Privacy policy

Privacy policy

Effective date: 04-May-2018
  1. 1. WHAT THIS POLICY COVERS

    This Privacy Policy covers the information we collect about you when you use our products or services, or otherwise interact with us (for example, use of our website), unless a different policy is displayed. “Gyana”, “We” and “Us” refers to Gyana Limited and any of our corporate affiliates. We offer a wide range of products, and we refer to all of these, together with our services and websites as “Services” in this policy.

    This policy also explains your choices about how we use information about you. Your choices include how you can object to certain uses of information about you and how you can access and update certain information about you. If you do not agree with this policy, do not access or use our Services or interact with any other aspect of our business.

    Where we provide the Services under contract with an organisation (e.g. your employer) that organisation controls the information processed by the Services. For more information, please see Notice to End Users below.

  2. 2. THE INFORMATION WE COLLECT

    We collect information about you when you provide it to use, when you use our Services, and when other sources provide it to us, as further described below.

    Information you provide to us: We collect information about you when you input it into Services or otherwise provide it directly to us.

    Account and profile information: We collect information about you when you register for an account, create or modify your profile, set preferences, sign-up for or make purchases through the Services. For example, you provide your contact information and, in some cases, billing information when you register for the Services. We keep track of your preferences when you select settings within the Services.

    Content you provide through our products: The Services include the Gyana products you use, where we collect and store content relating to your use of the product. Examples of content we collect and store include: data about how you interact with and use features in the Services, and any feedback you provide to us. Content also includes the files and links you upload to the Services.

    Content you provide through our websites: The Services also include our websites owned or operated by us. We collect other content that you submit to these websites, which include social media or social networking websites operated by us. For example, you provide content to us when you provide feedback or when you participate in any interactive features, surveys, contests, promotions, activities or events.

    Information you provide through our support channels: The Services also include our customer support, where you may choose to submit information regarding a problem you are experiencing with a Service. Whether you designate yourself as a technical 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.

    Payment information: We collect certain payment and billing information when you register for certain paid Services. For example, we may ask you to designate a billing representative, including name and contact information, upon registration. You might also provide payment information, such as payment card details, which we collect via secure payment processing services.

    Information we collect automatically when you use the Services: We collect information about you when you use our Services, including browsing our websites and taking certain actions within the Services.

    Your use of the Services: We keep track of certain information about you when you visit and interact with any of our Services. This information includes the features you use; the links you click on; the type, size and filenames of attachments you upload to the Services; and frequently used search terms.

    Device and connection information: We collect information about your computer, phone, tablet, or other devices you use to access the Services. This device information includes your connection type and the settings when you install, access update, or use our Services. We also collect information through your device about you operating system, browser type, IP address, URLs of referring/exit pages, device identifiers, and crash data. We use your IP address and/or country preference in order to approximate your location to provide you with a better Service experience. How much of this information we collect depends on the type and settings of the device you use to access the Services.

    Cookies and other tracking technologies: Gyana and our third-party partners, such as our advertising and analytics partners, use cookies and other tracking technologies (e.g. web beacons, device identifiers and pixels) to provide functionality and to recognise you across different Services and devices.

    Information we receive from other sources: We receive information about you from other Service users, from third-party services, from our related companies, and from our business and channel partners.

    Other users of the Services: Other users of our Services may provide information about you when they submit content through the Services. For example, we receive your email address from other Service users when they provide it in order to invite you to the Services. Similarly, an administrator may provide your contact information when they designate you as the billing or technical contact on your company’s account.

    Other services you link to your account: We receive information when you or your administrator integrate or link a third-party service with our Services. For example, you or your administrator may integrate our Services with other services you use, such as to allow you to access, store, share and edit certain content from a third-party through our Services. The information we receive when you link or integrate our Services with a third-party service depends on the settings, permissions and privacy policy controlled by that third-party service. You should always check the privacy settings and notices in these third-party services to understand what data may be disclosed to use or shared with our Services.

    Gyana companies: We receive information about you from companies that are owned or operated by Gyana, in accordance with their terms and policies.

    Gyana partners: We work with a global network of partners who provide consulting, implementation, training and other services around our products. Some of these partners also help us to market and promote our products, generate leads for us, and resell our products. We receive information from these partners, such as billing information, billing and technical contact information, company name, what Gyana products you have purchased or may be interested in, evaluation information you have provided, what events you have attended, and what country you are in.

    Other partners: We receive information about you and your activities on and off the Services from third-party partners, such as advertising and market research partners who provide us with information about your interest in and engagement with, our Services and online advertisements.

