How we protect your privacy

on emsoftinc.com and when you use our services

EMSOFT INC offers many services to help you run your business, including a platform to host your own EMSOFT database. As part of running those services we collect data about you and your business. This data is not only essential to run our services, but also critical for the safety of our services and all our users. This policy explains what information is collected, why it is collected, and how we use it.

Information We Collect

Most of the personal data we collect is directly provided by our users when they register and use our services. Other data is collected by recording interactions with our services.

Account & Contact Data: When you register on our website to use or download one of our products, or to subscribe to one of our services (EMSOFT Online, Free Trial(s), EMSOFT Apps etc.), or fill in one of our contact forms, you voluntarily give us certain information. This typically includes your name, company name, email address, and sometimes your phone number, postal address (when an invoice or delivery is required),your business sector and interest in EMSOFT INC, as well as a personal password. We never record or store credit card information from our customers, and always rely on trusted third-party PCI-DSS-compliant payment processors for credit card processing, including for recurring payment processing.

Browser Data: When you visit our website and access our online services, we detect and store your browser language and geolocation in order to customize your experience according to your country and preferred language. Our servers also passively record a summary of the information sent by your browser for statistical, security and legal purposes: your IP address, the time and date of your visit, your browser version and platform, and the web page that referred you to our website. Your browser may also be used to store and retrieved your current session data, with the help of a session cookie (see also the Cookie section for more details).

Form protection: some forms on our website may be protected by Google reCAPTCHA. This technology relies on heuristics that are based on technical characteristics of your browser and device, and may also use specific Google cookies. See also Google Privacy Policy and Terms of Use in the Third Party Service Providers section below.

Customer Databases: When you subscribe to an EMSOFT Cloud service and create your own EMSOFT database (for example by starting a Free Trial), any information or content you submit or upload into your database is your own, and you control it fully. Similarly, when you upload an on-premises database to the EMSOFT Upgrade website, you own the data in it. This data will often include personal information, for example: your list of employees, your contacts and customers, your messages, pictures, videos, etc. We only ever collect this information on your behalf, and you always retain ownership and full control on this data.

Free Trial Session Recording: When you start a free trial on our EMSOFT Cloud service, you may be offered the possibility to consent to the recording of the beginning for your free trial session in order to help us improve the user experience of our products. If you consent, the information that is collected includes what is visible on the screen during the first 2 hours of your free trial, as well as your interactions with our apps (where you click, which menu you open, etc.). This data is consolidated in the form of a video that our User Experience experts can watch for a limited time. This will likely include some personal data such as names, emails, phone numbers, pictures, depending on what real-world information you input into your database during the recording period. Password fields and other sensitive fields are automatically excluded from the recording, but we cannot entirely exclude the possibility that some sensitive information may be recorded, depending on where you type it.

If you do not consent or if we do not offer you the option to opt-in, your trial session will not be recorded and no data will be collected for this purpose.

Github.com Account Data: When you subscribe to the EMSOFT.SH platform and create your project, the platform requires authorization to access your Github.com account, which includes an EMAuth token granting access to your account, and later, the contents of your project repository.

In-App Purchase (IAP) Transaction Data: When you use EMSOFT Apps on the EMSOFT Cloud or on your own self-hosted deployments, some optional "In-App Purchase" services may be active by default. This typically includes auto-completion features to help you quickly input client and supplier info, as well as integration with third-party service providers for sending and receiving SMS, paper letters, etc. When you use these services, with our without payment, some necessary transaction data is transmitted to EMSOFT Cloud services and have to be communicated to third-party services for the purpose of executing the service.

How We Use This Information

Account & Contact Data: We use your contact information in order to provide our services, to answer your requests, and for billing and account management reasons. We may also use this information for marketing and communication purposes (our marketing messages always come with a way for you to opt-out at any time). We also use this data in aggregated/anonymised form in order to analyze service trends. If you have registered to participate in an event published on our website, we may transfer your name, email address, phone number and company name to our local organizer and to the sponsors of the event for both direct marketing purposes and in order to facilitate the preparations and booking for the event. If you have expressed interest in using EMSOFT Apps or otherwise asked to be contacted by an EMSOFT service provider, we may also transfer your name, email address, phone number and company name to one of our official Partners in your country or region, for the purpose of contacting you to offer their local assistance and services.

Job Application Data: We will only process this information for our recruitment process, in order to evaluate and follow-up with your application, and in the course of preparing your contract, if we decide to send you a job proposition. You may contact us at any time to request the deletion of your information.

Browser Data: This automatically recorded data is anonymously analyzed in order to maintain and improve our services. Google reCAPTCHA may also be used for security purposes, in order to prevent abuse of our services. In that case we only process the anonymous score that reCAPTCHA determines based on your browser and device. We will only correlate this data with your personal data when required by law or for security purposes, if you have violated our Acceptable Use Policy.

Customer Database: We only collect and process this data on your behalf, in order to perform the services you have subscribed to, and based on the instructions you explicitly gave when you registered or configured your service and your EMSOFT database. Our Helpdesk staff and engineers may access this information in a limited and reasonable manner in order to solve any issue with our services, or at your explicit request for support reasons, or as required by law, or to ensure the security of our services in case of violation of our Acceptable Use Policy in order to keep our services secure.

