Security and Data Protection

Privacy Policy

This Privacy Policy describes how WorkOtter collects, uses and discloses information, and what choices you have with respect to the information.

Updates in this version of the Privacy Policy reflect changes in data protection law. In addition, we have worked to make the Privacy Policy clearer and more understandable by:

  • organizing it into the sections listed in the Table of Contents below,
  • providing a series of examples that help illustrate how the policies may be implemented by WorkOtter and
  • defining and capitalizing a few terms that are used more than once for simplicity and brevity.

When we refer to “WorkOtter”, we mean the WorkOtter entity that acts as the controller or processor of your information, as explained in more detail in the “Identifying the Data Controller and Processor” section below.

Table of Contents:

  • Applicability of this Privacy Policy
  • Information We Collect and Receive
  • How We Use Information
  • Data Retention
  • How We Share and Disclose Information
  • Security
  • Age Limitations
  • Changes to this Privacy Policy
  • International Data Transfers: Privacy Shield and Contractual Terms
  • Data Protection Officer
  • Identifying the Data Controller and Processor
  • Your Rights
  • Data Protection Authority
  • Contacting WorkOtter

Applicability Of This Privacy Policy

This Privacy Policy applies to WorkOtter’s online workplace productivity tools and platform, including the associated WorkOtter mobile and desktop applications (collectively, the “Services”), WorkOtter.com and other WorkOtter websites (collectively, the “Websites”) and other interactions (e.g., customer service inquiries, user conferences, etc.) you may have with WorkOtter. If you do not agree with the terms, do not access or use the Services, Websites or any other aspect of WorkOtter’s business.

This Privacy Policy does not apply to any third party applications or software that integrate with the Services through the WorkOtter platform (“Third Party Services”), or any other third party products, services or businesses. In addition, a separate agreement governs delivery, access and use of the Services (the “Customer Agreement”), including the processing of any messages, files or other content submitted through Services accounts (collectively, “Customer Data”). The organization (e.g., your employer or another entity or person) that entered into the Customer Agreement (“Customer”) controls their instance of the Services (their “PPM”) and any associated Customer Data. If you have any questions about specific PPM settings and privacy practices, please contact the Customer whose PPM you use.

If you have an account, you can check http://saas.WorkOtter.com/WorkOtter for contact information of your PPM owner(s) and administrator(s). If you have received an invitation to join a PPM but have not yet created an account, you should request assistance from the Customer that sent the invitation.

Information We Collect And Receive

WorkOtter may collect and receive Customer Data and other information and data (“Other Information”) in a variety of ways:

  • Customer Data. Customers or individuals granted access to a PPM by a Customer (“Authorized Users”) routinely submit Customer Data to WorkOtter when using the Services.

  • Other Information. WorkOtter also collects, generates and/or receives Other Information:

    1. PPM and Account Information. To create or update a PPM account, you or your Customer (e.g., your employer) supply WorkOtter with an email address, phone number, password, domain and/or similar account details. In addition, Customers that purchase a paid version of the Services provide WorkOtter (or its payment processors) with billing details such as credit card information, banking information and/or a billing address.

    2. Usage Information.
      • Services Metadata. When an Authorized User interacts with the Services, metadata is generated that provides additional context about the way Authorized Users work. For example, WorkOtter logs the PPMs, roles, people, features, content and links you interact with, the types of files shared and what Third Party Services are used (if any).
      • Log data. As with most websites and technology services delivered over the Internet, our servers automatically collect information when you access or use our Websites or Services and record it in log files. This log data may include the Internet Protocol (IP) address, the address of the web page visited before using the Website or Services, browser type and settings, the date and time the Services were used, information about browser configuration and plugins, language preferences and cookie data.
      • Device information. WorkOtter collects information about devices accessing the Services, including type of device, what operating system is used, device settings, application IDs, unique device identifiers and crash data. Whether we collect some or all of this Other Information often depends on the type of device used and its settings.
      • Location information. We receive information from you, your Customer and other third-parties that helps us approximate your location. We may, for example, use a business address submitted by your employer, or an IP address received from your browser or device to determine approximate location. WorkOtter may also collect location information from devices in accordance with the consent process provided by your device.

    3. Cookie Information. WorkOtter uses cookies and similar technologies in our Websites and Services that help us collect Other Information. The Websites and Services may also include cookies and similar tracking technologies of third parties, which may collect Other Information about you via the Websites and Services and across other websites and online services. For more details about how we use these technologies, please see our Cookie Policy.

