User Data

We store the following user data in our systems

• User / Customer data
  • Personal Data
    • Name
    • email-id
    • Phone Number
    • Address
    • Designation
    • Organization Information and address (where applicable)
  • Processing options for users
  • Technical / Project Data for hosted service
• Licenses and Invoices
• Communication with users on multiple platforms

Obtaining Profile Data

1. In most of the cases, the end user will register and decide to use our licenses [AND | OR] services. In such case, the end user will voluntarily provide the data with his consent.
2. In some cases, where the reseller is procuring the service / license on behalf of an end user, we will obtain consent of end user through the registration process.
3. When a user shares some information on the Mail / Web Meeting; this is considered as a voluntary act by the user and no explicit consent needs to be taken.

Managing Profile Data

1. During the registration process, we prompt for and save the consent information in our CRM system. This information is visible in the profile page of the user.
   1. In case where the user has asked us to initiate the registration process, the account become operational only after the user has consented for the same.
2. For inactive users for whom we hold data in our system, whenever there is any update requiring user attention(for example change in policy), we will inform through mail.
3. All user related data will be
   1. Visible on the profile page.
   2. Downloadable by the user in PDF format.
4. Provide options to users for
   1. Editing profile data
   2. Change the processing options specified on the profile page.
   3. Deleting profile data, except when commercial licenses have been generated against a profile.
      1. The duration of holding data against commercial invoices is determined by local taxation laws.

Processing User Data

1. We will provide user selectable options in the profile page, where the user will be able to turn [OFF | ON] the options. These will include (but not limited to)
   
   1. providing information on other Optimizory products.
   2. providing information on product upgrades and new releases
   3. Opt in for exclusion from marketing and promotions.
2. Not provide any option, where necessary information is to be sent to end user in order to perform our obligations under the contract. This includes, but not limited to
   1. Intimations regarding licenses
   2. Communication regarding product support

Data Storage

1. For users having commercial licenses, the personal data will not be deleted till the lifetime of the organization. This is to ensure that we have valid tax related information for the lifetime of the organization.
2. For trial users, the user will get an option to delete account.
3. Securely deleting data : When a user requests deletion of his profile information and is a trial user, we will
   1. Immediately delete the records in database
   2. In backup, only N copies will be retained (based on the applicable policy at that time) and the older ones will be deleted on a periodic basis.
4. Unnecessary / Unregulated data duplication
   1. There is a procedure implemented for Data backups with restricted access.
   2. Only designated persons will have access to the backup data

Data Sharing

The user data is exposed to auditors and may be shared with the government agencies to comply with local laws.