We are committed to protecting your privacy.
This policy describes how we collect, use and handle your information when you use our websites (the “Websites”), software and services (the "Service"). Any capitalised but undefined term in this Privacy Policy shall have the meaning given to it in our Customer Terms of Service or User Terms of Use.
Simana is provided by See Data Limited. “We”, “Simana” and “See Data” refer to See Data Limited.
If you have any questions about this Privacy Policy or our privacy practices, wish to contact our Data Protection Officer, or need to exercise any of your statutory rights please contact us at privacy@simana.com, or at our postal address: See Data Limited, 1 Emperor Way, Exeter Business Park, Exeter, EX1 3QS, UK.
If you are a Customer, User, or anyone else interacting with our services or websites please read this Privacy Policy carefully and make sure that you fully understand it.
Our relationship with you
Simana is intended for use by organisations. Where the Service is made available to you through an organisation (e.g. your employer, or an organisation you are working with), that organisation is the administrator of the Service and is responsible for the accounts over which it has control. In these cases, Simana is the processor of personal data (a provider that processes personal data on behalf of or at the direction of a controller, or other similar designation under the law) and our customer (usually a company or organisation) is the controller (the entity that decides how and why information is processed) of the information provided to Simana, via their use of Simana. Customer organisations are governed by the Simana Customer Terms of Use.
Where your employer or the organisation providing you access to Simana is not a customer, then Simana is the controller of personal data. This includes users that are using Simana on a trial basis, are using any free-to-access versions of the software.
By providing your personal data to the Website and/or Services and continuing to use the Website and/or Services, you are consenting to us and our service providers processing your personal data. You are not legally required to provide us with any of your personal data but may do so (or avoid doing so) at your own free will. If you do not wish to provide us with your personal data, or to have it processed by us or any of our services providers, please simply do not visit or interact with our websites, nor use our Services. To manage or object to the continued processing of your personal data, please refer to the Accessing and Controlling your Personal Information section below.
Information we collect and receive
Information you provide us
When you interact with us via our Websites and Services, we may collect Personal Data and other information from you as follows:
Personal Account information
We collect information about you when you register for an account including your name, job role and workplace contact details. This enables you to sign up to the Service and link you to your organisation(s). If you chose to supply it, we will store your work-related interests, expertise and profile picture. This is displayed on your profile so other users can find and learn about you. Simana will not require you to enter any sensitive personal data or information.
Categories of personal data that may be collected:
- Identity data
- Contact data
- Profile data
Customer Content data
Through your use of the Service information will be added to Simana when you populate a card, space, comment, story etc. (for example, project titles and other information, data in charts, uploaded documents and messages). These may be added to Simana manually, through import, or via API/integrations.
Categories of personal data that may be collected:
- Identity data
- Contact data
- Technical data
- Profile data
- Usage data
- Marketing and communications data
Support channel data
The Service also includes our customer support, where you may choose to submit information regarding a problem you are experiencing with the Service. Whether you designate yourself as a contact, open a support ticket, speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue.
Categories of personal data that may be collected:
- Identity data
- Contact data
- Technical data
- Usage data
Information we collect automatically
We automatically collect information about you when you use our Websites and Services. This may include Personal Data as follows:
Services metadata
We keep track of certain information about you when you visit and interact with the Service. We may log the actions you take as you use Simana, including but not limited to the number of Simana spaces you have, the number of cards you have, and how many tasks you are assigned. Administrative metadata is used to help manage the system or a resource or object within it, such as the list of organisations, when an object was created, usage data, access rights, and data counts.
Categories of personal data that may be collected:
- Profile data
- Usage data
Device and connection
As with most websites and technology services delivered over the internet, we collect information about your computer, phone, tablet, or other devices you use to access the Websites or Service. This includes things like IP addresses, the type of browser and device you use, and identifiers associated with your devices. Your devices (depending on their settings) may also transmit location information to the Service. This allows us to maintain vital security and audit logs.
Categories of personal data that may be collected:
- Technical data
Cookies and Other Tracking Technologies
We use cookies to provide, improve, and protect our Websites and Service. For example, cookies help us with things like remembering your username for your next visit, understanding how you are interacting with the Service, and improving them based on that information. You can set your browser to not accept cookies, but this may limit your ability to use the Service.
Categories of personal data that may be collected:
- Technical data
- Profile data
- Marketing and communications data
Information we receive from other sources
Sometimes Simana receives your information (name, email, and business contact information) from third parties (other individuals, marketing services, third-party integrations), which may include:
- Information processed from third-party integrations you set up with Simana. For example, a third-party integration for Single Sign On
- Information provided to us from other users of Simana (for example, one of your colleagues enters your business email to invite you to Simana)
Categories of personal data that may be collected:
- Identity data
- Contact data
- Profile data
Our legitimate interests in processing your personal data
We have a legitimate interest in processing your personal data. Doing so allows us to provide, improve and protect our Website and Service. More specifically this allows us to:
Facilitate your use of the Service
We use information about you to provide the Service to you, including to process transactions with you, authenticate you when you log in, provide customer support, and operate, maintain, and improve the Service. Our Service also includes tailored features that personalise your experience, enhance your productivity, and improve your ability to collaborate effectively with others. We may use your email domain to infer your affiliation with a particular organisation or industry to personalise the content and experience you receive on our websites.
