Privacy Policy

Software-Escrow.com's privacy policy explains how we collect, use, and protect your personal information when you use our services, effective May 23, 2025.

Your privacy matters to us. This policy explains how Codekeeper, doing business as Software-Escrow.com, collects, uses, and protects your personal information when you use our website or sign up for our services. We’re committed to being transparent and safeguarding your information at every step.

Last updated on 23 May 2025.

Introduction

Codekeeper B.V., doing business as Software-Escrow.com (software-escrow.com), is a technology-driven company headquartered at the World Trade Centre - The Hague, Margrietplantsoen 33, 2595 AM Den Haag, Netherlands. For more information about our services, please visit our website: software-esrow.com.

This Privacy Policy governs personal data collected through Software-Escrow.com and other Codekeeper services (collectively, “we,” “our,” or “us”), which share the same application and infrastructure, in connection with the following services and interactions:

  • use of software-escrow.com (“website”);
  • use of Codekeeper’s web application app.codekeeper.co (“application”);
  • apply for a job at Codekeeper or Software-Escrow.com; 
  • social media messages and marketing campaigns; and
  • use of our products and services.

Where this policy mentions “personal information”, we’re referring to any information that identifies, relates to, or can reasonably identify you, such as name, email address, phone number, IP address, or other information linked to an identifiable person.

We provide details on how your personal information is collected, used, and protected when you engage with Software-Escrow.com as a:

  • website visitor;
  • user of Codekeeper’s application (“end user”);
  • prospective customer;
  • job applicant; and
  • partner.

Invitations by another user

Customers who subscribe to our services (“customer account owners”) can also grant their employees and business associates access to our application by creating user accounts for these individuals. End users can also invite third parties in a similar fashion. These invited individuals are able to access the application using their unique email addresses and credentials. 

Customer account owners and administrators assign roles to end users, at their own discretion, determining the permissions and access rights to information within their accounts.

Personal information we collect

Information you choose to provide to us

When we collect personal information

We may ask you to provide personal information when you:

  • use the website to download articles, data sheets, or eBooks;
  • request a free trial or demo of our services;
  • refer a friend to us;
  • connect with us directly via phone calls or video conferencing platforms;
  • accept our invitation and gain access to the application as an end user;
  • (or customer account owners) upload or enter personal information into the application;
  • participate in marketing or sales promotions;
  • attend trade events or other industry networking opportunities;
  • register or attend webinars or other events hosted by us;
  • participate in programs we may offer from time to time;
  • participate in chats;
  • apply for a job listing; and
  • pay for our services.

If you choose to provide us with a third-party’s personal information—such as their name, email address, or company details—while participating in a referral program or inviting them to Codekeeper’s application, you confirm that you have obtained their permission to do so. 

The types of personal information we collect

The personal information we collect may include:

  • first and last names
  • business email addresses
  • company names
  • phone numbers

As an end user of the application, we may collect the following from you:

  • your first and last names
  • your business email address
  • company names
  • your phone number
  • any comments or feedback you submit within the application

Additionally, we may collect information uploaded by you, your employer, or other end users of the application that is necessary for the provision of our services. We expect all end users to comply with their organization’s privacy policy and any applicable regulatory requirements when uploading, accessing, or using personal information in our application. This information may include: 

  • employee names, email addresses, and contractual agreements;
  • vendor names, email addresses, contractual agreements, or other personal information necessary for our services; and
  • customer names and email addresses used to provide services through Codekeeper’s platform.

As a job applicant, we may also collect your resume, cover letter, and other details provided during the application process.

For further details, including Software-Escrow.com’s obligations and your rights, please refer to our Terms and Conditions.

Information we collect automatically

When we collect information

We automatically collect information about your interactions with our website and application whenever you visit any of our web pages. This may be done using cookies and similar tracking technologies where applicable (as outlined under the Cookies and user consent section). 

The types of information we collect

The information collected automatically may include:

  • access times and dates of your visits;
  • pages you view on our website;
  • links you click on during your visit;
  • search terms you enter on our website or application;
  • actions you take in connection with the pages you visit;
  • device information such as:
    • IP address
    • general location
    • browser type and language settings
  • the Uniform Resource Locator (URL) of the website that referred you to our pages; and
  • the URL you navigate to when you leave our website or application by clicking on an external link.

Additionally, we may collect information when you interact with our email communications, such as opening an email message from us and clicking on links within our email messages.

