What this policy covers

 

Your privacy is important to us, and so is being transparent about how we collect, use, and share information about you. This policy is intended to help you understand:

 

• What information we collect about you

• How we use information we collect

• How we share information we collect

• How we store and secure information we collect

• How to access and control your information

• How we transfer information we collect internationally

• Other important privacy information

 

This Privacy Policy covers the information we collect about you when you use our products or services, or otherwise interact with us (for example, by attending our events or by communicating with us), unless a different policy is displayed. Kitameraki, we and us refers to Kitameraki Ltd, TeamsWork, and any of our corporate affiliates. We offer a wide range of cloud services. We refer to all of these products, together with our other services and websites as "Services" in this policy. Specifically, "our Applications" refers to our Ticketing App, Checklist App, Field Service App … (other future applications we develop).

 

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 organization (for example, your employer) that organization controls the information processed by the Services. For more information, please see “Notice to End Users” below. This policy does not apply to the extent we process personal information in the role of a processor on behalf of such organizations.

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If you have any question or enquiry about this privacy policy or your data, you can reach out to us by:

 

Sending us a physical document at:

Kitameraki Limited

Unit 1303, 13/F, Hollywood Centre

233, Hollywood Road,

Sheung Wan

HongKong

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Emailing us or using our contact form.

 

What information we collect about you

 

We collect information about you when you provide it to us and 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 the Services or otherwise provide it directly to us.

 

Customer Information: We collect information about you when you register for the Services. For example, you provide your contact information and subscription related information such as Offer, Plan and number of seats you select.

 

Content you provide through our products: The Services include the Kitameraki products you use, where we collect and store content that you post, send, receive and share. This content includes any information about you that you may choose to include. Examples of content we collect and store include: the Title, Description and Comments added to a Ticket, 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, raise a bug, suggest a new feature or when you participate in any interactive features, surveys, contests, promotions, sweepstakes, 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.

 

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 list of Teams members and their role (Members or Owners) when you add our Applications to a Teams channel or when a new Member is added to a Teams.

 

Device and Connection Information: We collect information about your computer, phone, tablet, or other devices you use to browse our websites and use our Services. This device information includes your hardware brand & model, operating system type & version and browser type. We use these information to provide you with a better Service experience.

 

Information we receive from other sources

 

We receive information about you from other Service users, from our related companies, social media platforms, public databases, 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, you may be the assignee in a Ticket. Similarly, an administrator may provide your contact information when they designate you as the billing or technical contact on your company's account or when they designate you as an administrator.

 

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

 

Kitameraki 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 Services, generate leads for us, and resell our Services. We receive information from these partners, such as billing information, billing and technical contact information, company name, what Kitameraki Services 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.  

 

Third Party Providers: We may receive information about you from third party providers of business information and publicly available sources (like social media platforms), including physical mail addresses, job titles, email addresses, phone numbers, intent data (or user behavior data), IP addresses and social media profiles, for the purposes of targeted advertising of products that may interest you, delivering personalized communications, event promotion, and profiling.

 

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 us. Below are the specific purposes for which we use the information we collect about you.

 

To provide the Services and personalize your experience: We use information about you to provide the Services to you, including to authenticate you when you log in, process transactions with you, send you notifications, provide customer support, and operate, maintain, and improve the Services. For example, we use the name in your account to identify you to other Service users. We also use your Teams role (Member or Owner) to personalized what filters best suit your role. We send you Teams notifications when you or others interact with you on the Services, for example, when a Ticket is assigned to you, or when there was a comment added on a Ticket where you are the Assignee or the Requestor.

 

To communicate with you about the Services: We use your contact information to send transactional communications via email and within the Services, including confirming your purchases, reminding you of subscription expirations, responding to your comments, questions and requests, providing customer support, and sending you technical notices, updates, security alerts, and administrative messages.

