Verbasync ("Verbasync", "we", "us") is the data controller for personal data collected through this public website. This policy applies to website visitors, people who contact us and authorised users of our business portal. Customer deployments, research programmes and clinical projects may be covered by separate notices, contracts, consent materials or data-processing agreements.
1. How to contact us
For privacy questions or to exercise your rights, email contact@verbasync.com. Please write “Privacy request” in the subject line. We may ask for information needed to verify your identity before responding.
2. Personal data we collect
- Information you provide: name, work email, organisation, role, project interests and any message submitted through our contact forms or sent to us directly.
- Business communications: correspondence, meeting details and records needed to manage a prospective or existing business relationship.
- Technical and security data: IP address, browser and device information, timestamps, requested pages, error and security logs.
- Portal data: account identity, role and session information for authorised console users.
- Optional analytics and marketing data: page views, interactions, campaign information and online identifiers, but only after you consent to the relevant category.
Please do not submit health information, patient data or other sensitive personal data through the general contact form. Project-specific data should only be shared through an agreed secure channel.
3. Why we process data and our legal bases
| Purpose | Typical data | Legal basis |
|---|---|---|
| Respond to enquiries and prepare proposals | Contact and message data | Steps before a contract; legitimate interests in business communication |
| Deliver and administer contracted services | Business contact, account and service data | Contract; legitimate interests |
| Protect the site, portal and users | Technical, session and security logs | Legitimate interests; legal obligations where applicable |
| Understand and improve website use | Google Analytics data | Your consent |
| Measure advertising campaigns | Meta Pixel events and identifiers | Your consent |
| Meet legal, accounting and compliance duties | Relevant business records | Legal obligations; legitimate interests |
4. Cookies and similar technologies
We use a first-party preference cookie and browser storage to remember your cookie choice for up to six months. Authorised portal users also receive a strictly necessary, secure session cookie that expires after 12 hours. These technologies are needed to provide the choice you requested, maintain security or provide a signed-in service.
If configured and if you consent, Google Analytics may set analytics cookies (commonly _ga and _ga_*) to measure website use, and Meta Pixel may set marketing cookies (commonly _fbp and _fbc) to measure campaign performance. These optional tags are blocked until the relevant consent is granted. Refusing them does not prevent access to the site.
You can withdraw or change consent at any time. Revoking consent blocks future optional tracking and removes the related first-party tracking cookies we can access; it does not affect processing that was lawful before withdrawal.
5. Service providers and recipients
We share personal data only as needed with vetted providers that support hosting, security, business email, communications and professional advice; with customers or project partners where you expect us to do so; and with authorities where disclosure is legally required. Providers act under appropriate contractual and confidentiality obligations.
When optional tags are enabled with your consent, recipients may include Google (Google Analytics) and Meta Platforms (Meta Pixel). Their processing is also described in the Google Privacy Policy and Meta Privacy Policy.
6. International transfers
Some providers may process data outside your country or the European Economic Area. Where GDPR transfer rules apply, we use an applicable adequacy decision, approved contractual safeguards such as Standard Contractual Clauses, and supplementary measures where appropriate. You may contact us for information about safeguards relevant to your data.
7. How long we keep data
- Cookie choices: up to six months, then we ask again.
- Portal session cookies: 12 hours unless you sign out sooner.
- Website security logs: normally up to 12 months, unless needed longer to investigate an incident.
- Unsuccessful or inactive enquiries: normally up to 24 months after the last meaningful contact.
- Contract and compliance records: for the contract term and the period required by applicable tax, accounting, limitation and regulatory rules.
We may keep data for longer where necessary to establish, exercise or defend legal claims, or where a legal hold applies.
8. Your data-protection rights
Depending on applicable law, you may have rights to access, correct, delete, restrict or receive a copy of your personal data; object to processing based on legitimate interests; and withdraw consent at any time. Where processing is based on consent or contract and is automated, you may also have a right to data portability.
You may complain to the data-protection authority where you live, work or believe an infringement occurred. A list of European authorities is available from the European Data Protection Board.
9. Security and automated decisions
We use proportionate technical and organisational measures designed to protect personal data, including access controls, secure transmission, session controls and provider review. No internet service can guarantee absolute security. This public website does not make decisions about visitors that produce legal or similarly significant effects solely through automated processing.
10. Changes to this policy
We may update this policy when our services, providers or legal obligations change. We will publish the revised version here with a new “Last updated” date and provide additional notice where a change materially affects your rights or choices.