Introduction

Welcome to the Privacy Policy for Pick Your Auditor (PYA), the platform that simplifies obtaining certification audits by connecting you with qualified certification bodies. This policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

We are committed to protecting your privacy and handling your data with transparency and integrity. By accessing or using our service, you agree to the terms outlined in this privacy policy.

Information We Collect

Personal Information

• Contact details: Name, email address, phone number, job title, and company information
• Account information: Username, password, and account preferences

Business and Site Information

• Business details: Company size, industry, location, and certification needs
• Factory/site information: Physical addresses, facility details, operational information, and other site-specific data required for audit preparation
• Business processes: Information about your company's processes, systems, and procedures relevant to the certification
• Organizational structure: Details about departments, responsibilities, and key personnel involved in the certification process

Certification and Audit Information

• Information about your certification requirements and audit needs
• Documents uploaded for certification purposes
• History of previous certifications and audits
• Audit scope and parameters
• Communication with certification bodies through our platform

Technical Information

• IP address and device information
• Browser type and version
• Operating system
• Date and time of visits
• Pages viewed and features used
• Referral sources

How We Use Your Information

Core Service Functions

• Match you with appropriate certification bodies
• Facilitate communication between you and certification bodies
• Process and manage your audit requests
• Maintain your account and provide technical support

Service Improvement

• Analyze user behavior to enhance platform functionality
• Identify trends to improve our service offerings
• Develop new features based on user needs and feedback

Communication

• Send service notifications and updates
• Provide information about your audit process
• Share relevant resources and educational content
• Send marketing communications (which you can opt out of at any time)

Legal and Regulatory Compliance

• Comply with applicable laws and regulations
• Respond to legal requests and prevent fraud
• Enforce our terms of service

Information Sharing and Disclosure

Certification Bodies

We share necessary information with certification bodies to facilitate your audit process and allow them to provide quotes and process your audit requests. This data sharing is essential to our core service, as certification bodies require this information to accurately assess your needs and provide appropriate services. Information shared includes:

• Company details and contact information
• Business and factory/site information
• Specific certification requirements
• Documents relevant to your certification needs
• Other information required for the certification body to prepare accurate quotes

Service Providers

We engage trusted third parties to perform functions on our behalf:

• Payment processors
• Cloud hosting providers
• Customer support services
• Analytics providers

Legal Requirements

We may disclose your information if required by law:

• In response to a court order or legal process
• To protect our rights, privacy, safety, or property
• To investigate fraud or respond to a government request

Business Transfers

If PYA is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of sensitive data
• Regular security assessments
• Access controls and authentication procedures
• Secure data storage practices
• Staff training on data protection

While we strive to use commercially acceptable means to protect your information, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

Access and Control

• Access, correct, or delete your personal information
• Object to or restrict certain processing activities
• Download a copy of your personal data
• Withdraw consent for optional processing

Account Management

• Update your account information through your profile settings
• Manage communication preferences
• Delete your account (subject to any legal obligations to retain certain information)

Marketing Communications

You can opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in our emails
• Adjusting your communication preferences in your account settings
• Contacting our support team

Cookie Policy

We use cookies and similar technologies to enhance your experience on our platform:

Types of Cookies

• Essential cookies: Required for basic platform functionality
• Functional cookies: Remember your preferences and settings
• Analytical cookies: Help us understand how you use our platform
• Marketing cookies: Track your activity across websites to deliver personalized advertisements

Cookie Management

You can manage cookie preferences through:

• Your browser settings
• Our cookie consent tool
• Third-party opt-out mechanisms

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. When we transfer your information internationally, we implement appropriate safeguards in accordance with applicable law, including:

• Standard contractual clauses
• Data protection agreements
• Compliance with international frameworks

Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us, and we will take steps to delete such information.

Changes to This Privacy Policy

We may update this privacy policy periodically to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on our platform
• Sending an email notification to registered users
• Displaying a notice on our website

The date of the latest revision will be indicated at the top of the policy.

Contact Us

If you have questions, concerns, or requests regarding this privacy policy or our data practices, please contact us at email: support@pickyourauditor.com

Legal Basis for Processing (for EEA Users)

If you are located in the European Economic Area (EEA), we process your personal information based on the following legal grounds:

• Contract: Processing necessary for the performance of our contract with you
• Legitimate Interests: Processing necessary for our legitimate interests, provided they are not overridden by your rights
• Consent: Processing based on your consent, which you can withdraw at any time
• Legal Obligation: Processing necessary to comply with our legal obligations

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required or permitted by law. The criteria used to determine our retention periods include:

• The duration of our ongoing relationship with you
• Our legal obligations
• Applicable statutes of limitations
• Resolution of disputes
• Enforcement of our agreements

Last Updated: April 23, 2025

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