Information that Ventsys collects
Information Ventsys collects directly from you
- App data. Ventsys collects and stores the app data that you interact with, modify or submit.
Information we collect indirectly or passively
User account information. You will usually require a Ventsys account before you can access tools created on the Ventsys Service. Your organization account administrator will normally create your user account, and in doing so will provide us with your name, email address, country and time zone. These details are required in order to provide you with app user access on the Ventsys Service.
Usage data. Ventsys collects usage data about you whenever you interact with the Ventsys Service. This may include which web pages you visit, what you click on, when you performed those actions, and so on. Additionally, as with most websites today, Ventsys servers keep log files that record data each time a device accesses those servers. The log files contain data about the nature of each access, including originating IP addresses, internet service providers, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system versions, and timestamps. Note that Ventsys does not link this usage data to your submitted app data.
Device data. Ventsys collects data from the device you use to access our services, such as your IP address, operating system version, device make and model, performance information, and browser type. Ventsys may also infer your geographic location based on your IP address.
Referral data. Ventsys may record information about the source that referred you to an app (e.g. a web link or in an invite email).
Information from page tags. Ventsys uses third-party tracking services that employ cookies and page tags (also known as web beacons) to collect aggregated and anonymized data about visitors to our websites. This data includes usage and user statistics.
How Ventsys uses collected information
The data from your app interactions is treated by Ventsys as private to you. Ventsys does not sell or make available app data to third parties, beyond what is necessary to provide the Ventsys Service, and Ventsys does not use any contact details collected in our clients’ apps to contact persons recorded in said app data.
Ventsys also uses the information collected from you, including usage data, device data, referral data and information from page tags to manage and improve our services, for research purposes, and for the various purposes described in this Privacy Policy.
Your Data Rights
- To access and correct your app data and/or personal information, contact your organisation administrator. Ventsys does not control your data, we only collect and processes your data on behalf of your organisation. Contact your organisation administrator if you have any questions about their forms, or if you want to access, update, or delete anything in the app data you have provided. Ventsys provides organisation administrator with tools to maintain the data they collect through their apps. You may request access to and correction of the personal information we hold about you by contacting technical support, and Ventsys will respond to your request for access or correction within a reasonable time and, where reasonable and practicable to do so, Ventsys will provide access to your personal information in the manner requested by you. However in most cases Ventsys cannot provide you with this access or correction, since app data is owned by the organisation administrator, and giving you access may conflict with this ownership or have an unreasonable impact on the privacy of other individuals.
- Opt out of using Ventsys-powered apps. Your use of Ventsys-powered apps is voluntary and can be stopped at any time by you. Note that your employer or organization may require you to use Ventsys-powered apps as part of your activities for them, in which case you will need to address your concerns about Ventsys-powered apps to them.
Security and other important information
- Changes to this Privacy Policy. Ventsys may modify this policy at any time and you will be notified by publishing the changes on this website. If Ventsys determines the changes are material, you will be provided with additional, prominent notice as is appropriate under the circumstances, such as via email or in another conspicuous manner reasonably designed to notify you. If, after being informed of the changes, you continue to use the Ventsys Service beyond the advance-notice period, you will be considered as having expressly consented to the changes in our Privacy Policy. If you disagree with the terms of this Privacy Policy or any updated Privacy Policy, you may request your account be deleted by your organization administrator, or by contacting our support team.
- Security. Ventsys takes security seriously and we’re committed to processing your personal information and data with respect and integrity. However, regardless of the protections and precautions undertaken, there is always a risk that your personal information may be viewed and used by unauthorized third parties as a result of collecting and transmitting your data through the Internet. If you have any questions about the security of your personal information, contact our support team.
- Data locations. We use Microsoft’s Azure cloud platform to host client accounts in geo-redundant locations in the EU.
- Cookie Notification. Ventsys and our partners use cookies and similar technologies on our websites. Cookies are small bits of data we store on the device you use to access our services so Ventsys can recognize repeat users. Each cookie expires after a certain period of time, depending on what we use it for. Ventsys uses cookies and similar technologies for several reasons:
- For security reasons. We store your login details in an encrypted cookie to authenticate your identity and to keep you logged into the Ventsys Service between usage sessions.
- To provide you with personalized content. Ventsys may store user preferences, such as your default language, in cookies to personalize the content you see.
- To improve our services. Ventsys uses cookies to measure your usage of our websites and track referral data, as well as to occasionally display different versions of content to you. This information helps Ventsys develop and improve our services and optimize the content Ventsys displays to users.
- To advertise to you. Ventsys, or our service providers and other third parties we work with, may place cookies when you visit our marketing website or when you open emails that are sent to you, in order to provide you with more tailored marketing content (about our services or other services), and to evaluate whether this content is useful or effective. For instance, Ventsys may evaluate which advertisements are clicked on most often, and whether those clicks lead users to make better use of our tools, features and services. If you don’t want to receive advertisements that are tailored to you based on your anonymous online activity, you may “opt out” of many of the companies that are involved in such tailoring by going to https://optout.aboutads.info. Opting out in this way does not mean you will not receive any advertisements; it just means that you will not receive advertisements from such companies that have been tailored to you based on your activities and inferred preferences.
- Google Analytics. In addition to the above, Ventsys has implemented on our websites and other services certain Google Analytics features that support Display Advertising, including re-targeting. Visitors to our websites may opt out of certain types of Google Analytics tracking, customize the Google Display Network ads by using the Google Ad Preferences Manager and learn more about how Google serves advertisements by viewing its Customer Ads Help Center. If you do not wish to participate in Google Analytics, you may also download the Google Analytics opt-out browser add-on.
