CRAYONIC WEBSITE PRIVACY POLICY
For visitors of crayonic.com
Version 1.1 — Effective date: 31 October 2026
1. Who We Are
This Privacy Policy is issued by Crayonic B.V., a private limited company incorporated in the Netherlands (Kamer van Koophandel no. 67932762), registered seat at Schimmelt 2, 5611 ZX Eindhoven, the Netherlands. Crayonic operates in the Slovak Republic through its organisational branch, Crayonic BV OZ (IČO: 53 591 127), and may operate through other local branches or affiliates as its business expands (each, together with Crayonic B.V., “Crayonic”, “we”, “us”, or “our”).
Our data protection contact is Ivona Schoonbrood, PhD (Crayonic Data Protection Officer). See Section 13 — Contact Us for how to reach us. For the personal data described in this Policy, Crayonic acts as the data controller within the meaning of the GDPR.
2. Scope of This Policy
This Policy applies to your personal data when you visit or interact with our corporate website, crayonic.com — for example, browsing the site, requesting a demo, buying from our online store, using our “Ask Crayonic” chat assistant, or signing up to hear from us.
This Policy does not cover personal data processed through the Crayonic Badge, KeyVault, or the MEDAILA platform when deployed at one of our business Clients’ premises — that processing is addressed in a separate Crayonic Privacy Policy for MEDAILA End Users, available from your Client.
Any third-party platforms we use (such as our LinkedIn, YouTube, or X pages) are governed by their own, separate privacy terms.
3. What Personal Data We Collect
Browsing data: when you visit crayonic.com, our hosting platform (Squarespace) automatically records standard technical data such as your IP address, browser type, device type, and pages viewed, for site operation, security, and basic aggregate analytics.
Demo request data: if you use “Book a Demo,” you provide your name, work email address, and any details you choose to share about your organisation and use case, through our scheduling provider, Calendly. Calendly may also process your time zone and scheduling preferences in order to arrange the meeting.
Newsletter sign-up data: if you sign up via the “Subscribe” form, we collect the email address you provide, to send you news and updates about Crayonic.
Store orders: if you buy a product in our online store, we collect your name, email address, billing and shipping address, phone number (if provided), and order details, to process, deliver, and invoice your order. Card payments are processed directly by our payment provider, Stripe; we do not receive or store your full card details.
“Ask Crayonic” AI chat assistant: if you use the chat assistant on our website, the messages you type and the page you are on are sent to our chat service and processed by a public cloud AI service, together with Crayonic-provided product context, to generate answers. A transcript of your conversation is also sent to Crayonic support so that our team can follow up on your question. If you choose “Email me this chat,” we use the email address you enter to send you a copy of the conversation, and our team may use it to follow up on your question; that address is not shared with the AI service. The assistant does not store anything in your browser. Because your messages are processed by an external public cloud service, please do not enter any personal, patient, or otherwise confidential or privacy-sensitive information in the chat.
General inquiries: if you contact us directly (for example, by email at info@crayonic.com), we collect whatever personal data you include in that communication, to respond to you.
Security-check data: our forms use Google reCAPTCHA to help distinguish human visitors from automated bots; this involves Google processing limited technical and interaction data from your device.
We do not ask for, and you should not send us through this website (including the chat assistant), any special category data (such as health data, biometric data, or information about racial or ethnic origin, religious or philosophical beliefs, or similar) or any confidential credentials (passwords, PIN codes, private keys).
4. Why We Process It and Our Legal Basis
Demo requests: to take steps at your request before entering into a contract with your organisation (Article 6(1)(b) GDPR), or, where you are inquiring on behalf of your employer rather than as a prospective contracting party yourself, on the basis of our legitimate interest in responding to business inquiries (Article 6(1)(f) GDPR).
Newsletter: on the basis of your consent (Article 6(1)(a) GDPR), given when you submit the sign-up form. You can withdraw this consent at any time (see Section 9).
Store orders: to perform our contract with you (Article 6(1)(b) GDPR) and to comply with our tax and accounting obligations (Article 6(1)(c) GDPR).
“Ask Crayonic” chat assistant: on the basis of our legitimate interest in answering visitors’ questions about our products and following up on them (Article 6(1)(f) GDPR); emailing you a copy of the conversation is done at your request (Article 6(1)(b) GDPR).
Browsing data and basic site analytics: on the basis of our legitimate interest in operating, securing, and improving our website (Article 6(1)(f) GDPR).
reCAPTCHA / bot protection: on the basis of our legitimate interest in protecting our website and forms from abuse (Article 6(1)(f) GDPR).
