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Privacy Notice

Our web site at https://www.log-os.eu (the “Site”), and all related web sites, downloadable software, mobile applications (including tablet applications), and other services provided by us and on which a link to this Privacy Notice is displayed, and all other communications with individuals though from written or oral means, such as email or phone (collectively, together with the Site, our “Service”).

This Privacy Notice (“Notice”) describes the information we gather on or through the Service, how we use and disclose such information, and the steps we take to protect such information.

1. Definitions

“Personal Data” means any information relating to an identified or identifiable natural person.

“Public Area” means the area of the Website that can be accessed by both Users and Visitors without needing to log in.

“Restricted Area” means the area of the Website that can be accessed only by Users and where access requires logging in.

“Service” means that LogOS Services as defined in the Terms of Service.

“Visitor” means an individual other than a User who uses the Public Area but has no access to the Restricted Area.

 

2. Roles & Responsibilities

This section outlines LogOS's roles and responsibilities concerning the processing of Personal Data:

2.1 LogOS as a Data Controller:

This Privacy Notice describes LogOS's practices when we act as a data controller. As a data controller, we determine the purposes and means of processing your Personal Data. This includes data collected directly from you, such as when you sign up for an Account, register for events or interact with our Service. It also covers data collected automatically, such as through cookies and tracking technologies, and data we receive from third parties. Our responsibilities include ensuring the lawfulness, fairness, and transparency of data processing and safeguarding your rights as a data subject.

2.2 LogOS as a Data Processor:

If you are a Client and want to understand our data processing practices when we act as a data processor, please refer to the LogOS Data Processing Addendum (“DPA”). The DPA provides detailed information about our responsibilities and obligations when processing data on behalf of our Clients. This includes processing Client Data according to the Client's instructions, ensuring data security, and assisting Clients in fulfilling their data protection obligations. We do not own, control, or direct the use of Client Data stored or processed through our Service. Only the Client or User has the right to access, retrieve, and direct the use of such Client Data.

2.3 Data Subject’s and Client’s Responsibilities:

If you are a data subject seeking to exercise your rights (such as access, rectification, deletion, etc.) regarding Personal Data processed by a LogOS Client, please contact the Client directly. The Client, as the data controller, is responsible for handling such requests according to applicable data protection laws. LogOS processes Client Data solely on behalf of our Clients and according to their instructions. We are largely unaware of the specific data stored by Clients and do not directly access such data except as authorized by the Client or as necessary to provide our Service

3. The Information We Collect

We collect different types of information from or through the Service, including, but not limited, through the methods summarized below.

3.1 Information You Provide Directly to LogOS

  • Account signup: When you sign up for an Account to access our Service, we ask for information, like your name, contact number, business email address, company name and country, to complete the Account signup process. You may also provide us with more information, such as your photo, time zone and language, but we don’t require that information to sign up for an Account.

  • Event registrations and other form submissions: We record information that you submit when you (i) register for any event, including webinars or seminars, (ii) subscribe to our newsletter or any other mailing list, (iii) submit a form in order to download any product, whitepaper or other materials, (iv) participate in contests or respond to surveys, or (v) submit a form to request customer support or to contact LogOS for any other purpose.

  • Payment processing: When you buy something from us, we ask you to provide your name, contact information, credit card information or other payment account information. When you submit your card information, we store the name and address of the cardholder, the expiration date and the last four digits of the credit card number. We do not store the actual credit card number. For quick processing of future payments, if you have given us your approval, we may store your credit card information or other payment information in an encrypted format in the secured servers of our Payment Gateway Service Providers.

  • Testimonials: When you authorize us to post testimonials about our Service on websites, we may include your name and other Personal Data in the testimonial. You will be given an opportunity to review and approve the testimonial before we post it.

  • Interactions with LogOS: We may record, analyze and use your interactions with us, including email, telephone, and chat conversations with our sales and customer support professionals, to improve our interactions with you and other customers.

3.2 Automatically Collected Information

  • Information from browsers, devices and servers: When you visit our Website, we collect information that web browsers, mobile devices and servers make available, such as the internet protocol address, browser type, language preference, time zone, referring URL, date and time of access, operating system, mobile device manufacturer and mobile network information. We include these in our log files to understand more about Visitors to our Website and accommodate our Websites to the Visitors.

  • Information from cookies and tracking technologies: We use temporary and permanent cookies to identify Visitors and Users and to enhance user experience. We embed unique identifiers in our downloadable products to track usage of the products. We also use cookies, beacons, tags, scripts, and other similar technologies to identify Visitors, track Website navigation, gather demographic information about Visitors and Users, understand email campaign effectiveness and target visitor and user engagement.