Communicate with you about the Service
We use your contact information to send transactional communications via email and within the Service, including providing customer support, and sending you technical notices, updates, security alerts, and administrative messages. We send you email notifications when you or others interact with you on the Service, for example, when you are @mentioned on a card, when a task is assigned to you, or when you are added as a member to a card or space. These communications are part of the Service and in most cases you cannot opt out of them.
To market, promote and drive engagement with the Service
We use your contact information and information about how you use the Service to send promotional communications that may be of specific interest to you. These communications are aimed at driving engagement and maximising what you get out of the Service, including information about new features, survey requests, newsletters, and other things we think may be of interest to you. You can control whether you receive these communications as described below under "Opt-out of communications."
Customer support
We use your information to provide you with support or technical assistance that you may require through your use of the Service.
For safety and security
We use information to support and enhance our data security measures for you and other users of the Service.
To protect our legitimate business interests and legal rights
Where required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with the acquisition, merger or sale of a business.
For research and development
We are always looking for ways to make our Websites and Service smarter, faster, secure, integrated, and useful. We use information and collective learnings (including feedback) about how people use our Service to troubleshoot, to identify trends, usage, activity patterns and to improve our Service and to develop new products, features and technologies that benefit our Customers and Users.
Our lawful basis for processing your personal data
The use of Personal data and information is necessary for the performance of our Websites and Service, to comply with our legal and contractual obligations, and to support, maintain or improve our service.
Our legal basis for collecting and using the Personal Data described above will depend on the Personal Data concerned and the specific context in which we collect it. However, we will normally collect Personal Data from you only where we have your consent to do so, where we need the Personal Data to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms.
How we share and disclose information
This section describes how Simana may share and disclose Information, as described in the section entitled ‘Information we collect and receive’ above.
Service providers and sub-processors
We may provide access or disclose your information to select third parties that use the information on our behalf to assist in providing our services, website, and features. These third parties provide a variety of services to us, including but not limited to, data storage, email services, IT services, security and research. You can find our list of subprocessors here [insert url]
Advertising partners
We may also provide information collected when you visit our Websites (which may include email addresses) to service providers, who may “match” this information in de-identified form to cookies (or mobile ad identifiers) and other proprietary IDs, in order to provide you with more relevant Simana ads when you visit other websites. Our advertising partners may also use cookies and similar technologies on our website to display more relevant advertising about Simana on other websites that you visit. Please see our Cookies Notice for more information about how we use targeting cookies and your options for managing them.
Because you ask us to disclose
We may disclose your information to third parties when you ask us to do so. This includes when you connect Simana with other tools via integrations or Application Programming Interface (API).
Consistent with your settings within our products and services
Please note that the information you submit through and post in Simana may be viewable by other users in your space, team, or organisation, depending on the specific settings you and your organisations administrators have selected.
Business transfers
If the ownership of all or substantially all of our business changes, or all or some of our assets are sold as part of a bankruptcy or other proceeding, we may transfer your information to the new owner so that the services can continue to operate. In such case, your information would remain subject to the promises and commitments of this Privacy Policy. If such transfer is subject to additional mandatory restrictions under applicable laws or agreements, Simana will comply with those restrictions.
Compliance with legal obligations
To comply in good faith with a valid legal request. We will notify individuals or customers of that request unless: we are prohibited from doing so by law or court order; or there are exceptional circumstances, such as an emergency involving the risk of bodily injury or death to a person or group of people or potential harm to minors.
Your organisation's own Simana account administrator (if you have one)
If you’re using Simana in connection with an organisation (such as your employer), your organisations own Simana account administrator can export data associated with the domain they manage if they have a subscription plan that allows them to do so.
Third parties
Simana uses certain trusted third parties (for example, providers of data centres, email services and IT services) to help us provide, improve, protect, and promote our Services. These third parties will access your information only to perform tasks on our behalf in compliance with this Privacy Policy, and we'll remain responsible for their handling of your information per our instructions.
Protection, Storage, Transfer and Retention of Your Information
Security
Simana takes security of data very seriously and works hard to to protect your information against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access. However, no method of transmission over the Internet and no means of electronic or physical storage is absolutely secure, so we cannot ensure or warrant the security of that information. We are constantly updating and improving our safeguards, and you can read up to date information about our security practices by visiting our PAGE ON WEBSITE.
Storage
Simana is hosted in the UK, but some information about you will be stored in the United States.
International transfers of information we collect
When you use our products and services, some information about you will be transferred to the United States where some of Simana’s data processing occurs. We may also transfer information that we collect about you to third party processors across borders from your country or jurisdiction to other countries or jurisdictions around the world. Whenever we transfer your information, we take steps to protect it.
