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GROUPWARE TECHNOLOGY PRIVACY POLICY

Who We Are

Groupware Technology, Inc. and Groupwaretech.com (“Groupware”) a leading IT solutions provider which specializes in data center infrastructure and cloud computing solutions, rack integration services and first call support. We are headquartered at 541 Division Street Campbell, CA 95008.

Our goal is to make sure you know how we collect, use, share and store your personal data when you create a Groupware account, interact with our customer support specialists and visit Groupwaretech.com or other websites and apps covered by this privacy policy.

If you have a privacy question, you may contact the Groupware privacy team at any time at [email protected]. We appreciate the opportunity to address your questions and concerns.

If you have concerns about how we handle your personal information, you have the right to make a complaint about us to the privacy regulator in your country. Most privacy regulators can be contacted online using the resources provided at https://icdppc.org/participation-in-the-conference/members-online/. More information is included under “International Data Transfers” and “Privacy Shield.”

Your Rights

You have six basic rights under privacy and data protection laws related to the data we process about you. You do not have to pay a fee and we will aim to respond to your request within 30 days. We will honor the requests you make related to your rights as the law allows, which means in some cases there may be legal or other official reasons that we may not be able to address the specific request you make related to your rights. You may:
  • Request access to the personal information we process about you;
  • Request that we correct inaccurate or incomplete personal information about you;
  • Request deletion of personal information about you;
  • Request restrictions, temporarily or permanently, on our processing of some or all personal information about you;
  • Request transfer of personal information to you or a third party where we process the data based on your consent or a contract with you, and where our processing is automated; and
  • Opt-out or object to our use of personal information about you where our use is based on your consent or our legitimate interests.

What Personal Information?

The data we process about you depends on who you are and how we interact with you. Personal information is data that identifies you or that makes you identifiable. It includes data that could be used to identify, locate, track or contact you.

If you are a customer, business partner, or express interest in our solutions:

Learning about our company and our solutions: If you request or indicate an interest in information about our solutions or partnership opportunities, we process your name, email address, phone number, job title, information about the company where you work, including its website address and any comments you provide. We append business information related to the company where you work from third party sources, such as business intelligence providers, information from publicly available sources such as LinkedIn, as well as information about the number and frequency of your interactions with us online and offline, such as at events, webinars, via email and our website. We maintain and update this information as we continue to engage with you and use it as described under the Legitimate Interests processing purposes described below.

Using the Groupware Technology Platform: If you are a licensed or other authorized user of our privacy technology platform, we process your name, email address, username, password, IP address, job title, phone number, information about the company where you work, actions you have taken in the applications on the platform, such as record creation, changes, input, responses, analysis and approvals and tickets filed on your behalf related to our platform.

Negotiating and entering into a contract with us and relationship management during the contract term: If you enter into an agreement with us related to the licensing or purchase of our solutions, we process your name, email address, postal address, company name, billing information (e.g., purchase order number, bank wire information, credit card number), company size, company financial information and signature.

Receiving marketing, sales-related and business development communications from us: If our marketing team or a member of our sales or business development teams sends communications to you, we process your name, phone number, email address, postal address, job title, job function, company name, company size, company financial information, IP address, device type, email view information including IP address and associated city and information about which of our solutions you use or which may be of interest to you.

Market research and surveys: If you participate in our market research and surveys, we process your email address, job title, phone number, survey responses, company name, job function, state, country and any comments you provide.

If you visit the websites and online properties we provide:

Our website: We process personal information about you that we collect either directly, through forms or data entry fields on our website or through passive collection by cookies and other data collection technologies. The types of personal data we process in each of these contexts is further explained in the following four categories:

Contact us and registration forms: we process your name, email address, company where you work, phone number, job function, job title, country and any comments you provide.

Consumer opinion surveys: We process your survey responses.

