Privacy Policy

Introduction

VortexMint GmbH (Registration Number: FN462109k) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect the data we collect from users of our expense management platform and website visitors.

As a company based in Austria and operating within the European Union, we comply with the General Data Protection Regulation (GDPR) and Austrian data protection laws. This policy applies to all personal data processed by VortexMint in connection with our services.

Data Controller Information

The data controller for your personal information is:

Data Collection

We collect personal data that you provide directly to us and information that is automatically collected when you use our services. The data we collect includes:

Information You Provide

• Contact information (name, email address, phone number, business address)
• Account registration details (username, password, company information)
• Financial and expense data uploaded to our platform
• Communication records (support requests, feedback, correspondence)
• Payment information for billing purposes

Automatically Collected Information

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, time spent, feature usage)
• Log files and technical information for system maintenance
• Cookies and tracking technologies (see our Cookie Policy for details)

How We Use Your Information

We process your personal data for the following purposes, based on legitimate legal grounds under GDPR:

• Service Provision: To provide our expense management platform and related services
• Account Management: To create and maintain your user account and provide customer support
• Communication: To respond to enquiries, send service updates, and provide technical support
• Compliance: To meet legal and regulatory requirements, including financial compliance obligations
• Security: To protect our services from fraud, abuse, and security threats
• Improvement: To analyse usage patterns and improve our platform functionality
• Marketing: With your consent, to send promotional materials and product updates

Cookies and Tracking Technologies

We may use cookies and tracking technologies for analytics, advertising, and remarketing purposes, including Google Ads. These technologies help us measure campaign effectiveness, deliver relevant advertisements, and improve our services. You can manage your cookie preferences at any time through our cookie consent banner.

For detailed information about our use of cookies, please refer to our Cookie Policy.

Data Sharing and Disclosure

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

• Service Providers: With trusted third-party vendors who assist in providing our services
• Legal Compliance: When required by law, court order, or regulatory authority
• Business Protection: To protect our rights, property, or safety, or that of our users
• Business Transfers: In connection with mergers, acquisitions, or asset sales
• Consent: When you have given explicit consent for specific sharing purposes

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law. Our data retention periods are:

• Account Data: Until account deletion plus 30 days for system cleanup
• Financial Records: 7 years as required by Austrian commercial law
• Communication Records: 3 years from last interaction
• Technical Logs: 12 months for security and system maintenance
• Marketing Data: Until consent is withdrawn or 2 years of inactivity

Your Rights

Under GDPR and Austrian data protection law, you have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data in certain circumstances
• Right to Restrict Processing: Request limitation of how we process your data
• Right to Data Portability: Request transfer of your data to another service provider
• Right to Object: Object to processing based on legitimate interests or for marketing purposes
• Right to Withdraw Consent: Withdraw consent for processing where consent is the legal basis

To exercise any of these rights, please contact us at privacy@vortexmint.top or +43 4243059442. We will respond to your request within 30 days.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, access controls, regular security assessments, and staff training on data protection principles.

International Data Transfers

As we operate within the European Union, your data is primarily processed within the EU/EEA. If we transfer data outside this region, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions by the European Commission.

Children's Privacy

Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal data from children under 16. If you become aware that a child has provided us with personal data, please contact us immediately.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. For significant changes, we may provide additional notice via email.

Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

You also have the right to lodge a complaint with the Austrian Data Protection Authority (Datenschutzbehörde) if you believe we have not handled your personal data in accordance with applicable law.

Legal Basis for Processing

We process your personal data based on the following legal grounds under GDPR:

• Contract Performance: Processing necessary for service delivery and account management
• Legitimate Interests: For security, fraud prevention, and service improvement
• Legal Obligation: To comply with financial regulations and legal requirements
• Consent: For marketing communications and optional features

This Privacy Policy is effective as of the date stated above and governs our collection and use of personal information. By using our services, you acknowledge that you have read and understood this policy.