- We don’t believe that cookies are bad, but you can still choose to remove or disable cookies via your browser. Note that if you choose to disable cookies received from our web backend, you will not be able to log in there, since we require cookies to be enabled for the security reasons above. By using our websites and agreeing to this Privacy Policy, you expressly consent to the use of cookies as described in this policy.
- Blogs and Forums. Ventsys websites may offer publicly accessible blogs and community forums. You should be aware that any information you provide in these areas may be read, collected, and used by others who access them. Ventsys is not responsible for any personal information you choose to submit in these areas of our site. To request removal of your personal information from our blog or community forum, contact our support team. In some cases, Ventsys may not be able to fulfil your request and an explanation will be provided. Commenting systems on our blogs may be managed by a third party application that may require you to register to post a comment. Please review that application’s privacy policy to learn how the third party uses your information.
- Online Tracking. Ventsys currently does not process or comply with any web browser’s “do not track” signal or other similar mechanisms that indicates a request to disable online tracking of individual users who visit our websites or use our services, unless otherwise stated in a service-specific privacy statement.
- Social Media Features. Ventsys websites may include social media features or widgets, such as the Facebook Like button. Use of these features may allow them to collect your IP address, detect which page you are visiting on our site, and set a cookie to enable the feature to function properly. Your interactions with these features are governed by the privacy policy of the third party providing it.
- Safety of Children and COPPA. Ventsys services are not intended for and may not permissibly be used by individuals under the age of 16. Ventsys does not knowingly collect personal information from persons under 16 or allow them to register. If it comes to our attention that Ventsys has collected personal information from such a person, Ventsys may delete this information without notice. If you have reason to believe that this has occurred, please contact our support team.
- Google Scopes and Descriptions. The Ventsys Service enables the “App Creator” to integrate with specific Google services. When this optional connection is exercised the following Google scopes are utilized:
- https://www.googleapis.com/auth/drive is used to import files into our platform and to store documents generated by our platform. Folders and sub folders are also often created based on the user’s configuration of the Google connector on our application.
- Both https://www.googleapis.com/auth/spreadsheets and https://spreadsheets.google.com/feeds are used to import, update and export tabular data between our platform and Spreadsheets. Imported rows are utilized by our platform as data sources in a variety of application scenarios, and export/update rows are generated by data capture and other business processes executed on our application, which we flow back to Spreadsheets designated by the user during configuration.
- Our platform will use https://www.googleapis.com/auth/calendar to import a user’s Google calendar data as a data source, for use in various business scenarios. Our application may also create/update Google Calendar entries based on user actions on our platform.
- English version only. The English language version of this Privacy Policy is authoritative. Any translations of this policy that we may provide are for convenience only.
Notices for European Union and United Kingdom users
Personal data. For users located in the EU, references to “personal information” in this policy are equivalent to “personal data” as defined in prevailing EU data protection regulations.
IP addresses. Our servers may record the incoming IP addresses of visitors to Ventsys websites and services, whether or not the visitor has an Ventsys account, and store the IP addresses in log files. Ventsys uses these log files for purposes such as system administration and maintenance, record keeping, tracking referring websites, inferring your location, and security purposes (e.g. controlling abuse, spam and DDOS attacks). Ventsys may also store IP addresses along with certain actions you take on our system. By agreeing to this Privacy Policy, you expressly consent to Ventsys using your IP address for the above purposes. If you wish to opt out from the above consent to use your IP address, you must cancel your account (if you have one) and/or not interact with apps created on the Ventsys Service if requested to do so.
Data controller. Ventsys is the data controller for registration, billing and other account information that we collect from Ventsys Service users in the EU. However, the data controller for all app data is the organisation administrator. The organisation administrator determines how their apps are designed, distributed and used. Ventsys only processes app data in accordance with the instructions and permissions (including those given under this Privacy Policy) configured by the organisation administrator when they create and administer their apps.
Accessing and correcting your personal data. You have the right to access and correct the personal information that Ventsys holds about you. This right may be exercised by visiting the provided “edit user” pages or by contacting our support team.
Your responsibilities. By using the Ventsys Service, you agree to comply with adequate data protection requirements when collecting and using your app data, such as requirements to inform respondents about the specific uses and disclosures of their data.
Your data is hosted within the EU. Your data is hosted exclusively within our EU data centers. Some processing of data may still occur outside the EU by our sub-processors in order to provide aspects of the Ventsys Service. Ventsys personnel outside the EU may also access your data for support and maintenance purposes.
You are giving the following express consents
By clicking “I Agree” or any other button indicating your acceptance of this Privacy Policy, you expressly consent to the following:
- You consent to the collection, use, disclosure and processing of your personal data in the manner described in this Privacy Policy, including our procedures relating to cookies, IP addresses and log files.
- You consent and agree that Ventsys and our various affiliates and sub-processors may process your data in countries which do not have data protection laws that provide the same level of protection as in European Economic Area countries. Ventsys commits to having contracts in place with these affiliates and sub-processors that include similar requirements as prevailing EU data protection legislation. Your consent is voluntary, and you may revoke your consent by opting out at any time. If you opt-out, we will no longer be able to provide you with the Ventsys Service.
- You consent to Ventsys sharing your personal data with relevant persons working for sub-processors and affiliates when necessary to provide the Ventsys Service.
- You consent to our use of cookies as described in this Privacy Policy.