Legal Statements

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

i) When you visit a Company website, log in to a Company application as a registered user, or provide your information in a form on a Company website, we will collect and store that information. You may submit Personal Data to us when you register an account with us through our websites, use our Services, or engage in other interactions or communications with our organization. Personal Data generally includes but is not limited to name, physical address, telephone number, and email address. We may also process information related to your employment, such as employer address, your job title and role, location on a floor plan, and scheduling information assigned to you and the tasks you perform.

ii) As the Services include the websites owned or operated by us, we collect other content that you submit to these websites. This content includes content submitted to social media or social networking websites operated by us. For example, you provide content to us when you provide feedback or when you participate in any interactive features, surveys, contests, promotions, sweepstakes, activities or events.

iii) Where appropriate, we collect Personal Data and payment information to process a financial transaction that you have requested, including your purchase of the Services (generally, to meet our contractual obligations to you). For example, we may ask you to designate a billing representative, including name and contact information, upon registration. You might also provide payment information, such as payment card details, which we collect via secure payment processing services.

iv) If you are a visitor or guest at a facility that uses the Services, you or your host may provide Personal Information about you, including but not limited to your first and last name, email address, and phone number. Whether provided by you or your host, this information is used to protect against fraud, abuse, or harm, verify your identity and the purpose of your visit, and provide you with a digital or physical access badge. We may also use this information to contact you, including to respond to inquiries or troubleshooting requests and to deliver notifications and other operational communications (generally, to meet our legal obligations or to meet our legitimate interests).

v) We collect Device and Usage Information to provide the Services, process data or files that you input, upload, or store with the Services, better tailor and provide the Services, and help us improve our products and Services.

b) Data Received from Corporate Clients

i) Our Corporate Clients who license our Services are granted administration rights to enable them to create user accounts for their employees, representatives, or others they designate. The Personal Data collected generally includes the name, physical address and phone number of an assigned user, but may also include information related to employment, such as job title and role, scheduling information assigned to an individual and maintenance tasks performed by an individual. Our Corporate Clients act as Controllers in the use of the Services and the collection and processing of personal data they provide to us. In such cases, our role in processing the Personal Data provided by Corporate Clients is as a Processor, where we process data on behalf of the Controller (who is the customer). As a Processor, we are bound to process this personal data as directed by the Agreement entered with the Corporate Client. Processing of this personal data is performed on behalf of the Corporate Client and for the purpose of providing the services requested by the Corporate Client. “Controller” and “Processor” have the meanings given to such terms in the EU General Data Protection Regulation (“GDPR”).

ii) When purchasing the Services, Company may require you to provide financial qualification and billing information, such as billing name and address, contact and purchasing information, and the size of the company real estate portfolio, the number of assets to be stored by services along with the number of employees within the organization that will be using the Services (“Billing Information”).

iii) Our Corporate Clients may collect and process Personal Information by integrating with the Services or by integrating third-party tools with the Services. Our Corporate Clients are subject to their separate and independent privacy policies. We cannot control or be held responsible for their privacy practices.

c) Data Obtained for Marketing Purposes

i) As you navigate the Company’s websites, we collect information through the use of commonly used information-gathering tools, such as Cookies and Web beacons (“Web Site Navigational Information”). Web Site Navigational Information includes standard information from your Web browser (such as browser type and browser language), your Internet Protocol (“IP”) address, and the actions you take on the Company’s Web sites (such as the Web pages viewed, and the links clicked). Company does not currently respond to Do-Not-Track signals. You may, however, adjust your preferences for certain tracking, for example, by disabling cookies or using ‘private’ or ‘incognito’ browsing modes. For more information about the cookies we use and opt-out methods, refer to our Cookies & Tracking Policy.

ii) We obtain marketing data that we use to reach out to inform potential customers and others of the services offered by our organization. The personal data collected generally includes the email address of a potential customer or other and may also include their name and phone number. We use the contact information provided to us by our customers to also communicate our Education and Information services, which may include a marketing purpose, especially in relation to available modules.

d) Data Obtained from Other Sources

i) Other users of our Services may provide information about you when they submit content through the Services. For example, you may be mentioned in a work order opened by someone else. We also receive your email address from other Service users when they provide it in order to invite you to the Services. Similarly, an administrator may provide your contact information when they designate you as the billing or technical contact on your company's account.

