Last updated: November 25th, 2019
There are many different ways you can use our services – to create new checklists, set up new users, share information and to communicate with other people.
When you share information with us by creating an account with us, we can improve those services by helping you connect with people or to make sharing with others quicker and easier. As you use our services, we want you to be clear how we’re using information and the ways in which you can protect your privacy.
Transparency and choice
Your privacy matters to us; whether you are new to Onsite HQ or a long-time user, please do take the time to get to know our practices – and if you have any questions, contact us at firstname.lastname@example.org.
Information we collect
We collect information to provide better services to all of our users – from figuring out basic stuff like which language you speak, to more complex things like what content of ours matters most to you.
We collect information in the following ways:
- Information you give us. We collect information about you and your company as you register for an account with us, create or modify your profile, use, access, or interact with our services or our websites (including but not limited to when you upload, download, collaborate on or share content) Such content includes any personal information or other sensitive information that you choose to include. For example, many of our services require you to sign up for an account with us. When you do, we’ll ask for personal information, like your name, email address, telephone number or credit card. We may present your name, email address or image to other users in your organisation, or otherwise associated with your account in order to assist in sharing or recommendations.
- Information we get from your use of our services. We may collect information about the services that you use and how you use them, like when you visit a website that uses our services or you view and interact with our content. This information includes:
- Device information – We may collect device-specific information (such as your hardware model, operating system version, unique device identifiers, and mobile network information including phone number). We may associate your device identifiers or phone number with your account.
- Log information – When you use our services or view content provided by us, we may automatically collect and store certain information in server logs. This may include:
- details of how you used our service, such as your search queries;
- telephone information like your phone number, calling-party number, forwarding numbers, time and date of calls, duration of calls, SMS routing information and types of calls;
- Internet Protocol address;
- device event information such as crashes, system activity, hardware settings, browser type, browser language, the date and time of your request and referral URL; and
- cookies that may uniquely identify your browser or your account.
- Unique application numbers – Certain services include a unique application number. This number and information about your installation (for example, the operating system type and application version number) may be sent to us when you install or uninstall that service or when that service periodically contacts our servers, such as for automatic updates.
- Local storage – We may collect and store information (including personal information) locally on your device using mechanisms such as browser web storage (including HTML 5) and application data caches.
How we use information collected
We may use the information we collect, including your personal information and transaction information, from all of our services in any one or more of the locations that Onsite HQ has operations or otherwise conducts business
- for internal and service-related purposes, such as to provide, maintain, protect, improve, and personalise our services, to develop new ones and to protect the rights, property, or safety of Onsite HQ and our users;
- to communicate with you in order to provide you with information we think may be useful or relevant to you;
- to promote our services and related services;
- to analyse information in order to offer anonymised data products to third parties;
- to facilitate the sharing of anonymised information with third parties, including transaction data. An example of anonymised information would be the number of times a template is used or location data , which may be used by those third parties to inform judgements about the organisation using the software, but not about any individuals whose data is processed using the software;
- to monitor and analyse trends, usage, and activities in connection with our services and for marketing or advertising purposes or to offer you tailored content;
- to investigate and prevent fraudulent transactions, unauthorised access to or use of our services, and other illegal or unusual activities;
- to use the name you provide for your Onsite HQ profile across all of the services we offer that require a Onsite HQ Account. In addition, we may replace past names associated with your Onsite HQ Account so that you are represented consistently across all our services. If other users already have your email, or other information that identifies you, we may show them your publicly visible Onsite HQ profile information, such as your name and photo;
- when you contact us, to keep a record of your communication to help solve any issues you might be facing. We may use your email address to inform you about our services, such as letting you know about upcoming changes or improvements;
- from cookies and other technologies, to improve your user experience and the overall quality of our services;
- to combine information from one service, including personal information, into other Onsite HQ services – for example to make it easier to share things with people you know;
Retaining Personal Data
We’re required to keep some of your information for certain periods of time under law. When we no longer require your information, we’ll ensure that your information is destroyed or de-identified.
We may need to retain certain personal information after we cease providing you with products or services to enforce our terms, for fraud prevention, to identify, issue or resolve legal claims and/or for proper record keeping.