  3. ​3. HOW WE USE INFORMATION WE COLLECT

    How we use the information we collect depends in part on which Services you use, how you use them, and any preferences you have communicated to use. Below are the specific purposes for which we use the information we collect about you.

    To provide the Services and personalise your experience: We use information about you to provide the Services to you, including to process transactions with you, authenticate you when you log in, provide customer support, and operate and maintain the Services. Our Services also include tailored features that personalise your experience and, enhance your productivity by analysing your activities to provide search results, notifications and recommendations that are most relevant for you and your company. 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. Where you use multiple Services, we combine information about you and your activities to provide an integrated experience, such as to allow you to find information from one Service while searching from another or to present relevant product information as you travel across our websites.

    For research and development: We are always looking for ways to make our Services smarter, faster, integrated, and useful to you. We use collective learnings about how people use our Services and feedback provided directly to us to troubleshoot and to identify trends, usage, activity patterns and areas for integration and improvement of the Services. For example, we analyse and aggregate frequently used search terms to improve accuracy and relevance of suggested venues that auto-populate when you use the search feature. In some cases, we apply these learnings across our Services to improve and develop similar features or to better integrate the services you use. We also test and analyse certain new features with some users before rolling the feature out to all users.

    To communicate with you about the Services: We use your contact information to send transactional communications via email and with the Services, including confirming your purchases, reminding you of subscription expirations, responding to your questions and requests, providing customer support, and sending you technical notices, updates, security alerts, and administrative messages. We provide tailored communications based on your activity and interactions with us. For example, we send you communications as you onboard to a particular Service to help you become more proficient in using that Service. These communications are part of the Services and in most cases you cannot opt out of them. If an opt-out is available, you will find that option within the communication itself or in your account settings.

    To market, promote and drive engagement with the Services: We use your contact information and information about how you use the Services to send promotional communications that may be of specific interest to you, including by email and by displaying Gyana ads on other companies’ websites and applications, as well as on platforms like Google and LinkedIn. These communications are aimed at driving engagement and maximising what you get out of the Services, including information about new features, survey requests, newsletters, and events we think may be of interest to you. We also communicate with you about new product offers, promotions and contests. You can control whether you receive these communications as described below under “Opt out of communications.”

    Customer support: We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyse crash information, and to repair and improve the Services.

    For safety and security: We use information about you and your Service use to verify accounts and activity, to monitor suspicious or fraudulent activity, and to identify violations of Service policies.

    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.

    With your consent: We use information about you where you have given us consent to do so for a specific purpose not listed above. For example, we may publish testimonials or featured customer stories to promote the Services, with your permission.

    Legal bases for processing (for EEA users): If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have the legal bases for doing so under applicable EU laws. The legal bases depend on the Services you use and how you use them. This means we collect and use your information only where:

    • We need it to provide you the Services, including to operate the Services, provide customer support and personalised features and to protect the safety and security of the Services;
    • It satisfies a legitimate interest (which is not overridden by you data protection interests), such as for research and development, to market and promote the Services and to protect our legal rights and interests;
    • You give use consent to do so for a specific purpose; or
    • We need to process your data to comply with a legal obligation.

    If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your information because we or a third party (e.g. your employer) have a legitimate interest to do so, you have the right to object to that use, though in some cases, this may mean no longer using the Services.

  4. 4. HOW WE SHARE INFORMATION WE COLLECT

    We share information we collect about you in the ways discussed below, including in connection with possible business transfers, but we are not in the business of selling information about you to advertisers or other third parties.

    Sharing with other Services users When you use the Services, we share certain information about you with other Service users.

    Managed accounts and administrators: If you register or access the Services using an email address with a domain that is owned by your employer or organisation, and such organisation wishes to establish an account or site, certain information about you including your name, contact information, content and past use of your account may become accessible to that organisation’s administrator and other Service users sharing the same domain. If you are an administrator for a particular site or group of users within the Services, we may share you contact information with current or past Service users, for the purpose of facilitating Service-related requests.

    Sharing with third parties We share information with third parties that help us operate, provide, improve, integrate, customise, support and market our Services.

    Service providers: We work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, payment processing, analysis and other services for us, which may require them to access or use information about you. If a service provider needs to access information about you to perform services on our behalf, they do so under close instruction from us, including policies and procedures designed to protect your information.

    Gyana partners: We work with third parties who provide consulting, sales, and technical services to deliver and implement customer solutions around the Services. We may share your information with these third parties in connection with their services, such as to assist with billing and collections, to provide localised support, and to provide customisations. We may also share information with these third parties where you have agreed to that sharing.

