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Privacy Policy

Last Updated: July 1, 2025

Welcome to Record'em, a time tracking and expense recording service operated by AVASO Software Solutions ApS ("we", "us", or "our"). Your privacy is important to us. This Privacy Policy explains how we collect, use, protect, and manage your personal data in accordance with applicable laws, including the General Data Protection Regulation (GDPR) and Microsoft platform requirements.

1. Who We Are

AVASO Software Solutions ApS
Company Registration Number: 42741221
Address: Hindbærsvinget 25, 4684 Holmegaard, Denmark
General inquiries: contact@avasosoft.com
Privacy-related inquiries: privacy@recordem.com
We are the data controller for all personal data collected through the Record'em application and services.

2. What We Collect

We collect only the information necessary to provide our services and improve your experience.

Account Information

  • Name
  • Email address
  • Password (hashed)
  • Company name (optional)
  • Payment and billing details

Usage Data

  • Time entries, projects, tasks
  • Expenses, tags, and descriptions
  • IP address, device/browser info, access logs

Cookies

We use essential and functional cookies to support the operation of Record'em. You can manage cookie preferences through your browser settings.

3. How We Use Your Data

We use your data solely for the following purposes:
  • Providing and maintaining the Record'em platform
  • Enabling time tracking, expense recording, and reporting features
  • Authenticating and securing your account
  • Processing billing and payments
  • Improving platform performance and reliability
  • Complying with legal and regulatory obligations
We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.

5. Data Sharing

We do not sell, rent, or disclose user data to advertisers, affiliates, or marketing networks.
Your data may be processed by trusted sub-processors, solely to support service functionality (e.g., cloud hosting providers, payment processors, Microsoft platform services). All sub-processors are bound by GDPR-compliant agreements and strict confidentiality. A current list of sub-processors is available upon request.

If required by law, regulation, or valid legal process, we may disclose your data to the relevant authorities.

6. Third-Party Integrations

Record'em may offer optional integrations with third-party services such as Microsoft Outlook Calendar, ClickUp, ServiceNow PPM, Jira, and others.

If you choose to enable an integration:
  • We will request only the minimum permissions necessary to enable the functionality.
  • The data accessed may include, depending on the integration, calendar events, task or project details, project metadata, and related identifiers.
  • We process integration data solely to provide the requested functionality in Record'em.
  • Integration data is not stored permanently unless linked to a time or expense record you create, and it is never shared with unrelated third parties.
The third-party service’s own terms of service and privacy policy will also apply to your use of that integration.

Record'em is not responsible for the acts, omissions, security practices, or failures of any third-party service.

7. International Data Transfers

Your personal data may be transferred to and stored on servers outside your country of residence, including outside the EEA/UK. Where we transfer data internationally, we implement appropriate safeguards such as EU Standard Contractual Clauses or other legally recognized mechanisms.

8. Data Retention & Deletion

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, resolve disputes, or enforce agreements.

You may request deletion of your personal data at any time by contacting privacy@recordem.com. We will delete or anonymize your data without undue delay, unless retention is required by law.

If you uninstall the Record'em app or delete your account, associated data will be removed as part of our automatic data lifecycle policy.

9. Data Security

We take data protection seriously and use reasonable technical and organizational measures, including:
  • Encryption at rest and in transit
  • Secure authentication protocols
  • Role-based access controls
  • Ongoing vulnerability scanning and security audits
While we implement industry-standard safeguards, no system can guarantee 100% security. You acknowledge that you use the Service at your own risk.

10. Your Rights

Under the GDPR, you have the right to:
  • Access your data
  • Correct or update inaccuracies
  • Delete your personal data
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent (where applicable)
  • File a complaint with a supervisory authority (e.g., Datatilsynet, Denmark)
To exercise these rights, email privacy@recordem.com.

11. Children's Privacy

Record'em is not intended for use by individuals under the age of 18. We do not knowingly collect data from children. If we learn that personal data has been collected from someone under 18, we will delete it immediately.

12. Data Breach Notification

In the event of a personal data breach, we will notify affected users and, where legally required, the relevant supervisory authority without undue delay, and in any case within 72 hours of becoming aware.

13. Changes to This Policy

We may update this Privacy Policy when necessary to reflect legal, technical, or business developments. You will be notified of significant changes via email or in-app notice. Please review the policy periodically for the latest information.

14. Contact Us

For questions or requests about your personal data, contact us at:

AVASO Software Solutions ApS
Hindbærsvinget 25
4684 Holmegaard, Denmark
General inquiries: contact@avasosoft.com
Privacy inquiries: privacy@recordem.com