SharePlace Privacy Policy

Version applicable as of: August 28, 2020

 

For SharePlace, respecting your privacy is essential. When you use our services, you entrust us with your personal data. We are committed to taking care of it. This policy is designed to help you understand how we collect and process your personal data and what your rights are.

 

      1. Scope of the Privacy Policy
      2. Who is responsible for the processing of your data?
      3. How do we collect your data?
      4. Why do we collect your data and how long do we keep it?
      5. With whom do we share your data?
      6. What are your rights and how do you exercise them?
      7. Contact
      8. Changes to the Privacy Policy

1. Scope of the Privacy Policy

This Privacy Policy applies to the processing of personal data by us as data controller, when you use SharePlace applications (available on Windows, Mac, iPhone and Android) and our website www.shareplace.com, as well as when you interact with us.


It does not apply to the processing of personal data (including the processing of all content downloaded through SharePlace accounts) that we carry out, as data processor, on behalf of our customers, acting as data controllers. We will process such data in accordance with the instructions of the relevant data controller. If you have any questions regarding their data protection practices, please contact the administrator of the relevant Place directly.

2. Who is responsible for your personal data?

SharePlace, a French company registered under the number 380 701 090 RCS Créteil, and whose registered office is located at CS 60002, 112 avenue de Paris, 94306 Vincennes CEDEX (France), is the controller of your personal data.

3. How do we collect your data?

We collect your personal data in several ways.

We collect data directly from you, in particular when you use our services (data necessary for the creation of your SharePlace account, billing data if applicable, behavioral data, etc.), when you contact us or when you interact with us (by e-mail, via our online chat, by telephone, on social networks, etc.).

In all cases, we will only collect the information we really need. You are free to communicate your data to us or not, but if you refuse, we will not be able to provide you with the services requested or to process your requests.

We also collect data automatically using cookies. For more information, please read our Cookie Policy.


4. Why do we collect your data and how long do we keep it?

We process your data for specific purposes, on the basis of a lawful "justification" (or legal basis), and for a limited period of time. 

As a general rule, we retain your data for as long as you use our services. However, your data may be retained for longer, for example to establish the existence of a right, to comply with a legal obligation or for marketing purposes. In any case, your data will not retained for longer than is strictly necessary for the purposes for which it is was collected. When your data is no longer required, we will ensure that it is deleted or anonymized.

The table below details the purposes and legal bases of our processing, as well as the applicable retention periods.

 

Purposes

Legal basis

Shelf life

1. Contract management and provision of SharePlace services
Management of user accounts and subscriptions, assistance and support
This processing is necessary for the performance of the contract between you and SharePlace.
As long as your account is active
Provision, update, maintenance and protection of our services, websites and activities
This processing is necessary for the performance of the contract between you and SharePlace
As long as your account is active
Analysis of user behavior to enable the sending of intelligent and personalized notifications
This processing is based on your consent.
As long as your account is active and until you withdraw your consent
Improvement of SharePlace, development and provision of additional tools and functionalities
This processing is necessary to pursue our legitimate interest in order to improve our services and satisfy our users and customers.
1 year
Accounting and tax obligations, etc.
This processing is necessary to comply with our legal obligations.
Archived for the legal retention period
Compliance with our Terms of Use and other rules in force, management of pre-litigation and litigation
This processing is necessary for the pursuit of our legitimate interest in establishing the existence of a right or a contract, and the defense of our rights.
Applicable statute of limitations, generally 5 years
2. Marketing
B2B direct marketing activities
This processing is necessary to pursue our legitimate interest to make us known and to develop our activity.
Until the exercise of your right to object, or 3 years from the end of the commercial relationship, if you are a customer, or from the collection of your data or from the last contact from you, if you are a prospect.
3. Customer Relationship Management
Responding to requests, comments and questions
This processing is necessary to pursue our legitimate interest in responding to solicitations from our customers, users and the general public.
As necessary to respond to your request
Management of people's opinions on our services, satisfaction surveys, etc.
This processing is necessary to pursue our legitimate interest in order to improve our products and services by taking into account customer feedback.
3 years
4. Management of commercial activity
Business statistics, studies, surveys, etc.
This processing is necessary to pursue our legitimate interest in order to improve our processes and our commercial performance.
3 years
5. Data subject rights management
Management of data subjects’ requests to exercise rights
This processing is necessary to comply with a legal obligation to which we are subject.
The time needed to respond to your request and 1 year
Management of an objection list
This processing is necessary to pursue our legitimate interest in respecting your wishes regarding the processing of your data.
3 years from the exercise of the right
6. Management of unpaid invoices (for customers only)
Recording of unpaid invoices
This processing is necessary to pursue our legitimate interest to ensure that our invoices are correctly paid.
If you regularize your situation, your information will be deleted from the payment incident file at the latest within 48 hours from the settlement of your invoice.
 
