Privacy

Your data is secure and your privacy is respected.

Effective: April 20, 2018

This Privacy Policy describes how OfficeAccord collects, uses and discloses information, and what choices you have with respect to the information.

Updates in this version of the Privacy Policy reflect changes in data protection law.

All references of “OfficeAccord” means the OfficeAccord entity that acts as the controller or processor of your information, as explained in more detail in the “Identifying the Data Controller and Processor” section below.

Who this Privacy Policy applies to

This Privacy Policy applies to OfficeAccord’s online tools and platform, including the associated OfficeAccord mobile and desktop applications (collectively, the “Services”), officeaccord.com and other interactions (e.g., customer service inquiries, user conferences, etc.) you may have with OfficeAccord. If you do not agree with the terms, do not access or use the Services, Websites or any other aspect of OfficeAccord’s business.

This Privacy Policy does not apply to any third party applications or software that integrate with the Services through the OfficeAccord platform (“Third Party Services”), or any other third party products, services or businesses. In addition, a separate agreement governs delivery, access and use of the Services (the “Customer Agreement”), including the processing of any messages, files or other content submitted through Services accounts (collectively, “Customer Data”). The organization (e.g., your employer or another entity or person) that entered into the Customer Agreement (“Customer”) controls their instance of the Services (their “Instance”) and any associated Customer Data. If you have any questions about specific Instance settings and privacy practices, please contact the Customer whose Instance you use. If you have an account, you can email info@officeaccord.com for contact information of your Instance owner(s) and administrator(s). If you have received an invitation to join an Instance but have not yet created an account, you should request assistance from the Customer that sent the invitation.

Information We Collect And Receive

OfficeAccord may collect and receive Customer Data and other information and data (“Other Information”) in a variety of ways:

  • Customer Data. Customers or individuals granted access to a Instance by a Customer (“Authorized Users”) routinely submit Customer Data to OfficeAccord when using the Services.
  • Other Information. OfficeAccord also collects, generates and/or receives Other Information:
    1. Instance and Account Information. Customers (e.g., your employer) that purchase a paid version of the Services provide, at the Customer’s discretion, OfficeAccord with a business email address, phone number, department, job function, office location, gender, date of birth, and/or employee start date.
    2. Usage Information.
      • Services Metadata. When an Authorized User interacts with the Services, metadata is generated that provides additional context about the way Authorized Users use the Services. For example, OfficeAccord logs the Instances, posts, conversations, votes, people, content and links you interact with, the types of files shared and what Third Party Services are used (if any).
      • Log data. As with most websites and technology services delivered over the Internet, our servers automatically collect information when you access or use our Websites or Services and record it in log files. This log data may include the Internet Protocol (IP) address, the address of the web page visited before using the Website or Services, browser type and settings, the date and time the Services were used, information about browser configuration and plugins, language preferences and cookie data.
      • Device information. OfficeAccord collects information about devices accessing the Services, including type of device, what operating system is used, device settings, application IDs, unique device identifiers and crash data. Whether we collect some or all of this Other Information often depends on the type of device used and its settings.
      • Location information. We receive information from you, your Customer and other third-parties that helps us approximate your location. We may, for example, use the business address submitted by your employer, or an IP address received from your browser or device to determine approximate location. OfficeAccord may also collect location information from devices in accordance with the consent process provided by your device.
    3. OfficeAccord uses cookies and similar technologies in our Websites and Services that help us collect Other Information (Profile information, length of login, device used, etc.) The Websites and Services may also include cookies and similar tracking technologies of third parties, which may collect Other Information about you via the Websites and Services and across other websites and online services.
    4. Third Party Services. Customer can choose to permit or restrict Third Party Services for their Instance. Typically, Third Party Services are software that integrate with our Services, and Customer can permit its Authorized Users to enable and disable these integrations for their Instance. Once enabled, the provider of a Third Party Service may share certain information with OfficeAccord. For example, if Active Directory integration is enabled to permit profile user data to pass from Customer’s Active Directory to the Instance to avoid users having to manually input their profile fields, we may receive user name and email address of Authorized Users, along with additional information that the application has elected to make available to OfficeAccord to facilitate the integration. Authorized Users should check with their Customer the privacy settings and notices in these Third Party Services to understand what data may be disclosed to OfficeAccord. When a Third Party Service is enabled, OfficeAccord is authorized to connect and access Other Information made available to OfficeAccord in accordance with our agreement with the Customer.  We do not, however, receive or store passwords for any of these Third Party Services when connecting them to the Services.
    5. Additional Information Provided to OfficeAccord. We receive Other Information when submitted to our Websites or if you participate in a focus group, contest, activity or event, apply for a job, request support, interact with our social media accounts or otherwise communicate with OfficeAccord.

