We collect Personal Data that (a) you actively submit to us when you use our Services, (b) we receive from our Corporate Clients, (c) we obtain for marketing purposes for potential customers and their representatives, and (d) we obtain from other sources. We may process your Personal Data with or without automatic means, including collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction of your Personal Data. We do not sell Personal Data we collect to other parties. We collect information about you when you provide it to us, when you use our Services, and when other sources provide it to us, as further described below.
a) Actively Submitted Data
b) Data Received from Corporate Clients
c) Data Obtained for Marketing Purposes
d) Data Obtained from Other Sources
How we use the information we collect depends in part on which Services you use, how you use them, and any preferences you have communicated to us. Below are the specific purposes for which we use the information we collect about you.
We make collaboration tools, and we want them to work well for you. This means sharing information through the Services and with certain third parties. We do not sell the personal data we collect to other parties; however, we do share information we collect about you in the ways discussed below.
We store personal data processed from our websites, obtained through sales leads and provided through our SaaS-based cloud model software in data centers around the world, or on our premises where applicable, including corporate offices and warehouses. We utilize third-party service providers that have certified with the EU-U.S. Privacy Shield Framework or alternatively provide adequate protections that are compliant with the GDPR.
We will retain your Personal Data for as long as long as you maintain an account or subscription agreement or as otherwise necessary to provide you the Services. We will also retain your Personal Data as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. If your account is deactivated or disabled, some of your information and the content you have provided will remain in order to allow your team members or other users to make full use of the Services. For example, we continue to display messages you sent to the users that received them and continue to display content you provided.
If the Services are made available to you through an organization (e.g., your employer), we retain your information as long as required by the administrator of your account (your organization is the Controller). If you have elected to receive marketing emails from us, we retain information about your marketing preferences for a reasonable period of time from the date you last expressed interest in our Services, such as when you last opened an email from us or ceased using your Service account. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.
After such time, we will either delete or anonymize your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.
You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations.
You may opt out of receiving promotional communications from us by using the unsubscribe link within each email, updating your email preferences within your Service account settings menu, or by contacting us as provided below to have your contact information removed from our promotional email list or registration database. Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding our Services. You can opt out of some notification messages in your account settings. Additionally, you may send a request specifying your communications preferences to firstname.lastname@example.org.
To exercise your rights with respect to your Personal Data, please email us at email@example.com. As permitted by law, certain data elements may not be subject to access, modification, portability, restriction, and/or deletion. Furthermore, where permissible, we may charge for this service. We will respond to reasonable requests as soon as practicable and as required by law. To protect your privacy, we will take steps to verify your identity before granting access or making any changes to your Personal Data. The California Privacy Rights section below provides additional information for California residents. The Specific Disclosures for the European Economic Area section provides additional information for data subjects residing in the European Economic Area (EEA).
Company uses technical and organizational measures to protect the personal data that we store, transmit, or otherwise process, against accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access. Robust security measures are implemented to protect Customer Data from unauthorized access, maintain data accuracy, and help ensure the appropriate use of Customer Data. When the Services are accessed using Internet Explorer version 11.0 or later, or the latest version of Google Chrome, Firefox, or Safari, Transport Layer Security (TLS) technology protects Customer Data using both server authentication and data encryption. These technologies help ensure that Customer Data is safe, secure, and only available to the Customer to whom the information belongs and those to whom the Customer has granted access.
Company also implements an advanced security method based on dynamic data and encoded session identifications, and the Company hosts its Web sites in a secure server environment that use firewalls, application monitoring systems, and other advanced technology to prevent interference or access from outside intruders. Company also offers enhanced security features within the Services that permit Customers to configure security settings to the level they deem necessary. Customers are responsible for maintaining the security and confidentiality of their Company usernames and passwords.
Company does not offer Services directed to individuals under 18 years of age. No one under the age of 18 may provide any information to or on websites available to general audiences or through Services. We do not knowingly collect personal information from individuals under 18.
