Privacy Policy
How we protect and manage your personal information
Last Updated: March 1, 2025
policies.tableOfContents
1. policies.introduction.title 2. policies.informationWeCollect.title 3. policies.purposeAndLegalBasis.title 4. policies.dataRetentionAndPortability.title 5. policies.dataSharingAndTransfers.title 6. policies.userConsentAndControl.title 7. policies.aiTrainingAndTransparency.title 8. policies.updatesAndCompliance.title 9. policies.contactInformation.title
1. Introduction
TermsMonitor ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and disclose your personal data when you access our website, https://termsmonitor.com ("Site"), and our services ("Service"). Our practices are designed to comply with GDPR, CCPA, the forthcoming EU AI Act, and other applicable regulations.
2. Information We Collect
We collect different types of information to provide and improve our services to you. We are committed to data minimization and only collect what is necessary.
a. Personal Data
Directly Provided
Information such as your name, email address, and any other contact details you voluntarily provide when registering or contacting us.
Purpose-Specific Data
Data provided for enabling specific features (e.g., explicit opt-in for AI training) is used solely for those purposes.
b. Automatically Collected Data
Usage Data
Technical details including IP addresses, browser type, operating system, and pages viewed to help improve the Service.
Cookies and Tracking
We use cookies and similar technologies. A detailed list of third-party trackers and instructions for managing them is available on our Cookie Policy.
c. Third-Party Data
Supplemental Information
We may receive data from trusted third-party sources. All such sources are vetted, and we publish audit reports and details about these vendors (e.g., Clarify and Google Analytics) on our website. While these tools are not always certified, we require them to adhere to our data protection standards.
3. Purpose and Legal Basis for Processing
Explicit Processing Purposes
Service Provision and Improvement: To operate, maintain, and enhance the Service.
AI Training and Risk Analysis: With your explicit, informed consent, to refine our risk assessment algorithms and improve AI outputs using publicly available data and any explicitly marked data.
Analytics and Research: To analyze trends and user behavior for continuous improvement.
Legal Basis
We process your data based on your consent, contractual necessity, legal obligations, or our legitimate interests, strictly in accordance with GDPR Art. 5(1)(b) and related provisions.
Data Minimization
Only the data necessary for these purposes is collected. Any use beyond these purposes will require additional explicit consent.
4. Data Retention, Deletion, and Portability
Retention Periods
We retain personal data for specific, region-dependent periods. Detailed timelines are published on our Data Retention Policy.
Deletion Mechanisms
We provide a self-service data deletion portal that enables you to request deletion or anonymization of your personal data within the mandated 30-day response period (in line with GDPR Art. 17 and CCPA §1798.105).
Data Portability
You may request a copy of your personal data in a structured, commonly used, and machine-readable format per GDPR Art. 20.
5. Data Sharing and Cross-Border Transfers
Third-Party Disclosures
We share your data only with trusted processors and affiliates who are contractually obligated to meet our data protection standards. Relevant security certifications and audit reports for our third-party vendors are published on our Vendor Transparency page.
International Transfers
Any transfer of personal data outside the EEA is governed by Standard Contractual Clauses (SCCs) or equivalent safeguards as required under GDPR Chapter V.
Transparency
We clearly disclose our third-party data sourcing practices and any cross-border transfer measures.
6. User Consent and Control
Granular Consent
We obtain separate, explicit consent for different data processing activities, including the use of your data for AI training and risk analysis. You can adjust your preferences via your account settings.
Your Rights
You have the right to access, correct, delete, or restrict your personal data, and to object to certain processing activities. Detailed instructions are available on our User Rights page.
Important: You can withdraw your consent at any time. When you withdraw consent, we will stop processing your data for the relevant purpose.
7. AI Training, Transparency, and Bias Mitigation
AI Training Data
User data is used for AI training and risk analysis only with explicit consent and is limited to publicly available or explicitly marked data.
Algorithmic Transparency
We publish model cards describing key decision factors of our AI systems, aligning with EU AI Act Art. 13.
Bias and Fairness Audits
We conduct annual third-party bias and fairness audits. Summary results are available on our Transparency page.
Undisclosed Automation
We fully disclose the role of AI in processing and decision-making. No automated process operates without your clear knowledge or consent.
8. Updates and Regulatory Compliance
Dynamic Regulatory Environment
We continuously monitor changes in laws and regulations, including the EU AI Act, and update our practices accordingly.
Regulatory Monitoring
A dedicated compliance team ensures our policies remain current with legal requirements.
Commitment to Improvement
We actively work to address identified risks, enhance transparency, and ensure proper contractual safeguards when sharing data with third parties.
We will notify you of material changes to this Privacy Policy through our Site or by email. Please review our policies periodically.
9. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us at:
Email: info@termsmonitor.com
Address: Leiden, Netherlands