Lasted updated: May 24, 2018
Collection of Information
When registering to use the Services, we may require or ask you to provide certain personally identifiable information (these are referred to below as your "Personal Contact Information"). The Personal Contact Information that we require you to provide may include, but is not limited to, the following:
- Full name or alias (can be fictitious)
- Company name
- Company subdomain
When purchasing the Services, we will require you to provide financial and billing information, such as billing name and address, and credit card number ("Billing Information"). Your Personal Contact Information and your Billing Information, together with any other information we gather through the Services that may be used to identify, contact, or locate you individually, are collectively referred to herein as your "Personal Information."
We may use your Personal Information to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or instructions provided in any email we send. While there are limited circumstances in which we may give third parties access to your Personal Information, the purposes of which are described below, we do not permit any third parties with whom we may share your Personal Information to contact you with their own marketing or promotional materials.
You may also be provided the ability to provide us with the name and email address of your coworkers to allow us to send them a referral link to sign up for our Services. Applicable law may require you obtain consent from your coworker before sharing their name and email address with us and authorizing us to communicate with them. Such communications may contain web beacons that provide us information about your coworkers’ interaction with the emails we send them. By submitting any third-party personal information to us and allowing us to communicate with such third party, you agree that you have all required authorization and consents required under applicable law.
Personal Information Collected from Connected Third Party Accounts
If you connect your third party account to your Codox account, we may collect certain information stored in your third party account such as:
Google+. Codox may allow you to use a Google+ profile to create your Codox account, in which case we will access certain information from Google regarding your account. In particular, we may collect profile image, display name, username / profile ID, access tokens and contacts. This data will only be used by us to provide you with the Service you expect and will not be shared with any third parties. Registering for our Services through Google+ is voluntary.
Zendesk Support. You may choose to integrate with our Service from your Zendesk Support account, in which case we will access certain information from Zendesk Support regarding your account. In particular, we may collect display name, username, user ID, access token and email address of your Zendesk Support team. This data will only be used by us to provide you with the Service you expect and will not be shared with any third parties.
Data, Diagnostic & Login Information
You may be able to create, upload, publish, transmit, distribute, display, store or share information, data, text, graphics, video, messages or other materials using our Services (this is collectively referred to below as "Data"). We do not store such Data on our servers.
If you run into technical errors in the course of using the Services, we may automatically obtain a crash report along with certain logging information from your system documenting the error ("Diagnostic Information"). Such information may contain information regarding your Operating System version, hardware, browser version, and your e-mail address, if provided. In some instances, we may request your permission to obtain some of your user-generated content to which the technical error may relate. This is strictly optional. We will only use such content to diagnose the error and help improve our Services to avoid such errors in the future.
Additionally, certain login information may be maintained in a cookie stored locally on your personal computing device (i.e. not on a server) in order to streamline the login process ("Login Information").
Usage and Analytics Information
As you use our Services, we may also collect information through the use of commonly-used information-gathering tools, such as cookies, log files, Web tokens, and Web beacons. Collectively, this information is referred to as "Usage and Analytics Information."
Cookies allows you, as a user, to navigate between pages efficiently, storing your preferences, and generally improving your experience on our sites. As a user, your web browser places cookies on your hard drive for record-keeping purposes and sometimes to track information about you.
You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.
As is true of most websites, we gather certain information automatically to analyze trends in the aggregate and administer the Services. This information may include your Internet Protocol (IP) address (or the proxy server you use to access the World Wide Web), your browser type, the pages and files you viewed, your operating system, and date/time stamps associated with your usage. Due to Internet communications standards, when you visit or use our websites and Services, We automatically receive the URL of the website from which you came and the website to which you go when you leave our website. This information is used to analyze overall trends, to help us improve the Services, to track and aggregate non-personal information, and to provide the Services. For example, we use IP addresses to monitor the regions from which customers and visitors navigate the Sites.
