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Privacy Policy

Date of Last Revision: October 1st, 2017 

PeopleDoc (“we”) is committed to protect the privacy of the individuals who visit our website (“Visitors”) and individuals (“Users”) who register to use PeopleDoc Services (“Services”) on behalf of PeopleDoc’ Customers (“Customers”) (collectively “you”).

Simple Speak: PeopleDoc = we; You = Visitors + Users + PeopleDoc’ Clients Users.

To enable easy reading of this document, we have separated the text into two columns: a column with the binding text in ‘legal speak’, and another column, with 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” column 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 User or Customer has engaged PeopleDoc we will not sell or use 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 visiting our website or 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. 

When you register with PeopleDoc, information about you is needed such as name, company name, contact telephone number and email address. When a Visitor contacts us and/or requests information about PeopleDoc’ Services, we will collect the Visitor’s email address and other contact information so that we can fulfill the Visitor’s request. 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 users and visitors: name, company name, and contact telephone number and email address.

 

We also process Data that the 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. 

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. 

Simple Speak: 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 Data mainly to: 

  • Provide you with the ability to view protected content;
  • Provide you with PeopleDoc customer support;
  • Submit you questionnaires and surveys that allow us to improve our products and services;
  • Participate in recruitment processes;
  • Customize our communications (emails, newsletters, etc.) and the Site 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 any other communication produced by PeopleDoc and/or third-party partners (for example: white paper, etc.);
  • Allow you to make a request for an appointment to present PeopleDoc and to demonstrate our solutions;
  • Enable you to register for events organized by PeopleDoc and/or in collaboration with others;
  • 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 websites. 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.

Our website offers also publicly accessible blog and comments (“Public Area”). You should be aware that any information you provide in a Public Area areas may be read, collected, and used by others who access them. To request removal of your Data from a Public Area, contact us. In some cases, we may not be able to remove your Personal Data, in which case we will let you know if we are unable to do so and why.

Simple Speak:  The comments you make are your responsibility, but we can erase them, if needed.

We display personal testimonials of satisfied customers on our website in addition to other endorsements. With your consent, we may post your testimonial along with your name. If you wish to update or delete your testimonial, you can also contact us.

Simple Speak:  If you’re featured on a testimonial you can also erase, change, or update it.

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, applicable legislation and the agreement(s) we enter into with them.

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 Privacy Policy and inside the scope of the Services or Visitor’s request. 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 people.

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.

We might also share the information we have about you within the family of companies that are part of PeopleDoc, but only to the extension needed to provide the Services or to respond to Visitor’s requests. The family of companies PeopleDoc has signed Standard Contractual Clauses which guide any transfer of Data within the group and are also included as guidelines in the agreement(s) entered into with sub-processors. 

Simple Speak:  We share your data within our family of companies, respecting the European Commission Standard Contractual Clauses.

5. Data Retention

We will retain Data we process on Users and Visitors 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 receive it in the first place.

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

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. The 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.

7. Legal Requests concerning your Data

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.

 
8. Trackers

When You browse in the website, 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 or the website, 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 this 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 “cookies” to evaluate and upgrade our services. You can “opt ‘out” of such analyses services in this page.

9. 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 Privacy Policy. We believe and follow the principles under European Union law, and we obtain not only your consent to legitimize data transfers from the EEA to the United States and other countries but also have in place agreements containing Standard Contractual Clauses or any other appropriate safeguard as established by the European Commission.

You can contact us using the information provided below 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 everybody involved respects your data as we do.

10. 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.

 
11. Children

PeopleDoc' website and Services are not designed for or directed at individuals under the age of thirteen (13) or minors as defined in local laws or regulations. We will not intentionally collect or maintain information about these individuals. If you believe that we may have collected Data from someone under the age of 13 or from a minor as defined in your country, please let us know on How to contact PeopleDoc. We will then take appropriate measures to investigate and, if appropriate, delete that information.

Simple Speak:  Kids! We love them, but their data is not intended to be here. Let us know if you think a children-related data has been collected.

 

12. Changes to this Privacy Policy

We may update – and mostly upgrade – this Privacy 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 Privacy 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!

 

13. 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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