Generally, no one is under a statutory or contractual obligation to provide any Customer Data or Other Information (collectively, “Information”). However, certain Information is collected automatically and, if some Information, such as Instance setup details, is not provided, we may be unable to provide the Services.

How We Use Information

Customer Data will be used by OfficeAccord in accordance with Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and as required by applicable law. OfficeAccord is a processor of Customer Data and Customer is the controller. Customer may, for example, use the Services to grant and remove access to a Instance, assign roles and configure settings, access, modify, export, share and remove Customer Data and otherwise apply its policies to the Services.

OfficeAccord uses Other Information in furtherance of our legitimate interests in operating our Services, Websites and business. More specifically, OfficeAccord uses Other Information:

  • To provide, update, maintain and protect our Services, Websites and business. This includes use of Other Information to support delivery of the Services under a Customer Agreement, prevent or address service errors, security or technical issues, analyze and monitor usage, trends and other activities or at an Authorized User’s request.
  • As required by applicable law, legal process or regulation.
  • To communicate with you by responding to your requests, comments and questions. If you contact us, we may use your Other Information to respond.
  • To develop and provide search, learning and productivity tools and additional features. OfficeAccord attempts to make the Services as useful as possible for specific Instances and Authorized Users. For example, we may improve search functionality by using Other Information to help determine and rank the relevance of content, channels or expertise to an Authorized User, make Services suggestions based on historical use and predictive models, identify organizational trends and insights, to customize a Services experience or create new productivity features and products.
  • To investigate and help prevent security issues and abuse.

If Information is aggregated or de-identified so it is no longer reasonably associated with an identified or identifiable natural person, OfficeAccord may use it for any business purpose. To the extent Information is associated with an identified or identifiable natural person and is protected as personal data under applicable data protection law, it is referred to in this Privacy Policy as “Personal Data.”

Data Retention

OfficeAccord will retain Customer Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and as required by applicable law. Depending on the Services plan, Customer may be able to customize its retention settings and apply those customized settings. OfficeAccord may retain Other Information pertaining to you for as long as necessary for the purposes described in this Privacy Policy. This may include keeping your Other Information after you have deactivated your account for the period of time needed for OfficeAccord to pursue legitimate business interests, conduct audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes and enforce our agreements.

How We Share And Disclose Information

This section describes how OfficeAccord may share and disclose Information. Customers determine their own policies and practices for the sharing and disclosure of Information, and OfficeAccord does not control how they or any other third parties choose to share or disclose Information.

  • Customer’s Instructions. OfficeAccord will solely share and disclose Customer Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and in compliance with applicable law and legal process.
  • Displaying the Services. When an Authorized User submits Other Information, it may be displayed to other Authorized Users in the same or connected Instances. For example, an Authorized User’s email address may be displayed for other Authorized Users.  As agreed between OfficeAccord and Customer, all Personal Data can be added, deleted, modified, displayed, and/or hidden at the discretion of each Authorized User.

 

  • Collaborating with Others. The Services provide ways for Authorized Users working in the same or connected Instances to collaborate. Other Information, such as an Authorized User’s profile Information, may be viewed by another Authorized User in that same or connected Instance.
  • Customer Access. Owners, administrators, Authorized Users and other Customer representatives and personnel may be able to access, modify or restrict access to Other Information. This may include, for example, your employer using Service features to export logs of Instance activity, or accessing or modifying your profile details. At any time, Authorized Users can add, delete, or modify information in their profile.
  • Third Party Service Providers and Partners. We may engage third party companies or individuals as service providers or business partners to process Other Information and support our business. These third parties may, for example, provide virtual computing and storage services. We do not and will not sell your Personal Data to any Third Party Service.
  • During a Change to OfficeAccord’s Business. If OfficeAccord engages in a merger, acquisition, bankruptcy, dissolution, reorganization, sale of some or all of OfficeAccord’s assets or stock, financing, public offering of securities, acquisition of all or a portion of our business, a similar transaction or proceeding, or steps in contemplation of such activities (e.g. due diligence), some or all Other Information may be shared or transferred, subject to standard confidentiality arrangements.  For example, we may share with a partner, the average amount of time spent within a typical Instance.
  • Aggregated or De-identified Data. We may disclose or use aggregated or de-identified Other Information for any purpose. For example, we may share aggregated or de-identified Other Information with prospects or partners for business or research purposes, such as telling a prospective OfficeAccord customer the average amount of time spent within a typical Instance.
  • To Comply with Laws. If we receive a request for information, we may disclose Other Information if we reasonably believe disclosure is in accordance with or required by any applicable law, regulation or legal process.
  • To enforce our rights, prevent fraud, and for safety. To protect and defend the rights, property or safety of OfficeAccord or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud or security issues.
  • With Consent. OfficeAccord may share Other Information with third parties when we have consent to do so.

