Published: 21 August 2017
BOS products and services include our:
2. SaaS Products
3. Downloadable Products
but does not include:
• Third Party Products. These are third party products or services that you may choose to integrate with BOS products or services, such as third party Add-Ons. You should always review the policies of third party
products and services to make sure you are comfortable with the ways in which they collect and use your information.
Add-On: a bundle of code, resources and configuration files that can be used with an BOS product to add new functionality or to change the behavior of that product's existing features.
Content: any information or data that you upload, submit, post, create, transmit, store or display in an BOS Service.
Downloadable Products: BOS's downloadable software products (such as BOS Time – Agent) and mobile applications, including Add-Ons created by BOS, that are installed by customers on an infrastructure of their choice. Downloadable Products do not include Add-Ons created by third parties, even when they are accessed through BOS.com or available through the BOS Marketplace.
Personal Information: information that may be used to readily identify or contact you as an individual person, such as: name, address, email address, or phone number. Personal Information does not include information that has been anonymized such that it does not allow for the ready identification of specific individuals.
Websites: BOS's websites, including but not limited to bosglobal.com, bos-360.com bosautomate.com, bosmeet.com, bostime, bosverify.com, bossecure.com, bospact.com, bosdocument.com, bosprocess.com, bosrecord.com, bosdistributions.com and any related websites, sub-domains and pages.
CHANGES TO OUR DATA POLICY
INFORMATION YOU PORVIDE TO US
Account and Profile Information: We collect information about you and your company as you register for an account, create or modify your profile, make purchases through, use, access, or interact with the BOS products and services (including but not limited to when you upload, download, collaborate on or share Content). Information we collect includes;
• Contact information such as name, email address, mailing address, and phone number
• Billing information such as credit card details and billing address
• Profile information such as a username, profile photo, and job title
• Preferences information such as notification and marketing preferences
You may provide this information directly when you enter it in BOS products and services.
In some cases, another user (such as a system administrator) may create an account on your behalf and may provide your information, including Personal Information (most commonly when your company requests that you use our products). We collect Information under the direction of our customers and often have no direct relationship with the individuals whose personal data we process.
Content: We collect and store Content that you create, input, submit, post, upload, transmit, store or display in the process of using our SaaS Products or Websites. Such Content includes any Personal Information or other sensitive information that you choose to include ("incidentally-collected Personal Information").
Other submissions: We collect other data that you submit to our Websites or as you participate in any interactive features of the BOS products and services, participate in a survey, contest, promotion, sweepstakes, activity or event, apply for a job, request customer support, communicate with us via third party social media sites or otherwise communicate with us. For example, information regarding a problem you are experiencing with a BOS product could be submitted to our Support Services or posted in our public forums.
INFORMATION WE COLLECT FROM YOUR BOS PRODUCTS AND SERVICES
Analytics Information from Website and SaaS Products: We collect analytics information when you use our Websites and SaaS Products to help us improve our products and services. In the SaaS Products, this analytics information consists of the feature and function of the BOS Service being used, the associated license identifier and domain name, the username and IP address of the individual who is using the feature or function (which will include Personal Information if the Personal Information was incorporated into the username), the sizes and original filenames of attachments, and additional information required to detail the operation of the function and which parts of the BOS products and services are being affected. The analytics information we collect includes elements of Content related to the function the user is performing. As such, the analytics information we collect may include Personal Information or sensitive business information that the user has included in Content that the user chose to upload, submit, post, create, transmit, store or display in an BOS Service.
Analytics Information Derived from Content: Analytics information also consists of data we collect because of running queries against Content across our user base for the purposes of generating Usage Data. "Usage Data" is aggregated data about a group or category of services, features or users that does not contain Personal Information. For example, we may query Content to determine the most common types of workflows that users use by searching for the most common workflow names, or we may query Content to determine the most popular job titles for users to better understand the composition of our user base. Though we may happen upon sensitive or Personal Information as we compile Usage Data from Content across user instances, this is a by-product of our efforts to understand broader patterns and trends. It is not a concerted effort by us to examine the Content of any customer.
