Privacy Policy

This notice covers the website of Virtus QMS, the quality management software developed by INPROOV S.r.l. It explains which personal data we collect, why, for how long and what rights you have.

Last updated: 31 October 2026.

1. Data controller

The data controller is INPROOV S.r.l., VAT No. 05369890289, with registered office at Via della Croce Rossa 8, 35129 Padua (PD), Italy.

For any question about your data you can write to info.virtus@inproov.net.

2. What data we collect

1. Data from the «Request a demo» form: first name and surname, email, phone number and, if you write one, the message. We also record your confirmation that you have read this notice and the language of the site.
2. Data you send us by writing directly to our email address: what the message contains.
3. Browsing data: the IP address, the date and time of the request, the page visited and the browser type, which the server records in its technical logs. The IP address is also used to limit how many times the form can be sent: this count stays in the server’s memory and is not stored.
4. Statistical data, only if you accept statistics cookies: as described in the Cookies Policy.

We do not ask for special categories of data, such as health data, and we ask you not to include them in your message.

3. Why we process them and on what basis

1. To answer your request, get back to you and arrange the Virtus demo. Legal basis: pre-contractual measures taken at your request (Art. 6(1)(b) GDPR).
2. To protect the site and the form from abuse and automated submissions. Legal basis: our legitimate interest in the security of the service (Art. 6(1)(f) GDPR).
3. To comply with legal obligations and, if needed, defend our rights. Legal basis: legal obligation and legitimate interest (Art. 6(1)(c) and (f) GDPR).
4. To measure use of the site in aggregate form in order to improve it. Legal basis: your consent, which you can refuse or withdraw at any time (Art. 6(1)(a) GDPR and Art. 122 of the Italian Privacy Code).

We do not use form data for newsletters or promotional communications and we do not sell it to anyone.

4. If you do not give us the data

First name and surname, email and phone number are needed to get back to you: without them we cannot arrange the demo. The message is optional. Consent to statistics cookies is optional and refusing it does not limit your use of the site.

5. How we protect them

Data travels encrypted (HTTPS) and the site runs on a server located in Frankfurt, Germany. The form is protected by checks against automated submissions. Only the Inproov staff handling your request and those who run the site technically have access to the data.

6. Who we share them with

Data is not made public. To run the site we use providers who process it on our behalf, as processors (Art. 28 GDPR):

1. Hostinger International Ltd, which provides the server the site runs on, located in the European Union (Frankfurt, Germany).
2. Resend, Inc. (United States), which delivers the request sent with the form to our mailbox, from servers in the European Union.
3. The provider of our business email, where requests arrive and are kept.
4. Only if you accept statistics cookies: Google (Google Analytics) and Microsoft (Clarity), as explained in the Cookies Policy.

Data may also be disclosed to advisers and authorities when the law requires it. The up-to-date list of processors is available on request.

7. Transfers outside the European Union

Some providers (Resend and, if you consent to statistics, Google and Microsoft) are companies based in the United States or that may access data from there. In these cases the transfer takes place with the safeguards set out in Articles 45 and 46 GDPR: the European Commission’s adequacy decision on the EU-U.S. Data Privacy Framework for participating companies, or the standard contractual clauses approved by the Commission.

8. How long we keep them

1. Demo requests and messages: up to 24 months from the last contact, then we delete them. If you become a customer, the data moves to the contractual relationship and follows the periods required by law for accounting and tax records (10 years).
2. Server technical logs: for the time strictly needed for the security of the site, unless they are needed to establish abuse.
3. Statistical data: according to the cookie durations stated in the Cookies Policy.

9. Your rights

At any time you can ask to:

1. access your data and receive a copy (Art. 15);
2. have it corrected or completed (Art. 16);
3. have it erased (Art. 17) or its processing restricted (Art. 18);
4. receive it in a structured format or have it transmitted to another controller (Art. 20);
5. object to processing based on our legitimate interest (Art. 21);
6. withdraw the consent you have given, without affecting processing already carried out (Art. 7).

To exercise them write to info.virtus@inproov.net: we reply within one month. If you believe the processing breaches the GDPR, you can lodge a complaint with the Italian Data Protection Authority (www.garanteprivacy.it).

10. Automated decisions

We do not take decisions based solely on automated processing and we do not profile anyone with the data collected by the site.

11. Changes to this notice

We may update this notice when the site or the rules change. The notice in force is always this page, with the date of the last update at the top.