Privacy Policy

1. Introduction

Toolava, Inc. ("Toolava," "we," "our," or "us") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, protect, and disclose information that applies to our service Contractly, and tells you about your privacy rights and how the law protects you.

We use enterprise-level security measures to protect your data, including full encryption for all data both in transit and at rest. We adhere to strict data protection principles and prioritize your privacy at every step.

2. Data We Collect

2.1 Personal Data

We may collect the following types of personal data:

• Identity Data includes first name, last name, username or similar identifier, title, and company name.
• Contact Data includes email address and telephone numbers.
• Account Data includes your username and password, purchases or orders made by you, and your preferences.
• Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website.
• Usage Data includes information about how you use our website and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

2.2 Contract and Legal Document Data

Our Service processes contracts and legal documents that you upload for analysis. This may include:

• Contract text and terms
• Party names and identifying information
• Business relationship details
• Financial terms
• Legal obligations and rights
• Dates and deadlines

Important: We implement enterprise-level encryption for all contract data. Your documents are encrypted both in transit and at rest, ensuring that your sensitive legal information remains secure.

3. How We Use Your Data

We use your personal data for the following purposes:

• To register you as a new customer
• To provide and maintain our Service
• To process and deliver your requested services
• To manage your account and relationship with us
• To analyze contracts and legal documents that you upload
• To generate insights, analyses, and recommendations about your contracts
• To improve our Service and develop new features
• To notify you about changes to our Service
• To provide customer support
• To communicate with you about service updates and offerings

4. Data Security and Storage

We prioritize the security of your data and employ enterprise-level security measures to protect it from unauthorized access, alteration, disclosure, or destruction.

Security Measures Include:

• End-to-End Encryption: All data is encrypted during transmission using TLS protocols.
• At-Rest Encryption: All stored data is encrypted using AES-256 encryption standards.
• Secure Access Controls: Multi-factor authentication and role-based access controls.
• Regular Security Audits: Continuous monitoring and periodic security assessments.
• Data Minimization: We only collect and retain the data necessary to provide our services.

We maintain a strict policy of not accessing your contract data except when:

• Required to provide the contracted services
• Necessary for technical support with your explicit permission
• Legally required by valid legal process

5. Data Retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

For contract and document data, our retention policies are as follows:

• Active account: We retain your documents while your account is active
• Account closure: Upon account closure, all contract data is permanently deleted within 30 days
• Inactive accounts: Data from inactive accounts may be deleted after 12 months of inactivity

You can request the deletion of your data at any time through your account settings or by contacting us directly.

6. Use of AI Technology

Contractly uses artificial intelligence (AI) to analyze contracts and generate insights. When you use our Service:

• Your documents are processed by our AI systems to extract relevant information
• AI models analyze contract terms, identify risks, and generate recommendations
• The analysis is specific to your document and not used to train our AI models without explicit consent

AI Training and Improvement: We may use aggregated, anonymized data to improve our AI systems. This data is stripped of all personally identifiable information and contract-specific details. You can opt out of this usage at any time in your account settings.

7. Data Sharing and Third Parties

We may share your personal data with the following categories of recipients:

• Service Providers: Third parties who provide services to us, such as cloud hosting, analytics, and payment processing.
• Business Partners: With your consent, we may share data with business partners who offer complementary services.
• Legal Compliance: We may disclose your information if required to do so by law or in response to valid legal requests.

Important: We never sell your personal data or contract information to third parties. All service providers we use are bound by strict data protection agreements that maintain the same level of security and confidentiality that we provide.

8. Your Data Protection Rights

Depending on your location, you may have certain rights regarding your personal data:

• Right to Access: You can request copies of your personal data.
• Right to Rectification: You can request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• Right to Erasure: You can request that we erase your personal data.
• Right to Restrict Processing: You can request that we restrict the processing of your personal data.
• Right to Data Portability: You can request that we transfer your data to another organization or directly to you.
• Right to Object: You can object to our processing of your personal data.

To exercise any of these rights, please contact us using the details provided in the "Contact Us" section of this Privacy Policy.

9. Cookies and Tracking

We use cookies and similar tracking technologies to track activity on our Service and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

We use cookies for the following purposes:

• Essential Cookies: Required for the operation of our website.
• Functionality Cookies: Enable personalized features and remember your preferences.
• Analytics Cookies: Help us understand how visitors interact with our website.

10. Children's Privacy

Our Service does not address anyone under the age of 18 ("Children"). We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.

11. International Transfers

Your information may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction.

If you are located outside the United States and choose to provide information to us, please note that we transfer the data, including Personal Data, to the United States and process it there. Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Toolava will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of your data and other personal information.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

If we make material changes to this policy, we will notify you either through the email address you have provided us or by placing a prominent notice on our website.

13. Contact Us

If you have any questions about this Privacy Policy, please contact us:

Toolava, Inc.
Email: privacy@toolava.com
Website: https://contractly.toolava.com/contact