Filovara is built for sensitive compliance work. We collect only the information needed to provide, secure, bill, and improve the service, and we do not sell personal data.
1. Scope and who is responsible
This Privacy Policy applies to Filovara websites, accounts, workspaces, public tools, support, and the Filovara EUDR service. Filovara is responsible for the personal data it processes for its own business purposes. Where a customer uploads supplier or employee data to a workspace, the customer normally determines why that data is processed and Filovara processes it to provide the service.
This policy does not replace a customer’s own privacy notices or contractual obligations to the people whose data they upload.
2. Information we collect
The information we collect depends on how you use Filovara.
- Account and workspace data, such as name, business email, authentication records, organisation, role, and invitations.
- Customer content, such as product records, supplier contacts, documents, filenames, plot data, evidence, review decisions, and exported filing materials.
- Billing data, such as plan, transaction and subscription identifiers, tax or invoice details, payment status, and limited checkout metadata. Payment card details are collected by the checkout provider, not stored by Filovara.
- Technical and security data, such as IP address, device and browser information, timestamps, request identifiers, audit events, and error records.
- Communications you send to support, privacy, security, or billing channels.
3. How and why we use information
We use personal data to provide the service and fulfil our contract, protect Filovara and its users, comply with legal obligations, and pursue legitimate interests that do not override your rights. Where law requires consent, we ask for it before the relevant processing.
- Create accounts, private workspaces, permissions, and supplier collaboration links.
- Validate files, run requested processing, preserve evidence versions, and produce user-requested exports.
- Operate checkout, subscriptions, entitlements, invoices, refunds, and fraud prevention.
- Authenticate users, prevent abuse, investigate incidents, and maintain auditable service records.
- Answer support requests and improve reliability, accessibility, and product usability.
5. International transfers
Filovara uses providers that may process data outside your country. Where required, we rely on an adequacy decision, approved contractual safeguards, or another lawful transfer mechanism. EU-region infrastructure is preferred where it is available and appropriate, but this does not mean every processing operation remains in the EU.
6. Retention and deletion
We retain account and workspace data while the service is active and for a limited period afterwards to support export, recovery, security, and dispute handling. Customer-requested deletion covers active databases, stored files, and derived product data; encrypted backups expire on their normal rotation schedule.
Security, audit, transaction, invoice, tax, and legal records may be kept longer where necessary to establish claims or meet legal obligations. We minimise retained content and do not keep it indefinitely without a reason.
7. Security
We use access controls, tenant isolation, encryption in transit, restricted private storage, short-lived download links, audit records, and secret-management practices designed for confidential business data. No online service can guarantee absolute security. Please report suspected security issues promptly through our contact page.
8. Your choices and rights
Depending on your location, you may have rights to access, correct, delete, restrict, object to, or receive a copy of personal data, and to withdraw consent. You may also complain to your local data protection authority. We may need to verify identity and authority before acting on a request.
Workspace administrators can manage much of their organisation’s data directly. Individuals whose data was uploaded by a Filovara customer should normally contact that customer first; we will assist the customer where required.
10. Children and policy changes
Filovara is a business service and is not directed to children. We may update this policy as the service, providers, or law changes. Material changes will be announced through the website, service, or email where appropriate, and the date above will be updated.