Privacy notice for this website.

If anything here is unclear, or you want it explained before you share anything with us, write to support@omnicanary.com and a person will answer you.

1. Who is responsible for your data

OmniCanary is a software company registered in the Netherlands. For the personal data described in this notice, OmniCanary is the controller under the General Data Protection Regulation (GDPR) and the Dutch implementation act (UAVG).

Company

OmniCanary

Registration

Netherlands Chamber of Commerce (KVK) 93584555

Registered address

Nieuweind 42, 5804 BT Venray, the Netherlands

Contact for privacy

support@omnicanary.com

We are not required to appoint a Data Protection Officer and have not appointed one. Privacy questions go to the address above and are answered by the people who run the company.

2. What this notice covers

This notice covers the public omnicanary.com website: the pages you are reading, the launch list, and email you send us.

It does not cover the OmniCanary platform itself. When an organization becomes a customer, OmniCanary processes data from its Webex organization as a processor, acting on that customer's instructions, under a separate customer agreement and Data Processing Agreement. Nothing on this website connects to a Webex organization.

3. What the website collects

If you join the launch list

We store one record for your address. It contains:

• your email address.
• the date and time you asked to join.
• the date and time you confirmed, if you confirmed.
• whether the address is awaiting confirmation, confirmed or unsubscribed, and when that changed.
• the version of this notice that was in force when you registered.

We do not ask for your name, your employer or your job, and we do not add anything to the record later.

If you email us

If you write to one of our published addresses, we receive your email address, your message, and anything you chose to put in it. We use it to answer you.

Please do not send passwords, access tokens or confidential information about your organization by email.

Technical and security data

Serving a web page and accepting a form always involves some technical data. When you use this site we may process your IP address, the time of the request, the page or endpoint requested, the response, and technical error information.

Your IP address is used to limit how often a form can be submitted, so the site cannot be flooded. It is held only for that short window, in memory. It is never stored with your launch-list record, and there is no field in our database where an IP address could be written.

What this website does not do

• It sets no cookies, so there is no consent banner.
• It loads no analytics, advertising, tracking pixels or third-party scripts.
• It builds no profile, score or advertising audience from anything you do here.
• It has no contact form. If you want to reach us, you write to one of our published addresses and decide for yourself what to put in the message.
• It has no accounts, no logins and no payment data.

4. Why we use it, and our legal basis

The GDPR requires a specific legal basis for each purpose. Ours are set out below.

Sending you launch and availability updates

Your consent (Article 6(1)(a) GDPR), given by confirming your address, and Article 11.7 of the Dutch Telecommunications Act for electronic marketing. You can withdraw it at any time.

Keeping a record that you consented, or unsubscribed

Our legal obligation to be able to demonstrate consent (Articles 5(2) and 7(1) GDPR), and our legitimate interest in making sure an unsubscribe keeps being honoured.

Answering the email you send us

Steps taken at your request before entering into a contract (Article 6(1)(b)), and our legitimate interest in responding to business enquiries (Article 6(1)(f)).

Keeping the website available and protecting it from abuse

Our legitimate interest in operating and defending our own service (Article 6(1)(f)). We have weighed this against your interests. The data is minimal, short-lived, and not used to learn anything about you as a person.

5. How the launch list works

The launch list uses double opt-in. Entering your address does not put you on the list. We send one email asking you to confirm, and nothing further is sent unless you click the link in it. If you never confirm, the link stops working after 72 hours and the record is deleted. Section 6 gives the exact period.

Every email we send you carries a working unsubscribe link. Unsubscribing takes effect immediately. It needs no login, no reason, and no reply from us.

When you unsubscribe we keep a minimal record: your address and the fact that it unsubscribed. That record is what stops the address being added again by mistake. If you would rather it were erased completely, ask us. We will explain the consequence first and then do it.

Joining the launch list is optional and separate from everything else. It is not bundled with anything, and you do not need to join to read this site or to contact us.

6. How long we keep it

These are limits our systems enforce. A job runs every hour and deletes what has passed its period.

A registration you never confirmed

The confirmation link is valid for 72 hours. The record is deleted automatically seven days after that link expires.

A confirmed subscription

Until you unsubscribe, or until we close the launch list, whichever comes first. We do not keep a list running indefinitely for its own sake.

