Draft for legal review. Items in square brackets need to be confirmed before this is published.
Cookie Policy
This policy explains the cookies and similar storage used by the ComVoix compliance portal (the “Portal”). It should be read with our Terms and Conditions.
1. What we use
The cookies ComVoix sets are strictly necessary: without them you cannot stay signed in to a form, and your answers cannot be saved against your invitation. We set no analytics, advertising or profiling cookies of our own, and we do not track you across other websites.
Where the Portal offers you the option to book a call, that scheduling tool is provided by Calendly and sets its own cookies. Those are not strictly necessary, and they are described in section 5.
2. The cookies we set
| Cookie | What it does | Expires |
|---|---|---|
comvoix_customer_kyc | Keeps you signed in to the Know Your Customer form after you enter your keypass. | 12 hours |
comvoix_customer_credit | Keeps you signed in to the Credit Application form. | 12 hours |
comvoix_customer_technical | Keeps you signed in to the Technical Information form. | 12 hours |
comvoix_customer_fusf | Keeps you signed in to the FUSF declaration. | 12 hours |
comvoix_admin_session | Signs in ComVoix reviewers. Never set on a customer's browser. | 8 hours |
Each form has its own cookie so that working through several forms at once does not sign you out of the others. All of them are set by us on this domain, are inaccessible to scripts, are restricted to requests originating from the Portal, and are transmitted only over an encrypted connection. They hold a signed reference to your invitation and email address — not your answers, and not your keypass.
3. Storage in your browser
Your answers are saved to our servers as you move through a form. If one of those saves fails, the Portal keeps a copy of your answers in your own browser’s local storage so that your work is not lost, and sends it once saving succeeds again. That copy stays on your device, is not a cookie, and is never transmitted anywhere other than back to us. Clearing your browsing data removes it.
4. Information recorded when you submit or sign
This is not collected using cookies, but it is collected about your device, so it is set out here. When a form is submitted, and again when the authorised signatory certifies it, we record the IP address the request came from, the approximate location derived from that address, and what the browser reports about itself: browser and operating system, device type, language, time zone, screen and window size, colour depth, processor and memory characteristics, touch support, connection type, and whether cookies are enabled.
We record this as evidence that the certification was made, and from where. It forms the audit trail on the archived copy of an approved form. It is not used to track you across websites and is not shared with advertisers.
5. Booking a call: Calendly
Scheduling is provided by Calendly, Inc. When a page offering a booking loads, Calendly may set cookies and similar identifiers in your browser to run the scheduler, remember your time zone and booking progress, prevent abuse, and measure use of its own service. These are set by Calendly, not by us, and we cannot read them.
We do not control which cookies Calendly sets or how long they last, and the list can change without notice, so we do not reproduce it here. Calendly publishes its own cookie and privacy notices, and you should read those if you book a call. Declining or blocking them may stop the scheduler working; it will not affect your ability to complete any compliance form, which never requires a booking.
[Confirm before publishing: whether the booking is an embedded widget or a link out to calendly.com, and whether a consent prompt is required for the customers you serve.]
6. Service providers
- Email delivery. Invitations and status notifications are sent through Brevo, which processes the recipient address and message content.
- IP geolocation. To turn an IP address into an approximate location we query a third-party lookup service. Only the IP address is sent; none of your form answers are.
- Scheduling. Calendly, Inc., where you choose to book a call. It receives the name, email address and any details you enter on the booking form.
- Hosting and document storage. The Portal and the documents you upload are hosted with our infrastructure providers in [hosting region].
[Confirm each provider’s name and processing location for the published version.]
7. Controlling cookies
You can block or delete cookies in your browser settings. Blocking ours means you will not be able to sign in to a form or submit one, and deleting them signs you out — you can sign back in with your keypass while it remains valid. Blocking Calendly’s cookies stops the scheduler working but has no effect on the compliance forms themselves.
8. Changes
If we introduce any further cookie that is not strictly necessary, we will update this policy before setting it. The date above shows when this policy last changed.
9. Contact
ComVoix, [ComVoix registered address].
Telephone [ComVoix phone number]. Privacy queries: [privacy email].