    Links to third party sites: The Services may include links that direct you to other websites or service whose privacy practices may differ to ours. If you submit information to any of those third-party sites, your information is governed by their privacy policies, not this one. We encourage you to carefully read the privacy policy of any website you visit.

    Third-party widgets: Our Services may contain widgets and social media features, such as the Twitter “tweet” button. These widgets and features collect your IP address, which page you are visiting on the Services, and may set a cookie to enable the feature to function properly. Widgets and social media features are either hosted by a third party or hosted directly on our Services. Your interactions with these features are governed by the privacy policy of the company providing it.

    With your consent: We share information about you with third parties when you give consent to do so. For example, we often display personal testimonials of satisfied customers on our public websites. With your consent, we may post your name alongside the testimonial.

    Compliance with enforcement requests and applicable laws; enforcement of our rights: In exceptional circumstances, we may share information about you with a third party if we believe sharing is reasonably necessary to (a) comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements, (b) enforce our agreements, policies and Terms of Use, (c) protect the security or integrity of our products and services, (d) protect Gyana, our customers or the public from harm or illegal activities, or (e) respond to an emergency which we believe in good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person.

    Sharing with affiliated companies We share information we collect with affiliated companies and, in some cases, with prospective affiliates. Affiliated companies are companies owned and operated by us. The protections of this privacy poly apply to the information we share in these circumstances.

    Gyana companies: We share information we have about you with other Gyana corporate affiliates in order to operate and improve products and services and to offer other Gyana affiliated services to you.

    Business Transfers: We may share or transfer information we collect under this privacy policy in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. You will be notified via email and/or a prominent notice on the Services if a transaction takes place, as well as any choices you may have regarding your information.

  5. 5. HOW WE STORE AND SECURE INFORMATION WE COLLECT

    Information storage and security We use data hosting service providers in Ireland and countries in West Europe to host the information we collect, and we use technical measures to secure your data. While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion from others.

    How long we keep information How long we keep information we collect about you depends on the type of information, as described in further detail below. After such time, we will either delete or anonymise your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.

    Account information: We retain your account information for as long as your account is active and a reasonable period thereafter in case you decide to re-activate the Services. We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations, and to continue to develop and improve our Services. Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyse personal characteristics about you.

    Information you share on the Services: If your account is deactivated or disabled, some of your information and the content you have provided will remain in order to allow users in your organisation or other users to make full use of the Services.

    Managed accounts: If the Services are made available to you through an organisation (e.g. your employer), we retain your information as long as required by the administrator of your account. For more information, see “Managed accounts and administrators” above.

    Marketing information: If you have elected to receive marketing emails from us, we retain information about your marketing preferences for a reasonable period of time from the date you last expressed interest in our Services, such as when you last opened an email form us or ceased using your Gyana account. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.

    6. HOW TO ACCESS AND CONTROL YOUR INFORMATION

    You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations.

    Your Choices: You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format. Below, we describe the tools and processes for making these requests. You can exercise some of the choices by logging into the Services and using settings available within the Services or your account. Where the Services are administered for you by an administrator (see “Notice to End Users” below), you may need to contact your administrator to assist with your requests first. For all other requests, you may contact us as provided in the Contact Us section below to request assistance.

    Your request and choices may be limited in certain cases: for example, if fulfilling your request would revel information about another person, or if you ask to delete information which we or your administrator are permitted by low or have compelling legitimate interests to keep. Where you have asked us to share data with third parties, for example by using third-party widgets, you will need to contact those third party service providers directly to have your information deleted or otherwise restricted. If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work, or where you feel your rights were infringed.

    Access and update your information: Our Services give you the ability to access and update certain information about you from within the Service. For example, you can update your profile information within you profile settings and modify content that contains information about you using the editing tools associated with that content.

    Deactivate your account: If you no longer wish to use our Services, you or your administrator may be able to deactivate your Services account. If you can deactivate your own account, that setting is available to you in your account settings. Otherwise, please contact your administrator. If you are an administrator and are unable to deactivate an account through your administrator settings, please contact the Gyana support team at support@gyana.co.uk. Please be aware that deactivating your account does not delete your information; your information remains visible to other Services users bases on your past participation within the Services. For more information on how to delete your information, see below.

    Delete your information: Our Services give you the ability to delete certain information about you from within the Service. If you are unable to delete certain information about you through the Services, please contact the Gyana support team at support@gyana.co.uk. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.

    Request that we stop using your information: 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 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 marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate you request. If there is delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honoured or the dispute is resolved, provided your administrator does not object (where applicable).