Information we may collect from third parties

When we collect information

We may supplement the information we collect directly from you with additional information obtained from third-party sources. This includes:

  • information gathered from publicly available sources or third-party services relevant to our operations, like https://legalsite.co; and
  • lists obtained or purchased from third parties containing details about individuals and companies who have expressed interest in our products or services.

The types of personal information we collect

The types of personal information collected from third-party sources may include:

  • your name
  • email address
  • business address
  • job title
  • company name
  • telephone number

Why we collect this information

We collect this information to:

  • provide personalized services and offers;
  • understand potential customer needs and interests;
  • conduct targeted marketing campaigns; and
  • enhance our sales and business operations.

How we use personal information

We use your personal information for the following purposes: 

Service delivery

  • To provide the contracted services and ensure full access to the application functionality, as purchased by our customers.
  • To deliver training and support to application end users, and to carry out the transactions you request.

Communication

  • To communicate with you directly via email, phone calls, chats, and video conferencing.
  • To process payments for application subscriptions.
  • To send you updates about:
    • new application features and upgrades
    • our services and offerings
    • event announcements
    • product notices and changes to terms and policies
    • programs you have chosen to participate in
    • promotional offers and surveys
  • To schedule demos and manage free trials.

Advertising and marketing

  • To promote our products and services, including delivering interest-based advertisements on our website, content syndication platforms, and other websites.
  • To create and manage marketing campaigns and generate sales leads to expand our market share.
  • To carry out market research and improve our services and their delivery.

Usage analysis and improvements

  • To analyze user interactions with the application and website, such as clicks and usage patterns, to improve the user experience and maximize service utility.
  • To manage our website and application, ensuring functionality and delivering contracted services.

Compliance and security

  • To enforce our website and application terms or other agreements we may have with you.
  • To prevent fraud and other prohibited or illegal activities.
  • To protect the security and integrity of our website, application, business, and services.

Other uses

  • As disclosed to you at the time of the information being collected.
  • As required or permitted by law.

We do not process personal information through the use of automated means.

Video conferencing notice

Occasionally, we may record video conferencing calls to analyze and improve our team’s communication skills. If a call is recorded, we will notify participants at the beginning of the meeting. 

How we share personal information

No sale of personal information

We do not sell your personal information to any third party.

Other application end users

If you are an end user of our application, your personal information may be visible to other end users within the application who have the necessary access rights as assigned by a member of your organization.

 

Service providers

We use third-party service providers to assist in delivering our services. These providers may access your personal information collected through the website or application, as reasonably necessary to perform their contracted tasks on our behalf.

To protect your personal information, we:

  • enter into contractual agreements with these providers to ensure they safeguard the information;
  • restrict their use of your information solely to deliver the contracted services; and
  • prohibit them from selling or disclosing your personal information without our knowledge and permission.
Service Provider Business Purpose Information Collected
Close Customer Relationship Management software Customer contact information
Chargebee Billing system Customer invoicing information
Codekeeper Datacenters Cloud data storage provider Customer Deposited Material
Dropbox Sign E-signature platform Signatory Information
Google Ads Web ads service Website information and searches
Google Analytics Web analytics service Website information and performance
Google Drive Central database Various forms of documented information
HubSpot Customer Relationship Management software Emails, leads, website visitor information, marketing information
JazzHR Applicant tracking system Information provided by job applicants including cvs, employment history, and contact information
Microsoft Ads Web ads service Website information and searches
Stripe Payment processing service Subscriptions and invoicing information, cardholder data
Twinfield Accounting software Invoicing information

Legal disclosures

We may disclose personal information when required by law, subpoena, or other legal processes, as specified in applicable legislation.

Whenever appropriate and permitted, we attempt to notify our customers of any legal demands for their personal information. However, notification may not be possible if prohibited by law, court order, or when the request is urgent or an emergency.

Change of ownership

Your personal information may be shared as part of a business transaction, such as a sale, merger, acquisition, or change in control, or during the preparation for any of these events.

Any entity that acquires us or a part of our business will have the right to continue using your personal information as described in this Privacy Policy, unless you provide explicit consent for an alternative use.

How we secure personal information

We are dedicated to safeguarding the personal information we collect and use. To achieve this, we employ a range of physical, administrative, and technical measures designed to prevent unauthorized access, use, or disclosure of your information.

Our security practices include:

  • implementing industry best-practice standards and controls that align with internationally recognized security frameworks;
  • using encryption technologies to secure information both at rest and in transit; and
  • continuously monitoring and updating our security practices to address evolving threats.

These measures are designed to ensure the confidentiality, integrity, and availability of personal information throughout its lifecycle.

Your rights

We are committed to respecting and protecting your privacy. Regardless of your location or applicable privacy regulations, we offer the following rights to all individuals whose personal information we process.

