Certify.App ("we", "us", or "our") operates the usecertify.app platform. This Privacy Policy explains how we collect, use, disclose, and safeguard personal data when you use our website and services, in accordance with the EU General Data Protection Regulation (GDPR) and similar privacy laws.
1. Data controller
The data controller responsible for your personal data is Certify.App. For privacy-related inquiries, contact us at privacy@usecertify.app.
2. Personal data we collect
We may collect the following categories of personal data:
- Account data: name, email address, organization name, password (stored hashed), and role within your organization.
- Recipient data: names and email addresses of certificate recipients you upload or enter, plus certificate metadata (course name, issue date, certificate ID).
- Usage data: IP address, browser type, device information, pages visited, and verification log entries (timestamp, certificate ID, referrer).
- Communications: messages you send us and email delivery status for certificates and account notifications.
3. How we use your data
We process personal data for the following purposes:
- Providing and operating the Certify.App platform
- Creating, delivering, and verifying certificates on your behalf
- Managing your account and authenticating users
- Sending transactional emails (invites, password resets, certificate delivery)
- Improving our services and ensuring security
- Complying with legal obligations
4. Legal basis for processing (GDPR)
We rely on the following legal bases:
- Contract: processing necessary to provide the services you signed up for.
- Legitimate interests: security, fraud prevention, service improvement, and verification logging — balanced against your rights.
- Consent: where required, such as optional marketing communications.
- Legal obligation: where we must retain or disclose data to comply with applicable law.
5. Data sharing
We do not sell your personal data. We share data only with trusted service providers who help us operate the platform (e.g. cloud hosting, email delivery, database services), under data processing agreements where required. We may also disclose data if required by law or to protect our rights and users.
6. International transfers
Your data may be processed in countries outside your residence. Where required, we use appropriate safeguards such as Standard Contractual Clauses approved by the European Commission.
7. Data retention
We retain account data for as long as your account is active. Certificate and recipient data are retained according to your organization's settings and our backup policies. Verification logs are kept for analytics and audit purposes. You may request deletion of your data at any time, subject to legal retention requirements.
8. Your rights
If you are in the European Economic Area, UK, or another jurisdiction with similar protections, you have the right to:
- Access the personal data we hold about you
- Rectify inaccurate or incomplete data
- Request erasure ("right to be forgotten")
- Restrict or object to certain processing
- Data portability
- Withdraw consent where processing is consent-based
- Lodge a complaint with your local data protection authority
To exercise these rights, email privacy@usecertify.app. We will respond within 30 days.
9. Cookies and similar technologies
We use essential cookies and session tokens to keep you signed in and maintain security. We do not use third-party advertising cookies. You can control cookies through your browser settings, though disabling essential cookies may affect platform functionality. For full details, see our Cookie Policy.
10. Children's privacy
Certify.App is intended for organizations and is not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have collected such data, please contact us immediately.
11. Changes to this policy
We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the "Last updated" date. Material changes will be communicated via email or an in-app notice where appropriate.
12. Contact
Questions about this policy? Contact us at privacy@usecertify.app or visit our contact page.