If the circumstances justify it, we may, exceptionally, retain the data relating to any payment incident even if it has been regularized, when this retention is necessary and proportionate, in order to prevent its recurrence.
Identification of customers with unpaid invoices for the purpose of their exclusion from future transactions
This processing is necessary for the performance of the contract between you and SharePlace.
Absent any regularization, the information may be kept in the payment incident file for 3 years from the incident.

 

5. With whom do we share your data?

SharePlace is a collaborative work tool. Therefore, other users can see your profile’s public information.

We share your data only with:

    • Authorized SharePlace personnel, who needs to access your data for their work,
    • Our data processors, which process your data on behalf of SharePlace (hosting, online chat, marketing, etc.),
    • Agencies, court judicial officers, as part of their debt collection mission,
    • Our external advisors (lawyers, auditors, etc.), when necessary for the legitimate interests pursued by SharePlace.

We may also share your personal data with third parties in connection with a potential or actual sale or restructuring of our company or certain of our assets, in which case your data may be one of the transferred assets.

Finally, we may disclose your personal data to public or judicial authorities if we are legally required to do so.

Your data will not be communicated, exchanged, sold or rented to any person other than those mentioned above.

Your personal data may be transferred outside the European Economic Area (EEA) to countries that do not offer a level of protection for your data equivalent to that offered within the EEA. In the absence of an adequacy decision by the European Commission under Article 45 of the GDPR, the transfer of your personal data will be made pursuant to appropriate transfer mechanisms under Articles 46 et seq. of the GDPR (such as standard contractual clauses adopted by the European Commission). You may obtain a copy of these (excluding confidential provisions) by contacting us at the contact details indicated in Article 7 « Contact ».

6. What are your rights and how do you exercise them?

You have a number of rights regarding your personal data. More information about each of these rights is set out below:

    • Withdrawal of consent. You can withdraw at any time your consent in respect of any processing of personal data based on your consent.

    • Access.You may ask us to confirm whether we process your personal data and, if so, to inform you of the characteristics of such processing, allow you to access such data and obtain a copy of it.

    • Rectification. You may ask us to correct or complete inaccurate or incomplete data.

    • Deletion. You may ask us to erase your personal data in the following cases: when it is no longer necessary for the purposes for which it was collected; you withdrew your consent; you objected to the processing of your personal data; your data has been unlawfully processed; or to comply with a legal obligation. We are not required to comply with your request, in particular if the processing is necessary to comply with a legal obligation or to establish, exercise or defend legal claims.

    • Limitation. You can ask us to restrict the processing of your personal data (i.e. keep but not use your personal data) if: the accuracy of your personal data is disputed; the processing is unlawful but you do not want it erased; it is still necessary for the establishment, exercise or defense of legal claims; to verify the existence of overriding grounds following the exercise of your right to object. We can continue to use your personal data following a request for restriction: with your consent; for the establishment, exercise or defense of legal claims; or to protect the rights of any other natural or legal person.

    • Portability. You can ask us to provide your personal data in a structured, commonly used, machine-readable format, or you can ask to have it “ported” directly to another data controller, but only where the processing is based on your consent or on the performance of a contract concluded with you and the processing is carried out by automated means.

    • Digital legacy. You have the right to define directives (general or specific) regarding the fate of your personal data after your death.

    • Objection to the processing of personal data based on legitimate interest. Where we are relying upon legitimate interest to process personal data, then you have the right to object to that processing. If you exercise this right, we must stop the processing, unless we either demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms, or where we need to process the data for the establishment, exercise or defense of legal rights.

    • Objection to the processing of personal data for marketing purposes. Where we process personal data for direct marketing purposes, then you have the right to object to that processing at any time.

You may exercise your rights by contacting us at the contact details indicated in Article 7 « Contact ».

You also have the right to lodge a complaint with the competent supervisory authority if you consider that the processing of your personal data infringes applicable law. In France, the supervisory authority for the protection of personal data is the CNIL (www.cnil.fr).

7. Contact

For more information about your rights, to exercise them or for any question or complaint regarding the protection of your personal data, please contact us at contact@shareplace.com.

8. Changes to the Privacy Policy

We may amend this Privacy Policy from time to time, for example, to take into account changes in the law, technological advances and good business practices. We will notify you in the event of a material change.