Privacy policy

Teodesk is a productivity tool that helps businesses increase their efficiency in different aspects of project collaboration. Based on the SaaS model, Teodesk integrates project management, HR support, ticketing, documentation storage and reporting in one single application. Teodesk aims to help with creating the perfect team, organizing and monitoring tasks in real time, as well as to provide a new perspective on internal and external communication through planning and synchronization of all events related to operations and project’s activities. We provide this Privacy Policy to inform you of our policies regarding the collection, use, disclosure and protection of information. This Privacy Policy applies to our website and all our services.

Topics that will be discussed in this Privacy Policy are listed below:

  • Teodesk as Data Controller
  • Teodesk as Data Processor
  • How We Share Information
  • Security of Your Data
  • Access to Your Information, Correction and Right to Be Forgotten
  • Cookies and Analytics
  • Our Policy Towards Children
  • Changes to Our Privacy Policy
  • How to Contact Us

Teodesk as Data Controller

When we collect some personal data from you directly we are acting as Data Controller. Here you can see how, for what purposes and what personal data we collect from you:  when you fill out our Demo Request, register to our Newsletter, contact us directly or register to our services.  In section that considers Security of your data you can find out where we store and how we protect your data. For any of these situations we are highly determined to guarantee security and appropriate use of your data.

Demo Request

When you fill out our “Request a demo” form on our website you are providing us with your personal data (name and e-mail address). We will use this data only to provide you with appropriate answer including requested demo adequate information and updates regarding our product.

Newsletter

If you want to subscribe to our Newsletter we will need to collect your e-mail address. We will use your e-mail address for sending you our Newsletter information and give you proper update regarding our products and services and to inform you about any news that could be of interest to you as our subscriber.

Direct contact

When you ask for assistance from our Customer Support team, or make any kind of direct contact with us, we may collect and store contact information you provide (generally your name and e-mail address), as well as information about your usage of our services so that we can appropriately respond to inquiries. We will also store the correspondence and any related information.

Registration to our services

In the process of creating your account, we collect and store your personal data which are then bound to your user account. This process is led and managed by our Customer Support team. For the purposes of security issues mitigation and auditing, in case that some problem occurs, we also track changes you make in your account during the usage of our services. We will not access these logs, nor any information on any customer account if not specifically requested. Activity information and logs will only be used in order to mitigate potential threats and they will be processed only in statistical manner. When you create or confirm activation of your account on any of our websites, we will collect and store your personal data in order to provide you with requested service. All collected data will be used only for the purposes of providing you specified service and appropriate support.

Job Applications and HR

Every time you apply for a position in Teodesk, we collect, process and store your personal data, including: your e-mail address, name, surname and information in your CV, during selection process period. Personal data you sent us, either using our application form or sending your application to our job application e-mail address, will be only used for potential employment purposes. After selection process is finished, we will store your data during one-year period in case there is another suitable position for you. After that period your personal data will be erased from our systems. We also collect and store personal data of our employees, both on our servers and hard copy due to legal obligations.

Teodesk as Data Processor

In accordance with our Data Protection Agreement we process personal data obtained from our customers only to provide requested service and appropriate support.  In these cases, we act as Data Processor. Our customers are Data Controllers and they have provided us with personal data they collected lawfully as regulated in our Service Level Agreement. For providing our SaaS platform services we allow our customers to import different kind of personal data into their instance that is bound to their account. We store and process our customer’s personal data in our instance on Microsoft Azure servers placed in data center in EU and we do not transfer any data outside EEA area, unless it is specifically requested by our customer for personal data they are responsible for.  We do not access any personal data that our customers imported into their accounts on our platform, if not specifically requested by customer for his data.

How We Share Information

In some cases we might share personal data and information we colected or we gained from our customers, as described in previos sections of this Policy. In this section we provide you with information in which cases and to whom we provide personal data and what we do in order to maintain privacy of shared data.

Our Sub-Processors

There are cases where we use services of third party companies that are somehow involved in processing of personal data. Services of these companies are either integrated in our platform or we use their services in order to provide you with our service. Teodesk performs due diligence on the information security practices and data protection compliance of all sub-contractors and requires each to commit to written obligations (Data Protection Agreement) regarding their security controls and applicable regulations for the protection of personal data. List of our Sub-Processors and their role in data processing is given below.

Company Name Headquarters Location of processing Purpose
Location of processing One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland EU We use Azure cloud for hosting our platform and services.
MailGun 548 Market St. #43099
San Francisco, CA 94104
USA We use MailGun to provide mail sending/receiving features.
SendGrid 1801 California Street

Suite 500

Denver, CO 80202

USA We use SendGrid to provide mail sending/receiving features.
HubSpot 25 First Street, 2nd Floor, Cambridge, MA 02141 USA We use SendGrid to provide mail sending/receiving features.
HotJar Level 2, St Julian’s Business Centre, 3, Elia Zammit Street, St Julian’s STJ 1000, Malta EU We use SendGrid to provide mail sending/receiving features.
Facebook Level 2, St Julian’s Business Centre, 3, Elia Zammit Street, St Julian’s STJ 1000, Malta USA We use FB pixel for gathering and analyzing statistics and activity.
Google EU We use Google Analytics for gathering and analyzing statists and activity.