Analytics Information from Downloadable Products: We collect analytics information when you use our Downloadable Products to help us improve our products and services. Our Downloadable Products contain a feature that sends information about the technical operation of the Downloadable Products on your systems ("System Information") to us. System Information includes information about:
a) the server environment in which the Downloadable Product is operating: OS type and version, JVM version, Java environment properties, CPU type, RAM allocation, language and locale settings, database type and version, and disk utilization, as well as;
b) user client information, for example: browser type and version, native client type and version, and client device specifications (e.g. screen resolution, OS version, device type, etc.). In addition, we collect analytics information from Downloadable Products that is a subset of the analytics information described above for Websites and SaaS Products. As with Websites and SaaS Products, the analytics information we collect includes elements of Content related to the function the user is performing, but with an important caveat. With the Downloadable Products, before sending the information to BOS's servers, we filter the analytics information to remove elements that we believe may contain sensitive or Personal Information. For example:
i) we conduct a one-way hash of usernames and hostnames before collecting them and;
ii) we filter any Content elements we collect to discard all words except those on a list of common business and IT terminology. You can disable our collection of analytics information from Downloadable
Products via the Administrator settings or by blocking collection at the local network level.
Installer Analytics, Software Updates & License Information from Downloadable Products: During the installation of our Downloadable Products, the installer sends analytics information to BOS to allow us to understand where in the installation process users are experiencing trouble or dropping out. Our Downloadable Products (BOS Time - Agent) also communicate with BOS servers for licensing purposes, as well as to check for updates, patches, and compatibility with Add-Ons. Examples of information we collect for these purposes include the name and version of the Downloadable Product and the server ID, and IP address of the customer instance.
HOW WE USE INFORMATION WE COLLECT
General Uses: We use the Information we collect about you (including Personal Information to the extent applicable) for a variety of purposes, including to:
• Provide, operate, maintain, improve, and promote BOS products and services;
• Enable you to access and use BOS products and services, including uploading, downloading, collaborating on and sharing Content;
• Process and complete transactions, and send you related information, including purchase confirmations and invoices;
• Send transactional messages, including responding to your comments, questions, and requests; providing customer service and support; and sending you technical notices, updates, security alerts, and support and administrative messages;
• Send promotional communications, such as providing you with information about services, features, surveys, newsletters, offers, promotions, contests, events and sending updates about your team and chat rooms; and providing other news or information about us and our select partners.
• Process and deliver contest or sweepstakes entries and rewards;
• Monitor and analyze trends, usage, and activities about BOS products and services and for marketing or advertising purposes;
• Investigate and prevent fraudulent transactions, unauthorized access to BOS products and services, and other illegal activities;
• Personalize BOS products and services, including by providing content, features, or advertisements that match your interests and preferences;
• Enable you to communicate, collaborate, and share Content with users you designate; and
• For other purposes about which we obtain your consent.
Notwithstanding the foregoing, we will not use Personal Information appearing in our Analytics Logs or Web Logs for any purpose. The use of Information collected through our BOS products and services shall be limited to the purposes disclosed in this policy.
Compiling aggregate analytics information: Because our SaaS Products and Downloadable Products are some of the most configurable in the market, we make extensive use of analytics information (including log and configuration data) to understand how our products are being configured and used, how they can be improved for the benefit of all our users, and to develop new products and services. As such we generate Usage Data (as defined above) from the web logs and analytics logs described above, including the Content elements captured in such logs, as well as from the Content stored in the Websites and SaaS Products.
INFORMATION AND DISCLOSURE
We will not share or disclose any of your Personal Information or Content with third parties except as described in this policy. We do not sell your Personal Information or Content.
Your Use: When you use BOS products and services, Content you provide will be displayed back to you. Certain features of BOS products and services allow you or your administrator to make some of your Content public, (for example BOS Automate and BOS Meet) in which case it will become readily accessible to anyone. We urge you to consider the sensitivity of any data you input into BOS products and services that you have chosen to make public via settings your administrator has selected.
