Privacy Policy

Information we collect

For users who provide the necessary authorisation during account setup and login, OneKode collects information from inquiry forms, contact forms, Google G-Suite or Microsoft Office 365, and other integrations where applicable. This includes first name, last name, email address, phone numbers, and the email groups a user belongs to. This information is stored on Google Cloud Services.

Our legal basis for the collection of this data is Art. 6(1)(b) and Art. 6(1)(f) GDPR. Our legitimate interest is to optimise our service, user experience, customer support, marketing, and internal process efficiency.

Information collected as customers use our service

OneKode gathers usage data — feature interactions, timestamps, and issue replays (logs, images, videos) — to improve service performance. IP addresses, browser details, URLs, accessed features, errors, time zones, location, and OS information are collected automatically via HTTP headers and stored in log files. This data supports trend analysis, application administration, and product improvement.

Our legal basis is GDPR Art. 6(1)(b) (performance of contract) and Art. 6(1)(f) (legitimate interest).

Analytics, cookies and screen recordings

We use PostHog, an analytics service run by PostHog Inc. in the United States, to understand how this website is used: which pages are visited, where visitors arrive from, how far they scroll, which forms they start and where they leave. Visitors are also placed by country and region, worked out from the IP address when the page is requested.

Every visit is counted without cookies. Until you answer the cookie question shown on your first visit, and if you answer No thanks, nothing is stored on your device to recognise you. PostHog counts the visit using a hash made from your IP address and browser details with a value that changes every day, so a visit cannot be linked to you or to a visit on another day. Our legal basis for this is our legitimate interest in measuring and improving the website, GDPR Art. 6(1)(f).

If you answer OK, we also set PostHog cookies and similar browser storage so that we can recognise a returning visitor, and we record your sessions on this website: the pages you see, your clicks, scrolling and mouse movement. Anything you type into a form is hidden in these recordings. If you then send us a form, we connect your earlier visits to the name and email you gave, so we can see what you looked at before you wrote to us. Our legal basis for this is your consent, GDPR Art. 6(1)(a).

You can withdraw your consent at any time by clearing this website's cookies and site data in your browser. The question is then shown again on your next visit. You can also write to contact@onekode.co and ask us to delete what we hold about you. We do not sell this data or use it for advertising.

The booking calendar on our Contact page is provided by Calendly, and loads from Calendly's servers. Calendly may set its own cookies there and handles the details you enter when booking under its own privacy policy. Other websites we link to are likewise covered by their own policies.

International data transfer

We may transfer collected data, including personal information, to affiliates or third parties globally. If you are in the EU or a region with differing data protection laws, be aware that data may be transferred to jurisdictions — for example the U.S. — with different protections. By using our services, you consent to this international transfer and the use and disclosure of your information as described in this policy.

Data security

We secure user data against unauthorised access using SSL encryption, security reviews, and physical safeguards. Access to personal data is limited to authorised personnel under strict confidentiality agreements, with disciplinary action for breaches.

Data retention, deletion, or blocking

OneKode follows data minimisation and purpose limitation. We retain personal data only as long as necessary for the purposes stated or as required by legal obligations. Once the purpose is fulfilled or the legal retention period expires, data is blocked or deleted in accordance with GDPR Art. 5(1)(b) and 5(1)(c).

Changes to this policy

We reserve the right to change this Privacy Policy to reflect current legal requirements or updates to our services. Your next visit will be subject to the revised policy.