Disclosure of personal information
Onsite HQ processes personal information on our servers in countries around the world. We may process your personal information on a server located outside the country where you live.
We may disclose personal information outside of Canada to third parties as listed in Appendix 2 – Third Party Service Providers.
By providing us with personal information, you consent to the disclosure of your personal information to third parties who reside outside Canada. Where we disclose your personal information to third parties, we will take reasonable steps to ensure that any overseas recipient will deal with such information in a way that is consistent with the Canada Privacy Principles.
Information you share
Many of our services let you share information with others. Remember that when you share information publicly, it may be indexable by search engines. Our services provide you with different options on sharing and removing your content.
Information we share
We do not share personal information with companies, organizations and individuals outside of Onsite HQ unless one of the following circumstances apply:
With your consent
We will share personal information with companies, organizations or individuals outside of Onsite HQ when we have your consent to do so.
With account administrators
If your account is managed for you by an organisation administrator then your organisation’s administrator and resellers who provide user support to your organization will have access to your information (including your email and other data). Your account administrator may be able to:
- view statistics regarding your account;
- change your account password;
- suspend or terminate your account access;
- access or retain information stored as part of your account;
- receive your account information in order to satisfy applicable law, regulation, legal process or enforceable governmental request;
- restrict your ability to delete or edit information.
Third Party Service Providers
We may disclose personal information to
- third party service providers for the purpose of enabling them to provide their services, including (without limitation) IT service providers, data storage, web-hosting and server providers, debt collectors, maintenance or problem-solving providers, marketing or advertising providers, and payment systems operators;
- our existing or potential agents or business partners;
- third parties, including agents or sub-contractors, who assist us in providing information, products, services or direct marketing to you.
Our current third-party service providers (as updated from time to time) are listed in Appendix 2.
Fraud, security, technical issues
We will share your personal information with trusted third parties where necessary to detect, prevent or otherwise address fraud, security or technical issues.
For legal reasons
We may disclose your information if required by applicable law, regulation or as part of any actual or prospective legal process (including if reasonably necessary to enforce applicable Terms of Service or in order to establish, exercise or defend our legal rights). If we receive a request from a regulatory body or law enforcement agency, and if permitted under GDPR and other laws, we may disclose certain information to such bodies or agencies.
Merger or acquisition
If we merge with or are acquired by another business, we may share your personal information with the new owners of the business and their advisors.
We may share aggregated, non-personally identifiable information publicly and with our partners – like publishers, advertisers or connected sites. For example, we may share information publicly to show trends about the general use of our services. This could also include government bodies, industry groups, insurers and educational/training facilities.
We have put in place robust measures regarding the security of the information we collect and store about you (including through the use of network and database security measures) and will use our reasonable endeavours to protect your personal data from unauthorised access to or unauthorised alteration, disclosure or destruction. In particular:
- We encrypt many of our services using Secure Sockets Layer (SSL) or Transport Layer Security (TLS).
- We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorised access to systems.
- We restrict access to personal information to our employees, contractors and agents who need to know that information in order to process it for us, and who are subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations.
- We have multiple authentication and access control measures to ensure data is only accessed by authorised personnel
Given that the Internet is a global environment, using the Internet to collect and process personal data necessarily involves the transmission of data on an international basis.
The transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our servers via third party networks; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
You may choose to restrict the collection or use of your personal information. If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by contacting us using the details below.
You may request details of the personal information that we hold about you. An administrative fee may be payable for the provision of such information. In certain circumstances, as set out in the Privacy Act 1988 (Cth), we may refuse to provide you with personal information that we hold about you.
If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to correct any information found to be inaccurate, incomplete, misleading or out of date.
If you believe that we have breached the Personal information protection and electronic documents act (PIPEDA) and wish to make a complaint, please contact us using the details below and provide us with full details of the alleged breach. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint.
Please note that clicking on links and banner advertisements on our websites can result in your browser accessing a third party website, where data privacy practices are different to that of Onsite HQ.
We are not responsible for, and have no control over, information that is submitted to or collected by these third parties and you should consult their privacy policies.
If you have any enquiries or if you would like to contact us about our processing of your personal information, please contact us by any of the methods below. When you contact us, we will ask you to verify your identity.
