Privacy Policy – Gaiasuite
- Last Updated: 10 July 2026
At Gaiasuite, we are committed to protecting your personal data with the transparency and compliance standards expected from a global SaaS platform.
This Privacy Policy is designed to be clear, transparent, and aligned with best‑practice standards for modern SaaS platforms, while being fully tailored to Gaiasuite. It explains how we collect, use, share, and safeguard personal information, and outlines your rights under the main international privacy regulations.
Gaiasuite is fully GDPR compliant and follows all GDPR principles across our data processing activities.
1. Who We Are
The data controller responsible for processing your personal data is: Gaiasuite. Depending on your location, Gaiasuite may appoint local representatives or subprocessors to support compliance obligations.
2. Personal Data We Collect
We collect personal data in the following categories:
2.1 Data You Provide
- Name and contact details
- Company information and role
- Account registration information
- Communication preferences
- Information sent via forms (support, demos, integrations)
2.2 Data Collected Automatically
- IP address and approximate location
- Device and browser information
- Usage logs and interaction data
- Cookies and similar tracking technologies
2.3 Third‑Party Integration Data
When you connect Gaiasuite to a third‑party platform (marketplaces, APIs, ERPs, etc.), we process the data required to operate that integration on your behalf. For order fulfilment across your connected sales channels, this includes end‑customer personal data — such as the buyer's name, shipping address, and contact details — retrieved from the connected sales channel so that you can prepare, ship, and track the corresponding orders.
For this data, the connected seller is the data controller and Gaiasuite acts solely as a data processor under a data processing agreement.
We process it only to enable the seller's operations — never for advertising, resale, or any unrelated purpose. End customers wishing to exercise their privacy rights over this data should contact the seller (the controller) through whom the order was placed.
3. How We Use Your Data
- We process personal data to:
- Provide, maintain, and improve the Gaiasuite SaaS platform
- Authenticate accounts and manage user access rights
- Deliver technical and customer support
- Ensure platform reliability, monitoring, and security
- Provide analytics and performance insights
- Fulfill legal, regulatory, and contractual obligations
We do not sell your personal data. We do not use your data for automated decision‑making without human involvement.
4. Legal Bases for Processing
We rely on the following legal grounds, depending on jurisdiction:
- Contractual necessity (to provide access to Gaiasuite)
- Legitimate interest (platform security, service improvement)
- Consent (e.g., newsletters)
- Legal obligation (compliance, audits)
5. Sharing and Disclosure - We only share your data with:
- Trusted subprocessors providing hosting, analytics, security, or infrastructure services
- Third‑party platforms - you choose to integrate with
- Regulatory or governmental authorities, only when required by lawAll partners are bound by strict contractual data protection obligations. Personal data obtained through a connected sales channel is used exclusively to provide the seller's requested services, is never shared or sold beyond the parties listed above, and is protected and deleted in accordance with that channel's data‑protection requirements.
6. International Data Transfers
Because Gaiasuite operates globally, your data may be processed outside your region.We ensure that transfers comply with international standards using:
- Standard Contractual Clauses (SCCs)
- Adequacy decisions
- Additional technical and organizational safeguards
- Data Transfer Impact Assessments when required
7. Data Retention and Deletion
We retain personal data only for as long as necessary for the purpose it was collected, then delete it or irreversibly anonymize it:
- Account and user data — retained for the duration of the customer relationship and deleted after account closure, except where a longer period is legally required.
- End‑customer order data (buyer name, shipping address, contact details)
- Anonymized or deleted within 30 days of order shipment, except the minimum required to meet legal, tax, or accounting obligations, which is limited to that minimum and held in a restricted, encrypted form for the legally mandated period before being permanently deleted. Deletion is carried out by permanent removal or by irreversible anonymization of the personal fields, so the data can no longer be attributed to an individual.
8. Security
We implement strong security measures, including:
- Encrypted storage and secure transmission
- Multi-factor authentication and access controls
- Continuous infrastructure monitoring
- Regular audits and vulnerability assessments
9. Your Rights
Depending on your jurisdiction, you may have the right to:
- Access your data
- Correct inaccurate information
- Delete your data
- Restrict or object to processing
- Request data portability
- Withdraw consent
- Opt out of marketing
- File a complaint with a supervisory authorityTo exercise your rights: dpo@gaiasuite.com
10. Cookies
Gaiasuite uses cookies to:
- Enable essential platform functions
- Improve performance and user experience
- Perform analyticsA full Cookie Policy can be provided separately.
11. Changes to This Policy
We may update this Privacy Policy when needed. Any change will be published here, and the "Last Updated" date will be modified accordingly.
12. Contact
If you have questions about this Privacy Policy or data processing: dpo@gaiasuite.com
---Copyright © 2026 All Rights Reserved by GaiaSuite