Access, information, and transparency

You have the right to:

  • access the personal information we hold about you, or request a copy; and
  • be informed about what personal information we collect, how we use it, disclose it, and protect it.

This Privacy Policy provides an overview of these practices. Additional privacy notices or statements may also be available to you at the time of providing information directly to us.

If you are an end user of the application, you can log in to your account to view your personal information or contact your employer for further details. You may also contact us at privacy@software-escrow.com to request a copy of your personal information.

Update, correction, and deletion

You have the right to:

  • update or correct your personal information if it is inaccurate or incomplete;
  • delete or erase your personal information; and
  • request the deletion of your personal information.

You can edit your information directly through your user account in the application, or ask us to do it on your behalf. Alternatively, you can contact us at privacy@software-escrow.com to request updates or deletion.

If we cannot delete your personal information, we will explain the reasons and inform you about any further actions available to you.

Restriction and objection to processing

You have the right to:

  • object to the processing of your personal information;
  • restrict the processing of your personal information under certain circumstances;
  • limit the way that we use your personal information; and
  • object to the processing of your personal information for direct marketing purposes.

If you object to direct marketing, we will stop using your personal information for these purposes.

We do not process personal information through the use of automated means.

Information portability

You have the right to:

  • export your personal information; and
  • request that we export your personal information to you in a machine-readable format.

Timelines for response

For general data subject requests (not specified under GDPR), we aim to respond within 30 days. In some cases, depending on the complexity of the request, this may extend to 60 days, with notice provided.

Exercising your rights and lodging complaints

To exercise any of the rights described above, please contact us at privacy@software-escrow.com.

How long we keep your personal information

We retain personal information for as long as it is necessary to provide our services to our customers, while complying with any applicable legal obligations to retain such information.

Additionally, we may retain information to:

  • comply with legal requirements;
  • prevent fraud and abuse;
  • collect fees owed to us;
  • resolve disputes; 
  • troubleshoot problems;
  • assist with investigations;
  • enforce our Terms and Conditions; and
  • take other actions as permitted by law.

All retained information will be handled in accordance with this Privacy Policy.

When information associated with you is no longer necessary or relevant to provide our services, we may de-identify or aggregate it with other non-personal information. This aggregated information may be used to generate insights that are commercially valuable to Software-Escrow.com, such as usage statistics for our services.

Other important information

Global information processing and transfers

We process personal information globally and use legally recognized mechanisms to transfer information across borders, including contractual agreements that incorporate information protection and sharing obligations. We ensure the secure return, transfer, and/or disposal of personal information as required.

Lawful information collection and processing

We collect and process your personal information only where we have a lawful basis to do so.

  • Website Visitors: When you visit our website and provide your personal information, we process it with your consent.
  • Application End Users: When you log in to our application for the first time, you consent to our collection of your personal information. The account "owner" designated by your organization has control over the account, and may upload and share additional personal information. It is the responsibility of the account owner to ensure compliance with all applicable laws regarding the collection, use, and sharing of such personal information.

You can review the applicable terms and conditions here: Terms and Conditions.

Withdrawing or declining consent

Where we rely on your consent to process your personal information, you have the right to withdraw or decline consent at any time. 

How to withdraw consent

For marketing communications, you can:

  • click the "Unsubscribe" link included in any marketing email we send; and
  • contact us directly at privacy@software-escrow.com to request removal from our marketing lists.

For other types of information processing that rely on consent, you may contact us at privacy@software-escrow.com to submit your request.

Impact of withdrawing consent

Withdrawing your consent will not affect the lawfulness of any processing we carried out before your withdrawal. However, depending on the type of information, withdrawing consent may limit our ability to provide certain services or fulfill requests.

Selecting your communication preferences

You have the ability to choose your preferences regarding communications and information collection. You may opt out of receiving marketing emails by clicking the "Unsubscribe" link included in any marketing communication.

Even if you opt out of marketing communications, we may still contact you regarding:

  • security or privacy issues
  • servicing your account
  • fulfilling your requests
  • administering promotions or programs in which you have chosen to participate

Data breach notification

In the event of a data breach that affects your personal information, we are committed to notifying you promptly:

  • We will notify you as soon as reasonably possible, considering the nature and scope of the breach and our obligation to secure our systems and investigate the incident.
  • Notification shall be sent via email.
  • Where required, we shall also notify relevant supervisory authorities, such as data protection regulators.