Cookies and other data collection technologies: we use browser session cookies, which are temporary cookies that are erased from your device’s memory when you close your Internet browser or turn your computer off and persistent cookies, which are stored on your device until they expire, unless you delete them before that time. We group browser cookies on our site into three categories, which you can manage through our “Cookie Preferences” manager:
  • Required cookies: These cookies are necessary to enable the basic features of this site to function, such as allowing images to load or allowing you to select your cookie preferences.
  • Functional cookies: These cookies allow us to analyze your use of the site to evaluate and improve our performance. They may also be used to provide a better customer experience on this site. For example, remembering your log-in details or providing us information about how our site is used.
  • Advertising cookies: These cookies may be used to share data with advertisers so that the ads you see are more relevant to you, allow you to share certain pages with social networks or allow you to post comments on our site.
  • Videos and other features on our site use Flash cookies to collect and store your preferences, such as volume. Flash cookies are different from browser cookies because of the amount of, type of and why that data is stored. Cookie management tools provided by your browser will not remove Flash cookies. To learn how to manage privacy and storage settings for Flash cookies, click here. Some cookies may be placed by third party service providers who perform some of these functions for us.

Server log files: We automatically gather server log file information when you visit our websites. This includes IP address, browser type, referring and exit web pages and your operating system.

If you are an employee, contractor, job applicant or former employee:

Applying to work at Groupware: If you apply to work at Groupware, we process personal information about you and your professional experience, education and training such as your application, your name (and any former names), postal address, email address, phone number, universities attended, academic degrees obtained, grades, professional certifications and licenses, employment history and curriculum vitae or resume.

Offer of employment or contractor position: Prior to making an offer of employment or a contractor position, we process personal information to conduct professional reference checks in accordance with applicable laws. If we extend an offer of employment or a contractor position at Groupware to you, we will process personal information about the position to which you have been appointed, your job title at Groupware, the compensation or project-based contractor rate we offer to you, whether you accept the offer, your signature, your starting compensation or project-based contractor rate and your start date at Groupware.

Employment-related background checks: Prior to commencement of your employment with us, we engage service providers to conduct background checks that involve the necessary personal information processing as permitted by the laws in the location in which you reside and/or work. More details are provided to you in the context of our request to you to complete these checks.

As an employee or contractor of Groupware: we may process personal information about your benefits, nationality, residency status, email address, office or other workplace location, work phone number, mobile phone number, photographs, passport, visas, marital status, beneficiaries, emergency contact details, financial account information, social security number or other government-issued identification number, holiday and paid time off days, salary, incentive compensation, Groupware stock options granted, Groupware stock ownership, assigned projects, performance against your assigned goals, training completed, any performance improvement plans, any disciplinary actions taken, system accounts, technology and physical assets provided to you, your role and actions taken in connection with Groupware projects and processes.

If your employment with Groupware ends, we process personal information necessary to offboard you from Groupware, including deactivation of your access to our systems, fulfilling our financial, benefits and related obligations with respect to the end of your employment with Groupware.

In certain countries, supplemental privacy notices will be provided to Groupware employees and contractors and where applicable, consent will be obtained, to ensure compliance with local requirements.

Why Do We Process Personal Information?

The reasons that we process about you depend on who you are and how we interact with you.

If you are a customer, business partner or express interest in our solutions:

If you have a contract or other agreement in place with us, we process personal information about you in order to fulfill the following obligations to you under that contract or agreement to:
  • Provision your account on our platform;
  • Authenticate you to enable you to access your account on our platform, including additional users of the solution;
  • Provide customer service and support and investigate issues that you raise;
  • Communicate with you, including via email, about your use of our solutions, obtain your input on new features, functionality and content and to provide information about updates to our solutions;
  • Communicate with you about Groupware Tech events and/or industry related news;
  • Help you build, implement and manage use of our solutions; and
  • Deprovision your account on our platform.

If you have provided your consent, we process personal information about you to send direct email marketing communications about our solutions. You may withdraw your consent at any time by clicking the “unsubscribe” link in the email communications we send to you. You may also withdraw consent by exercising Your Rights as described above.

