Privacy Policy

Chaplin Pro · Effective date: 1 January 2026

1. Introduction

This Privacy Policy explains how 3 Inventors ("we", "us", "our"), the data controller, collects, uses, stores, and protects your personal data when you use Chaplin Pro and related services.

3 Inventors is registered in Cyprus and operates the Chaplin Pro platform at chaplin.events. We are committed to protecting your privacy in compliance with the General Data Protection Regulation (GDPR) and applicable data protection laws.

By using Chaplin Pro, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

Account Data

When you register or interact with Chaplin Pro, we may collect:

• Full name, email address, and telephone number
• Company or organisation name
• Job title and industry
• Account credentials (passwords are hashed and never stored in plain text)
• Billing and payment information (processed by Stripe; we do not store full card details)

Project Data

Data you create or upload within Chaplin Pro, including:

• Project names, descriptions, timelines, and budgets
• Client and contact information you add to projects
• Documents, images, and files uploaded to the platform
• Task lists, checklists, and notes

Usage Data

Information collected automatically when you use the platform:

• IP address and approximate location
• Browser type, device type, and operating system
• Pages visited, features used, and interaction timestamps
• Referral source and session duration

3. How We Use Your Information

We use your personal data to:

• Provide, maintain, and improve the Chaplin Pro platform
• Create and manage your account
• Process payments and manage subscriptions
• Send transactional communications (account confirmations, password resets, billing receipts)
• Provide customer support and respond to enquiries
• Ensure platform security and prevent fraud
• Analyse usage patterns to improve the product
• Comply with legal obligations

4. Legal Basis for Processing

Under GDPR Article 6, we process your personal data on the following legal bases:

• Contract performance (Art. 6(1)(b)): Processing necessary to provide the Chaplin Pro service you have subscribed to
• Legitimate interests (Art. 6(1)(f)): Platform security, fraud prevention, service improvement, and analytics
• Consent (Art. 6(1)(a)): Marketing communications, non-essential cookies, and optional data processing where you have given explicit consent
• Legal obligation (Art. 6(1)(c)): Tax records, regulatory compliance, and lawful data retention requirements

5. Data Sharing and Third-Party Processors

We do not sell your personal data. We share data only with trusted third-party processors who assist in operating the platform:

• Stripe: Payment processing and subscription management
• Google Cloud / Microsoft Azure: Cloud infrastructure and hosting
• Email service providers: Transactional and notification emails
• Analytics providers: Anonymised usage statistics (only with your consent)

All third-party processors are contractually bound by Data Processing Agreements (DPAs) and are required to process data only on our instructions and in compliance with GDPR.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes described in this policy:

• Active accounts: Data is retained for the duration of your subscription
• Closed accounts: Core account data is retained for up to 30 days after cancellation to allow recovery, then permanently deleted
• Billing records: Retained for up to 7 years to comply with tax and accounting obligations
• Usage logs: Anonymised or deleted within 90 days

7. Your Rights

Under GDPR, you have the following rights regarding your personal data:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate or incomplete data
• Right to erasure: Request deletion of your personal data ("right to be forgotten")
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interests or for direct marketing
• Right to restrict processing: Request limitation of processing in certain circumstances
• Right to withdraw consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, contact us at privacy@chaplin.events. We will respond within 30 days.

8. Cookies

Chaplin Pro uses cookies to provide essential functionality, remember your preferences, and analyse usage. We categorise cookies as:

• Essential: Required for the platform to function (authentication, security)
• Functional: Remember your preferences and settings
• Analytics: Help us understand how the platform is used (requires consent)
• Third-party: Set by integrated services (requires consent)

For full details on the cookies we use and how to manage your preferences, please read our Cookie Policy.

9. International Data Transfers

Your data may be processed in countries outside the European Economic Area (EEA). Where this occurs, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Adequacy decisions for countries with equivalent data protection standards
• Binding Corporate Rules where applicable

10. Security Measures

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit (TLS 1.2+) and at rest
• Regular security assessments and penetration testing
• Access controls and role-based permissions
• Automated backups with secure offsite storage
• Incident response procedures and breach notification protocols

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or platform features. When we make material changes, we will notify you via email or a prominent notice on the platform at least 30 days before the changes take effect.

The "Effective date" at the top of this page indicates when this policy was last updated.

12. Contact / DPO

If you have questions about this Privacy Policy or wish to exercise your data protection rights, contact us:

• Data Protection Officer: privacy@chaplin.events
• General enquiries: ask@chaplin.events
• Company: 3 Inventors, Cyprus

You also have the right to lodge a complaint with your local data protection supervisory authority if you believe your data has been processed unlawfully.