Confience
GDPR

Effective Date: 26/06/2025

Last Updated: 26/06/2025

At Confience, we are committed to protecting your privacy and ensuring transparency in how we collect, use, share, and protect your personal data. This Privacy Notice explains how we process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

1. Data Controller & Contact Information

Controller:
Quality Systems International GmbH
Hintergasse 6–10, 63110 Rodgau, Germany
Email: dpo@confience.io

2. Categories of Personal Data We Process

Contact Information (e.g. name, email, phone number)

  • Purpose: Customer service, support, CRM, ticket management
  • Legal basis: Art. 6(1)(b) – Contract performanc
  • Recipients: Internal teams, HubSpot, Microsoft, ClickUp, Labsoft, STG Labs
  • International Transfers: U.S., Brazil, India (SCCs in place)

Business Contact Metadata

  • Purpose: Support escalation, account management
  • Legal basis: Art. 6(1)(f) – Legitimate interests
  • Recipients: Internal staff, affiliated service providers
  • International Transfers: U.S., Brazil, India (SCCs, TOMs)

CRM Usage Data (logs, timestamps)

  • Purpose: System maintenance, troubleshooting, service optimization
  • Legal basis: Art. 6(1)(f) – Legitimate interests
  • Recipients: Engineering and support staff, sub-processors
  • International Transfers: U.S. (HubSpot, ClickUp), others via SCC-compliant vendors

Support History (tickets, communications)

  • Purpose: Issue resolution and performance auditing
  • Legal basis: Art. 6(1)(b) – Contract performance
  • Recipients: Customer support, sub-processors
  • International Transfers: Stored in U.S. and EEA—SCCs in place for non-EEA access

We do not collect sensitive personal data (as defined in Art. 9 GDPR).

3. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements. Once a customer relationship ends, data is either anonymized or stored only as needed to fulfill legal obligations.

4. International Data Transfers

We may transfer your personal data outside of the European Economic Area (EEA), including to the United States, Brazil, and India. These transfers are protected through the use of Standard Contractual Clauses approved by the European Commission, which include robust technical and organizational safeguards.

For more information, please contact us at dpo@confience.io.  

5. Your Rights Under GDPR

You have the right to:

  • Access your personal data (Art. 15)
  • Rectify inaccurate or incomplete data (Art. 16)
  • Erase your data (“right to be forgotten”) (Art. 17)
  • Restrict or object to processing (Art. 18, 21)
  • Data portability (Art. 20)
  • Lodge a complaint with a supervisory authority

Supervisory Authority:
Der Hessische Beauftragte für Datenschutz und Informationsfreiheit
Gustav-Stresemann-Ring 1, 65189 Wiesbaden
Email: poststelle@datenschutz.hessen.de

6. Sub-Processors and Third Parties

We rely on trusted sub-processors to help deliver services. These include:

  • HubSpot Inc. (CRM & Ticketing) – U.S., privacy@hubspot.com
  • Microsoft Inc. (Communications) – U.S., privacy@microsoft.com  
  • ClickUp Inc. (Project Management) – U.S., privacy@clickup.com
  • STG Labs (Support Services) – India, info@stgpartners.com
  • Labsoft (Client Support) – Brazil, dpo@labsoft.com.br

All sub-processors are subject to written agreements with equivalent data protection obligations and Standard Contractual Clauses where required.

7. Security Measures

We implement stringent technical and organizational safeguards, including:

  • Access and user controls
  • End-to-end encryption
  • Logging and audit trails
  • Backup, recovery, and pseudonymization practices

A full list of our security measures is available upon request.

8. Updates to This Notice

We may update this Privacy Notice to reflect legal, operational, or technological changes. Material updates will be clearly posted with a new effective date.

Contact Us

For any privacy-related inquiries, please contact:
dpo@confience.io
or write to:
Quality Systems International GmbH
Hintergasse 6–10, 63110 Rodgau, Germany  

‍

‍