Our legitimate interests - We process personal information about you based on our legitimate business interests for the following purposes, to which you may exercise Your Rights to object as described above:

To provide additional solutions you request based on our legitimate business interest to respond to your reasonable requests and to retain you as a customer or partner;

To determine whether, when and the IP address and associated city of, a marketing, sales or business development email communication we sent was viewed based on our legitimate interest to effectively manage and improve upon such communications with you;

To understand the business that you work for and your prior experience based on our legitimate interest to tailor our communications with you to improve our engagement with you;

To understand your business needs based on our legitimate interest to develop and enhance our solutions to address your needs and to make them more relevant to you; and

To manage our legal, financial, policy and regulatory compliance responsibilities and to demonstrate our compliance upon request.

Statistical and research purposes: We may further analyze use of our solutions and characteristics of the companies that use our solutions (e.g., by size and industry sector) to help us understand and make decisions about customer and market needs, to improve our solutions, to design new solutions and to inform partnership and business development decisions.

If you visit the websites and online properties we provide:

If you have provided your consent, we process personal information about you to:
  • Respond to your individual rights requests.
  • Manage your consent preferences.
  • Deliver the resources and information you have requested online.
  • Send direct email marketing communications about our solutions, events and related resources that may be of interest to you.
  • Use cookies and other data collection technologies to help you navigate our website or technical solutions, personalize and provide a more convenient experience to you, analyze which pages you visit, which features you use in our technical solutions and which consumer privacy tools you use, provide features such as social sharing widgets and videos, measure advertising and promotional effectiveness, assess which areas of our site you visit to remarket to you after you visit our site and to provide content to you from our third party content partners.
  • You may withdraw your consent at any time by clicking the “unsubscribe” link in the email communications we send to you. You may also withdraw consent by exercising Your Rights as described above, including through our Individual Rights Manager and our Cookie Preferences Manager.

Our legitimate interests - We process personal information about you based on our legitimate business interests for the following purposes, to which you may exercise Your Rights to object as described above:
  • To investigate complaints or concerns based on our legitimate interest to ensure that such complaints or concerns are addressed appropriately;
  • To send optional customer satisfaction surveys once your complaint has been resolved based on our legitimate interest to continue to improve our processes;
  • To evaluate the characteristics and needs of our customers based on our legitimate interest in improving the solutions we offer and provide;
  • To conduct online consumer surveys to learn about your views on important privacy-related issues based on our legitimate interest in better understanding the privacy market and to improve our solutions; we do not directly collect any personal information about you when we conduct these surveys, however cookies and data collection technologies may be used to manage the delivery of the surveys; and
  • To administer our website and our technical solutions and to understand how our website visitors navigate through our websites and technical solutions based on our legitimate interest to continuously improve the experience for our users.

Statistical and research purposes: We may further analyze information we gather online to improve the online experience, resources and tools we provide to our users.

If you are an employee, contractor, job applicant or former employee:

If you have a contract or other agreement with us, we process personal information about you to fulfill the specific obligations we have to you under the applicable contract or agreement such as:
  • Payment of project fees to contractors;
  • Managing performance obligations under employment contracts, where applicable;
  • Management of Groupware stock options pursuant to stock option agreements; and
  • Management of stock ownership pursuant to stock purchase and related agreements.

Our legitimate interests - we process personal information about you based on our legitimate interests to establish and manage our relationship with and responsibilities to you and for effective operation of our business, such as to:
  • Recruit new talent to join Groupware;
  • Onboard employees and contractors to Groupware;
  • Grant and ensure appropriate access to Groupware systems and facilities;
  • Ensure the security and safety of the workplace and the tangible and intangible assets for which we are responsible;
  • Assign roles and responsibilities;
  • Manage team and cross-functional communications and collaboration;
  • Promote a positive workplace culture;
  • Administer payroll;
  • Benefits administration;
  • Award and pay incentive compensation;
  • Invoice payments;
  • Managing Groupware projects and processes;
  • Maintaining corporate, financial and other essential business records and reporting;
  • Evaluating financial and operational performance and
  • Managing compliance, including, but not limited to our privacy, security, accounting, labor and employment and other legal and regulatory obligations.

