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Privacy Policy

1.Introduction

Remotify.co OÜ (“Remotify,” “Company,” “we,” “our,” “us”) is committed to protecting your personal data and values your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website remotify.co and related services (“Service”).

By using the Service, you acknowledge that you have read and understood the practices described in this Privacy Policy. If you do not agree with our practices, you must stop using the Service.

2.Data Controller

The Data Controller for your personal data is:

  • Remotify.co OÜ
  • Reg. No: 16435585
  • Tax ID: EE102524840
  • Address: Tartu mnt 67/1-13b, 10115 Harju, Tallinn, Estonia
  • Email: business@remotify.co

Our company has not appointed a Data Protection Officer (DPO). You can contact us directly with any questions about this Privacy Policy.

3.Legal Basis for Processing (GDPR Article 6)

We process personal data under the following lawful bases:

  • Contract Necessity: To provide our core services, including invoicing, payment processing, and compliance.
  • Legal Obligation: To comply with our legal duties under Estonian and EU law, including accounting, tax, and AML/CTF (anti-money laundering/counter-terrorist financing) regulations.
  • Consent: For optional communications such as newsletters or marketing, where you have provided your explicit consent.
  • Legitimate Interests: To improve our Service, ensure network and information security, prevent fraud, conduct business analysis, and defend our legal rights.

4.Data We Collect

We may collect and process the following categories of personal data:

  • Identification Data: Name, date of birth, nationality, passport/ID details.
  • Contact Data: Email address, phone number, postal address.
  • Financial Data: Bank account details, transaction history, tax ID numbers, and invoice information.
  • Usage Data: IP address, browser type, device identifiers, pages visited, and cookies.
  • KYC/AML Data: Documents and information legally required to verify identity, source of funds, or business activities.
  • Other Data: Any information you choose to provide in your communications with us.

⚠️ Important Note: We may process special categories of data (e.g., government-issued ID, tax information) strictly when required by law (AML/CTF regulations, accounting rules). Explicit consent may be required for certain processing activities.

5.How We Use Your Data

We use your personal data for the following purposes:

  • Service Provision and Maintenance: To perform our fundamental services as a Merchant of Record (MoR), including issuing invoices and collecting payments.
  • Payment Processing: To process invoices and payments, deduct our commissions, and disburse the remaining funds to Freelancers.
  • Compliance Checks: To perform legally required KYC/AML controls.
  • Fulfilling Legal Obligations: To meet tax and accounting obligations and cooperate with legal authorities.
  • Platform Improvement and Security: To enhance platform functionality, ensure security, and prevent fraudulent or prohibited activities.
  • Communication: With your consent, to send you communications about service updates and marketing materials.

6.Data Retention

We retain your data for as long as necessary to fulfill the purpose for which it was collected. Legal obligations require the following minimum retention periods:

  • Invoice, Payment, and Tax Records: Retained for 7 years as required by Estonian accounting/tax law.
  • KYC/AML Records: Retained for at least 5 years after the business relationship ends, as per AML law.
  • General Usage Data: Retained for up to 2 years for analytics and security purposes.
  • Marketing Data: Retained until consent is withdrawn.

7.Data Transfers & Third-Party Providers

We may share your personal data with third parties to provide our services, including regulated payment providers, banking partners, hosting services, analytics providers, and communication tools. These providers act as Data Processors under the GDPR.

Some data may be transferred outside the EEA. In such cases, we ensure appropriate safeguards are in place, including the use of Standard Contractual Clauses (SCCs) or reliance on adequacy decisions by the European Commission.

8.Cookies and Tracking

We use cookies to enhance the user experience, provide analytics, and support security. Our cookie categories include essential, preference, analytics, security, and advertising cookies. Users can manage or disable cookies via the cookie banner or their browser settings.

9.Data Subject Rights (GDPR)

You have the following rights regarding your personal data:

  • Access: To know what data we hold.
  • Rectification: To correct inaccurate data.
  • Erasure: To request the deletion of your data, subject to legal obligations.
  • Restriction: To limit processing under certain conditions.
  • Portability: To receive your data in a structured, machine-readable format.
  • Objection: To processing based on legitimate interests.
  • Withdraw Consent: To withdraw your consent at any time, where consent is the legal basis for processing.

Requests can be made by emailing business@remotify.co. We may require ID verification to process your request.

10.Children’s Privacy

Our Service is not directed to anyone under 18. We do not knowingly collect data from children. If we become aware that a child has provided us with data, we will delete it immediately.

11.Data Security

We implement appropriate technical and organizational measures to protect your personal data, including encryption, access control, and secure storage. However, no system is 100% secure.

12.Data Breach Notification

In the event of a data breach affecting your personal data, we will notify the competent supervisory authority within 72 hours and, where required, inform affected individuals without undue delay.

13.Changes to this Policy

We may update this Privacy Policy periodically. Updates will be published on our website with a new “Effective Date.” Users will be notified of material changes via email or in-app notices.

14.Contact Us

If you have questions or requests regarding this Privacy Policy, please contact us at:

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