Privacy Overview
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Cookie Policy
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 providing 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 the section that considers the 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 an 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 a proper update regarding our products and services and 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 the 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 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 in a statistical manner. When you create or confirm the activation of your account on any of our websites, we will collect and store your personal data in order to provide you with the requested service. All collected data will be used only for the purposes of providing you the 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 the 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 the selection process is finished, we will store your data during a 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 the requested service and appropriate support. In these cases, we act as a 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 kinds 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 a data center in the EU and we do not transfer any data outside the EEA area unless it is specifically requested by our customer for the 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 the customer for their data.
How We Share Information
In some cases, we might share personal data and information we collected or we gained from our customers, as described in previous 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 the privacy of shared data.
Our Sub-Processors
There are cases where we use services of third party companies that are somehow involved in the processing of personal data. Services of these companies are either integrated into 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. A 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. |
| 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. | |
| EU | We use Google Analytics for gathering and analyzing statistics 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 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 an important information asset, is built and based on our Information Security Policies and Procedures and applied measures in accordance with these documents. All of the organizational and technical measures are applied in accordance with the 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 the 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 lawful interception bounds. You can also unsubscribe from a specified channel or service using the „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 deletion 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 an additional month in our encrypted backups, after the expiration of this period data will be permanently deleted from our systems.
Cookies and Analytics
Cookies are text files placed on your computer to collect standard internet log information and visitor behavior 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 comfortable with them. On our sites we are using Cookies listed below:
| Cookie provided by | We use Google Analytics for gathering and analyzing statistics 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 |
| 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 |
| BizolD | 6 months | LinkedIn Ad analytics | |
| bcookie | 2 years | Browser ID cookie | |
| bscookie | 2 years | Secure browser ID cookie | |
| HORISEN | lidc | 1 day | Used for routing |
| 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 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 statistical 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 the 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 address, any questions or complaints about this Policy or your personal data, you may contact our Data Protection Officer by sending an email to dpo@teodesk.com.
Last update: 13th of December, 2018.