If you are under 18, do not use or provide any information on Company websites or on or through any of its Services, do not register on the websites, use any of the interactive or comment features available from Company Services or provide any information about yourself to us, including your name, address, telephone number, email address, or any screen name or user name you may use. Should an individual whom we know to be under the age of 18 send personal information to us, we will delete or destroy such information as soon as reasonably possible. If you believe we might have this type of information, please contact us by emailing firstname.lastname@example.org.
Questions regarding this Privacy Statement or the information practices of the Company’s Web sites should be directed to iOFFICE, LP Privacy by emailing email@example.com or by mailing iOFFICE at the following address:
iOFFICE, LP, Attention Privacy, 5300 Memorial Drive, Suite 300, Houston Texas 77007.
California Consumer Protection Act (CCPA) – Your Privacy Rights
The CCPA entitles California residents to request and obtain certain information about the disclosure of certain categories of their Personal Data to third parties for their direct marketing purposes. Company does not share Personal Data with third parties for their direct marketing purposes. In addition, Company does not sell your information to third parties for purposes of California law.
California residents who are registered members or users of the Services and are under the age of 18 may be entitled under California law to request and obtain removal of content and information that they themselves post on the Services. You may request such removal by emailing us at firstname.lastname@example.org. In your request, please provide a description of the material that you want removed and information sufficient to permit us to locate the material, including your name, email address, year of birth, mailing address (including city, state, and zip code), and the subject line “California Removal Request.” Please note that your request does not ensure complete or comprehensive removal of the material. For example, materials that you have posted may be republished or reposted by another user or third party.
Once we receive your request, we may verify it by requesting information sufficient to confirm your identity. If you would like to use an agent registered with the California Secretary of State to exercise your rights, we may request evidence that you have provided such agent with power of attorney or that the agent otherwise has valid written authority to submit requests to exercise rights on your behalf.
Nevada SB 220 – Your Privacy Rights
Nevada law (SB 220), permits customers who are residents of Nevada to opt-out of the sale of certain kinds of personal information. A sale under Nevada law is the transfer of this personal data to third parties for monetary consideration so these third parties can then resell or license the sold information. Company does not sell your personal data to third parties as defined in Nevada law.
If you are a Nevada resident and wish to obtain information additional information about our compliance with Nevada law, please send us an email at email@example.com.
Specific Disclosures for the European Economic Area
This section is effective beginning on May 25, 2018.
This section applies to data processing activities of data subjects residing in the European Economic Area as well as, regardless of residence, to the processing of any Personal Data in the European Economic Area.
“Personal Data,” for purposes of this section, means any information relating to an identified or identifiable natural person (‘data subject’). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
“Services” means any of our products, services, or deliverables. “Site” means any website operated and controlled by us. Pursuant to the European Union General Data Protection Regulation (GDPR), we function as a “processor” for the Services we offer to our customers. The scope of applicable data protections and processing for those Services are set forth in contractual agreements with our customers and are therefore not covered by this Privacy Notice.
We may process certain Personal Data in order to maintain and provide the Services to our customers, such as names, addresses, email addresses, and other contact information for designated customer representatives or personnel (“Customer Relationship Data”). In addition, we may send marketing materials or communications to potential or existing customers (“Marketing Activities”). For purposes of Customer Relationship Data and Marketing Activities, we function as a “controller.” Our disclosures with respect to our processing of data as a controller are set forth in this section.
1. HOW WE COLLECT AND USE PERSONAL DATA
We describe how we collect and use Personal Data in the Information Collected section of the Privacy Notice. The Information Collected section is expressly incorporated by reference herein.
2. HOW WE DISCLOSE PERSONAL DATA
Our disclosure is limited to circumstances where we are permitted to do so under applicable European and national data protection laws and regulations. A list of companies with whom we share data for purposes of marketing our Services to potential and existing customers is available here:
3. LEGAL BASIS FOR PROCESSING
We collect and process your Personal Data for a variety of different purposes which are set out in further detail in this section.
In some cases, we will ask for your consent so that we may process your Personal Data. However, in certain circumstances, applicable data protection laws allow us to process your Personal Data without needing to obtain your consent.