Collaboration: As a natural result of using BOS products and services, you may create Content and grant permission to other BOS users to access it for the purposes of collaboration. Some of the collaboration features of BOS products and services display your profile information, including Personal Information included in your profile, to users with whom you have shared your Content. Where this information is sensitive, we urge you to use the various security and privacy features of the BOS products and services to limit those who can access such information. Your sharing settings may make any Information, including some Personal Information, that you submit to the BOS products and services visible to the public, unless submitted to a restricted area. Access by your system administrator: You should be aware that the administrator of your instance of BOS products and services may be able to:
• access information in and about your BOS products and services account;
• access communications history, including file attachments, for your BOS products and services account;
• disclose, restrict, or access information that you have provided or that is made available to you when using your BOS products and services account, including your Content; and
• control how your BOS products and services account may be accessed or deleted.
Testimonials: We may display personal testimonials of satisfied customers on the BOS products and services. With your consent, we may post your testimonial along with your name. If you wish to update or delete your testimonial, you can contact us using the information below.
COMPLIANCE WITH LAWS AND LAW ENFORCEMENT REQUESTS
Protection of Our Rights: We may disclose your Information (including your Personal Information) to a third party if;
a) we believe that disclosure is reasonably necessary to comply with any applicable law, regulation, legal process or governmental request,
b) to enforce our agreements, policies and terms of service,
c) to protect the security or integrity of BOS's products and services,
d) to protect BOS, our customers or the public from harm or illegal activities, or
e) to respond to an emergency which we believe in the good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person.
Business Transfers: We may share or transfer your Information (including your Personal Information) about, or during negotiations of, 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 BOS products and services of any change in ownership or uses of your Personal Information, as well as any choices you may have regarding your Personal Information.
Aggregated or Anonymized Data: We may also share aggregated or anonymized information that does not directly identify you with the third parties described above. With Your Consent. We will share your Personal Information with third parties when we have your consent to do so.
INFORMATION WE DO NOT SHARE
We do not share Personal Information about you with third parties for their marketing purposes (including direct marketing purposes) without your permission.
DATA STORAGE, TRANSFER AND SECURITY
BOS hosts data with hosting service providers in numerous countries including the European Union, United States and Australia. EU Data Protection Regulation requires that EU data is stored in the EU. The servers on which Personal Information is stored are kept in a controlled environment. While we take reasonable efforts to guard your Personal Information, no security system is impenetrable and due to the inherent nature of the Internet as an open global communications vehicle, we cannot guarantee that information, during transmission through the Internet or while stored on our systems or otherwise in our care, will be safe from intrusion by others, such as hackers.
In addition, we cannot guarantee that any incidentally-collected Personal Information you choose to store in Websites or SaaS Products are maintained at levels of protection to meet specific needs or obligations you may have relating to that information. Where data is transferred over the Internet as part of a Website or SaaS Product, the data is encrypted using industry standard SSL (HTTPS).
Where Downloadable Products are used, responsibility of securing access to the data you store in the Downloadable Products rests with you and not BOS. We strongly recommend that administrators of Downloadable Products configure SSL to prevent interception of data transmitted over networks and to restrict access to the databases and other storage used to hold data.
ACCESSING AND UPDATING YOUR INFORMATION
You may often correct, update, amend, or remove your Personal Information in your account settings or by directing your query to your account administrator. You may also contact Support Services, or contact us by postal mail using the address listed below. We will respond to your request for access within 30 days upon receipt of your query.
You can often remove Content using editing tools associated with that Content. In some cases, you may need to contact your administrator to request they remove the Content. Your Administrator may be able to deactivate your BOS products and services account. If you can deactivate your own account, you can most often do so in your account settings. Otherwise, please contact your Administrator. To deactivate an organization account, please contact Support Services. To deactivate an account made for you without authorization
We will retain your account information for if your account is active, or as reasonably useful for commercial purposes or as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. If your account is managed by an administrator, that account administrator may have control with regards to how your account information is retained and deleted.
OUR PRIVACY TOWARDS CHILDREN
BOS products and services are not directed to individuals under 13. We do not knowingly collect Personal Information from children under 13. If we become aware that a child under 13 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 our Support Services.