Privacy Policy

Last updated: 16 October 2026

1. Who is responsible for your data

Whetmark is operated by Scientific Network Management S.L. (“SNM”, “we”, “us”), the data controller for the purposes of the EU General Data Protection Regulation (GDPR).

Operator	Scientific Network Management S.L.
Registered address	Avenida Mistral 40, Entresuelo 8, 08015 Barcelona, Spain
Company / tax ID (NIF)	B65952905
Contact for privacy matters	hello@whetmark.com

2. Your proposal content is not our data

This is the core of how Whetmark works, and it is why the rest of this policy is short. Each customer works in its own private instance: a single-tenant server in the EU that SNM provisions and operates for that customer alone. Your proposals, supporting documents, reviewer objections and suggestions are processed only on that instance. They are:

• never sent to a cloud AI service — all analysis runs on your instance;
• never transmitted to this website (whetmark.com);
• never added to Whetmark’s reviewer corpus or used to train any model.

Because SNM operates the instance, SNM acts as your data processor for it. That processing is governed by a separate written data-processing and confidentiality agreement between you and SNM, which limits SNM’s access to the maintenance and support of the instance. Proposal content does not form part of the personal data this policy describes.

3. What this website collects, and why

a) Information you send us via the contact form

When you use the contact form (on the main page or on the page of the free EU Grant Writer skill), we collect the name, email address, organisation (optional) and message you enter, together with the date and time of the request and a note of the page it came from (for example the main page, or the skill page and the assistant that sent you there). We use this to reply to you, to arrange a walkthrough or a managed instance, and to know which page brought the enquiry. The form does not record your IP address.

• Legal basis: steps taken at your request prior to entering a contract (GDPR Art. 6(1)(b)), and our legitimate interest in responding to enquiries (Art. 6(1)(f)).
• Retention: we keep enquiry correspondence for up to 24 months after our last exchange, then delete it, unless it becomes part of a customer relationship with its own records.

b) Server logs

Our hosting provider records standard web-server logs (IP address, timestamp, the requested address, including the code in a confirmation or removal link, the referring page, browser user-agent) as an inherent part of serving the site. These are used only for security and to keep the site running, kept by the host for the limited period its hosting terms set, and not combined with any other data or used to profile you.

c) Visit counting

To learn which pages people read and where they arrive from, the site counts visits itself, on this domain only, with no cookie and no third-party service. Each page view records the date and hour, the page (on whetmark.com/skill, together with the tag of the assistant whose link brought you, for example /skill/gem), the domain of the referring website (for example linkedin.com, never the full address) and a short code computed from your IP address and browser string together with a random key that serves one day only: the first visit of the next day deletes it. The IP address itself is never written down, and the codes of one day cannot be linked to those of another, so the count can tell how many different visitors came on a day but cannot follow anyone across days.

• Book links that carry a source tag (the tag of an assistant in links inside the free EU Grant Writer skill, for example /book?via=gem, or via=page on whetmark.com/skill) record only the date, the tag, the Amazon store and the edition, then forward you to Amazon. No IP address, browser string or cookie is recorded for them.
• Downloads of the EU Grant Writer skill files (/downloads/…) record only the date and hour, the file, the source tag of the link and the domain of the referring website. No IP address, browser string or cookie is recorded for them.
• Global Privacy Control and Do Not Track are honoured: requests sent with either are not counted, and neither are known bots and link previews.
• Legal basis: our legitimate interest in measuring the audience of our own website in the least intrusive way (GDPR Art. 6(1)(f)). You can object at any time by enabling Global Privacy Control or Do Not Track in your browser; because the count cannot identify you, that is also the only way an objection can take effect.
• Retention: the monthly count files are deleted after 24 months.

d) Updates about the EU Grant Writer skill

If you ask for updates about the free EU Grant Writer skill, we store your email address, the name and organisation you choose to give, which updates you agreed to (updates to the skill, and optionally occasional news about the book and Whetmark) and the version of the sign-up wording you agreed to, the page the sign-up came from (whetmark.com/skill, with the tag of the assistant whose link led there), whether the address is confirmed, the dates of your first request, of the latest confirmation email and of your confirmation, how many confirmation emails have been sent, and a random code used in the confirmation and removal links.

• Confirmation: nothing is added to the list until you confirm through the link emailed to you. A request repeated later gets at most two further confirmation emails, a day apart. Unconfirmed requests are deleted 30 days after the first request.
• Abuse protection: so that the form cannot be used to flood other people’s inboxes, each request also leaves its time and a short code computed from your IP address with a random key that serves one day only. They count for one hour and are deleted, at the latest, with the first visit to the site once an hour has passed since the latest sign-up; the key is deleted with the first visit of the next day. The IP address itself is never written down, and the code serves no other purpose. Legal basis: our legitimate interest in preventing misuse of the form (Art. 6(1)(f)).
• Retention: a confirmed entry is kept until you leave the list.
• Legal basis: your consent (GDPR Art. 6(1)(a)). Until you confirm, the request is kept on the basis of our legitimate interest in checking that the owner of the address agreed (Art. 6(1)(f)). You can withdraw your consent at any time with the link in every email, or by writing to us: leaving the list deletes your entry, and the same link can also switch off only the occasional news.
• Use: to send the updates you agreed to, and, as totals only, to see how many sign-ups come through each assistant’s link (our legitimate interest in knowing which channels work, Art. 6(1)(f)). The list is never sold, and nobody outside the provider in section 5 receives it.

4. Cookies and tracking

5. Who we share data with

We do not sell your data and we do not share it for advertising. The only third party involved in this website is:

• OVH (OVHcloud, an EU-based provider) — hosts the website and the updates list, sends the sign-up confirmation emails, and hosts our mailboxes: mail to the whetmark.com address, including enquiries sent through the contact form, is forwarded to SNM’s own mailbox, also hosted by OVH, where we read and answer it.

We may disclose data where legally required. Proposal content on a customer’s instance is not covered by this policy: SNM handles it only as that customer’s processor, under the data-processing and confidentiality agreement described in section 2, and would refer any legal request concerning it to the customer, unless the law forbids that.

6. Where your data is processed

The website, the visit counts, the updates list and our mailboxes are hosted by OVH within the European Union. The personal data described in this policy stays within the EU/EEA.

7. Your rights

Under the GDPR you have the right to access, correct, delete, restrict or object to our processing of your personal data, and to data portability. To exercise any of these, email hello@whetmark.com. We will respond within one month.

You also have the right to lodge a complaint with a supervisory authority — in Spain, the Agencia Española de Protección de Datos (aepd.es).

8. Changes to this policy

We may update this policy as the product evolves. The “last updated” date above always reflects the current version.

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