3.1. PROCESSING PERSONAL DATA WHERE CONSENT NOT REQUIRED
In certain cases, separate consent is not required, including:
For the performance of a contract.
To perform our contractual obligations to you, including our fulfilling orders or purchases you have made, contacting you in relation to any issues with your order or use of our Services, in relation to the provision of our Services, or where we need to provide your Personal Data to our service providers related to the provision of the Services, including for license activation and management.
To comply with legal obligations.
To comply with laws, regulators, court orders, or other legal obligations, or pursuant to legal process.
To operate our business and provide our Services (other than in performing our contractual obligations to you) for our “legitimate interests” and for the purposes of applicable law, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data. Legitimate interests may include:
3.2 CONSENT FOR PROCESSING
In cases where we are not already authorized to process the Personal Data under applicable law, we may ask for your consent to process your Personal Data, including:
If you want to block the use and saving of cookies from the Site on to their computers hard drive, you should take the necessary steps within your web browser’s settings to block all cookies from the Site and its external serving vendors. Please note that if you choose to erase or block your cookies, certain parts of our Site may not function correctly. For information on how to disable cookies, refer to our Cookies & Tracking Policy.
4. INTEREST-BASED ADVERTISING
The opt-outs for interest-based advertising require that strictly necessary cookies are not blocked by the settings in your web browser. We support the Self-Regulatory Principles for Online Behavioral Advertising of the Digital Advertising Alliance in the U.S., the Canadian Digital Advertising Alliance in Canada, and the European Digital Advertising Alliance in the EU. If you live in the United States, Canada, or the European Union, you can visit Ad Choices (US), Your Ad Choices (Canada), or Your Online Choices (EU) to find a convenient place to opt-out of interest-based advertising with participating entities for each region. These websites also provide detailed information about how interest-based advertising works. Opting out does not mean that you will no longer receive advertising from us, or when you use the Internet. It just means that the data collected from our website will not be used for interest-based advertising and that the advertising you see displayed on websites will not be customized to your interests.
5. WITHDRAWING YOUR CONSENT
You may at any time withdraw the consent you provide for the processing of your Personal Data for the purposes set forth in this Privacy Notice by emailing us at firstname.lastname@example.org, provided that we are not required by applicable law or professional standards to retain such information.
If you want to stop receiving future marketing messages and materials, you can do so by clicking the “unsubscribe” link included in our email marketing messages or by emailing us at email@example.com.
6. DATA SUBJECT RIGHTS
You have the right in certain circumstances to request confirmation from us as to whether or not we are processing your Personal Data. Where we are processing your Personal Data, you also have the right to request access to, modification of, or deletion of such Personal Data.
You also have the right in certain circumstances to receive the Personal Data concerning you that you provided to us, to restrict processing of your Personal Data, or to transmit such data to another controller.
To exercise your rights with respect to your Personal Data, please email us at firstname.lastname@example.org. As permitted by law, certain data elements may not be subject to access, modification, portability, restriction, and/or deletion. Furthermore, where permissible, we may charge for this service. We will respond to reasonable requests as soon as practicable and as required by law.
7. DE-IDENTIFIED OR ANONYMIZED DATA
We may create de-identified or anonymous data from Personal Data by removing data components (such as your name, email address, or linkable tracking ID) that make the data personally identifiable to you or through obfuscation or through other means. Our use of anonymized data is not subject to this Privacy Notice.
8. DATA RETENTION
We will retain your Personal Data for as long as long as you maintain an account or subscription agreement or as otherwise necessary to provide you the Services. We will also retain your Personal Data as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
9. RIGHT TO LODGE A COMPLAINT WITH A SUPERVISORY AUTHORITY
You may have a right to lodge a complaint with a supervisory authority.
10. CONTACT US
For questions regarding this Privacy Notice, please contact us at by emailing email@example.com or by mailing iOFFICE, LP at the following address: iOFFICE, LP, Attention Privacy, 5300 Memorial Drive, Suite 300, Houston, TX 77007.
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