Summary of our Privacy Policy

This is a summary of our new privacy policy which takes effect on October 30th, 2018. It covers every scweb® application suite containing word processing, spreadsheets, presentations, databases, note-taking, wikis, web conferencing, customer relationship management (CRM), project management, invoicing, and other applications developed by SwissSCWeb that links here, and all of the products and services contained on those application. The detailed policy follows the same structure as this summary and constitutes the actual legal document. This policy tells you what information we do collect from you, what we do with it, who can access it, and what you can do about it.

We only collect the information that we actually need. Some of that is information that you actively give us when you sign up for an document specific process, register for an event, ask for customer support, or buy something from us. We store your name and contact information, but we don’t store credit card numbers (except with your permission and in one of our secured payment gateways).

When you use our software, we automatically log some basic information like how you got specific action , where you made this action , and what features and device you use. We use this information to improve your document and our services and to drive new product development.

We limit access to your personal information to our employees and contractors who have a legitimate need to use it. If we share your information with other parties, they must have appropriate security measures and a valid reason for using your information, typically to serve you.

We use your information to provide the services you’ve requested, create and maintain your document and keep an eye out for unauthorised activity on your profile. We also use it to communicate with you about the products
you’re currently using, your support requests, new solution you may like, chances for you to give us feedback, and policy updates. We analyze the information we collect to understand user needs and to improve our services.

Part I – scweb® Information collects and controls

What Information SwissSCWeb collects

We collect information about you only if we need the information for some legitimate purpose. SwissSCWeb will have information about you only if (a) you have provided the information yourself, (b) SwissSCWeb has automatically collected the information. Below we describe the various scenarios that fall under each of those categories and the information collected in each one.

Information that you provide us

  1. Activity registrations and other form submissions: We record information that you submit when you register for any process or documentation and including activity reply.
  2. In addition to the purposes mentioned above, we may use your information for the following purposes:

To communicate with you such as through mobile our fix device about check list or data recording that you have documented.

Legal bases for collecting and using information

Legal processing bases applicable to SwissSCWeb : If you are an individual from the European Economic Area (EEA), our legal basis for information collection and use depends on the personal information concerned and the
context in which we collect it. Most of our information collection and processing activities are typically based on your consent. Sometimes, we may be legally required to collect your information, or may need your personal information to protect your vital interests or those of another person.

Withdrawal of consent : Where we rely on your consent as the legal basis, you have the right to withdraw your consent at any time, but this will not affect any processing that has already taken place.

Legitimate interests notice : Where we rely on legitimate interests as the legal basis and those legitimate interests are not specified above, we will clearly explain to you what those legitimate interests are at the time that we collect your information.

Who we share your information with

All SwissSCWeb group entities listed here have access to the information covered in Part I. We do not sell any personal information. We share your information only in the ways that are described in this Privacy Policy, and only with parties who adopt appropriate confidentiality and security measures.

Employees and independent contractors : Employees and independent contractors of al SwissSCWeb group entities have access to the information covered in Part I on a need-to-know basis. We require all employees and independent contractors of SwissSCWeb group entities to follow this Privacy Policy for personal information that we share with them.

Your rights with respect to information we hold about you as a controller

If you are in the European Economic Area (EEA), you have the following rights with respect to information that SwissSCWeb holds about you. SwissSCWeb undertakes to provide you the same rights no matter where you choose to live.

Right to access : You have the right to access (and obtain a copy of, if required) the categories of personal information that we hold about you, including the information’s source, purpose and period of processing, and the persons to whom the information is shared

Right to rectification : You have the right to update the information we hold about you or to rectify any inaccuracies. Based on the purpose for which we use your information, you can instruct us to add supplemental information about you in our database.

Right to erasure : You have the right to request that we delete your personal information in certain circumstances, such as when it is no longer necessary for the purpose for which it was originally collected.

Right to restriction of processing : You may also have the right to request to restrict the use of your information incertain circumstances, such as when you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Right to data portability : You have the right to transfer your information to a third party in a structured, commonly used and machine-readable format, in circumstances where the information is processed with your consent or by automated means.

Right to object : You have the right to object to the use of your information in certain circumstances, such as the use of your personal information.

Right to complain : You have the right to complain to the appropriate supervisory authority if you have any grievance against the way we collect, use or share your information. This right may not be available to you if there is no supervisory authority dealing with data protection in your country.