We use web beacons alone or in conjunction with cookies to compile information about your usage of the Services and interaction with emails from us. Web beacons are clear electronic images that can recognize certain types of information on your computer, such as cookies, when you viewed a particular website or Service tied to the web beacon, and a description of a website or Service tied to the web beacon. For example, we may place web beacons in marketing emails that notify us when you click on a link in the email that directs you to one of our websites. We also use web beacons to operate and improve the Services and our email communications.
We do not use GPS technology to collect any information regarding your precise real-time geo-location while using the Services. However, we may use elements of your Usage and Analytics Information (such as your IP address) to determine your generalized location. This information is referred to as "Generalized Geo-Location Information."
Use of Information
We use the information we collect in the following ways:
Personal Contact Information
We use this information to manage your account, to provide the Services, to maintain our customer/visitor lists, to respond to your inquiries or request feedback, for identification and authentication purposes, for service improvement, and to address issues like malicious use of the Services. We may also use Personal Contact Information for limited marketing purposes, namely, to contact you to further discuss your interest in the Services, and to send you information about us or our partners. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or instructions provided in any email we send.
We use Billing Information to manage your account, to provide the Services, and to check the financial qualifications of prospective customers and to collect payment for the Services. We may use a third-party service provider to manage credit card processing. If we do so, such a service provider will not be permitted to store, retain, or use Billing Information except for the sole purpose of credit card processing on our behalf.
Data, Diagnostic Information and Login Information
We use this information for the purpose of administering and improving our Services to you. We may also use this information in a de-identified, anonymous way in conjunction with an analytics service such as Google Analytics to monitor and analyze use of the Services, for the Services’ technical administration, and to increase the Services’ functionality and user-friendliness.
Usage and Analytics Information
We may use your Usage and Analytics Information in a de-identified, anonymous way in conjunction with an analytics service such as Google Analytics to monitor and analyze use of the Services, for the Services’ technical administration, to increase the Services’ functionality and user-friendliness, and to verify users have the authorization needed for the Services to process their requests.
Generalized Geo-Location Information
We may use this information for the purpose of administering and improving our Services to you, such as by providing you with relevant advertisements and promotions. We may also use your Generalized Geo-Location Information in an anonymized manner in conjunction with an analytics service such as Google Analytics to monitor and analyze use of the Services, for the Services’ technical administration, and to increase the Services’ functionality and user-friendliness.
Do Not Track
We do not support Do Not Track. Do Not Track is a preference you can set in your web browser to inform websites that you do not want to be tracked. You can enable or disable Do Not Track by visiting the Preferences or Settings page of your web browser.
Disclosures & Transfers
Please note that if you are using the Services at the request or as part of an organization, your organization’s account administrator may be able to view certain activity and content associated with use of the Services, including, but not limited to, elements of your Personally Identifiable Information.
Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction.
Codox Inc is based in the United States. If you are located outside United States and choose to provide information to us, please note that we transfer the data, including Personal Data, to United States and process it there.
From time to time we may employ third parties to help us provide and/or improve the Services. These third parties may have limited access to databases of user information or registered member information solely for the purpose of helping us to provide and/or improve the Services and they will be subject to contractual restrictions prohibiting them from using the information about our users for any other purpose. Such agents or third parties do not have any rights to use Personal Information beyond what is absolutely necessary to assist us.
We may disclose your Personal Information to third parties without your consent if we have reason to believe that disclosing this information is necessary to identify, contact or bring legal action against someone who may be causing injury to or interference with (either intentionally or unintentionally) our rights or property, other users of the Services, or anyone else (including the rights or property of anyone else) that could be harmed by such activities. We may disclose Personal Information when we believe in good faith that such disclosure is required by and in accordance with the law.
The security of your Personal Information is important to us. We use commercially reasonable efforts to store and maintain your Personal Information in a secure environment. We take technical, contractual, administrative, and physical security steps designed to protect Personal Information that you provide to us. We have implemented procedures designed to limit the dissemination of your Personal Information to only such designated staff as are reasonably necessary to carry out the stated purposes we have communicated to you.