When we disclose information of customers in the European Economic Area, the UK, or Switzerland, we make use of the European Commission-approved standard contractual data protection clauses, binding corporate rules for transfers to data processors, or other appropriate legal mechanisms to safeguard the transfer.
Data Retention
We will retain your information for the period necessary to fulfil the purposes outlined in this Privacy Statement, to make our products and services available to you, or as instructed by you, unless a longer retention period is required or permitted by law.
You can request your personal data be removed at any time using the Contact Us information below.
Accessing and controlling your personal information
You have certain rights available to you when it comes to your personal information. Below is a summary of those rights, how to exercise them and any limitations.
Review and make changes to your information
You can edit your personal data (including erasing or restricting our use of your personal data) on your profile page within the system. Please note: to update your job role, organisation, or username email address you will need to contact help@simana.com. Learn more about editing your profile on our website.
Requesting a copy of your information
You can request a copy of your information which we hold (this is known as a subject access request). If you would like a copy of some or all of it, please: Email, call or write to us using the details above; let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and; let us know the information you want a copy of, including any account or reference numbers, if you have them.
Objection
In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don't have the appropriate rights to do so. For example, if you believe a Services account was created for you without your permission or you are no longer an active user, you can request that we delete your account as provided in this policy. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for certain marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate your request.
Opt out of communications: You may opt out of receiving promotional communications from us by using the unsubscribe link within each email, or by contacting us as provided below. Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding our Services. You can opt out of some notification messages in your account settings. Please note, you will continue to receive generic ads.
Turn off Cookie Controls: You may turn off cookie controls using the options provided on the cookie banner of our Website.
Complaints to the Data Protection Authority
Subject to applicable law, you also have the right to (i) restrict Simana’s use of Other Information that constitutes your Personal Data and (ii) lodge a complaint with your local data protection authority. If, however, you believe that we have not been able to assist with your complaint or concern, and you are located in the European Economic Area or the United Kingdom, you have the right to lodge a complaint with the competent supervisory authority. If you work or reside in a country that is a member of the European Union or that is in the EEA, you may find the contact details for your appropriate data protection authority on the following website. If you are a resident of the United Kingdom you may contact the UK supervisory authority, the Information Commissioner’s Office.
Privacy Information for California Residents
Categories of information collected and disclosed
If you are a California resident, you have certain rights under the California Consumer Privacy Act (CCPA), and we want to provide you with the following additional information about the purpose for which we collect, use and share Personal Information (as defined by CCPA).
The California Consumer Privacy Act ("CCPA") requires businesses to disclose whether they sell Personal Information. Simana is a business and does not sell Personal Information. We may share Personal Information with authorised service providers or business partners who have agreed to our contractual limitations as to their retention, use, and disclosure of such Personal Information.
For more information about each category of personal information, purpose of use, retention and third parties to which we disclose personal information, please see the following section of this Privacy Policy: [insert other section names/link]
Your CCPA rights
You have certain rights regarding the Personal Information we collect or maintain about you. Please note these rights are not absolute, and there may be cases when we decline your request as permitted by law.
The right of access means that you have the right to request that we disclose what Personal Information we have collected, used and disclosed about you in the past 12 months.
The right of deletion means that you have the right to request that we delete Personal Information collected or maintained by us, subject to certain exceptions.
The right of correction means that you have the right to request that we correct any inaccurate personal information that we maintain about you.
The right to non-discrimination means that you will not receive any discriminatory treatment when you exercise one of your privacy rights.
How to exercise your CCPA rights
You can exercise your rights yourself or you can alternatively designate an authorised agent to exercise these rights on your behalf. Please note that to protect your Personal Information, we will verify your identity by a method appropriate to the type of request you are making. We may also request that your authorised agent have written permission from you to make requests on your behalf, and we may also need to verify your authorised agent's identity to protect your Personal Information.
To exercise your rights, please contact us using the details at the beginning of this policy.
California “Shine the Light” disclosure
The California “Shine the Light” law gives residents of California the right under certain circumstances to opt out of the disclosure of certain categories of personal information (as defined in the Shine the Light law) with third parties for their direct marketing purposes, or in the alternative, that we provide a cost-free means for consumers to opt out of any such disclosure. We do not disclose your personal information to third parties for their own direct marketing purposes.
Other Important Privacy information
Third-Party Links, Services and Websites
During your use of Simana, you may encounter shared content that contains links that direct you to other websites or services whose privacy practices may differ from ours. If you submit information to any of those third-party sites, your information is governed by their privacy policies.
We never sell personal data
Simana will never sell your Personal Data to any third party.
Information about children
Our websites, product and services are not intended for or targeted at children under 16, and we do not knowingly or intentionally collect Personal Data about children under 16. If you believe that we have collected Personal Data about a child under 16, please contact us so that we may delete the information.
Changes to this Privacy Policy
Simana 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 services or 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, Simana 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.