ii) We receive information about you when you or your administrator integrate or link a third-party service with our Services. For example, if you create an account or log into the Services using your Google credentials, we receive your name and email address as permitted by your Google profile settings in order to authenticate you. You or your administrator may also integrate our Services with other services you use, such as to allow you to access, store, share and edit certain content from a third-party through our Services. For example, you may authorize our Services to connect with a third-party calendaring service so that your meetings and connections are available to you through the Services. The information we receive when you link or integrate our Services with a third-party service depends on the settings, permissions and privacy policy controlled by that third-party service. You should always check the privacy settings and notices in these third-party services to understand what data may be disclosed to us or shared with our Services.

iii) We use a tool called “Google Analytics” to collect information about the use of our Company websites (e.g., Google Analytics collects information such as how often users visit the Company website, what pages they visit when they do so, and what other sites they used prior to coming to the Company website). Google Analytics collects only the IP address assigned to you on the date that you visit the Company website, rather than your name or other identifying information. The information collected through the use of Google Analytics is not combined with your Personal Data. You can learn more about how Google Analytics collects and processes data and opt-out options at http://www.google.com/policies/privacy/partners/. We also may use other third-party analytics tools to collect similar information about use of certain online Services.

iv) We work with a global network of partners who provide consulting, implementation, training and other services around our products. Some of these partners also help us to market and promote our products, generate leads for us, and resell our products. We receive information from these partners, such as billing information, billing and technical contact information, company name, what Services you have purchased or may be interested in, evaluation information you have provided, what events you have attended, and what country you are in.

v) We also use your Device and Usage Information and Other Personal Information to prepare aggregate use statistics, analyze, provide, better tailor, and improve our products and Services, tailor and provide you promotions and advertising, both on and off the Services, otherwise enhance your engagement with us, and as otherwise described in this Privacy Policy.

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.

a) We use information about you to provide the Services to you, including licensing and operation of the software, remote management, education and information services, training, webinars, communication, customer service, system monitoring and data security. Data received from Corporate Clients will be used by Company in accordance with the Corporate Client’s instructions, including any applicable terms in the Agreement and as required by applicable law. Company is a Processor of data and Corporate Client is the Controller. Corporate Clients may, for example, use the Services to grant and remove access to Services, assign roles and configure settings, access, modify, export, share and remove Personal Data and otherwise apply its policies to the Services. In this context, the legal basis for our processing of your personal data is either the necessity to perform contractual and other obligations as a provider of desktop software and SaaS-based software services.

b) We process personal data for our business purposes including processing sales leads, invoicing, payments, tradeshows, quotes, submitted forms, trials, consultations, demonstrations, response to inquiries, seminars, web analytics, other marketing, security monitoring, business operations and administration, tax, and other regulatory requirements. We use data about how people use our Services and feedback provided directly to us to troubleshoot and to identify trends, usage, activity patterns and areas for integration and improvement of the Services. For example, to improve general system performance we track how often certain features are accessed by users so we can help focus on which areas should get our attention and focus. In some cases, we apply this knowledge across our Services to improve and develop similar features or to better integrate the Services you use. In these cases, we base our processing on legitimate interests in performing the activities of the organization.

c) We use data for marketing purposes and to contact you to further discuss your interest in the Services. For example, if you fill out a “Contact Me” Web form, the Company will use the information provided to contact you about your interest in the Services. The Company also uses data to plan and host corporate events, host online forums and social networks in which event attendees may participate, and to populate online profiles for Customers on the Company’s Web sites. We may use information you provide and to send you information regarding the Company and its partners, such as information about promotions or events.

d) We may also use your data to comply with applicable laws and exercise legal rights as the basis for our data processing.

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.

a) Service Providers

Company may share data with the Company’s contracted service providers so that these service providers can provide services on our behalf. Without limiting the foregoing, Company may also share data with the Company’s service providers to ensure the quality of information provided, and with third-party social networking and media websites, such as Facebook, for marketing and advertising on those websites. Unless described in this Privacy Statement, Company does not share, sell, rent, or trade any information with third parties for their promotional purposes.

b) Business Partners

From time to time, Company may partner with other organizations to jointly offer products or services. If you purchase or specifically express interest in a jointly offered product or service from Company, the Company may share data collected in connection with your purchase or expression of interest with our joint promotion partner(s). Company does not control our business partners’ use of the data we collect, and their use of the information will be in accordance with their own privacy policies. If you do not wish for your information to be shared in this manner, you may opt not to purchase or specifically express interest in a jointly offered product or service. Company does not share any data with business partners that is not relevant to the jointly offered product.