Change of Ownership or Control

Teodesk reserves the right to disclose and transfer user information, including personal information, in connection with a corporate merger, consolidation, restructuring, the sale of certain stock and/or assets, or other corporate change including, without limitation, during the course of any due diligence process.

Security of Your Data

We take precautions to protect your information. When you submit personal information via the website, your information is protected both online and offline. While we use encryption to protect sensitive information transmitted online, we also protect your information offline. Only employees who need the information to perform a specific job (for example, requested support) are granted access to personally identifiable information. The computers/servers in which we store personally identifiable information are kept in a secured environment.

We implemented technical and organizational security measures for the protection of personal data before processing of any personal data and additional security measures as mutually agreed with our customers. Teodesk has been adopting security measures including encryption, pseudonymization, resilience of processing systems and backing up personal data in order to be able to reinstate the system.

Security and privacy of our information, including personal data as important information asset, is build and based on our Information Security Policies and Procedures and applied measures in accordance to these documents. All of organizational and technical measures are applied in accordance with ISO 27001 standard and GDPR requirements.

Access to Your Information, Correction and Right to Be Forgotten

You have the right to request a copy of the information that we hold about you. If you would like a copy of personal data we have on you, where we store it and how we use it please send us your request. We might make a small charge for this service. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate or use your right  ̎to be forgotten ̎ with consideration of lawfull interception bounds. You can also unsubscribe from specificed channel or service using „Unsubscribe your data“ option on our website or you can send your request to our DPO by sending an e-mail to dpo@teodesk.com. Requests regarding changes or deletation of any data we gained from our customers have to come from that customer as described in our Data Protection Agreement.

Retention Period

The duration of the processing of the data we gained from our customers is limited to the duration needed to perform our obligations considering Contract of providing services between our companies, unless a legal obligation applies. Our obligation with regard to the data processing shall in any case continue until the data has been properly deleted or has been returned at the request of our customer. This applies also to any request, regarding unsubscribing from our services, we obtain from any data subject. Their user accounts will be removed from our services but their data will be stored for additional month in our encrypted backups, after expiration of this period data will be permanently deleted from our systems.

Cookies and Analitics

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.  You can set your browser not to accept cookies if you are not confortable with them. On our sites we are using Cookies listed below:

Cookie provided by We use Google Analytics for gathering and analyzing statists and activity. Expiration time We use it for
PHP session cookie PHP session cookie Session The PHPSESSID cookie is native to PHP and enables websites to store serialized state data.
Matomo _pk_id.1.a91e 1 year These cookies are used by the analytics software Matomo to allow us to count page visits and traffic sources, so we can measure and improve the performance of our site
Matomo _pk_ses.1.a91e 30 min
HORISEN saved_lang 60 min Save language of our visitors
Google Analytics _ga 2 years Helps to identify sessions of visitors
Google Analytics _gid 1 day
Google Analytics __utma 2 years
Google Analytics __utmb 30 min Helps to identify new visitors to the Site
Google Analytics __utmc Session
Google Analytics __utmt_UA-47738979-13 10 min Helps to throttle traffic rate for Google servers
Google Analytics _gat_UA-47738979-13 6 months
Google Analytics __utmz 1 min Helps to identify new visitors to the Site
Google 1P_JAR 1 month Google advertising cookie used for user tracking and ad targeting purposes
Google Adwords HSID 2 years Google advertising cookie used for user tracking and ad targeting purposes
Google Adwords NID 6 months
Google maps APSID 2 years Google maps associated cookies are used to display a user-friendly map and location designations
Google maps SIDCC 3 months
Google maps SSID 2 years
Google maps SAPISID 2 years
Google maps SID 2 years
Google Tag Manager _dc_gtm_UA-66028946-1 1 min These cookies collect information in an anonymous form. This includes the number of visitors to the site
Linkedin BizolD 6 months LinkedIn Ad analytics
Linkedin bcookie 2 years Browser ID cookie
Linkedin bscookie 2 years Secure browser ID cookie
HORISEN lidc 1 day Used for routing
Linkedin UserMatchHistory 6 months LinkedIn Ad analytics

We use Google Analytics to measure and evaluate access to and traffic on the Public Area of the Site, and create user navigation reports for our Site administrators. Google operates independently from us and has its own Privacy Policy, which we strongly suggest you to review. Google may use the information collected through Google Analytics to evaluate Users’ and Visitors’ activity on our Site.

We also use HubSpot and HotJar that help us gather and analyze some statistic information about our users and track key performance Indicators such as: visits, goal conversion rates, downloads, keywords, etc. We have full control over any data processing in this case and processing of your data is regulated through DPA agreement that Teodesk has signed with these companies.

Our Policy Towards Children

The Services are not directed to individuals under 16. We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact our DPO.

Changes to Our Privacy Policy

Teodesk may update this policy from time to time and any changes will be effective upon posting. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address specified in your Teodesk account or by placing a prominent notice on our site. However, we will use your personal information in a manner consistent with the Privacy Policy in effect at the time you submitted the information, unless you consent to the new or revised policy.

How to Contact Us

Please contact us with any questions or comments about this Policy, your personal data or your consent choices. If you have any concerns to adress, any questions or complaints about this Policy or your personal data, you may contact Data Protection Officer of Teodesk by sending an email to dpo@teodesk.com.

Last update: 13th of December, 2018.