Privacy Policy

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

• names
• phone numbers
• email addresses
• mailing addresses
• job titles
• usernames
• passwords
• contact preferences
• billing addresses
• debit/credit card numbers

Sensitive Information. We do not process sensitive information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
• To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
• To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
• To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
• To fulfill and manage your orders. We may process your information to fulfill and manage your orders, payments, returns, and exchanges made through the Services.
• To enable user-to-user communications. We may process your information if you choose to use any of our offerings that allow for communication with another user.
• To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual’s vital interest, such as to prevent harm.

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.

If you are located in the EU or UK, this section applies to you. The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

• Consent. We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
• Performance of a Contract. We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
• Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
• Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations described in this section and/or with the following third parties.

We may need to share your personal information in the following situations:

• Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• Affiliates. We may share your information with our affiliates, in which case we will require those affiliates to honor this privacy notice. Affiliates include our parent company and any subsidiaries, joint venture partners, or other companies that we control or that are under common control with us.
• Business Partners. We may share your information with our business partners to offer you certain products, services, or promotions.

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

AI Processing Consent: Our Services use artificial intelligence to analyze contracts, extract clauses, and provide risk assessments. When you upload contracts for AI analysis, you consent to this processing. You can manage your AI processing consent through your privacy settings or the cookie consent banner. AI interaction data is retained for no longer than 30 days and is never used to train AI models.

6. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary to fulfill the purposes outlined in this privacy notice, unless otherwise required by law. Our specific retention periods are:

• Active accounts: Retained while your account is active
• Deleted contracts: 30 days in soft-delete, then permanently deleted
• Canceled accounts: 90 days (to allow for reactivation and legal claims), then anonymized or deleted
• Contract metadata & signatures: 7 years (for legal compliance and tax purposes)
• Audit logs: 7 years (for security and regulatory compliance)
• Activity logs: 2 years
• AI interaction data: Immediate to 30 days maximum (never used for training)

You can view and manage your data retention preferences in your Privacy & Data settings.

7. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

8. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: You may review, change, or terminate your account at any time.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority.

Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below.

Your Data Subject Rights

Depending on your location, you have the following rights regarding your personal information:

• Right to Access: Request a copy of your personal data. Visit your Privacy & Data portal to view what information we hold about you.
• Right to Data Portability: Download your data in JSON or CSV format from your Privacy & Data settings.
• Right to Erasure ("Right to be Forgotten"): Request deletion of your account and all associated data. You can initiate this from your Privacy & Data settings. We will confirm via email before proceeding with deletion.
• Right to Rectification: Update your personal information in your account settings.
• Right to Object: Object to processing of your personal data, including AI processing and marketing communications.
• Right to Withdraw Consent: Withdraw consent for cookies and AI processing at any time via your Privacy & Data settings or the cookie consent banner.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

• Log in to your Privacy & Data settings to manage your data, download exports, or delete your account.
• Contact us using the contact information provided below.

Upon your request to terminate your account, we will delete your account and associated data within 90 days, except where retention is required by law (such as tax, accounting, or legal requirements). You will receive a confirmation email when deletion is complete.

Cookies and similar technologies: You can manage your cookie preferences anytime through the cookie banner or your Privacy & Data settings. Essential cookies cannot be disabled as they are necessary for the Service to function.

9. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at legal@tensflare.com or by post to:

10. HOW DO WE PROCESS CONTRACT DATA?

In Short: Contract data is processed securely with encryption, access logging, and strict retention policies.

When you upload contracts and documents to our Services, we process this data as follows:

• Storage: Contract files are stored securely with encryption at rest and in transit
• AI Processing: Contract content may be processed by AI for features like clause extraction, risk analysis, and smart suggestions. This processing is temporary and data is not retained for AI training
• Access Logging: All access to contract data is logged for security and compliance purposes (who accessed what, when, and from where)
• Field-Level Encryption: Sensitive data such as digital signatures are encrypted at the field level
• Access Control: Contract access is restricted to authorized users within your organization based on role-based permissions
• Data Residency: Your contract data is stored in accordance with your account settings and applicable data protection laws

You maintain ownership of your contract data. We act as a data processor and only process contract data according to your instructions and applicable law.

11. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.