Privacy policy

1. Who is responsible

Cooperativa Integral Da Terra, CRL, NIPC 516101927, operates Neemo and is the controller of personal data collected through this public website. Its registered office is Rua do Poço Novo, n.º 34, C. Correio 6, Cerca da Mina, 7630-332 Colos, Portugal.

For privacy enquiries or requests, contact hello@neemo.work. Our full identification is available in Legal information.

2. What we process and why

• Enquiries: your name, email address, optional company name, message and subsequent correspondence. We use these to respond, understand your request and discuss a potential project.
• Website operation: technical information such as IP address, browser/request information and time of access may be processed by our hosting and security providers to deliver and protect the website.
• Privacy preferences: when you make a choice, this browser stores the preference, its timestamp and policy version. This is used to remember your decision, rather than to profile you.
• Form security: if you enable hCaptcha, Web3Forms and hCaptcha receive technical information needed for the anti-spam check, including connection, device/browser and interaction information. Message delivery also involves spam checks by the form provider.

Name, email and message are required to use the form; company is optional. You can also contact us by email. Please do not send passwords, payment details, health information or other sensitive personal data.

3. Legal grounds

When you contact us about entering into a contract with you, necessary processing is based on steps taken at your request before entering into a contract (GDPR Article 6(1)(b)). For general enquiries or correspondence on behalf of an organisation, we rely on our legitimate interests in responding to business communications and managing those relationships (Article 6(1)(f)), subject to your interests and rights.

Necessary technical operation and protection against abuse are based on our legitimate interests in providing a secure, reliable website. Loading the optional external form security check and its associated non-essential browser access is subject to your choice. You can withdraw that choice through Cookie settings. Withdrawing it does not affect prior lawful processing or prevent you from emailing us.

Where a legal obligation requires retention or disclosure, Article 6(1)(c) may apply. We do not use contact enquiries to subscribe you to marketing, sell your contact details, or make automated decisions with legal or similarly significant effects.

4. Who receives information

Access within the Cooperativa is limited to the people who handle Neemo enquiries and administer the service. The following technical providers support the website:

• OpenAI Sites and Cloudflare: hosting, delivery, DNS and technical security for the public website.
• Web3Forms / Web3Creative: receives and processes form submissions, filters spam and forwards the enquiry to our mailbox. Its infrastructure and anti-spam sub-processors are described in its Data Processing Agreement and Privacy policy.
• hCaptcha / Intuition Machines: the external security check, loaded only when you permit it and use the contact form. See its Privacy policy.
• Google Workspace: email receipt, storage and replies for hello@neemo.work, within the Cooperativa’s Workspace environment.

The fonts used by this website are served from neemo.work. Your browser does not need to connect to Google Fonts to display them.

5. International processing

These providers may process data outside the European Economic Area. Web3Creative operates from India and its infrastructure may process submissions in other countries, including the United States. Its DPA incorporates Standard Contractual Clauses where a transfer mechanism is required. Other providers’ applicable processing terms and transfer safeguards also govern their services.

You can contact us to request further information about the recipients and safeguards relevant to your enquiry. A provider’s privacy notice is not a guarantee that processing remains within the EU.

6. How long information is kept

Our enquiry mailbox: for enquiries that do not result in a contract, our retention policy is to delete the correspondence within 12 months of the last contact, through periodic mailbox review. This is an operational review, not an automatic deletion timer on the website. Information needed for a contract, statutory records or a specific legal claim is handled separately for the period required for that purpose.

Form-provider copies: Web3Forms’ currently published policy provides for retention of submission data for up to three years, with shorter periods where the plan or earlier deletion allows. Its DPA describes a three-year physical retention period. Deleting our mailbox copy does not automatically delete the provider’s copy. Contact us if you want to request deletion or information about the copy held by this provider.

Preferences: the site reads a saved privacy choice for up to 180 days, or until you change it or clear browser storage. Once expired, it is treated as no optional permission. An unread local-storage entry can remain on your device until overwritten or cleared.

Technical and security records: retention depends on the relevant provider’s documented operational and security requirements. We review the information needed for those purposes and can provide further details on request.

7. Your rights

Subject to the conditions in the GDPR, you may request access, rectification, erasure, restriction of processing or portability of your data. You may object to processing based on legitimate interests and withdraw consent where processing relies on it. Not every right applies to every category of data or legal basis.

Write to hello@neemo.work. We may ask for information proportionate to confirming your identity. We normally respond within one month; if a lawful extension is needed, we will inform you within that first month.

You may complain to the Portuguese supervisory authority, Comissão Nacional de Proteção de Dados (CNPD), or the competent authority in your country.

8. Scope and updates

This notice covers the public Neemo website and its enquiries. It does not replace the privacy information and agreements applicable to client systems such as the Job Planner. We update this page when our practices or relevant services change.