Privacy policy

Privacy policy

Last Updated: October 27th, 2024

Introduction

IntraManager (“we,” “us,” or “our“) is committed to protecting the privacy of our users (“you” or “your“). This Privacy Policy describes how we collect, use, disclose, and safeguard your personal data when you use IntraManager Board, our performance management software, or IntraManager Work, our workforce management system (“the Service”)
By accessing or using the Service, you agree to this Privacy Policy. If you do not agree with its terms, please do not access or use the Service.

Information We Collect

1. Personal Data You Provide

We collect personal data that you voluntarily provide when you:

• Register for an Account: Name, email address, phone number, organization name, password, language preference and time zone.
• Communicate with Us: Feedback, inquiries, customer support requests, and other messages.
• Make Payments: Organization name, billing address and payment method details (processed securely by third-party payment processors).

2. Data Collected Automatically

When you use the Service, we may automatically collect:

• Usage Data: IP address, browser type, operating system.
• Device Information: Device type and unique device identifiers.

3. Data from Single Sign-On (SSO) Providers

If you choose to log in via SSO services like Apple, Google, Microsoft, or Salesforce, we collect:

• Authentication Data: Email address, name, and language preference.
• Usage: We use your email address to authenticate you by matching it with our user database. We do not store OAuth tokens or collect additional data from these providers beyond what is necessary for authentication.

How We Use Your Data

We use your personal data for the following purposes:

• To Provide and Maintain the Service: Create and manage your account, authenticate your identity, and offer core functionalities.
• To Personalize Your Experience: Customize content and features according to your preferences, such as language settings.
• To Communicate with You: Send administrative information, respond to inquiries, and provide customer support.
• To Improve the Service: Analyze usage patterns to enhance performance, functionality, and user experience.
• For Marketing Purposes: Send promotional materials and updates with your explicit consent.
• For Legal Compliance: Comply with legal obligations, resolve disputes, and enforce our agreements.

Legal Bases For Processing

We process your personal data based on the following legal grounds:

• Contractual Necessity: To fulfill our obligations under the contract with you.
• Legitimate Interests: To operate and improve our Service and communicate with you.
• Consent: For sending marketing communications and using non-essential cookies.
• Legal Obligations: To comply with applicable laws and regulations.

Data Sharing and Disclosure

We may share your personal data with:

1. Service Providers

Trusted third-party vendors who assist in operating the Service, such as:

• Hosting and Infrastructure: Providers that host our servers and databases.
• Payment Processors: Companies that process transactions securely.
• Customer Support: Services that help us communicate with you.
• Analytics Services: Tools that help us understand usage patterns.

All service providers are contractually obligated to protect your data and use it only for the services they provide to us.

2. Legal Requirements

We may disclose your personal data if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

3. Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your personal data may be transferred as part of the transaction. We will notify you via email and/or a prominent notice on our Service.

International Data Transfers

Your personal data may be transferred to and processed in countries other than your own. These countries may have data protection laws that are different from those in your country.

When we transfer personal data internationally, we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses: We use contractual clauses approved by relevant authorities.
• Adequacy Decisions: We transfer data to countries deemed to provide an adequate level of protection.

Data Retention and Deletion

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Account Information: Retained as long as your account is active. Upon deactivation, we will delete or anonymize your data within 90 days.
• Communication Data: Retained for 2 years to improve our Service and for training purposes.
• Payment Information: Retained as required by financial and tax regulations.

If you request deletion of your personal data, we will comply unless we are required to retain certain information by law.

How We Protect Your Information

We implement appropriate technical and organizational measures to safeguard your personal data:

• Encryption: Data is encrypted during transmission (TLS/SSL) and at rest.
• Access Controls: Restricted access to personal data on a need-to-know basis.
• Monitoring: Regular security assessments, including vulnerability scanning and penetration testing.
• Training: Staff are trained on data protection and privacy practices.

While we strive to protect your personal data, no method of transmission over the internet or electronic storage is completely secure.

Your Rights

Depending on your location and applicable laws, you may have the following rights regarding your personal data:

• Access: Request confirmation of whether we process your personal data and access to it.
• Rectification: Request correction of inaccurate or incomplete personal data.
• Erasure: Request deletion of your personal data under certain circumstances.
• Restriction: Request restriction of processing your personal data.
• Data Portability: Receive your personal data in a structured, commonly used format.
• Objection: Object to processing based on legitimate interests.
• Withdraw Consent: Withdraw consent where we rely on it for processing.

To exercise your rights, please contact us at info@intramanager.com. We will respond within the timeframes required by law.

Cookies and Similar Technologies

We use cookies and similar technologies to enhance your experience:

1. Types of Cookies

• Essential Cookies: Necessary for the Service to function.
• Performance Cookies: Help us understand how you use the Service.
• Functional Cookies: Remember your preferences.
• Advertising Cookies: Deliver relevant advertisements.

2. Managing Cookies

You can manage cookies through your browser settings. Disabling cookies may affect the functionality of the Service.
For more information, please see our Cookie Policy.

Children’s Privacy

Our Service is not intended for individuals under 16 years of age. We do not knowingly collect personal data from children under 16. If you believe we have collected such data, please contact us to remove it.

Third-Party Links

The Service may contain links to external websites or services not operated by us. We are not responsible for their content or privacy practices. We encourage you to review their privacy policies.

Changes to this privacy policy

We may update this Privacy Policy periodically. We will notify you of significant changes by:

• Posting Updates: On this page with a new “Last Updated” date.
• Email Notification: If changes are material, we may notify you via email.

Your continued use of the Service after changes indicates your acceptance of the updated Privacy Policy.

Contact Us

If you have any questions or suggestions about our Privacy Policy, do not hesitate to contact us.

IntraManager A/S
Billedskærervej 17b
5230 Odense M
Denmark

Phone: +45 78 797 797

Email: info@intramanager.com