PRIVACY
Privacy Notice
This notice explains how we handle personal data when you visit our website, use the Swops app, buy a plan or contact us.
1. Who we are
The controller of your personal data is Codeiac Single Member SA, a company incorporated in Greece with its registered office at Kyriazi 6-8, 14562 Kifisia, Greece. For anything about your personal data, email [email protected].
2. What this notice covers
This notice covers personal data for which we decide why and how it is used: data about our website visitors, our users and our customers.
It does not cover the content that our customers add to Swops, such as the contact details and card photos of the people they meet, their notes and their research. Our customers decide how that content is used; we process it on their behalf under our Data Processing Terms. See section 10 if your details were added by a Swops user.
3. What we collect, why and on what basis
| Data | Why we use it | Legal basis (GDPR) |
|---|---|---|
| Account data: your email address and name, and records of sign-ins and sessions. | To create your account, sign you in, provide Swops and send you service emails such as sign-in codes and invitations. | Contract (Art. 6(1)(b)). |
| Your card (My card): the contact details you save as your own card, such as your name, job title, company, email address, phone numbers, website, LinkedIn address and postal address. | To show your card as a QR code, create your contact file and, if you switch them on, include your details in your follow-up emails. | Contract (Art. 6(1)(b)). |
| Workspace data: workspace names, members and their roles, and invitations (the invitee’s email address, who invited them and when). | To provide shared workspaces and to send and manage invitations. | Contract. For people invited who do not yet have an account: our and the inviting customer’s legitimate interest in letting customers invite colleagues (Art. 6(1)(f)). |
| Purchase data: your plan, purchases, amounts, dates and the reference numbers Stripe gives us. We do not receive your full card or bank details. | To provide paid plans and allowances, handle billing questions and keep accounting records. | Contract; legal obligations under accounting and tax law (Art. 6(1)(c)). |
| Usage data: scans and analyses used, by whom and when, and how Swops is used (for example whether you added Swops to your home screen). | To run allowances, prevent abuse, give support and improve Swops. | Contract; our legitimate interest in running and improving Swops. |
| Technical data: IP address, browser and device type, app version, request times and error reports. | To deliver Swops and our website, keep them secure, prevent fraud and abuse, fix problems, and show prices in your currency. | Our legitimate interest in a secure and reliable service. |
| Website analytics: on our website only, through Google Analytics: pseudonymous identifiers, the pages you view and what you do on them, your approximate location, and information about your device and browser (see section 8). | To understand how visitors use our website and improve it. | If you visit from Europe, or we cannot tell where you are visiting from: your consent (Art. 6(1)(a)). Otherwise: our legitimate interest in understanding and improving our website (Art. 6(1)(f)). You can switch it off at any time. |
| Messages: what you write when you contact us. | To reply to you and keep a record of our correspondence. | Our legitimate interest in answering enquiries; contract where the message relates to your account. |
| Records needed for legal claims: any of the above, where relevant. | To establish, exercise or defend legal claims. | Our legitimate interest in protecting our rights. |
You need to give us your email address to create an account. Without it we cannot provide Swops. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects on you.
4. Who we share it with
- Service providers that process personal data on our behalf and under our instructions: hosting and servers, database and file storage, network delivery and security, email delivery, website analytics (if you visit from Europe, only with your consent), and the AI providers that process the content you submit to AI features. Anyone can ask us for the current list of providers by emailing [email protected].
- Stripe and Link (Stripe and its affiliate Sold through Link, LLC), which sell our plans as merchant of record and process your payment and billing data as independent controllers under their own privacy policies (stripe.com/privacy and link.com/privacy).
- Other members of your workspace, who can see your name, email address and role, and the content you add to that workspace.
- Professional advisers, such as lawyers and accountants; public authorities and courts where the law requires it or to protect our rights; and a buyer or successor if our business, or part of it, is sold or reorganised.