An unsubscribe record

Kept for as long as we operate the launch list, because it is what makes your unsubscribe stick. It holds your address and the date, nothing else.

Email you sent us

Kept in our mailboxes for as long as it takes to deal with your message and any follow-up, then deleted when it no longer serves that purpose. This one is a manual review rather than an automatic deletion.

Server and security logs

Kept minimal by design, capped in size, and rotated automatically so older entries are overwritten. They are not archived.

Backups

Deleted data can survive for a short time in encrypted backups, until those backups expire on their normal schedule. Backups are never used to bring deleted data back into use.

7. Who else processes it

We do not sell personal data, and we do not share it for anyone else's marketing.

A small number of suppliers process data on our behalf, on our instructions and under a written data-processing agreement. We describe them by category:

• cloud hosting and managed database providers.
• a transactional email provider, which delivers the launch-list confirmation and later updates.
• business email and communication providers, for the mailboxes you write to.
• technical error monitoring, which receives event names and identifiers but no message content.
• professional advisers, such as legal or accounting advisers, where necessary.

We may also disclose data if the law, a court or a competent authority requires it, or where it is necessary to establish, exercise or defend a legal claim.

Customers and prospective customers who need supplier detail beyond these categories, such as names, agreements or locations, can request it through our contract and due-diligence process.

Data outside the European Economic Area

We keep personal data in the European Economic Area wherever we reasonably can. Our servers and database are hosted in Amsterdam, and our error monitoring runs in the EU region.

One category above, transactional email delivery, involves processing outside the EEA. That transfer is covered by a signed data-processing agreement with the supplier which incorporates the European Commission's Standard Contractual Clauses. You can ask us for details.

8. Your rights

Under the GDPR you have the right to:

• ask whether we hold personal data about you, and get a copy of it.
• have inaccurate or incomplete data corrected.
• have your data erased.
• ask us to restrict how we use it.
• object to processing we base on our legitimate interests.
• receive the data you gave us in a portable, machine-readable form.
• withdraw your consent at any time, without affecting what we did lawfully beforehand.
• lodge a complaint with a supervisory authority.

To use any of these, write to support@omnicanary.com. We may ask for enough information to be confident we are talking to the right person, and no more than that. We answer within one month, as the GDPR requires, and will tell you if a complex request needs longer, up to two further months. Using a right is free.

For the launch list, the fastest route is the unsubscribe link in any email we sent you. It works without contacting us at all.

If you are unhappy with how we have handled your data, you can complain to the Dutch supervisory authority:

Autoriteit Persoonsgegevens

Postbus 93374, 2509 AJ Den Haag, the Netherlands. autoriteitpersoonsgegevens.nl

If you live in another EEA country, you may complain to your own national supervisory authority instead.

9. How we protect it

We apply the same security measures the rest of the platform is built on to a much smaller amount of data:

• Everything is encrypted in transit, and the site is served over HTTPS only.
• Data is stored in a managed, access-controlled database in the EU, encrypted at rest.
• The public website's database account can run only the few operations the launch list needs. It cannot list addresses, search for one, or read the list back.
• Confirmation and unsubscribe links are stored only as irreversible cryptographic digests, so reading our database cannot produce a working link.
• Logs and error reports are designed to carry identifiers rather than personal data.
• Access by people is limited to those who need it to run the company.

No service can promise perfect security. If you believe data you sent us has been exposed, please tell us at support@omnicanary.com and we will investigate promptly.

10. Automated decisions

We do not make decisions about you by automated means that produce legal effects or similarly significant effects, and we do not profile you. Joining the launch list puts your address on a list. It does not score, rank or categorize you.

11. Children

This website is aimed at people working in IT and collaboration roles at organizations. It is not directed at children, and we do not knowingly collect data from them. If you believe a child has given us their details, tell us and we will delete them.

12. Changes to this notice

When the website changes what it collects, this notice changes with it, and the version at the top of this page changes too. The version in force when you joined the launch list is stored with your record, so we can always tell which text you agreed to.

If a change materially affects an active launch-list subscription, we will tell subscribers rather than quietly updating the page, and ask for fresh consent where the law requires it.

13. How to reach us

Privacy questions and requests

support@omnicanary.com

General enquiries

info@omnicanary.com

Sales and briefings

sales@omnicanary.com

Whichever address you use, your message reaches the same team. The split is only there to help us route it quickly.