Privacy Policy

1. Who we are

EleWave is operated by elewave work B.V., registered in the Netherlands with the Dutch Chamber of Commerce under KvK: 99680521.

For privacy questions or requests, contact us at hello@elewave.work.

2. What this policy covers

This Privacy Policy applies to the EleWave website, support channels, product workspaces, scheduled activities, and related communications.

When a customer uses EleWave to assign activities to their own members, employees, learners, or participants, that customer is usually the controller for the personal data they put into the workspace. EleWave acts as a processor for that workspace data unless a separate agreement says otherwise.

3. Personal data we may process

We may process the following categories of personal data:

• Account and workspace data, such as name, email address, role, workspace membership, authentication details, and workspace settings.
• Activity and completion data, such as assigned activities, due dates, completion status, responses, proof submissions, approvals, timestamps, and audit events.
• Communications, such as support messages, demo requests, onboarding emails, and product feedback.
• Billing and company data, such as company name, billing contact, plan details, invoices, and payment status.
• Technical and usage data, such as IP address, device information, browser information, log events, security events, and product interaction metadata.
• Integration data, such as channel identifiers and message metadata from connected services like Slack, Microsoft Teams, WhatsApp, email, or other customer-enabled tools.

4. Why we process personal data

We process personal data to:

• provide, operate, and secure EleWave;
• create and manage accounts, workspaces, assignments, activities, approvals, and completion records;
• deliver scheduled activities at the right time and to the right people;
• provide support, respond to messages, and improve onboarding;
• send operational service messages;
• measure product usage and improve reliability;
• prevent misuse, investigate incidents, and protect our systems;
• manage billing, contracts, and legal obligations.

5. Legal bases

Depending on the context, we process personal data because it is necessary to perform a contract, because we have a legitimate interest in operating and securing EleWave, because we must comply with legal obligations, or because a person has given consent where consent is required.

Customers are responsible for choosing the appropriate legal basis for personal data they upload or route through their own workspaces.

6. Sharing personal data

We do not sell personal data.

We may share personal data with trusted service providers that help us operate EleWave, such as hosting, analytics, authentication, email, billing, customer support, security, and communication infrastructure providers. These providers may only process personal data for the services they provide to us.

We may also share personal data if required by law, to protect rights and safety, to enforce agreements, or as part of a business transaction such as a merger, acquisition, or restructuring.

7. International transfers

EleWave is based in the Netherlands. Some service providers may process personal data outside the European Economic Area. Where this happens, we use appropriate safeguards where required, such as contractual protections and transfer mechanisms recognized under applicable data protection law.

8. Retention

We keep personal data only as long as needed for the purposes described in this policy, unless a longer retention period is required by law or needed for legitimate business, security, audit, or dispute-resolution purposes.

Workspace owners can request deletion of workspace data, subject to contractual, operational, and legal retention requirements.

9. Security

We use technical and organizational measures designed to protect personal data, including access controls, logging, operational monitoring, and secure infrastructure practices. No system is perfectly secure, so we continuously improve our controls as the product and threat landscape evolve.

10. Your privacy rights

Depending on where you live and how your data is processed, you may have rights to request access, correction, deletion, restriction, portability, objection, or withdrawal of consent.

To exercise a right, contact hello@elewave.work. If your request relates to data controlled by one of our customers, we may direct the request to that customer or assist them in responding.

You may also have the right to lodge a complaint with your local data protection authority.

11. Cookies and similar technologies

We use essential cookies and similar storage to operate the website, remember privacy preferences, keep sessions secure, and provide requested product functionality.

With your consent, the public website may use PostHog analytics to understand which pages, calls to action, and pricing configurator choices are useful. We do not load PostHog before analytics consent is accepted. If you reject analytics or close the cookie notice, we remember that preference and do not send a PostHog analytics event for that choice.

Advertising cookies are separate from analytics cookies. We do not load advertising partner technologies unless the Advertising category is accepted and a partner integration is configured.

Pricing configurator analytics uses a temporary pricing session id, selected option ids, locale, route, recommendation id, and whether optional contact fields were filled. It does not send your email address, phone number, name, company name, or free-form notes to PostHog.

The authenticated product may use separate essential session storage and may present its own analytics preference if product analytics is enabled. Product analytics is described in this same policy so that EleWave has one canonical privacy notice.

12. Changes to this policy

We may update this Privacy Policy as EleWave changes. If we make material changes, we will update the date on this page and provide additional notice where appropriate.