    4. Third Party Services. Customer can choose to permit or restrict Third Party Services for their PPM. Typically, Third Party Services are software that integrate with our Services, and Customer can permit its Authorized Users to enable and disable these integrations for their PPM. Once enabled, the provider of a Third Party Service may share certain information with WorkOtter. For example, if a cloud storage application is enabled to permit files to be imported to a PPM, we may receive user name and email address of Authorized Users, along with additional information that the application has elected to make available to WorkOtter to facilitate the integration. Authorized Users should check the privacy settings and notices in these Third Party Services to understand what data may be disclosed to WorkOtter. When a Third Party Service is enabled, WorkOtter is authorized to connect and access Other Information made available to WorkOtter in accordance with our agreement with the Third Party Provider. We do not, however, receive or store passwords for any of these Third Party Services when connecting them to the Services.

    5. Contact Information. In accordance with the consent process provided by your device, any contact information that an Authorized User chooses to import (such as an address book from a device) is collected when using the Services.

    6. Third Party Data. WorkOtter may receive data about organizations, industries, Website visitors, marketing campaigns and other matters related to our business from affiliates, our partners or others that we use to make our own information better or more useful. This data may be combined with Other Information we collect and might include aggregate level data, such as which IP addresses correspond to zip codes or countries. Or it might be more specific: for example, how well an online marketing or email campaign performed.

    7. Additional Information Provided to WorkOtter. We receive Other Information when submitted to our Websites or if you participate in a focus group, contest, activity or event, apply for a job, request support, interact with our social media accounts or otherwise communicate with WorkOtter.

Generally, no one is under a statutory or contractual obligation to provide any Customer Data or Other Information (collectively, “Information”). However, certain Information is collected automatically and, if some Information, such as PPM setup details, is not provided, we may be unable to provide the Services.

How We Use Information

Customer Data will be used by WorkOtter in accordance with Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and as required by applicable law. WorkOtter is a processor of Customer Data and Customer is the controller. Customer may, for example, use the Services to grant and remove access to a PPM, assign roles and configure settings, access, modify, export, share and remove Customer Data and otherwise apply its policies to the Services.

WorkOtter uses Other Information in furtherance of our legitimate interests in operating our Services, Websites and business. More specifically, WorkOtter uses Other Information:

  • To provide, update, maintain and protect our Services, Websites and business. This includes use of Other Information to support delivery of the Services under a Customer Agreement, prevent or address service errors, security or technical issues, analyze and monitor usage, trends and other activities or at an Authorized User’s request.
  • As required by applicable law, legal process or regulation.
  • To communicate with you by responding to your requests, comments and questions. If you contact us, we may use your Other Information to respond.
  • To develop and provide search, learning and productivity tools and additional features. WorkOtter tries to make the Services as useful as possible for specific PPMs and Authorized Users. For example, we may improve search functionality by using Other Information to help determine and rank the relevance of content to an Authorized User, make Services suggestions based on historical use and predictive models, identify organizational trends and insights, to customize a Services experience or create new productivity features and products.
  • To send emails and other communications. We may send you service, technical and other administrative emails, messages and other types of communications. We may also contact you to inform you about changes in our Services, our Services offerings, and important Services-related notices, such as security and fraud notices. These communications are considered part of the Services and you may not opt out of them. In addition, we sometimes send emails about new product features, promotional communications or other news about WorkOtter. These are marketing messages so you can control whether you receive them.
  • For billing, account management and other administrative matters. WorkOtter may need to contact you for invoicing, account management and similar reasons and we use account data to administer accounts and keep track of billing and payments.
  • To investigate and help prevent security issues and abuse.

If Information is aggregated or de-identified so it is no longer reasonably associated with an identified or identifiable natural person, WorkOtter may use it for any business purpose. To the extent Information is associated with an identified or identifiable natural person and is protected as personal data under applicable data protection law, it is referred to in this Privacy Policy as “Personal Data.”

Data Retention

WorkOtter will retain Customer Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and as required by applicable law. Depending on the Services plan, Customer may be able to customize its retention settings and apply those customized settings at the PPM level, channel level or other level. Customer may also apply different settings to messages, files or other types of Customer Data. The deletion of Customer Data and other use of the Services by Customer may result in the deletion and/or de-identification of certain associated Other Information. WorkOtter may retain Other Information pertaining to you for as long as necessary for the purposes described in this Privacy Policy. This may include keeping your Other Information after you have deactivated your account for the period of time needed for WorkOtter to pursue legitimate business interests, conduct audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes and enforce our agreements.

How We Share And Disclose Information

This section describes how WorkOtter may share and disclose Information. Customers determine their own policies and practices for the sharing and disclosure of Information, and WorkOtter does not control how they or any other third parties choose to share or disclose Information.