Your rights in the event of a data breach

If you believe your rights have been violated / that your personal information has been compromised, you have the right to lodge a complaint with the appropriate authority responsible for enforcing privacy legislation in your jurisdiction.

Contact information

You may contact us to exercise any of your rights or request more information about your personal information and our privacy practices by reaching out to us at privacy@software-escrow.com.

Changes to the Privacy Policy

We are committed to keeping this Privacy Policy accurate and up to date. As our practices, services, or applicable laws evolve, we may make changes to this Privacy Policy from time to time.

When updates are made, a new Effective Date will be displayed at the top of this Privacy Policy. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal information.

Where required or appropriate, we may also provide additional notice of significant changes to this Privacy Policy.

Appendix A. For individuals based in the  European Economic Area (EEA), United Kingdom (UK), and Switzerland

Definitions 

If you are located in one of these jurisdictions or wish to exercise your rights under the General Data Protection Regulation (“GDPR”), Codekeeper, doing business as Software-Escrow.com, acts as:

  • Data Controller: The entity that determines the purposes and means of processing personal information when you visit our website, and when we process your personal information for sales and marketing purposes.
  • Data Processor: The entity that processes personal information on behalf of our customers. In these cases, we process personal information only under the direction of that customer. 

Please contact your employer or the organization that granted you access to the application for details about their privacy practices.

Lawful bases for processing

We process personal information only when there is a lawful basis for doing so. The applicable lawful bases include:

  • Consent: We will seek your explicit and informed consent whenever we collect your personal information based on this legal basis.
  • Contractual Basis: Personal information is processed as necessary to fulfill our contractual obligations to our customers.
  • Legitimate Interest: We process names, contact details, job titles, and company information of our existing and prospective customers for purposes such as customer communication (e.g., service updates or issue resolution), collecting feedback to improve our services, and conducting market research to better understand our customers' needs.
 

Cookies and user consent

We use cookies to enhance your experience on our website, analyze traffic, and support marketing efforts. In line with the General Data Protection Regulation (GDPR), we use a clickwrap method to obtain your consent. This means you can actively select your cookie preferences.

Types of Cookies We Use

  • Analytics Cookies: Help us understand how visitors use the site and improve performance. These may also support personalized ads and measure interactions with marketing content.
  • Advertisement Cookies: Used to display relevant ads, track ad performance, and prevent repetitive or irrelevant advertising.
  • Functionality Cookies: Customize and optimize your experience, such as remembering your preferences and chat history.
  • Necessary Cookies: Essential for the website to function. These cannot be disabled and support key features like privacy settings, logins, and form submissions.

How Cookies Are Used

Cookies are used to provide a smooth and personalized user experience, ensure website functionality, and gather insights that help us improve our services and marketing efforts.

Managing Your Cookie Preferences

When visiting our site, users are presented with a cookie consent popup where they can manage cookies by category. Users can choose to allow or block specific types of cookies. 

Note: Disabling certain cookies may impact user experience and limit the functionality of the website.

Your GDPR rights

You are granted rights regarding your personal information (under the GDPR). These rights are subject to certain legal limitations.

You have the right to:

  • Be Informed about the collection and use of your personal information.
  • Access your personal information.
  • Request corrections to any inaccuracies in your personal information.
  • Request the deletion of your personal information.
  • Object to the Processing of your personal information:
    • for legitimate interest purposes; and
    • for direct marketing purposes. If you object to direct marketing, we will cease processing your information within 30 days of receiving your request.
  • Request your personal information in a machine-readable format for portability.
  • Request limitations on the processing of your personal information under certain conditions, such as processing based on legitimate interests.
  • Not to be subject to decisions based solely on automated processing that significantly affect you.

Cross-border information transfers

We process and share personal information globally, which may involve transferring information to jurisdictions outside the EEA, UK, and Switzerland. To ensure these transfers comply with applicable data protection laws, we implement safeguards designed to protect your information.

For information transfers to countries that do not have an adequacy decision from the European Commission (for EEA-based transfers) or the UK’s Information Commissioner’s Office (for UK-based transfers), we rely on Standard Contractual Clauses or other approved mechanisms to ensure an equivalent level of data protection.

These safeguards require our service providers and partners to process your personal information in compliance with GDPR and other relevant laws. For more information about the service providers we work with, including their roles in processing your information, please refer to the Service Providers section of this Privacy Policy.

Lodging a compliant

If you believe your rights have been violated / that your personal information has been compromised, you may lodge a complaint with your local supervisory authority.

You may also contact us directly at privacy@software-escrow.com for assistance.

History of policy changes

Date Summary of Changes
23 May 2025 Initial release of the policy.