  • Information from application logs and mobile analytics: We collect information about your and your end-users’ use of our Service from application logs and in-house usage analytics tools and use it to understand how your use and needs can improve our Service. This information includes clicks, scrolls, features accessed, access time and frequency, errors generated, performance data, storage utilized, user settings and configurations, and devices used to access and their locations.

3.4 Information We Collect from Third Parties

  • Signups using federated authentication service providers: You can log in to the Service using supported federated authentication service providers, such as LinkedIn, Microsoft and Google. These services will authenticate your identity and give you the option to share certain Personal Data with us, such as your name and email address. You should check your privacy settings on each integrated service to understand what information that integrated service makes available to us and make changes as appropriate. Please review each integrated service’s terms of use and privacy notices carefully before using their services and connecting to our Service.

  • Referrals: If someone has referred our Service to you through any of our referral programs, that person/entity may have provided us with your name, email address and other Personal Data. If you provide us information about another person, or if another person/entity gives us your information, we will only use that information for the specific reason for which it was provided to us.

  • Information from our resellers, partners and service providers: If you contact any of our resellers, partners or service providers or otherwise express interest in our Service to them (e.g., by filling out a form and opting in to be contacted by LogOS), the resellers, partners or service providers may pass your name, email address, company name and other information to LogOS. If you register for or attend an event that LogOS sponsors, the event organizer may share your information with us. LogOS may also receive information about you from review sites if you comment on any review of our Service and from other third party service providers we engage to market our Service.

  • Information we collect and process when you integrate the Service with third parties: You may connect third party integrations to your LogOS Account, which may ask for certain permissions to access data or send information to or from your LogOS Account. It is your responsibility to review any third party integrations you authorize. We may collect information about the types of integrations you use in your LogOS Account. Any permission(s) granted by you grants these third parties access to your data, which may include (but is not limited to) granting third party applications access to view, store, and modify the Client Data on your LogOS Account. We are not responsible for the practices of third party integrations, so please carefully review the permissions you grant to third party applications.

  • Information from social media sites and other publicly available sources: When you provide feedback or reviews about our Service, interact, or engage with us on marketplaces, review sites or social media sites, such as Facebook, X (Twitter), LinkedIn and Instagram through posts, comments, questions and other interactions, we may collect such publicly available information, including profile information, to allow us to connect with you, improve our Service, better understand User reactions and issues, or to reproduce and publish your feedback on our Website. We must tell you that once collected, this information may remain with us even if you delete it from these sites. LogOS may also add and update information about you from other publicly available sources.

 

4. How We Use the Information We Collect

We use the information that we collect in a variety of ways to provide the Service and operate our business, including the following:

4.1 Operations

We use the information to operate, maintain, enhance and provide all features of the Service:

  • To set up and maintain your Account and to do all other things required for providing our Service, such as enabling collaboration, providing Website and email hosting, and backing up and restoring your data;

  • To provide customer support and to analyze and improve our interactions with Clients and Users;

  • To detect and prevent fraudulent transactions and other illegal activities, report spam, and protect the rights and interests of LogOS, its Clients and Users, third parties and the public.

4.2 Improvements

We use the information:

  • To understand how Users use our Service, to monitor and prevent problems, and to improve our Service;

  • To analyze trends, administer our Website, and track visitor navigations on our Website to understand what Visitors are looking for and to better help them;

If this purpose requires LogOS to process Client Data, the data will only be used in anonymized or aggregated form.

4.3 Communications

In addition to the purposes mentioned above, we may use your information for the following purposes:

  • To communicate with you (such as through email) about products and materials that you have downloaded and services that you have signed up for, changes to this Notice, to the Terms of Service, the list of Sub-processors, or other important notices;

  • To keep you posted on new additions to our Service, upcoming events, offers, promotions and other information that we think will be of interest to you;

  • To ask you to participate in surveys or to solicit feedback on our Service.

4.4 Analytics

  • To update, expand and analyze our records, identify new customers, and provide products and services that may be of interest to you;

  • To monitor and improve marketing campaigns and make suggestions relevant to the User. This includes (i) retargeting Users interested in our Service, (ii) identifying and engaging new audiences similar to our high-value Clients, and (iii) ensuring that Clients who have completed actions like purchases do not receive irrelevant advertisements.

