Privacy Policy
Your privacy matters to us. Learn how we collect, use, and protect your personal data.
GDPR Compliance
This Privacy Policy sets forth the manner in which RegAffinity GmbH ("we", "us", "our") collects, uses, protects and process personal information in connection with your use of our Websites and Services. It further specifies the methods by which we collect information through cookies and related technologies. Additionally, this Privacy Policy delineates the procedures available to you for accessing and amending your personal information and provides an overview of the data protection rights to which you may be entitled under applicable laws and regulations, including, without limitation, the European Union General Data Protection Regulation (GDPR).
1Data Controller
The controller responsible for processing your personal data is:
2Personal Data We Collect
When you sign up for and use our services, we may collect the following categories of personal data:
Internet Protocol (IP) address (anonymized for analytics), browser type and version, pages visited, time and date of visits, time spent on pages, referring website address
Email address, name, billing address, country
Company name, role in company, user preferences and settings, profile picture
Any documents or information you upload to the software. Please refer to our Terms and Conditions for rules regarding what you can and should upload.
You retain full ownership of any data you upload
Consent-based Collection: Upon your request and expression of consent, we collect data for providing services to you. Your data is not used for any other purposes or shared with third parties. It is removed upon your withdrawal of consent.
3Purpose and Legal Basis for Processing
We process your personal data for the following purposes and legal bases:
| Purpose | Legal Basis (GDPR) |
|---|---|
| Creating and managing your account | Art. 6(1)(b) – Contract performance |
| Processing payments and billing | Art. 6(1)(b) – Contract performance |
| Providing two-factor authentication for account security | Art. 6(1)(f) – Legitimate interest (security) |
| Storing user preferences and settings to personalize your experience | Art. 6(1)(b) – Contract performance |
| Collecting technical data (IP address, browser information, usage analytics) for security, performance monitoring, and service improvement | Art. 6(1)(f) – Legitimate interest (security & service improvement) |
| Comparing and categorizing your uploaded data to produce structured output | Art. 6(1)(b) – Contract performance |
| Improving our comparison and categorization model using aggregated, anonymized results | Art. 6(1)(f) – Legitimate interest (product improvement) |
| Complying with legal obligations | Art. 6(1)(c) – Legal obligation |
4How We Use Personal Data
To Serve You:
The data you upload is yours.We do not sell, share, or use your raw uploaded data for purposes other than providing the service you requested.For Other Purposes:
Provide and manage our services, including processing billing, handling taxes, and fulfilling contractual obligations.Sharing important service updates and notifications related to your account and our services.Marketing and sales purposes.We may use aggregated and anonymized results derived from your data to train and improve our algorithms. This process does not allow us or anyone else to reconstruct your original data.5Your GDPR Rights
Exercise Your Rights: Contact us at contact@konfira.com to withdraw consent or exercise any of your rights.
6. Data Retention
We retain personal data only as long as necessary or as required by applicable law (e.g., accounting, tax).
How to remove your data:
- Delete uploaded documents anytime via account settings
- Request account deletion by contacting contact@konfira.com
- Exercise your right to erasure under GDPR Article 17
7. Data Sharing
We only share data with service providers that process personal data on our behalf under GDPR Art. 28 Data Processing Agreements.
Categories of recipients may include:
- Hosting providers
- Authentication providers
- Payment service providers
We also share data with authorities where legally required.
8. International Transfers
Data transfers outside EEA include appropriate safeguards (e.g., Standard Contractual Clauses).
9. Data Storage
Uploaded data: Stored in secure cloud storage infrastructure within the European Union.
Personal data: Stored in secure database servers located within the European Union.
10. Security Measures
We implement encryption, secure authentication, and regular system monitoring to protect your data.
11Cookies and Similar Technologies
Our website uses cookies for essential functions, preferences, and performance improvements.
Essential cookies are strictly necessary and do not require consent. Functional and analytics cookies require your prior consent, which you can manage via our cookie banner or browser settings.
Contact Us
Questions about this Privacy Policy or how we process your data?
Last Updated: September 19, 2025