Security

OfficeAccord takes security of data very seriously. OfficeAccord works hard to protect Other Information you provide from loss, misuse, and unauthorized access or disclosure. These steps take into account the sensitivity of the Other Information we collect, process and store, and the current state of technology. To learn more about current practices and policies regarding security and confidentiality of the Services, please see our Hosting and Security by clicking here. Given the nature of communications and information processing technology, OfficeAccord cannot guarantee that, despite using military grade SHA2 data encryption both in transit and at rest, Information, during transmission through the Internet or while stored on our systems or otherwise in our care, will be absolutely safe from intrusion by others.

Age Limitations

To the extent prohibited by applicable law, OfficeAccord does not allow use of our Services and Websites by anyone younger than 16 years old. If you learn that anyone younger than 16 has unlawfully provided us with personal data, please contact us at info@officeaccord.com and we will takes steps to delete such information.

Changes To This Privacy Policy

OfficeAccord may change this Privacy Policy from time to time. Laws, regulations and industry standards evolve, which may make those changes necessary, or we may make changes to our business. We will post the changes to this page and encourage you to review our Privacy Policy to stay informed. If we make changes that materially alter your privacy rights, OfficeAccord will provide additional notice, such as via email or through the Services. If you disagree with the changes to this Privacy Policy, you should deactivate your Services account. Contact the Customer if you wish to request the removal of Personal Data under their control.

International Data Transfers Privacy Shield And Contractual Terms

For redundancy and efficiency, OfficeAccord may transfer your Personal Data to countries other than the one in which you live.  To do this safely and within the rules and regulations of the European Union and/or Switzerland, OfficeAccord has partnered with Microsoft Azure who deploys the following safeguards if OfficeAccord transfers Personal Data originating from the European Union or Switzerland to other countries not deemed adequate under applicable data protection law:

  • European Union Model Clauses. OfficeAccord has partnered with Microsoft to offer European Union Model Clauses, also known as Standard Contractual Clauses, to meet the adequacy and security requirements for our Customers that operate in the European Union, and other international transfers of Customer Data. A copy of these Model Clauses, is available here.

Data Protection Officer

To communicate with our Data Protection Officer, please email info@officeaccord.com.

Identifying The Data Controller And Processor

Data protection law in certain jurisdictions differentiates between the “controller” and “processor” of information. In general, Customer is the controller of Customer Data. In general, OfficeAccord is the processor of Customer Data and the controller of Other Information. OfficeAccord LLC, a US company based in Salem, Oregon is the processor of Other Information and a processor of Customer Data relating to Authorized Users who use Instances worldwide.

Your Rights

Individuals located in certain countries, including the European Economic Area, have certain statutory rights in relation to their personal data. Subject to any exemptions provided by law, you may have the right to request access to Information, as well as to seek to update, delete or correct this Information. You can usually do this using the Profile section of your company’s instance of OfficeAccord. If you cannot use or understand the Profile section, please contact Customer for additional access and assistance. Please email info@officeaccord.com for Customer contact information.

To the extent that OfficeAccord’s processing of your Personal Data is subject to the General Data Protection Regulation, OfficeAccord relies on its legitimate interests, described above, to process your data. OfficeAccord may also process Other Information that constitutes your Personal

Data Protection Authority

Subject to applicable law, you also have the right to (i) restrict OfficeAccord’s use of Other Information that constitutes your Personal Data and (ii) lodge a complaint with your local data protection authority. If you are a resident of the European Economic Area and believe we maintain your Personal Data within the scope of the General Data Protection Regulation (GDPR), you may direct questions or complaints to your country’s lead supervisory authority.

Contacting OfficeAccord

Please also feel free to contact OfficeAccord if you have any questions about this Privacy Policy or OfficeAccord’s practices, or if you are seeking to exercise any of your statutory rights. You may contact us at info@officeaccord.com.