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PeopleDoc Services Data Privacy Policy

PeopleDoc Services Data Privacy Policy

 

Last Updated: March 2018

 

PeopleDoc (“we”) is committed to protect the privacy of the individuals (“Users” and/or “you”) who register to use PeopleDoc Services (“Services”) on behalf of PeopleDoc’ Customers (“Customer”).

Simple Speak: PeopleDoc = we; You = PeopleDoc’s Users.

To enable easy reading of this document, we have separated this text in two:

1) the binding text in ‘legal speak’, and

2) the non-binding text in simple speak. We hope this helps you to get a good understanding of what we offer you, what you can expect from us, and what we expect from you.

Simple Speak: We have created this “simple speak” text to help you better understand our practices, but please know that the binding text is the one in legal speak. 

This policy describes what information we receive and process (“Data”) and how it is used. While you review this policy, please keep in mind that the use of Data received and processed through the Services is and shall always be limited to the purpose of providing the Services for which the Customer has engaged PeopleDoc. We will not sell your Data for marketing purposes.

Simple Speak: We don’t sell your Data for marketing purposes. Period.

We know that you care how information about you is used and shared, and we appreciate your trust that we will do so carefully and sensibly. By using our Services, you are accepting the practices described in this Privacy Policy.

Simple Speak: If you proceed it means you’ve read and agreed with this Policy.

 

1.   The Data we receive

Depending on which Services you use, different kinds of information will be processed from or about you.

Except for MyPeopleDoc services, we collect Data according to our Customers’ instructions, and, we do not have direct relationship with the individuals whose Data we process.

When you register with PeopleDoc, information about you is needed such as name, company name, contact telephone number and email address. When someone registered invites you as a guest on their Services we will collect the guest’s email address and other contact information so that the guest can fulfill its invitation. Some information provided to us may individually identify you, that information may be referred to in this Privacy Policy as “Personal Data.”

Simple Speak: The main data we collect from you: name, company name, and contact telephone number and email address.

We also process Data that other Users provide when they use our Services, for example when they use the document sharing tools to send you a document, when they send a message to you, or upload, sync or import your contact information.

Simple Speak: We may send PeopleDoc service-related announcements. You cannot opt out of service related emails if this is part of the PeopleDoc Services offered to you. 

We may send you service-related emails, this may be a part of the Service you are using.

If you wish to subscribe to our newsletter(s), we will use your name and email address to send you the newsletter. You may choose to stop receiving our newsletter or marketing emails by following the unsubscribe instructions included in each of these emails, or you can contact us.

Simple Speak: The newsletter subscription can be easily undone – the instructions are on the email you’ve received.

 

2. Sensitive Data

We will not intentionally collect or maintain, and do not want you to provide, any information regarding your medical or health condition, race or ethnic origin, political opinions, religious or philosophical beliefs or other sensitive information. If, by any chance, you chose to send us sensitive data solely at your own risk and responsibility, you explicitly agree that we may process this data in the EEA, US and in other countries and that you will not hold PeopleDoc accountable for any potential non-observance to sensitive data specific local regulations.

Simple Speak: We don’t collect, we don’t want you to provide: any information regarding your medical or health condition, race or ethnic origin, political opinions, religious or philosophical beliefs or other sensitive information. This is your responsibility.

 

3. How Data is used

We use the Data to help us provide and support our Services. That means, we use the information we receive to help verify accounts and activity, and to promote safety and security on and off of our Services, such as investigating suspicious activity or violations of our terms or policies. We work hard to protect your account using teams of engineers, automated systems, and advanced technology as encryption.

Simple Speak: We use the information also to protect you and your account. 

We use the Data mainly to:

  • Provide you the ability to view protected content 
  • Provide you PeopleDoc customer support
  • Submit questionnaires and surveys to improve our products and services
  • Recruit users to perform usage tests
  • Customize our communications (e-mails, newsletters, etc.) and Services according to your preferences (allowing you to request specific information about our products and services for example)
  • Provide you, via download, our product documentation or other communication material produced by PeopleDoc and / or with third party partners (eg white paper, etc.)
  • Authorize you to register for events organized by us and / or in collaboration with partners
  • If applicable, allow you to transfer information to a third party.

You should never share your PeopleDoc account information with anyone, including your username and password. We recommend that you use a unique password for your PeopleDoc account that is not associated with other Services. You should check your PeopleDoc account regularly to ensure that your Data has not been tampered with or altered. 

Simple Speak: Don’t share your information with anyone; be careful with the passwords you create.

Any suspicious activity regarding your account, including automated messages or calls from parties you cannot identify, should be reported to your employer and to PeopleDoc following the information on How to contact PeopleDoc, below. 

Simple Speak: If you feel there’s a problem with your account; let us know.

 

4. How and why we share the Data we receive

We work with third party companies, or sub-processors, who help us provide and improve our Services. We transfer information to these sub-processors who globally support our business, such as providing technical infrastructure services, analyzing how our Services are used, providing customer service, or conducting research and surveys. These sub-processors must adhere to strict data processing obligations in a way that is consistent with the Service, this Privacy Policy, and applicable legislation.

Simple Speak: We work with other companies to make your experience as satisfying as possible. These companies offer the same level of respect to your data as we do, that’s why we trust them.

We will not make your Data, including Personal Data, available to any other parties except as provided in this Policy and inside the scope of the Services. To be even more specific, we will not sell, rent, exchange or share your Data, including Personal Data with any third-parties, without your prior permission, for any other purpose than the ones you requested or signed-up for.

