Privacy Policy

Last updated: 14 June 2026

This policy explains how Ergonified LTD ("Ergonified", "we", "us") collects and handles personal data through our website and automation services. We are based in Cyprus. For any privacy question, contact contact@ergonified.com.

Ergonified is a consultancy, not a self-serve SaaS. This policy covers our marketing website and the contact form on it — as well as the automation software we build and deliver to clients. Each client's environment is isolated; your data does not mix with other clients' systems.

1. Who we are

Ergonified LTD is a business process automation consultancy registered in Cyprus. We find repetitive, error-prone processes in businesses and educational institutions and replace them with reliable, working automation. Our contact address is contact@ergonified.com.

2. Information we collect

Through the website contact form: your name, company or institution name, email address, phone number (optional), a description of the process you want to automate, and an indication of how many people currently handle it. This is the information you choose to submit.

Technical data: we may collect basic server logs (IP address, browser type, pages visited) for security and to understand how the site is used. We do not run advertising trackers.

Within automation projects: to build and deliver automation we may handle data from your systems (for example, sample documents, test records, or system credentials provided for integration). This is handled under a separate service agreement and handled with strict confidentiality. Each client's deployed automation runs in a dedicated isolated environment — your data never touches another client's system.

3. How we use your information

To respond to your enquiry and assess whether we can help.
To scope, build, test, and deliver automation projects you engage us for.
To communicate with you about the project, invoicing, and support.
To operate and secure our website and infrastructure.
To meet our legal and regulatory obligations.

We do not sell your personal data. We do not use client data to train AI models. We do not send marketing emails unless you specifically ask to hear from us.

4. Legal bases (GDPR)

We process personal data on the following bases: your consent (submitting the contact form), performance of a contract (delivering automation projects), our legitimate interests (running and securing our business), and legal obligation where applicable. You may withdraw consent at any time by contacting us.

5. Sub-processors

To operate the website and deliver services we use a limited set of third-party providers:

JotForm — our contact form. Form submissions are processed by JotForm and delivered to us. See JotForm's privacy policy.
Infrastructure providers — hosting and email delivery.
AI services — where AI is used within an automation we build for you, this will be specified in your service agreement, along with the relevant data processing terms.

A full list of sub-processors is available on request.

6. Data retention

Contact form submissions are kept for as long as needed to follow up and conduct the potential engagement, or as required by law — typically no longer than 3 years. Project data is handled per the terms of your service agreement. When a project or engagement ends, we will delete or return your data on request.

7. Security

We apply reasonable technical and organisational security measures: access controls, encryption in transit, and isolated per-client environments for deployed automation. No system is perfectly secure, but protecting your information is central to how we work.

8. Your rights

Under the GDPR you have the right to: access the personal data we hold about you; have it corrected or deleted; restrict or object to how we process it; and receive it in a portable format. To exercise any of these rights, email contact@ergonified.com.

You also have the right to lodge a complaint with the Cyprus Office of the Commissioner for Personal Data Protection or the supervisory authority in your country of residence.

9. International transfers

Where personal data is processed outside the EEA (for example by a third-party sub-processor), we rely on appropriate safeguards — including Standard Contractual Clauses — to ensure your data is protected to the same standard.

10. Cookies

This website uses only essential cookies required for the site to function. We do not use advertising cookies, tracking pixels, or third-party analytics that build cross-site profiles.

11. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top will reflect any changes. For material changes, we will notify active clients directly.

12. Contact

Ergonified LTD, Cyprus
Email: contact@ergonified.com