 

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 Kitameraki ads on other companies' websites and applications. These communications may be informed by audits of interactions (like counting ad impressions), and are aimed at driving engagement and maximizing 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 Services, product offers, promotions, and contests.

 

Customer support: We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyze crash information, and to repair and improve the Services. Where you give us express permission to do so, we share information with a third party expert for the purpose of responding to support-related requests.

 

For safety and security: We use information about you and your Service use to verify accounts and activity, to detect, prevent, and respond to potential or actual security incidents and to monitor and protect against other malicious, deceptive, fraudulent or illegal activity, including 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 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 personalized features and to protect the safety and security of the Services;

• It satisfies a legitimate interest (which is not overridden by your 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 us 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.

 

How we share information we collect

 

We make collaboration tools, and we want them to work well for you. This means sharing information through the Services and with certain third parties. We share information we collect about you in the ways discussed below, including in connection with possible business transfers. We are not in the business of selling information about you to advertisers or other third parties.

 

Sharing with other Service users

 

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

 

For collaboration: You can create content, which may contain information about you, and grant permission to others to see, share, edit, copy and download that content based on settings you or your administrator (if applicable) select. Some of the collaboration features of the Services display some or all of your profile information to other Service users when you share or interact with specific content. For example, when you comment on a Ticket, we display your name next to your comments so that other users with access to the page or issue understand who made the comment.

 

Sharing with third parties

 

We share information with third parties that help us operate, provide, improve, integrate, customize, 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 appropriate security and confidentiality procedures designed to protect your information.

 

Kitameraki Partners: We work with third parties who provide consulting, sales, support, 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 localized support, and to provide customizations. We may also share information with these third parties where you have agreed to that sharing.

 

Third Party Apps: You, your administrator or other Service users may choose to add new functionality or change the behavior of the Services by installing third party apps within the Services. Doing so may give third-party apps access to your account and information about you like your name and email address, and any content you choose to use in connection with those apps. If you are an administrator, or a technical or billing contact listed on an account, we share your details with the third-party app provider upon installation. Third-party app policies and procedures are not controlled by us, and this privacy policy does not cover how third-party apps use your information. We encourage you to review the privacy policies of third parties before connecting to or using their applications or services to learn more about their privacy and information handling practices. If you object to information about you being shared with these third parties, please uninstall the app.

 

Links to Third Party Sites: The Services may include 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, not this one. We encourage you to carefully read the privacy policy of any website you visit.

 

Third Party Services: We may offer you the ability to interact with or share information with third parties through the Services. For example, we may offer users the ability to log in to the Services via a third-party service like Microsoft. When you intentionally interact with these third parties, we may share certain information with those third parties or receive information with those third parties, consistent with your privacy settings on the third-party service. Such information may include contact information, identification, and demographic information, and device information and identifiers. You should always check the privacy settings and notices in these third-party services to understand how those third-parties may use your information.

 

With your consent: We share information about you with third parties when you give us 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 that 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 service, (c) protect the security or integrity of our products and services, (d) protect Kitameraki, 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. For more information on how we respond to government requests, see our Guidelines for Law Enforcement and our Transparency Report.

 

Sharing with affiliated companies

 

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

 

Kitameraki companies: We share information we have about you with other Kitameraki corporate affiliates in order to operate and improve products and services and to offer other Kitameraki affiliated services to you. This includes companies that own or operate the Services listed here.

 

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.

 

How we store and secure information we collect

 

All information, including ticket / checklist information, comment as well as subscription information are kept in our Microsoft Azure Tenant. We, Kitameraki Ltd, only store information that are needed for our Apps to work and to process transactions with Microsoft Partner Center, such as number of tickets / checklist per day.

 

Information storage and security

 

We utilise industry best practices for SaaS companies in the handling, storing and dissemination of information.

 

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 information, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by 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 de-identify 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 analyze 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 your team members or other users to make full use of the Services. For example, we continue to display messages you sent to the users that received them and continue to display content you provided, but when requested details that can identify you will be removed.