Contact name: Privacy Officer
Appendix 1 – GDPR Appendix
The Legal Basis for Processing your Information
Under GDPR, the main grounds that we rely upon in order to process personal data collected via our websites and services are the following:
(a) Necessary for entering into, or performing, a contract – in order to perform obligations that we undertake in providing a service to you, or in order to take steps at your request to enter into a contract with us, it will be necessary for us to process your personal data;
(b) Necessary for compliance with a legal obligation – we are subject to certain legal requirements which may require us to process your personal data. We may also be obliged by law to disclose your personal data to a regulatory body or law enforcement agency;
(c) Necessary for the purposes of legitimate interests – either we, or a third party, will need to process your personal data for the purposes of our (or a third party’s) legitimate interests, provided we have established that those interests are not overridden by your rights and freedoms, including your right to have your personal data protected. Our legitimate interests include responding to requests and enquiries from you or a third party, optimising our website, applications and customer experience, informing you about our products and services and ensuring that our operations are conducted in an appropriate and efficient manner;
(d) Consent – in some circumstances, we may ask for your consent to process your personal data in a particular way.
Third Party Service Providers
As mentioned above, we will share your personal information with trusted third parties where we have retained them to provide services that you or our clients have requested, and to perform maintenance or respond to technical incidents affecting our services. Our current third-party service providers are listed in Appendix 2.
Where we disclose personal information to third parties, we require minimum standards of confidentiality and data protection from such third parties.
Processing Outside of the European Economic Area (“EEA”)
To the extent that any personal information is provided to third parties outside the EEA, or who will access the information from outside the EEA, we will ensure that approved safeguards are in place to ensure that we comply with GDPR, such as the standard contractual clauses approved by the European Commission or the EU/US Privacy Shield.
Onsite HQ processes personal information on our servers in countries around the world. We may process your personal information on a server located outside the country where you live, including outside the EEA. The primary location of user data and data uploaded to Onsite HQ is a datacentre in the U.S. operated by our third-party cloud hosting provider, Amazon Web Services (“AWS”). AWS is a participant in the EU/US Privacy Shield, under which transfers of personal data to the U.S. are authorised.
Retention of Personal Data
Your rights in respect of information we hold about you
You have certain rights in relation to personal information we hold about you. Details of these rights and how to exercise them are set out below. We will require evidence of your identity before we are able to act on your request.
Right of Access
You have the right at any time to ask us for a copy of the personal information about you that we hold. Where we have good reason, and if the GDPR permits, we can refuse your request for a copy of your personal information, or certain elements of the request. If we refuse your request or any element of it, we will provide you with our reasons for doing so.
Right of Correction or Completion
If personal information we hold about you is not accurate, out of date or incomplete, you have a right to have the data rectified, updated or completed. You can let us know by contacting us at email@example.com
Right of Erasure
In certain circumstances, you have the right to request that personal information we hold about you is erased e.g. if the information is no longer necessary for the purposes for which it was collected or processed or our processing of the information is based on your consent and there are no other legal grounds on which we may process the information.
Right to object to or restrict processing
In certain circumstances, you have the right to object to our processing of your personal information by contacting us at firstname.lastname@example.org For example, if we are processing your information on the basis of our legitimate interests and there are no compelling legitimate grounds for our processing which override your rights and interests. You also have the right to object to use of your personal information for direct marketing purposes.
You may also have the right to restrict our use of your personal information, such as in circumstances where you have challenged the accuracy of the information and during the period where we are verifying its accuracy
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. It is specifically regulated under GDPR where such decisions are taken which have legal or other significant effects on individuals. It is permitted in the following circumstances:
- Where it is necessary to enter into or perform our contract with you and appropriate measures are in place to safeguard your rights.
- In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.
You will not be subject to decisions that will have a significant impact on you based solely on automated processing, unless we have a lawful basis for doing so, we have notified you and given you a right to challenge the decision or to require that the decision be taken by a person.
If you are unhappy about our use of your personal information, you can contact us at email@example.com
Appendix 2 – Third Party Service Providers (as updated from time to time)
Third Party Service/ Vendor
Identity management, User authentication
Email service providers
Customer relationship management
Google Cloud, G-Suite
Document management, Email, Analytics
Issue ticketing system and team collaboration site