Please keep in mind that risk can never be eliminated but can be significantly mitigated and reduced. All measures which Codox has taken significantly reduce the risk.
Security measures adopted by Codox include:
- Access to the information stored within Codox's servers is restricted to a limited number of Codox employees and Third Parties who can access the information only in specific and limited circumstances and are bound by confidentiality.
- Codox's servers are protected by (1) firewalls establishing a barrier between Our trusted, secure internal network and the Internet and (2) IP restrictions, limiting access to whitelisted IP addreeses.
- Each User may only access information pertaining to its Codox account.
- We use HTTPS for the Services to provide secure transfer of data, prevent wiretapping and man-in-the-middle attacks.
You are also responsible for helping to protect the security of your Personal Information. For instance, never give out your password, and safeguard your user name, password and personal credentials when you are using the Services, so that other people will not have access to your Personal Information. Furthermore, you are responsible for maintaining the security of any personal computing device on which you utilize the Services.
Sharing Information with Third Parties
Inviting Others to Use Our Services
Our Services allow you to send invitations for your friends or coworkers to use our Services. We offer you the ability to send these invitations by email or through certain social media platforms. We do not store or retain any personal information (including names, emails, or social media information) about the people to whom you send invitations, nor do we store any custom messages you may include in these invitations.
We rely on you not to abuse this feature. You are not permitted to use this feature to send spam, harass others, or contact people who you do not have the right to contact electronically. You are also not permitted to use this feature to send personal information about third parties. So, please do not include such information in any custom messages.
Other Information Sharing
Access and Accuracy
You have the right to access the Personal Information we hold about you in order to verify the Personal Information we have collected in respect to you and to have a general account of our uses of that information. Upon receipt of your written request, we will provide you with a copy of your Personal Information, although in certain limited circumstances we may not be able to make all relevant information available to you, such as where that information also pertains to another user. In such circumstances we will provide reasons for the denial to you upon request. We will endeavor to deal with all requests for access and modifications in a timely manner.
We will make every reasonable effort to keep your Personal Information accurate and up-to-date, and we will provide you with mechanisms to correct, amend, delete or limit the use of your Personal Information. As appropriate, this amended Personal Information will be transmitted to those parties to which we are permitted to disclose your information. Having accurate Personal Information about you enables us to give you the best possible service.
In certain circumstances, you have the right:
- To access and receive a copy of the Personal Data we hold about you
- To rectify any Personal Data held about you that is inaccurate
- To request the deletion of Personal Data held about you
You have the right to data portability for the information you provide to us. You can request to obtain a copy of your Personal Information in a commonly used electronic format so that you can manage and move it.
Please note that we may ask you to verify your identity before responding to such requests.
Your California Privacy Rights
Under California Civil Code Sections 1798.83-1798.84, California residents are entitled to ask us for a notice identifying the categories of Personal Information which we share with our affiliates and/or third parties for marketing purposes, and providing contact information for such affiliates and/or third parties. If you are a California resident and would like a copy of this notice, please submit a written request to: email@example.com.
We may employ third party companies and individuals to facilitate our Services ("Service Providers"), to provide the Services on our behalf, to perform Service-related services or to assist us in analyzing how our Services is used. These third parties have access to your Personal Information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
A list of our current Service Providers can be found at Service Provider List. The Service Provider List will be updated from time-to-time, as Service Providers are added and removed. The Service Provider List contains instructions on how to find out when when updates are made the Service Provider List.
How to Contact Us
You can help by keeping us informed of any changes such as a change of email address or telephone number. If you would like to access your information, if you have any questions, comments or suggestions, if you find any errors in our information about you, or if you have a complaint concerning our compliance with applicable privacy laws, please contact us at firstname.lastname@example.org or by mail at:
8047 Central Ave Suite 2032
Newark, CA 94560