3. September 2018

Privacy Policy for Outlook Add-in

By using Outlook Add-in for Plandisc, you accept that Plandisc ApS will process your personal data pursuant to this Personal Data Policy.

Plandisc respects all wishes for non-disclosure of personal data submitted in the Outlook Add-in and we are aware of the need for appropriate protection and secure treatment of all personal data received.
Plandisc ApS, Grimhøjvej 6, DK-8220 Brabrand, Denmark, CVR No. 37204854, is the data controller as regards personal data comprised by this Personal Data Policy.
If you cannot accept this Personal Data Policy, please refrain from using the Outlook Add-in.

What is personal data?
Personal data/personal information includes any information about a person, including, but not limited to, the said person’s name, age, gender, address and email address.

Privacy controls – How we protect your information
Plandisc shall make the required technical and organisational safeguards, including such additional measures as may be required to prevent the processed data from being accidentally or illegally destroyed, lost or deteriorated and to prevent information from being disclosed to unauthorized persons, misused or otherwise processed contrary to the provisions of Danish legislation on data protection, cf. Article 32 of the Regulation.

Which personal data do we process and why?
Plandisc collects data to operate effectively and provide you the best experiences with our products. We may collect personal identification information from Users in a variety of ways, including, but not limited to, when Users visit our site, request information about our products, place an order, and in connection with other activities, services, features or resources we make available. Users may visit our Site and use our free services anonymously. We will collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personally identification information, except that it may prevent them from engaging in certain Site related activities.

Creation and administration of account
In order to create and administer your account, we will collect and process certain information about you:

Company information, such as Company name, address, telephone number, company email address;
– Payment data, such as data necessary for processing payments and fraud prevention and other related billing information;
– Subscribed users; user name and email of each user with a valid subscription
– Further information necessarily processed in a project or contractual relationship with Plandisc or voluntarily provided by the Business Partner, such as personal data relating to orders placed, payments made, requests, and project milestones;

Customer service/support
In order to consider and reply to your requests, we will collect and process the personal data you provide us with when using our chat, provide feedback and in connection with other communication.

Use of Plandisc’s Outlook add-in
If a user enters personal data, e.g. names, in the Outlook Add-in, Plandisc will store such personal data on behalf of the customer. Plandisc does not regularly check which personal data may have been entered in the system, and it is the customer’s responsibility that the personal data may legally be entered in the planning tool. Plandisc recommends that the use of the special categories of personal data (sensitive personal data) be limited.

To the extent that a data processor agreement has been entered into (relevant for business customers), we will process any personal data entered in the planning tool in accordance with such data processor agreement.

We also collect data based on your behavior in the Plandisc planning tool. The behavior is defined as how you use the tool and which features in the Outlook Add-in you are using.

How we use collected information: 

Plandisc uses the data we collect to operate our business and provide you the products we offer, which includes using data to improve our products and personalize your experiences. We also may use the data to communicate with you, for example, informing you about your account, security updates, product information and status of your subscription. Plandisc use Users personal information for the following purposes:

– To improve customer service. Information you provide helps us respond to your customer service requests and support needs more efficiently.
– To personalize user experience. We may use information in the aggregate to understand how our Users as a group use the services and resources provided by us.
– To send periodic emails. We may use the email address to send User information and updates pertaining to their order. It may also be used to respond to their inquiries, questions, and/or other requests. If User decides to opt-in to our mailing list, they will receive emails that may include company news, updates, related product or service information, etc. If at any time the User would like to unsubscribe from receiving future emails, we include detailed unsubscribe instructions at the bottom of each email. Here you can read more about terms and conditions of Plandiscs newsletter

Improvements of our service
In order to further develop and improve of Plandisc, we keep statistics of and analyse how users use the Outlook Add-in. This is done by way of cookies collecting information about the pages and browsers mostly used by our customers and information about the users’ IP addresses. You can read more about our cookies policy here.

Regulatory requirements
In addition to the processing described above, we will process and store your personal data when required in order to comply with regulatory requirements, e.g. accounting rules.

Use of data processors
Your personal data may be passed on to external cooperation partners (data processors) who process such data on our behalf – e.g. in connection with distribution of our newsletters to you or storage of your data.

The following data processor(s) processes and/or stores your personal data in countries outside the EU/EEA:

Google Analytics (Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA) stores personal data on servers located in the USA. The data transmission to the USA has been secured with an EU-U.S. Privacy Shield certification. You may deactivate cookies from Google Analytics here: http://tools.google.com/dlpage/gaoptout

Legal basis for collecting and using your personal data

The processing of your personal data in connection with the creation and administration of your account is based on your consent. You can withdraw your consent at any time by contacting us at info@plandisc.com. However, please be aware that your account in that case can no longer be used.

The processing of your personal data in connection with customer service/support, sending of newsletters to you and improvement of planning tool is based on our legitimate interest in delivering these services.

The processing of your personal data as a result of regulatory requirements is based on our legal obligation.

Plugins to social network
Our Services make use of social network plugins (“Plugins”). When you use a Service that contains Plugins, information may be directly transferred from your device to the operator of the social network. We have no influence on the data gathered by the Plugin. If you are logged into the social network, your use of our Service can be referenced to your social network account. If you interact with the Plugins, for example by clicking “Like”, “Follow”, or “Share”, or enter a comment, the information may automatically show in your social network profile. Even if you are not logged into your social network account, it may be possible that the Plugins transmit your IP address to the social network operators. Please consider this when using our Services. For information about the social network operators of the Plugins used in our Services (“Operators”) please see below:

Operators of Plugins used in our Services:  If you are a member of one or more of the following social networks and do not want the Operator to connect the data concerning your use of our Services with your member data already stored by the Operator, please log out of the social network before using our Services.

Facebook Data controller: Facebook Ireland Limited, Hanover Reach, 5–7 Hanover Quay, 2 Dublin, Ireland (“Facebook”). For further information you may visit Facebook’s privacy policy website at https://www.facebook.com/about/privacy/.
Google+ Data controller: Google Inc., Amphitheatre Parkway, Mountain View, CA 94043, USA (“Google”). For further information you may visit Google’s privacy policy website at https://www.google.com/privacy.
LinkedIn Data controller: LinkedIn Ireland, Gardner House, Wilton Place, Wilton Plaza, Dublin 2, Ireland (“LinkedIn”). For further information you may visit LinkedIn’s privacy policy website at http://www.linkedin.com/legal/privacy-policy?trk=hb_ft_priv.
Twitter Data controller: Twitter, Inc., 1355 Market Street, Suite 900, San Francisco, CA 94103, USA (“Twitter”). For further information you may visit Twitter’s privacy policy website at https://twitter.com/privacy.

How long will your personal data be stored?
Your personal data will be deleted when we no longer need them and we are no longer obliged to store them pursuant to legislation.

If you unsubscribe to our newsletter we will automatically delete any information which we are not obliged to store pursuant to legislation.

Your rights
You have a right to access the personal data we have registered about you and to be informed about the purpose thereof. If you submit a request for access, you will receive a copy of your personal data. You are also entitled to have your data deleted or rectified or to limit the processing of your data.

In addition, you are also in certain circumstances entitled to object against the processing of your personal data, including as regards data that are processed for direct marketing purposes, including profiling.

To the extent where Plandisc – based on your consent – makes use of automatic processing of personal data submitted by you, you are entitled to request that a copy of your data is transmitted to another data controller.

If you request to exercise your rights to complain about the processing of your data, you can contact Plandisc at info@plandisc.com. You can also submit a complaint to your local supervisory authority.