c) Collaboration or Forums

In certain Services, you can create content, which may contain information about you, and grant permission to others to see, share, edit, copy and download that content based on settings you or your administrator (if applicable) select. Some of the collaboration features of the Services display some or all of your profile information to other Service users when you share or interact with specific content. Certain websites also offer publicly accessible blogs, forums, issue trackers, and wikis. You should be aware that any information you provide on these websites - including profile information associated with the account you use to post the information - may be read, collected, and used by any member of the public who accesses these websites. Your posts and certain profile information may remain even after you terminate your account. We urge you to consider the sensitivity of any information you input into these Services. To request removal of your information from publicly accessible websites operated by us, please contact us as provided below. In some cases, we may not be able to remove your information, in which case we will let you know if we are unable to and why.

d) Third-Party Providers

We may provide personal data to third parties for their processing in performing functions on our behalf (for example payments, security, data analysis, surveys, operating a learning center for education and information to support the Services). In such instances, the providers will be contractually required to protect personal data from additional processing (including for marketing purposes) and transfer in accordance with this Privacy Policy and applicable laws. In cases of onward transfer of personal information to third parties of data of EU individuals received pursuant to the EU-U.S. Privacy Shield or other Valid Transfer Mechanism for the purposes of GDPR, Company remains liable.

e) Third-Party Links or Widgets

The Services may include links that direct you to other websites, social media features, or services whose privacy practices may differ from ours. These widgets and features may collect your IP address, which page you are visiting on the Services, and may set a cookie to enable the feature to function properly. If you submit information to any of these third-party sites or widgets, your information is governed by their privacy policies, not this one. We encourage you to carefully read the privacy policy of any website you visit.

f) With Your Consent

We share information about you with third parties when you give us consent to do so. For example, we often display personal testimonials of satisfied customers on our public websites. With your consent, we may post your name alongside the testimonial.

g) Legal Requirements

We may access and disclose your personal data to regulatory bodies if we have a good-faith belief that doing so is required under regulation. This may include submitting personal data required by local customs authorities and tax authorities. Additionally, we may disclose your personal data and other information as required by law, including in response to lawful requests by public authorities or to meet national security or law enforcement requirements. We may also disclose your personal data to exercise or defend legal rights; to take precautions against liability; to protect the rights, property, or safety of the resource, of any individual, or of the general public; to maintain and protect the security and integrity of our services or infrastructure; to protect ourselves and our services from fraudulent, abusive, or unlawful uses; or to investigate and defend ourselves against third-party claims or allegations.

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.

a) Access and update your information

Our Services and related documentation give you the ability to access and update certain information about you from within the Service. You can update your user information within your user settings and modify content that contains information about you using the editing tools associated with that content. Deactivate your account: If you no longer wish to use our Services, you or your administrator may be able to deactivate your Services account. If you can deactivate your own account, that setting is available to you in your account settings. Otherwise, please contact your administrator. If you are an administrator and are unable to deactivate an account through your administrator settings, please contact the Service’s support team. Please be aware that deactivating your account does not delete your information; your information remains visible to other Service users based on your past participation within the Services. For more information on how to delete your information, see below.

b) Delete your information

Our Services and related documentation give you the ability to delete certain information about you from within the Service. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations. For any questions around deleting your information please contact the Service’s support team.

c) Request that we stop using your information

In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don’t have the appropriate rights to do so. For example, if you believe a Services account was created for you without your permission or you are no longer an active user, you can request that we delete your account as provided in this policy. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate your request. If there is delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honored or the dispute is resolved, provided your administrator does not object (where applicable). If you object to information about you being shared with a third-party app, please disable the app or contact your administrator to do so.

d) Opt out of communication

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 privacy@iofficecorp.com.

e) Data portability

Data portability is the ability to obtain some of your information in a format you can move from one service provider to another (for instance, when you transfer your mobile phone number to another carrier). Depending on the context and your location, this applies to some of your information, but not to all of your information. Should you request it, we will provide you with an electronic file of your basic account information and the information you create on the Services and data under your sole control.

f) Limitations

Your request and choices may be limited in certain cases. For example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we or your administrator are permitted by law or have compelling legitimate interests to keep. Where you have asked us to share data with third parties, for example, by installing third-party apps, you will need to contact those third-party service providers directly to have your information deleted or otherwise restricted. If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work or where you feel your rights were infringed.

To exercise your rights with respect to your Personal Data, please email us at privacy@iofficecorp.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 privacy@iofficecorp.com.

Company reserves the right to change this Privacy Policy. Company will provide notification of the material changes to this Privacy Policy through the Company’s websites at least thirty (30) business days prior to the change taking effect.

Questions regarding this Privacy Statement or the information practices of the Company’s Web sites should be directed to iOFFICE by emailing privacy@iofficecorp.com or by mailing iOFFICE at the following address:

iOFFICE, LP, Attention Privacy, 5300 Memorial Drive, Suite 300, Houston Texas 77007.