  • Customer’s Instructions. WorkOtter will solely share and disclose Customer Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and in compliance with applicable law and legal process.
  • Displaying the Services. When an Authorized User submits Other Information, it may be displayed to other Authorized Users in the same or connected PPMs. For example, an Authorized User’s email address may be displayed with their PPM profile.
  • Collaborating with Others. The Services provide different ways for Authorized Users working in independent PPMs to collaborate, such as shared projects. Other Information, such as an Authorized User’s profile Information, may be shared, subject to the policies and practices of the other PPM(s).
  • Customer Access. Owners, administrators, Authorized Users and other Customer representatives and personnel may be able to access, modify or restrict access to Other Information. This may include, for example, your employer using Service features to export logs of PPM activity, or accessing or modifying your profile details.
  • Third Party Service Providers and Partners. We may engage third party companies or individuals as service providers or business partners to process Other Information and support our business. These third parties may, for example, provide virtual computing and storage services.
  • Third Party Services. Customer may enable or permit Authorized Users to enable Third Party Services. When enabled, WorkOtter may share Other Information with Third Party Services. Third Party Services are not owned or controlled by WorkOtter and third parties that have been granted access to Other Information may have their own policies and practices for its collection and use. Please check the privacy settings and notices in these Third Party Services or contact the provider for any questions.
  • Aggregated Data. We may disclose or use aggregated or de-identified Other Information. For example, we may review aggregated or de-identified Other Information for research purposes, such as telling a prospective WorkOtter customer the average amount of time spent within a typical PPM.
  • To Comply with Laws. If we receive a request for information, we may disclose Other Information if we reasonably believe disclosure is in accordance with or required by any applicable law, regulation or legal process.
  • To enforce our rights, prevent fraud, and for safety. To protect and defend the rights, property or safety of WorkOtter or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud or security issues.
  • With Consent. WorkOtter may share Other Information with third parties when we have consent to do so.

Security

WorkOtter takes security of data very seriously. WorkOtter works hard to protect Other Information you provide from loss, misuse, and unauthorized access or disclosure. These steps take into account the sensitivity of the Other Information we collect, process and store, and the current state of technology.

Age Limitations

To the extent prohibited by applicable law, WorkOtter does not allow use of our Services and Websites by anyone younger than 16 years old. If you learn that anyone younger than 16 has unlawfully provided us with personal data, please contact us and we will takes steps to delete such information.

Changes To This Privacy Policy

WorkOtter may change this Privacy Policy from time to time. Laws, regulations and industry standards evolve, which may make those changes necessary, or we may make changes to our business. We will post the changes to this page and encourage you to review our Privacy Policy to stay informed. If we make changes that materially alter your privacy rights, WorkOtter will provide additional notice, such as via email or through the Services. If you disagree with the changes to this Privacy Policy, you should deactivate your Services account. Contact the Customer if you wish to request the removal of Personal Data under their control.

International Data Transfers Privacy Shield And Contractual Terms

WorkOtter may transfer your Personal Data to countries other than the one in which you live. We deploy the following safeguards if WorkOtter transfers Personal Data originating from the European Union or Switzerland to other countries not deemed adequate under applicable data protection law:

  • E.U.-U.S. Privacy Shield and Swiss-U.S. Privacy Shield. To comply with European Union and Swiss data protection laws, WorkOtter Technologies, Inc. (“WorkOtter US”) self-certified under the E.U.-U.S. Privacy Shield and the Swiss-U.S. Privacy Shield. These frameworks were developed to enable companies to comply with data protection requirements when transferring personal data from the European Union and Switzerland to the United States. To learn more about the Privacy Shield Program, please see http://www.privacyshield.gov/welcome.
  • European Union Model Clauses. WorkOtter offers European Union Model Clauses, also known as Standard Contractual Clauses, to meet the adequacy and security requirements for our Customers that operate in the European Union, and other international transfers of Customer Data. A copy of our standard data processing addendum, incorporating Model Clauses, is available here.

Data Protection Officer

To communicate with our Data Protection Officer, please email [email protected]r.com.

Identifying The Data Controller And Processor

Data protection law in certain jurisdictions differentiates between the “controller” and “processor” of information. In general, Customer is the controller of Customer Data. In general, WorkOtter is the processor of Customer Data and the controller of Other Information.

Your Rights

Individuals located in certain countries, including the European Economic Area, have certain statutory rights in relation to their personal data. Subject to any exemptions provided by law, you may have the right to request access to Information, as well as to seek to update, delete or correct this Information. You can usually do this using the settings and tools provided in your Services account. If you cannot use the settings and tools, contact Customer for additional access and assistance.

