.

• Secure Development Practices: We use secure software development lifecycle practices.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Specific retention periods are as follows:

• General Data: We will hold onto your data for 90 days after inactivity on your account. After 90 days of inactivity, the account will be deleted.

• Data Download: If a customer requests, we can provide a download of all of their data. This download will be available for 30 days.

• Documents: Documents uploaded to the Application (e.g., waivers, contracts) will be retained for a minimum of 12 months, as they are considered legal documents.

• Contact Form Data: We retain contact form data for [Insert specific period – e.g., 1 year] or until you request deletion.

• Application Usage Data: We retain application usage data for [Insert specific period – e.g., 2 years] to improve our services and develop new features.

When your personal information is no longer needed, we will securely delete or anonymize it.

8. Your Data Rights

You have certain rights regarding your personal information, subject to applicable law. These rights may include:

• Right to Access: You have the right to request access to the personal information we hold about you.

• Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.

• Right to Erasure (Right to be Forgotten): You have the right to request that we delete your personal information, subject to certain exceptions (e.g., legal obligations).

• Right to Restrict Processing: You have the right to request that we restrict the processing of your personal information in certain circumstances.

• Right to Data Portability: You have the right to receive a copy of your personal information in a structured, commonly used, and machine-readable format, and to transmit that data to another controller.

• Right to Object: You have the right to object to the processing of your personal information in certain circumstances, including for direct marketing purposes.

• Right to Withdraw Consent: Where we rely on your consent to process your personal information, you have the right to withdraw your consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

How to Exercise Your Rights:

To exercise any of these rights, please contact us using the contact information provided in Section 1. We will respond to your request within a reasonable timeframe and in accordance with applicable law. We may need to verify your identity before processing your request.

9. Cookie Policy

Please see our separate Cookie Policy here for detailed information about the cookies and tracking technologies we use, the purposes for which we use them, and how you can control them.

10. International Data Transfers

PayeWaive primarily serves customers in the United States. While our services are focused on the US market, if we transfer personal data outside of the United States, we will ensure that appropriate safeguards are in place to protect your information, such as Standard Contractual Clauses or other legally approved mechanisms.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our data practices or legal obligations. We will notify you of any material changes by posting the updated policy on our Website and/or by sending you an email. We encourage you to review this policy periodically to stay informed about how we are protecting your information.