4.5 Legal Bases for Processing Personal Data (for United Kingdom and European Economic Area and Other Relevant Jurisdictions)

If you are an individual in the United Kingdom, the European Economic Area (EEA), or in another relevant jurisdiction, we collect and process information about you only where we have a legal basis or bases for doing so under applicable laws. The legal bases depend on the Service that your organization has purchased from LogOS, how such Service is used, how you choose to interact and communicate with LogOS’s Website and systems, and whether you attend LogOS events. This means we collect and use your Personal Data only where:

  • We need it to operate and provide you with our Service, customer support and personalized features;

  • It satisfies a legitimate interest of LogOS (which is not overridden by your data protection interests and rights), such as to protect the safety and security of our Service and Users, for research and development, to provide information to you about our Service that we believe you and your organization may find useful, to monitor and improve marketing campaigns and to protect our legal rights and interests;

  • You give us consent to do so for a specific purpose; or

  • We need to comply with a legal obligation.

Where we rely on legitimate interests to process your Personal Data, you can object to that processing as described below under “Your Choices.” In response to your objection, we will stop processing your information for the relevant purposes unless we have compelling grounds in the circumstances or the processing is necessary in the context of legal claims. LogOS may also process other information that constitutes your Personal Data for direct marketing purposes and you have a right to object to LogOS’s use of your Personal Data for this purpose at any time.

Where we rely on consent to process your Personal Data, you can withdraw consent at any time as described below under “Your Choices.”

4.6 Additional Limits on Use of Your Google User Data

Notwithstanding anything else in this Notice, if you provide LogOS access to your Google data (e.g. when you enable the email sync feature with your Google account), LogOS’s use of that data will be subject to these additional restrictions:

  • LogOS will only use access to read, write, modify or control Gmail message bodies (including attachments), metadata, headers, and settings to provide a web email client that allows Users to compose, send, read, and process emails and will not transfer this Gmail data to others unless doing so is necessary to provide and improve these features, comply with applicable law, or as part of a merger, acquisition, or sale of assets.

  • LogOS will not use this Gmail data for serving advertisements.

  • LogOS will not allow humans to read this data unless we have your affirmative agreement for specific messages, doing so is necessary for security purposes, such as investigating abuse, to comply with applicable law, or for LogOS’s internal operations and even then only when the data have been aggregated and anonymized.

LogOS’s use of information received and LogOS’s transfer of information to any other app from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

 

5. To Whom We Disclose Information

Except as described in this Notice, we will not intentionally disclose the Personal Data that we collect or store on the Service to third parties without the consent of the applicable Visitor, User or Client. We may disclose information to third parties if you consent to us doing so. In addition, we may disclosure information under the following circumstances:

5.1 Unrestricted Information

Any information you voluntarily choose to include in a Public Area of the Service, such as a public profile page, will be available to any Visitor or User with access to that content. For example, we make available various community forums and self-help support materials, as well as blogs and other means for you to post information on our Website. This information you post is publicly-available information that you choose to disclose, and it may be read, collected, and processed by others who visit the Website. Except for your username (which may be your real name) and the details that you choose to include in your profile, the categories of data disclosed in these circumstances will depend on what information you choose to provide. Your posts and certain profile information may remain even after you terminate your LogOS account. We urge you to consider the sensitivity of any information you may disclose in this way. We will correct or delete any information you have posted on the Website if you so request, as described in "Your Choices" below. In some cases, we may not be able to remove your information, in which case we will let you know if we are unable to and why.

5.2 Other Users in Your Company Account

Information about your use of the Service is available to the Administrator(s) of your LogOS Account and, depending on the settings chosen by the Account Users, also to other Users for the purposes of providing the Service.

Please note that while Administrator(s) have overall control, individual Users control the visibility of their synced emails. Each User is responsible for the contents of their Mail tab, which cannot be altered by any other User in the Account. For additional information on how to set up email visibility, please check the following article.

5.3 Service Providers

We work with third party service providers who provide Website, application development, hosting, maintenance, security and fraud detection, and other services for us. These third parties may have access to or process Personal Data as part of providing those services for us. We limit the information provided to these service providers to that which is reasonably necessary for them to perform their functions, and our contracts with them require them to maintain the confidentiality of such information.