To the extent that WorkOtter’s processing of your Personal Data is subject to the General Data Protection Regulation, WorkOtter relies on its legitimate interests, described above, to process your data. WorkOtter may also process Other Information that constitutes your Personal Data for direct marketing purposes and you have a right to object to WorkOtter’s use of your Personal Data for this purpose at any time.

Data Protection Authority

Subject to applicable law, you also have the right to (i) restrict WorkOtter’s use of Other Information that constitutes your Personal Data and (ii) lodge a complaint with your local data protection authority. If you are a resident of the European Economic Area and believe we maintain your Personal Data within the scope of the General Data Protection Regulation (GDPR), you may direct questions or complaints to our lead supervisory authority.

Contacting WorkOtter

Please also feel free to contact WorkOtter if you have any questions about this Privacy Policy or WorkOtter’s practices, or if you are seeking to exercise any of your statutory rights. You may contact us at [email protected] or at our mailing address below:

For Customers and Authorized Users who use PPMs established for Customers in the US and Canada:

Virtual Communication Services, LLC (dba WorkOtter)

12882 Manchester Road (Suite 202)

St. Louis, Missouri 63131-1864

(314) 252-8764

Federal ID = 431827059

Cookie Policy

What is a cookie?

Cookies are small text files sent by us to your computer or mobile device, which enables WorkOtter features and functionality. They are unique to your account or your browser. Session-based cookies last only while your browser is open and are automatically deleted when you close your browser. Persistent cookies last until you or your browser delete them or until they expire.

To find out more about cookies, visit this site.

Does WorkOtter use cookies?

Yes. WorkOtter uses cookies. We use both session-based and persistent cookies. WorkOtter sets and accesses our own cookies on the domains operated by WorkOtter and its corporate affiliates (collectively, the “Sites”). In addition, we use third party cookies, like Google Analytics.

How is WorkOtter using cookies?

Some cookies are associated with your account and personal information in order to remember that you are logged in and which workspaces you are logged into. Other cookies are not tied to your account but are unique and allow us to carry out analytics and customization, among other similar things.

Cookies can be used to recognize you when you visit a Site or use our Services, remember your preferences, and give you a personalized experience that’s consistent with your settings. Cookies also make your interactions faster and more secure. Review our cookie tables to learn more.

Categories of UseDescription
AuthenticationIf you’re signed in to our Services, cookies help us show you the right information and personalize your experience.
SecurityWe use cookies to enable and support our security features, and to help us detect malicious activity.
Preferences, features and servicesCookies can tell us which language you prefer and what your communications preferences are. They can help you fill out forms on our Sites more easily. They also provide you with features, insights, and customized content.
MarketingWe may use cookies to help us deliver marketing campaigns and track their performance (e.g., a user visited our Help Center and then made a purchase). Similarly, our partners may use cookies to provide us with information about your interactions with their services, but use of those third-party cookies would be subject to the service provider’s policies. We may use cookies to help us deliver marketing campaigns and track their performance (e.g., a user visited our Help Center and then made a purchase). Similarly, our partners may use cookies to provide us with information about your interactions with their services, but use of those third-party cookies would be subject to the service provider’s policies.
Performance, Analytics and ResearchCookies help us learn how well our Sites and Services perform. We also use cookies to understand, improve, and research products, features, and services, including to create logs and record when you access our Sites and Services from different devices, such as your work computer or your mobile device.

How are cookies used for advertising purposes?

Cookies and other ad technology help us market more effectively to users that we and our partners believe may be interested in WorkOtter. They also help provide us with aggregated auditing, research, and reporting, and know when content has been shown to you.

What can you do if you don’t want cookies to be set or want them to be removed, or if you want to opt out of interest-based targeting?

Some people prefer not to allow cookies, which is why most browsers give you the ability to manage cookies to suit you. In some browsers you can set up rules to manage cookies on a site-by-site basis, giving you more fine-grained control over your privacy. What this means is that you can disallow cookies from all sites except those that you trust.

Browser manufacturers provide help pages relating to cookie management in their products. Please see below for more information.

For other browsers, please consult the documentation that your browser manufacturer provides.

You can opt out of interest-based targeting provided by participating ad servers through the Digital Advertising Alliance (http://youradchoices.com). In addition, on your iPhone, iPad or Android, you can change your device settings to control whether you see online interest-based ads.

If you limit the ability of websites and applications to set cookies, you may worsen your overall user experience and/or lose the ability to access the services, since it will no longer be personalized to you. It may also stop you from saving customized settings, like login information.

Does WorkOtter respond to Do Not Track Signals?

Our Sites and Services do not collect personal information about your online activities over time and across third-party websites or online services. Therefore, “do not track” signals transmitted from web browsers do not apply to our Sites or Services, and we do not alter any of our data collection and use practices upon receipt of such a signal.

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