General inquiries: on the basis of our legitimate interest in responding to communications you send us (Article 6(1)(f) GDPR), or steps taken at your request (Article 6(1)(b) GDPR) where relevant.
5. Cookies and Similar Technologies
Our website uses a small number of cookies and similar technologies:
Strictly necessary cookies, needed for the website’s core functionality, shopping cart, and security.
First-party analytics, provided directly by our hosting platform (Squarespace), which we use in aggregate form to understand site usage; this does not currently include Google Analytics or any advertising pixel.
Third-party cookies from Calendly (when you use “Book a Demo”), Google reCAPTCHA (when you submit a form), and Stripe (when you check out in our store), which are set directly by those providers and governed by their own cookie and privacy notices.
The “Ask Crayonic” chat assistant does not set cookies or store any data in your browser; the conversation ends when you leave or reload the page.
You can control or delete cookies at any time through your browser settings. Where required by applicable law, we will provide additional tools to manage your cookie preferences directly on our website.
6. How Long We Keep Your Data
Newsletter: until you unsubscribe or withdraw your consent, after which we delete or anonymise your email address without undue delay.
Demo requests: for the duration of our engagement with your organisation and a reasonable period afterward (up to 24 months from your last contact with us) to allow for follow-up, after which it is deleted unless a business relationship has developed, in which case our ordinary business-record retention rules apply.
Store orders: for as long as needed to fulfil your order and handle returns and warranty claims, and afterward for the period required by applicable tax and accounting laws (up to 10 years).
Chat transcripts and email addresses entered in the chat: for as long as necessary to handle your question and any follow-up, on the same basis as general inquiries.
General inquiries: for as long as necessary to handle your inquiry, and a short additional period afterward to handle any follow-up.
Browsing / analytics data: for the retention period set by our hosting platform’s own analytics tooling, typically limited to a period of months, and in aggregate or pseudonymised form.
Security-check data (reCAPTCHA): retained by Google according to its own retention practice, since this data is processed by Google directly as part of providing the reCAPTCHA service and is not separately stored by Crayonic.
We may retain personal data for longer where required to comply with a legal obligation, or to establish, exercise, or defend legal claims.
7. Who We Share Your Data With
We share personal data only with service providers who process it on our behalf or as needed to provide the services you request, namely:
Squarespace, Inc. — our website hosting, online store, and newsletter/contact-list platform.
Calendly, LLC — our demo-scheduling platform.
Google LLC — reCAPTCHA bot-protection service.
Stripe — payment processing for store orders.
Shipping carriers — delivery of store orders.
Our public cloud AI and hosting providers — operation of the “Ask Crayonic” chat assistant.
We do not sell your personal data, and we do not share it with third parties for their own independent marketing purposes. We may disclose personal data to competent administrative or judicial authorities where required by law.
8. International Data Transfers
Some of our service providers (including Squarespace, Calendly, Google, Stripe, and our AI chat provider) are based in, or process data in, the United States. Where we transfer personal data outside the European Economic Area, we rely on appropriate safeguards recognised under the GDPR, such as the providers’ participation in the EU-U.S. Data Privacy Framework (where applicable) or the European Commission’s Standard Contractual Clauses, to ensure your data continues to receive an equivalent level of protection.
9. Your Rights
Under the GDPR, you have the right to request access to, rectification of, or erasure of your personal data, to restrict or object to its processing, and to receive a copy of the data you provided to us in a portable format. Where our processing is based on your consent (such as for the newsletter), you may withdraw that consent at any time, including by using the “unsubscribe” link in any email we send you, without affecting the lawfulness of processing carried out before your withdrawal.
To exercise any of these rights, please contact us using the details in Section 13. We will respond within one month, and may ask you to verify your identity before doing so.
You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), or the supervisory authority of your own EU member state of residence.
10. How We Secure Your Data
We take appropriate technical and organisational measures to protect the personal data we process, including encryption of data in transit, access controls, and reliance on reputable service providers with their own security commitments. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.
11. Children
Our website is directed at business professionals and is not intended for children. We do not knowingly collect personal data from children through this website.
12. Changes to This Policy
We may update this Policy from time to time to reflect changes in our practices or legal requirements. The version number and effective date at the top of this Policy indicate when it was last revised. Material changes will be posted on this page.
13. Contact Us
If you have questions about this Policy or wish to exercise your rights, please contact:
Ivona Schoonbrood, PhD — Crayonic Data Protection Officer
privacy@crayonic.com
Crayonic B.V., Schimmelt 2, 5611 ZX Eindhoven, the Netherlands