5. Transfers outside the EEA
Some of our service providers are located, or process data, outside the European Economic Area, for example in the United States. Where this happens, we rely on an adequacy decision of the European Commission (including the EU–US Data Privacy Framework where the recipient is certified under it) or on the European Commission’s standard contractual clauses. You can ask us for more information about these safeguards.
6. How long we keep it
- Account, card and workspace data: while your account exists, or until you delete your card. If you delete your account (in the app: Account, then Delete my account) or ask us to delete it, we delete this data, except what we must or may keep for the reasons below.
- Purchase data: for as long as accounting and tax law requires.
- Usage data: while your account exists and, where it relates to a purchase, for as long as we keep the purchase records.
- Website analytics data: 14 months in Google Analytics. Its cookies expire after at most 13 months.
- Error reports: 90 days. Other technical logs are kept for short periods set by us and our providers.
- Messages: for as long as needed to deal with your enquiry and any follow-up.
- Records needed for legal claims: until the relevant limitation period has passed or the claim is resolved.
7. Your rights
Under the GDPR you have the right to access your personal data, to have it corrected or erased, to restrict its processing, to receive it in a portable format and to object to processing based on legitimate interests. To use these rights, email [email protected]. We reply within one month, which may be extended by two further months for complex or numerous requests. We may need to confirm your identity first.
You also have the right to complain to a data protection supervisory authority. In Greece this is the Hellenic Data Protection Authority (www.dpa.gr). You can also complain to the authority where you live or work.
8. Cookies and browser storage
Swops and our website use the cookies and browser storage needed to provide them: to keep you signed in, to remember settings such as your current workspace, dismissed messages and your cookie choice, to know which country you are visiting from (so that our website can show prices in your currency and knows whether to ask before using analytics), and, through our network provider, to protect our website and app against attacks. We do not use cookies or similar technologies for advertising. When you open the checkout, Stripe sets cookies needed to process the payment and prevent fraud, under Stripe’s privacy policy.
Website analytics. Our website (not the Swops app) uses Google Analytics, a service of Google Ireland Limited, to understand how visitors use the website so that we can improve it. Google Analytics sets cookies whose names begin with _ga, which hold pseudonymous identifiers, and collects the pages you view and what you do on them (such as the buttons and links you click, including those that lead to signing up or signing in, the videos you play, the questions you open and how far you scroll), your approximate location, and information about your device and browser. Google Analytics does not log or store full IP addresses. Google’s advertising features and Google signals are switched off. The cookies last up to 13 months, and Google Analytics keeps the data for 14 months. Google may process the data in the United States, under the EU–US Data Privacy Framework (see section 5).
Your choice. If you visit our website from Europe (the European Union, the European Economic Area, the United Kingdom, Switzerland or another European country), or we cannot tell where you are visiting from, Google Analytics only runs if you accept it in the banner on our website; until then, and if you reject it, our website sends nothing to Google. Our legal basis is then your consent (Art. 6(1)(a) GDPR). If you visit from elsewhere, Google Analytics runs unless you switch it off, on the basis of our legitimate interest in understanding and improving our website (Art. 6(1)(f) GDPR). We remember your choice in your browser for 12 months. You can change it at any time through the “Cookies” link at the foot of every page of our website or the “Change cookie settings” button below; withdrawing your consent does not affect the lawfulness of the processing before you withdrew it. When you switch Google Analytics off, it stops, we delete its cookies from your browser and it does not run on your later visits.
9. Security
We use appropriate technical and organisational measures to protect personal data, including encryption in transit, access controls and private storage for card photos. No system is completely secure, so we cannot guarantee the security of information sent to us.
10. If your details were added by a Swops user
If someone added your details to Swops, for example by scanning your business card, that person or their organisation decides how your details are used and is responsible for them. We process them on their behalf. If that person sent you a follow-up email through Swops, it was sent on their behalf, with the message and details they chose. Please contact them to use your rights. If you contact us, we will pass your request on to them where we can identify them.
11. Changes to this notice
We may update this notice. We will publish the new version on this page with its effective date and, if a change materially affects you, we will tell you by email or in the app.
Email [email protected].