Privacy Policy

Afonso Coelho is responsible for the Pentavara brand and is the controller of the personal data relating to enquiries and bookings addressed to Pentavara.

For privacy-related questions, write to contact@pentavara.com.

The “Request a free demo” page includes a form provided by Tally (Tally BV, Belgium), an external form service embedded in the website. The form collects your name, email address, your company’s website and, if you choose to provide it, a description of a process you would like to improve.

This data is used to prepare the demo you requested — which includes reviewing the public information available on your company’s website — and to respond to your request. It is not used for newsletters or for marketing communications unrelated to your request.

The processing is necessary to take steps, at your request, before entering into a contract. Where a request is not related to a potential service, the processing is based on Pentavara’s legitimate interest in responding to the communications it receives.

Tally processes form responses on Pentavara’s behalf, as a processor, and stores them on servers located in the European Union. When a request is submitted, Tally sends Pentavara an email notification containing the details provided; these notifications are sent through an email service provider located in the United States. See Tally’s privacy policy.

You can also write to Pentavara directly at the email address provided on the website.

Any data you choose to share in that message — such as your name, email address, company or a description of the process you would like to improve — is used to respond to your request, understand the context you describe and assess whether we could work together, on the same legal bases set out above. The data is processed by the email services used by you and by Pentavara to the extent necessary to send, receive and store the communication.

The “Book a call” button takes visitors to Pentavara’s public event page on Calendly, an external scheduling service. The website does not embed a Calendly widget — it only provides a link to that service, which opens in a new tab. The link includes parameters that indicate only which button on the website you clicked (for example, the homepage or the confirmation page), without any personal data.

When you book a meeting, Calendly collects your name, email address and the answers you give to questions about your company and the process you would like to improve. Meetings take place on Google Meet and availability is managed through Google Calendar.

Calendly and Google process this data as independent controllers of their respective services, under their own privacy policies — see Calendly’s privacy policy and Google’s privacy policy.

Pentavara may in future use an external tool for meeting transcription or automatic notes (for example, Granola). This tool is not currently in use.

If such a tool is adopted, participants will always be informed before any meeting is recorded or transcribed, or before any notes are shared. This section will be updated with the name of the chosen tool and how it processes data before it comes into use.

Data from business enquiries and demo requests that do not lead to a project — including the responses stored in Tally — is kept for up to 12 months after the last relevant contact.

Meeting notes and transcripts that do not lead to a project, where they exist, are kept for up to 30 days after the meeting.

Data relating to active contracts or projects may be subject to different retention periods, depending on the purpose and the applicable legal obligations. These periods apply to data processed directly by Pentavara; data held by external services, such as Calendly or Google, follows the retention periods set by those services.

The website is hosted by Vercel Inc. When you access the website, technical data needed for it to work, such as your IP address and HTTP request information, is processed to the extent necessary to deliver the website’s pages and files.

According to Vercel’s public documentation, data is processed mainly in the United States and may involve sub-processors located in other countries; international transfers rely on Standard Contractual Clauses and the UK IDTA. Vercel does not publish specific retention periods for hosting logs.

The website itself does not use cookies, advertising tools or cross-site tracking, except for the technical language cookie described below.

When you choose a language manually, the website stores a technical cookie (pentavara_lang) for 12 months to remember that preference. It is not used for any other purpose.

To measure page usage in aggregate, the website uses Vercel Web Analytics, which does not use cookies and does not identify individual visitors. This processing is based on Pentavara’s legitimate interest in understanding, anonymously and in aggregate, how the website is used.

On the “Request a free demo” page, the form is loaded from Tally. Your browser connects to Tally’s servers to display the form, and Tally may store answers you have not yet submitted locally in your browser, so that you do not lose them.

If you click “Book a call”, you are taken to Calendly, which may use cookies or similar technologies as the independent controller of that service.

Under applicable law, you may request access to, rectification or erasure of your data, or restriction of its processing, object to its processing, and exercise the right to data portability where it applies.

These rights apply to data processed directly by Pentavara, including the demo request responses stored in Tally. For data processed by Calendly or Google, requests should also be addressed to those services, as the independent controllers of that processing.

You can exercise these rights by writing to contact@pentavara.com. You also have the right to lodge a complaint with the Portuguese data protection authority, the Comissão Nacional de Proteção de Dados (CNPD).