Statistical and research purposes: We may further analyze information to evaluate and understand employee engagement and to develop plans to continuously improve our workplace culture.

International Data Transfers

We may transfer, access or store personal information about you outside of the European Economic Area (“EEA”), Switzerland or another country that requires legal protections for international data transfer. When we do, we will ensure that an adequate level of protection is provided for the information by using one or more of the following approaches:

We may transfer personal information to countries that have privacy laws that have been recognized by the country from which the data are transferred as providing similar protections for the data.

We may enter into written agreements with recipients that require them to provide the same level of protection for the data.

We may rely on other transfer mechanisms approved by authorities in the country from which the data are transferred.

How do we share data about you?

At Groupware, we only share personal information in ways that we tell you about. We do not sell or rent personal information to third parties and we do not share personal information with third parties that are not owned by us or under our control or direction except as described in this Policy.

Service providers. We share personal information with service providers that help us with our business activities. They only are authorized to process that information as necessary and as directed by us.

Required by law. If we are required to disclose personal information as part of a legal process, we will take commercially reasonable steps to inform you as part of that process. We may also be required to disclose personal information in response to lawful requests by government authorities, including requests from national security agencies or law enforcement.

Safety, fraud prevention, government requests and protection of our rights are all reasons where we may share personal information where we believe in good faith it is necessary.

Mergers, acquisitions, divestitures or asset sales but only if the acquiring organization agrees to this Policy’s protections.

Keeping and Securing Your Data

We will keep personal information about you for as long as we provide solutions to you, as long as you work for or with us or as long as we are addressing a concern, question, complaint or request you have made to us, as applicable to our interactions with you. If we have a contract or other agreement with you, we will follow the retention obligations of that agreement.

We may keep data longer if we have a legal obligation to keep it or to maintain necessary records for legal, financial, compliance or other reporting obligations and to enforce our rights and agreements. We also may keep data about you for statistical analysis or research purposes.

We take appropriate security measures to protect personal information against loss, misuse and unauthorized access, alteration, disclosure or destruction. We also have implemented measures to maintain the ongoing confidentiality, integrity and availability of the systems and services that process personal information and will restore the availability and access to data in a timely manner in the event of a physical or technical incident.

For California Residents

If you are a California resident, California law may provide you with additional rights regarding our use of your personal information. To learn more about your California privacy rights, visit: https://oag.ca.gov/privacy/privacy-laws

Additionally, California’s “Shine the Light law (Civil Code Section § 1798.83) permits users of our website that are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. To make a request, please send us a message at: [email protected] or write us at: 541 Division Street, Campbell, CA 95008

Business Information and Links to Other Sites

Business information - In the course of using our solutions, we may ask you to provide business information related to the company where you work. Business information may include information about your company’s practices, policies, processes and supporting documentation. This business information is stored on Groupware systems and we use it to provide the solutions you have contracted us to provide and in accordance with the terms and conditions set forth in agreements between Groupware and your company.

Links to other websites - This Policy applies only to Groupware Technology’s practices, technologies, and services. Our online properties may include links to websites and online services that are operated by other companies not under the control or direction of Groupware. If you provide or submit personal information to those websites or online services, the privacy policies on those websites or online services apply to your personal information. We encourage you to carefully read the privacy policies of any website you visit.

Changes to This Policy

We may make changes to this Policy from time to time based on changes to applicable laws and regulations or other requirements applicable to us, changes in technology or changes to our business. Any changes we make to the Policy in the future will be posted on this page and where we change this Policy in ways that also affect how we process personal information about you. Where appropriate, we will notify you directly via email or other direct contact with you and we also will post a notice on our home page that this Policy has changed.