    Opt out of communications: You may opt out of receiving promotional communications from us by using the unsubscribe link within each email, updating your email preferences within your Services account settings menu, or by contacting us as provided below to have your contact information removed from our promotional email list or registration database. 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.

    Turn off cookie controls: To opt out of our use of cookies, you can instruct your browser, by changing its options, to stop accepting cookies or to prompt you before accepting a cookie from websites you visit. If you do not accept cookies however, you may not be able to use all aspects of our Services. You will not be able to opt out of any cookies or other technologies that are “strictly necessary” for the Services.

    Send “Do Not Track” signals: Some browsers have incorporated “Do Not Track” (DNT) features that can send a signal to the websites you visit indicating you do not wish to be tracked. Because there is not yet a common understanding of how to interpret the DNT signal, our Services do not currently respond to browser DNT signals. You can use the range of other tools we provide to control data collection and use, including the ability to opt out of receiving marketing from us as described above.

  6. 7. HOW WE TRANSFER INFORMATION WE COLLECT INTERNATIONALLY

    International transfers of information we collect: We collect information globally and primarily store that information in Ireland and countries in West Europe. We transfer, process and store your information outside of your country of residence, to wherever we or our third-party service providers operate for the purpose of providing you the Services. Whenever we transfer your information, we take steps to protect it.

    International transfers within the Gyana companies: To facilitate our global operations, we transfer information to either Ireland or countries in West Europe and allow access to that information from countries in which the Gyana owned or operated companies have operations for the purposes described in this policy. These countries may not have the equivalent privacy and data protection laws to the laws of many of the countries where our customers and users are based. When we share information about you within and among Gyana corporate affiliates, we make use of standard contractual data protection clauses, which have been approved by the European Commission, and we rely on the EU-U.S. and Swiss-U.S. Privacy Shield Framework to safeguard the transfer of information we collect from the European Economic Area and Switzerland.

    International transfers to third parties: Some of the third parties described in this privacy policy, which provide services to us under contract, are based in other countries that may not have equivalent privacy and data protection laws to the country in which you reside. When we share information of customers in the European Economic Area or Switzerland, we make use of the EU-U.S. and Swiss-U.S. Privacy shield Frameworks, 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.

  7. 8. OTHER IMPORTANT PRIVACY INFORMATION

    Notice to End Users

    Many of our products are intended for use by organisations. Where the Services are made available to you through an organisation (e.g. your employer), that organisation is the administrator of the Services and is responsible for the accounts and/or Service sites over which It has control. If this is the case, please direct your data privacy questions to your administrator, as your use of the Services is subject to that organisation’s policies. We are not responsible for the privacy or security practices of an administrator’s organisation, which may be different that this policy.

    Administrators are able to:

    • require you to reset your account password;
    • restrict, suspend or terminate your access to the Services;
    • access information in and about your account;
    • access or retain information stored as part of your account;
    • install or uninstall integrations.

    In some cases, administrators can also:

    • restrict, suspend or terminate your account access;
    • change the email address associated with your account;
    • change your information, including profile information;
    • restrict your ability to edit, restrict, modify or delete information.

    Even if the Services are not currently administered to you by an organisation, if you use an email address provided by an organisation (such as your work email address) to access the Services, then the owner of the domain associated with your email address (e.g. your employer) may assert administrative control over your account and use of the Services at a later date. You will be notified if this happens.

    If you do not want an administrator to be able to assert control over your account or use of the Services, use your personal email address to register for or access the Services. If an administrator has not already asserted control over your account or access to the Services, you can update the email address associated with your account by contacting the Gyana support team at support@gyana.co.uk. Once an administrator asserts control over your account or use of the Services, you will no longer be able to change the email address associated with your account without administrator approval.

    Please contact your organisation or refer to your administrator’s organisational policies for more information.

    Our policy towards children

    The Services are not directed to individuals under 16. We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact the Gyana support team at support@gyana.co.uk.

    Changes to our Privacy Policy

    We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice by adding a notice on the Services homepages, login screens, or by sending you an email notification. We encourage you to review our privacy policy whenever you use the Services to stay informed about our information practices and the ways you can help protect your privacy.

    If you disagree with any changes to this privacy policy, you will need to stop using the Services and deactivate your account(s), as outlined above.

    Contact us

    Your information is controlled by Gyana Limited. If you have any questions or concerns about how your information is handled, please direct your inquiry to Gyana Limited.

    Gyana Limited
    WeWork c/o Gyana Limited
    1 Fore Street
    London EC2Y 9DT
    United Kingdom
    E-Mail: legal@gyana.co.uk