Simple Speak: Apart from those companies we trust we will not make your data available to any other companies or unauthorized people who do not have access rights in connection with the provision of our services.

If we are ever involved in a merger, acquisition, or sale of all or a portion of its assets, your Data may be transferred to the acquiring person or entity and you will be notified of any impact of that change in ownership on the processing or uses of your Data, as well as any choices you may have regarding such changes.

Simple Speak: You will always be informed of changes on the processing of your data.

 

5. Data Retention

We will retain Data we process on your behalf for as long as needed to provide the Services or respond to requests. We only retain and use this Data as necessary to comply with PeopleDoc’ agreements, legal obligations, and resolution of disputes. No Data is kept outside the scope from which we have received it in the first place.

Simple Speak: We will keep your data only until it is needed for the purpose you’ve sent it.

If you are an employee of one of our Clients and would no longer like to be involved with one of our Clients that use our Services, please contact the Client with whom you interact directly. 

Simple Speak: If you are a current employee of one of our Clients contact them directly for data retention matters.

 

6. How can you manage or delete your Data

If you seek access, correction, amendment, or deletion of inaccurate data, you should direct your request to your employer. If you seek to access, correct, amend or delete any Data on your e-vault that is no longer related to your employer you can contact us on How to contact PeopleDoc. Users are usually able to remove the Data without our involvement, however, if you request PeopleDoc to remove the data, we will respond to this request within a reasonable period of time, considering the risk on the maintenance of such Data.

Simple Speak: You can access, correct, amend or delete any Data, and please contact us if you are not able to do is on your own.

We may share your information in order to respond to investigations, court orders, legal process, or to investigate, prevent or take action regarding illegal activities, suspected fraud, or situations involving potential threats to the physical safety of any person, violations of PeopleDoc' Terms of Use, or as otherwise required by law.

Simple Speak: If something goes wrong and an authority requires your Data we may need to send it to them.

 

7. Trackers

When you are using the Services, information may be recorded or read on your terminal using cookies, based on the choices selected in your browser. 

We use web analysis services that use "cookies", text files that are saved on your computer and analyze the use of a site. Information about your use of this site (including your IP address) generated by the cookie is transferred and stored on a server.

These services use this information to evaluate your use of the Services to compile reports on the site activities for PeopleDoc. Such services may also transfer such information to third parties, to the extent legally specified or to the extent that third parties process such data. These services will not connect your IP address to any other data recorded by them.

By using the Services, you agree and consent to the processing of Data collected about You by these services in the manner described above, and for the purposes described above. You can counter the registration and collection of data by these services by visiting:

 

Google Analytics: you can opt out from Google Analytics data collection by visiting their opt-out page.

Hotjar: you can opt out from Hotjar data collection by visiting their opt-out page.

 

PeopleDoc therefore undertakes to get your prior consent, in accordance with legal provisions, before setting up any tracker which requires your prior knowledge and agreement.

Simple Speak: We use web analysis services that use trackers to evaluate and upgrade our services. You can “opt ‘out” of such analyses services as mentioned above.

 

8. European Economic Area

Data collected within the European Economic Area (“EEA”) may be transferred to countries outside of the EEA for the purposes described in this Policy. We believe and follow the principles under European Union law, and in order to legitimize data transfers from the EEA to the United States and other countries we ensure to have in place agreements containing Standard Contractual Clauses or any other appropriate safeguard as established by the European Commission. You can contact us with questions or concerns regarding the transfer of Data outside the EEA.

Simple Speak: You are a European citizen living in Europe? We may transfer your data, but don’t worry, we have agreements in place, so every company or individual involved respects your data as we do.

 

9. Security and Breach Notification 

We are committed to the security of our Services, and we have in place physical, administrative and technical measures designed to prevent unauthorized access to your Data. Our security policies cover the management of security for both internal and Services operations. These policies, which are ISO/IEC 27001:2013 certified, govern all areas of security applicable to the Services and apply to all PeopleDoc employees. You can check our ISO/IEC 27001:2013 certificate here.

Simple Speak: We are very committed with security, so committed we have an ISO certificate for it!

We promptly evaluate and respond to incidents that create suspicions of unauthorized handling of Data. PeopleDoc' Global Information Security Team and Legal Team are informed of such incidents and, depending on the nature of the activity, shall define escalation paths and response teams to address the incidents. If we determine that your Data has been misappropriated or otherwise wrongly acquired by a third party, we will promptly report such breach to you.

Simple Speak: We have a great Team to take care of every suspicious activity, but we work so they don’t happen.

 

10. Language and Changes to this Privacy Policy 

This Policy has been written in several languages, including French. The version that has priority for interpreting this Privacy Policy shall be the French language version.

Simple Speak: PeopleDoc speaks a lot of languages, but if we made a mistake in the meaning of something in this Policy, the original meaning in French is the one to take into account. 

We may update – and mostly upgrade – this Policy from time to time, having in mind never to downgrade the levels of security already provided to you. You will be notified of any significant changes in the way we treat any of your Data and we will give you the opportunity to review and comment on the revised Policy before continuing to use our Services.

Simple Speak: We’ll let you know if something changes in this privacy, but come more often, it’s always a pleasure. 

We also encourage you to periodically review this page for the latest information on our privacy practices. 

Simple Speak: See you soon!

 

11. How to contact PeopleDoc

If you have questions about this policy, here’s how you can reach us at privacy@people-doc.com.

Simple Speak: Contact us!

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