Retention of information

We retain your personal information for as long as it is required for the purposes stated in this Privacy Policy. Sometimes, we may retain your information for longer periods as permitted or required by law, such as to maintain suppression lists, prevent abuse, if required in connection with a legal claim or proceeding, to enforce our agreements, for tax, accounting, or to comply with other legal obligations. When we no longer have a legitimate need to process your information, we will delete or anonymize your information from our active databases. We will also securely store the information and isolate it from further processing on backup discs until deletion is possible

Part II Information that SwissSCWeb processes on your behalf

Information entrusted to SwissSCWeb and purpose

Information provided in connection with services : You may entrust information that you or your organization (you”) control, to SwissSCWeb in connection with use of our services or for requesting technical support for our products. This includes information regarding your employees (if you are a controller) or data that you hold and use on behalf of another person for a specific purpose, such as a customer to whom you provide services (if you are a processor). The data may either be stored on our servers when you use our services, or transferred or shared to us as part of a request for technical support or other services.

Information from devices : When you elect to allow it, some of our applications have access to your profile Our applications require such access to provide their services. Similarly, when you elect to provide access, locationbased information is also collected for purposes including, but not limited to, locating nearby area or setting location-based reminders. This information will be exclusively shared with our mapping application and will be used only for mapping user locations on specific area . You may disable the applications’ access to this information at any time by editing the settings on your user profile . The data stored and their location information to which the applications have access will be used in the context of the application, and transferred to and associated with your profile in the corresponding activities (in which case the data will be stored on our servers)

Ownership and control of your profile data

We recognize that you own your profile data. We provide you complete control of your profile data by providing you the ability to (i) access your profile data, (ii) share your profile data through supported third-party integrations, and (iii) request export or deletion of your profile data.

How we use profile data

We process your profile data when you provide us confirmation through the various modules of our software. For example, when you generate a confirm information such as the list of check list will be used to generate the document ;

Who we share profile data with

Swiss SCWeb group and third party sub-processors : In order to provide services and technical support for our products, the contracting entity within the Swiss SCWeb group engages other contractors .

Employees and independent contractors : We may provide access to your profile data to our employees and individuals who are independent contractors of the Swiss SCWeb group entities involved in providing the services (collectively our employees”) so that they can (i) identify, analyze and resolve errors, We ensure that access by our employees to your service data is restricted to specific individuals, and is logged and audited. Our employees will also have access to data that you knowingly share with us for technical support or to import data into our products or services. We communicate our privacy and security guidelines to our employees and strictly enforce privacy safeguards within the Swiss SCWeb group.

Collaborators and other users : Some of our products or services allow you to collaborate with other users or third parties. Initiating collaboration may enable other collaborators to view some or all of your profile information. For  example, when you edit a document that describe on process your name will be displayed next to your edits to allow your collaborators to know that you made those edits.

Third-party integrations you have enabled : Most of our products and services support integrations with third-party products and services. If you choose to enable any third-party integrations, you may be allowing the third party to access your profile information. We encourage you to review the privacy practices of the third-party services and products before you enable integrations with them.

Other cases : Other scenarios in which we may share information that are common to information covered under Parts I and II are described in Part III.

Retention of information

We hold the data in customer data base as long as legal contract.

Data subject requests

If you are from the European Economic Area and you believe that we store, use or process your information on behalf of one of our customers, please contact the customer if you would like to access, rectify, erase, restrict or object to processing, or export your personal data. We will extend our support to our customer in responding to your request within a reasonable timeframe.

Part III General

How secure is your information

At SwissSCWeb, we take data security very seriously. We have taken steps to implement appropriate administrative, technical & physical safeguards to prevent unauthorised access, use, modification, disclosure or destruction of the information you entrust to us. If you have any concerns regarding the security of your data, we encourage you to check our Security Policy or write to us at info@swissscweb.com with any questions.

Disclosures in compliance with legal obligations

We may be required by law to preserve or disclose your personal information and service data to comply with any applicable law, regulation, legal process or governmental request, including to meet national security
requirements.

Enforcement of our rights

We may disclose personal information and service data to a third party if we believe that such disclosure is necessary for preventing fraud, investigating any suspected illegal activity, enforcing our agreements or policies, or protecting the safety of our users.

Business Transfers

We do not intend to sell our business. However, in the unlikely event that we sell our business or get acquired or merged, we will ensure that the acquiring entity is legally bound to honor our commitments to you.

Compliance with this Privacy Policy

We make every effort, including periodic reviews, to ensure that personal information you provide is used in conformity with this Privacy Policy. If you have any concerns about our adherence to this Privacy Policy or the
manner in which your personal information is used, kindly write to us info.swissscweb.com We’ll contact you, and if required, coordinate with the appropriate regulatory authorities to effectively address your concerns.

Notification of changes

We may modify the Privacy Policy at any time, upon notifying you through a service announcement or by sending an email to your primary email address. If we make significant changes to the Privacy Policy that affect
your rights, you will be provided with at least 30 days’ advance notice of the changes by email to your primary email address. If you think that the updated Privacy Policy affects your rights with respect to your use of our
products or services, you may terminate your use by sending us an email within 30 days. Your continued use after the effective date of changes to the Privacy Policy will be deemed to be your agreement to the modified Privacy
Policy.