 

Managed accounts: If the Services are made available to you through an organization (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 from us or ceased using your Kitameraki account.

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Below is a summary of the retention periods for different categories of data:

Subscription Information, Total Retention: 5 years
Customer Data stored in Apps, Total Retention: 5 years
Audit Logs, Total Retention: 3 months
Application Logs, Total Retention: 1 year
Email Communication, Total Retention: 1 year
Other Records, Total Retention: 3 years or based on applicable regulation

 

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.

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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. 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.

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Your request and choices may be limited in certain cases: for example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we or your administrator are permitted by law or have compelling legitimate interests to keep. Where you have asked us to share data with third parties, for example, by installing third-party apps, 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.

Right of Access
You have the right to request access to the personal information we hold about you. This includes information about:

- The categories of personal data we collect.

- The purposes for which we use that data.

- The categories of third parties with whom we share that data.

- How long we retain your data. To exercise this right,

 

please contact us using the details provided in the "Contact Us" section below.

 

Right to Be Informed
We are committed to being transparent about how we collect and use your personal information. This privacy policy serves to inform you about the data we collect, how we use it, and with whom we share it. If you have any questions or require further information, please do not hesitate to reach out to us.

Right to Object

You have the right to object to the processing of your personal information under certain circumstances, including where we are relying on legitimate interests as the legal basis for processing. If you wish to object to the processing of your data, please contact us using the details provided in the "Contact Us" section below.
 

 

Right to Restriction of Processing
You have the right to request the restriction of processing of your personal information under certain circumstances. 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. 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. When you make such requests, we may need time to investigate and facilitate your 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 honored or the dispute is resolved, provided your administrator does not object (where applicable). If you object to information about you being shared with a third-party app, please disable the app or contact your administrator to do so.

 

Right to Data Portability

You have the right to receive a copy of your personal data in a structured, commonly used, and machine-readable format, and to transmit that data to another data controller. To request a copy of your data for portability purposes, please contact us using the details provided in the "Contact Us" section below.

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Rights in Relation to Automated Decision-Making, Including Profiling
We do not engage in automated decision-making, including profiling, that produces legal effects concerning you or similarly significantly affects you. If you have any concerns about automated decision-making processes, please contact us using the details provided in the "Contact Us" section below.

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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 appropriate support team (see Kitameraki support page). Please be aware that deactivating your account does not delete your information; your information remains visible to other Service users based on your past participation within the Services. For more information on how to delete your information, see below.  

 

Delete your information:

You cannot delete information about you from within the Service. Please contact your administrator. Note that we need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.

 

How we transfer information we collect internationally

 

International transfers of information we collect

 

We collect information globally and may 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 Kitameraki Companies: To facilitate our global operations, we transfer information globally and allow access to that information from countries in which the Kitameraki owned or operated companies have operations for the purposes described in this policy. These countries may not have 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 Kitameraki corporate affiliates, we make use of standard contractual data protection clauses.

 

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, 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.

 

 

Other important privacy information

 

Notice to End Users

 

Many of our products are intended for use by organizations. Where the Services are made available to you through an organization (e.g. your employer), that organization is the administrator of the Services and is responsible for the accounts and/or Service sites over which it has control. Please direct your data privacy questions to your administrator, as your use of the Services is subject to that organization's policies. We are not responsible for the privacy or security practices of an administrator's organization, which may be different than 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 third-party apps or other 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

 

If you do not want an administrator to be able to assert control over your account or use of the Services, you should deactivate your membership with the relevant Teams, or use your personal email address to register for or access the Services.

 

Please contact your organization or refer to your administrator’s organizational policies for more information.

 

 

Our policy towards children

 

The Services are not directed to individuals under 18. We do not knowingly collect personal information from children under 18. If we become aware that a child under 18 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 appropriate support team.

 

 

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 will also keep prior versions of this Privacy Policy in an archive for your review. 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.