Free Trial Session Recording: The purpose of these recordings is to improve our products: they will be seen and analysed solely by our R&D Usability team, who will treat your data as strictly confidential information. By watching the recordings they will be able to see a tangible representation of a user’s first steps into EMSOFT Apps and improve the User Experience accordingly. The recordings are processed and stored with tools provided by FullStory (cf. our list of service providers), under strict confidentiality terms.
The other sections of this Policy explain :

Github.com Account Data: During the configuration phase of your EMSOFT.SH project, the platform uses your OAuth token to setup the Github.com project you will use for EMSOFT.SH, including the necessary web hooks and deployment key to allow EMSOFT.SH to detect every commit you push to your project repository. The OAuth token is not stored and is deleted as soon as you close your EMSOFT.SH session, or after 2 days. The contents of your project repository is stored as long as your EMSOFT.SH subscription is active in order to provide the service itself. Our Helpdesk staff and engineers may access this information in a limited and reasonable manner in order to solve any issue with our services, or at your explicit request for support reasons, or as required by law, or to ensure the security of our services in case of violation of our Acceptable Use Policy in order to keep our services secure.

Accessing, Updating or Deleting Your Personal Information

Account & Contact Data: You have the right to access and update personal data you have previously provided to us. You can do so at any time by connecting to your personal account on emsoftinc.com. If you wish to permanently delete your account or personal information for a legitimate purpose, please contact our Helpdesk to request so. We will take all reasonable steps to permanently delete your personal information, except when we are required to keep it for legal reasons (typically, for administration, billing and tax reporting reasons).

Job Application Data: You may contact us at any time to request access, updates or deletion of your application information. The easiest way to do it is to reply to the last message you exchanged with our Human Resource personnel.

Customer Database: You can manage any data collected in your databases hosted on emsoftinc.com at any time, using your administration credentials, including modifying or deleting any personal data stored therein. At any time you can export a complete backup of your database via our control panel, in order to transfer it, or to manage your own backups/archive. You are responsible for processing this data in compliance with all privacy regulations. You may also request the deletion of your entire database via your control panel, at any time. When you use the EMSOFT Database Upgrade service, your data is automatically deleted after your upgrade was successfully completed, and may also be deleted upon request from you.

Free Trial Session Recording: You may contact us at any time to request access to or deletion of the recording of your trial session (see contact info below). Please remember to include the name or the URL of your database (e.g. mydatabase.emsoftinc.com) to allow us to retrieve your specific recording. Recordings are automatically destroyed after 2 months, so if your trial is older than that the data does not exist anymore.

Github.com Account Data: You can view and manage the project repository data collected from your Github.com account directly on EMSOFT.SH. You may request the deletion of this information via your control panel on EMSOFT.SH, at any time. You can also request the deletion of your Github.com OAuth token by simply logging out from EMSOFT.SH.

Security

We realize how important and sensitive your personal data is, and we take a great number of measures to ensure that this information is securely processed, stored and preserved from data loss and unauthorized access. Our technical, administrative and organizational security measures are described in details in our Security Policy.

Data Retention

Account & Contact Data: We will only retain such data as long as necessary for the purpose for which it was collected, as laid out in this policy, including any legal retention period, or as long as necessary to carry out a legitimate and reasonable promotion of our products and services.

Job Application Data: If we do not hire you, we may keep the information you provide for up to 3 years in order to contact you again for any new job proposition that may come up, unless you ask us not to do so. If we hire you, your personal information will be stored for the duration of your employment contract with us, and afterwards, during the applicable legal retention period that applies in the country where we employed you.

Browser Data: We may retain this data for a maximum of 12 months, unless we need to keep it in relation with a legitimate concern related to the security or performance of our services, or as required by law. Any server-side session information is kept only for 3 months when it is actively used, otherwise it is discarded after 7 days.

Customer Database: We will only retain this data as long as necessary for providing the services you subscribed to. For databases hosted on the EMSOFT Cloud, if you cancel the service your database is kept deactivated for 3 weeks (the grace period during which you can change your mind), and then destroyed. For databases uploaded to the EMSOFT Database Upgrade website, your database is kept for up to 4 months after the last successful upgrade, and may be deleted earlier upon request.

Free Trial Session Recording: The recordings are automatically deleted after 2 months, and may be deleted earlier once they have been processed, or considered irrelevant, or upon request.

Github.com Account Data: we keep this data as long as your EMSOFT.SH subscription is active, except the OAuth token which is deleted after 2 days, or as soon as you logout from EMSOFT.SH.

Third Party Disclosures

Except as explicitly mentioned above, we do not sell, trade, or otherwise transfer your personal data to third parties. We may share or disclose aggregated or de-identified information, for research purposes, or to discuss trends or statistics with third-parties.

Cookies

Cookies are small bits of text sent by our servers to your computer or device when you access our services. They are stored in your browser and later sent back to our servers so that we can provide contextual content. Without cookies, using the web would be a much more frustrating experience. We use them to support your activities on our website, for example your session (so you don't have to login again) or your shopping cart. Cookies are also used to help us understand your preferences based on previous or current activity on our website (the pages you have visited), your language and country, which enables us to provide you with improved services. We also use cookies to help us compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future. We also use third-party services such as Google Analytics, who set and use their own cookies to identify visitors and provide their own contextual services. For more information regarding those third-party providers and their Cookie Policy, please see the relevant references in the Third-Party Service Providers section.

Policy Updates

We may update this Privacy Policy from time to time, in order to clarify it, to reflect any changes to our website, or to comply with legal obligations. The "Last Updated" mention at the top of the policy indicates the last revision, which is also the effective date of those changes. We give you access to archived versions of this policy, so you can review the changes.

Contacting Us

If you have any question(s) regarding this Privacy Policy, or any enquiry about your personal data,please reach out to the EMSOFT Helpdesk or contact us via email at info@emsoftinc.com or by post:

EMSOFT INC.
Office#41, Pearl City Business Towers
Sargodha Road, Faisalabad
Pakistan 38000