5.4 Social Media

LogOS’s Website may use social media features, such as the Facebook “like” button, LinkedIn and X (Twitter) sharing features, and other similar widgets (“Social Media Features”). You may be given the option by such Social Media Features to post information about your activities on a Website to a profile page of yours that is provided by a third party social media network in order to share content with others within your network. Social Media Features are either hosted by the respective social media network, or hosted directly on our Website. To the extent the Social Media Features are hosted by the respective social media networks and you click through to these from our Website, the latter may receive information showing that you have visited our Website. If you are logged in to your social media account, it is possible that the respective social media network can link your visit to our Website with your social media profile. Your interactions with Social Media Features are governed by the privacy notices (and any other applicable terms) of the respective companies that provide the relevant Social Media Features.

5.5 Advertising and Marketing

We partner with third party ad networks to display advertising on our Website or to manage our advertising on other sites. Our ad network partners use cookies, web beacons, and data we share with them to collect information about your activities on our website and other websites and provide you with targeted advertising based on your interests. If you wish not to have your information used for the purpose of serving you targeted ads, you may opt out by using these services: https://optout.networkadvertising.org/ or https://optout.aboutads.info/ (or if located in the European Union, by clicking here: http://www.youronlinechoices.eu/). Please note this does not opt you out of being served advertising, you will continue to receive generic ads. Please refer to Section 10.2 of this Notice for detailed instructions about opting out of specific data processing activities.

5.6 Partners

We may share data with trusted LogOS partners to contact you about products or services that are complimentary to LogOS’s services, help us perform statistical analysis, provide sales support, or provide customer support. Partners are prohibited from using your Personal Data except for these purposes, and they are required to maintain the confidentiality of your data. We partner with trusted third parties to provide content that we think may be relevant to you. When you engage with these partners, a partner will provide a link to the partner’s privacy notice so you can learn how to opt out of the partner’s communications. These partners are required to adhere to our privacy and data protection policies.

5.7 Non-Personally Identifiable Information

We may make certain automatically-collected, aggregated, or otherwise non-personally-identifiable information available to third parties for various purposes, including (i) compliance with various reporting obligations, (ii) for business or marketing purposes, or (iii) to assist such parties in understanding our Clients’, Users’ and Visitors’ interests, habits, and usage patterns for certain programs, content, services, and/or functionality available through the Service, all of the foregoing being subject to additional limits on use of your data as stated in this Notice.

5.8 Law Enforcement, Legal Process and Compliance

We may disclose Personal Data or other information if required to do so by law or in the good-faith belief that such action is necessary to comply with applicable laws, in response to a facially valid court order, judicial or other government subpoena or warrant, or to otherwise cooperate with law enforcement or other governmental agencies. We may make such disclosures without notifying you, as we determine in our sole discretion. We also reserve the right to disclose Personal Data or other information that we believe, in good faith, is appropriate or necessary to (i) take precautions against liability, (ii) protect ourselves or others from fraudulent, abusive, or unlawful uses or activity, (iii) investigate and defend ourselves against any third party claims or allegations, (iv) protect the security or integrity of the Service and any facilities or equipment used to make the Service available, (v) protect our property or other legal rights, enforce our contracts, or protect the rights, property, or safety of others, or (iv) comply with applicable law.

5.9 Change of Ownership

Information about Users and Visitors, including Personal Data, may be disclosed and otherwise transferred to an acquirer, successor or assignee as part of any merger, acquisition, debt financing, sale of assets, or similar transaction, as well as in the event of an insolvency, bankruptcy, or receivership in which information is transferred to one or more third parties as one of our business assets.

 

6. Data Security

At LogOS, we take data security very seriously. We have taken steps to implement appropriate administrative, technical, and physical safeguards to prevent unauthorized access, use, modification, disclosure or destruction of the information you entrust to us. These measures have been audited and certified to industry standards. However, no security system is perfect, and due to the inherent nature of the Internet, we cannot guarantee that data, including Personal Data, is absolutely safe from intrusion or other unauthorized access by others. You are responsible for protecting your password(s) and other authentication factors and maintaining the security of your devices. To learn more about current practices, auditors’ certifications and policies regarding the security and confidentiality of the Services, please visit our Trust Center.

If you believe your Personal Data has been compromised, please contact us as set forth in the “How to Contact Us” section. If we learn of a security systems breach, we will inform you and the authorities of the occurrence of the breach in accordance with applicable law.

7. Data Retention

We will retain your Personal Data for a period of time that is consistent with the original purpose of the data collection, or as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. 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.

For Client Data processed within the Service:

  • The contents of closed Accounts are deleted within 180 days of the date of closure;

  • The content of closed Free Trial Accounts are deleted within 60 days of the date of closure; and

  • Server archival backups are kept for 90 days.

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