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Privacy Policy

Last updated: 7 October 2026

1. Introduction

Vertisk™ ("we," "our," or "us") operates the Vertisk platform at vertisk.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, including our AI-powered parts search, tender analysis tools, CRM features, and related services.

By accessing or using Vertisk™, you agree to this Privacy Policy. If you do not agree, please discontinue use immediately.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, company name, phone number, and password when you create an account.
  • Profile Data: Job title, preferred language, avatar, and workspace configuration.
  • Business Data: Contacts, deals, quotes, orders, service contracts, equipment records, and documents you upload to your workspace.
  • Search Queries: Part numbers, descriptions, and photos/videos submitted to our AI search engine.
  • Tender Documents: BOQ files, blueprints, and compliance documents uploaded for AI analysis.
  • Communications: Messages sent through the CRM inbox, support tickets, and feedback.

2.2 Information Collected Automatically

  • Usage Data: Pages visited, features used, search frequency, click patterns, and session duration.
  • Device Information: Browser type and version, operating system, screen resolution, device type, and language settings.
  • Log Data: IP address (hashed for anonymization), access timestamps, referrer URLs, and error logs.
  • Cookies & Similar Technologies: Session cookies for authentication, preference cookies for language/theme, and analytics cookies (see Section 7).

2.3 Connected mailboxes: Gmail, Outlook and IMAP

Signing into Vertisk does not connect your mailbox. When you separately connect Gmail or Outlook, you authorize mailbox access through Google or Microsoft; Vertisk does not receive your provider password. For IMAP/SMTP, you supply server settings and a password or app password. Stored refresh tokens and IMAP credentials are encrypted on the server. We process your mailbox address, message headers, senders and recipients, subjects, dates and message identifiers. For imported messages, we also store message text, HTML and attachment metadata.

By default, Vertisk checks message headers and imports messages matching CRM contacts or existing conversations. The provider permission covers more than these CRM matches. You can instead choose all-mail syncing, which imports unrelated mail too, or turn syncing off. Initial syncing looks back up to 14 days. Imported messages become workspace CRM records and may be visible to other authorized workspace members; do not connect a private mailbox to a shared workspace unless you intend this.

We use mailbox data to display and organize CRM conversations, synchronize replies, and send messages you request. CRM assistant features may process relevant imported messages through configured AI service providers when answering your workspace requests. Mailbox data is not sold, used for advertising, added to public intelligence, or used to train general-purpose AI models. Service providers process it only to deliver these features and protect the service. Human access is limited to your consent for support, security investigations, legal obligations, or other purposes permitted by Google's Limited Use requirements.

You can disable sending or syncing, or disconnect under Your inbox in CRM settings. Disconnecting removes stored mailbox credentials and stops future access; previously imported CRM messages remain under the retention rules in Section 6. Request their deletion at privacy@vertisk.com. You can also revoke Vertisk's access in your Google or Microsoft account settings; IMAP users can revoke the app password with their provider. Deleting a CRM copy does not delete the original message in your provider mailbox.

Vertisk's handling of data obtained through Google Workspace APIs complies with the Google Workspace API User Data and Developer Policy, including its Limited Use requirements. These restrictions also apply to data derived from Google user data and take precedence over any broader uses described elsewhere in this policy.

3. How We Use Your Information

  • Provide, maintain, and improve the Vertisk™ platform and its features.
  • Process AI-powered search queries, tender analysis, and equipment identification.
  • Manage your account, workspace, and subscription.
  • Send transactional emails (account verification, password resets, compliance reports).
  • Detect and prevent fraud, abuse, and security threats.
  • Use aggregated operational measurements to improve reliability and search accuracy. This does not include training AI models on connected-mailbox data.
  • Comply with legal obligations and enforce our Terms of Use.

We do NOT: We do not sell your personal data, share it with advertisers, or use it to train third-party AI models.

4. Data Sharing & Disclosure

We may share information only in these circumstances:

  • Service Providers: Cloud infrastructure providers, email delivery services, and AI processing services that operate under strict data processing agreements.
  • Legal Requirements: When required by law, subpoena, court order, or to protect the rights, property, or safety of Vertisk™, our users, or the public.
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, with continued protection of your data.
  • With Your Consent: When you explicitly authorize sharing, such as sending compliance reports to external recipients.

5. Data Security

We implement industry-standard security measures including:

  • Encryption in transit using HTTPS/TLS and encryption at rest provided by our managed infrastructure providers.
  • Tenant isolation — each workspace's data is logically separated and inaccessible to other tenants.
  • Row-level security policies enforced at the database level.
  • Access controls and security practices are reviewed as part of operating the platform.
  • Secure authentication with email/password, passwordless sign-in, and supported OAuth providers. Enterprise SSO/SAML is available only where specifically enabled.

No method of transmission over the Internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Data Retention

We retain data for as long as needed to provide the platform, meet contractual commitments, and comply with applicable law. Retention and deletion may vary by data type and customer agreement:

  • Account and workspace deletion requests are reviewed and handled through our support process.
  • Workspace data is deleted or returned in accordance with the applicable customer agreement and any legal retention requirement.
  • De-identified or aggregated operational data may be retained where permitted by law.
  • We may retain limited information where necessary for security, fraud prevention, dispute resolution, or legal compliance.

7. Cookies

Vertisk™ currently uses essential and preference technologies needed to operate the platform:

  • Essential Cookies: Required for authentication, security, and core functionality. Cannot be disabled.
  • Preference Cookies: Store your language preference, theme, and workspace settings.
  • Optional Analytics Technologies: Help us understand how users interact with the platform (e.g., Google Analytics with IP anonymization enabled).

We do not rely on optional analytics cookies to operate the platform. If we introduce them, we will update this policy and provide any consent choices required by applicable law. Disabling essential cookies may prevent you from using the platform.

8. Your Rights (GDPR & International)

Depending on your jurisdiction, you may have the right to:

  • Access: Request a copy of your personal data.
  • Rectification: Correct inaccurate or incomplete data.
  • Erasure: Request deletion of your personal data ("right to be forgotten").
  • Portability: Receive your data in a structured, machine-readable format.
  • Restriction: Restrict processing of your data in certain circumstances.
  • Objection: Object to processing based on legitimate interests.
  • Withdraw Consent: Withdraw consent at any time where processing is based on consent.

To exercise these rights, contact us at privacy@vertisk.com. We will respond within the timeframe required by applicable law.

9. AI-Specific Disclosures

Vertisk™ uses artificial intelligence for parts search, tender analysis, equipment identification, and other features. Important disclosures:

  • AI results are generated automatically and may contain errors, inaccuracies, or hallucinated information.
  • AI-generated tender compliance scores, part identifications, and equipment recommendations are for informational purposes only and must be independently verified by qualified professionals.
  • Where you upload documents or media, they may be stored in your workspace to provide, secure, and let you revisit the service. Content submitted for AI processing may be sent to the AI providers configured for that feature under applicable contractual safeguards.
  • We do not use your proprietary business data to train general-purpose AI models.
  • All competitive intelligence is derived exclusively from publicly available sources: AI-generated intelligence is provided for research and decision support and may contain inaccuracies — always verify critical facts against primary sources.
  • Tenant data isolation: Your prompts and uploaded documents are processed to deliver results and are not used to train third-party foundation models.

10. Children's Privacy

Vertisk™ is a business-to-business platform not intended for use by individuals under 16 years of age. We do not knowingly collect personal data from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or a prominent notice on the platform. Continued use after changes constitutes acceptance.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your data: