DATABASY – PRIVACY POLICY

At DATABASY, along with our partners, we prioritise your privacy. Our Privacy Policy governs the handling of personal data by DATABASY during your engagement with our digital platforms, products, services, and any linked websites or services. This encompasses scenarios where you:

• Engage with us via our websites or other means (such as communication or event participation);
• Utilise our products and services, including the DATABASY Subscription Service;
• Access other linked websites or services, like our additional brand DATABASY Website Builder.

This policy outlines our practices for collecting, receiving, utilising, storing, sharing, transferring, and processing your Personal Data. It also details your options and rights regarding your Personal Data, including how to access and correct it. “Personal Data” here refers to any data about an identifiable person. If you disagree with this policy, you should refrain from using our websites, products, services, or any linked sites or services.

DATABASY clients may handle Personal Data through our products and services, referred to as the Subscription Service. The Subscription Service, as defined in the DATABASY Customer Terms of Service, includes all web-based applications, tools, and platforms you’ve subscribed to or that we provide, accessible via https://crm.databasy.io or another specified URL, along with related products and services like website hosting. As a data processor, DATABASY processes Personal Data following our customers’ instructions. Our customers, acting as data controllers, must adhere to legal requirements for notifying, disclosing, and obtaining consent before gathering Personal Data with the Subscription Service. For further details, refer to Section 1) and Section 2) of this Privacy Policy.

We periodically update this Privacy Policy and encourage regular review. Changes will be announced on this page, and significant updates will be highlighted through email notifications or the Notification app in your DATABASY account for subscribers. Any terms not defined here are as described in the DATABASY Terms of Use found on the footer of the database.io website or at databasy.io/terms-of-use.

Should you have inquiries about our Privacy Policy or wish to exercise your privacy rights and options, please reach out to us in the following manner:

• For matters concerning DATABASY, including our websites, products, or services, kindly utilise this informative website with a wealth of information and readily available formalities in the footer of the website.
  
• For all DATABASY privacy data protection enquiries, you may send a written request to DATABASY, 57 Gracemere St Newmarket, Brisbane, Queensland 4051 Australia, addressed to the Privacy and Data Protection Officer.

INFORMATION WE COLLECT AND PROCESS

1. Information You Provide to DATABASY

1.1) Engaging with our websites or services linked to this Privacy Policy, including the DATABASY Website Builder, or using the Subscription Service, may result in the collection of your Personal Data and other details as outlined below.

When You Visit Our Websites

We gather Personal Data through web forms or interactions on our websites, such as subscribing to a DATABASY blog, registering for a webinar, subscribing to our services, or seeking customer support. This may include your email, name, job title, and other business-related information. Some areas of our websites can be explored without providing Personal Data.

Inbound; and Other Event Information

Registering for Inbound or other DATABASY events leads to the collection of details like your name, address, phone number, and email. This information aids communication and may facilitate your event registration. We might also share your data with Inbound service providers to enhance your event experience and future DATABASY events.

Account and User Information

Creating or modifying your DATABASY account, setting preferences, or providing related information to access or use our Subscription Service involves the collection of Personal Data.

Payment Information

We collect payment and billing details when you sign up for paid products or services, such as billing addresses or contacts for your DATABASY account. Payment information is used strictly as authorised by you and in line with this Privacy Policy.

Customer Testimonials

We publish customer testimonials and comments on our websites, which may include Personal Data. Consent is obtained from each customer before posting their name and testimonial.

1.2) Data We Process on Behalf of Customers Using the Subscription Service.

Our Subscription Service enables customers to create and share content. They may collect Personal Data, which we store but process as a processor based on customer instructions and our Customer Terms of Use found at databasy.terms-of-use.

1.3) Data We Collect and Process Using the Subscription Service
– Usage Information

When you or individuals within your DATABASY account utilise the Subscription Service, we gather information on how it’s used. This includes details such as which features are frequently accessed, the timing of opening and closing items (e.g., tickets), and the frequency of specific actions (like workflow activations) within your account.

Third-party entities may be employed to amass this usage information. For insights into how we safeguard your data with these external service providers, please refer to “Methods of Personal Data Sharing”, below.

Mobile Access

Upon using our mobile applications to access or utilise the Subscription Service, we automatically gather details like your device type and version, operating system, and unique device identifiers.

Third-Party Integrations

You have the option to link third-party integrations with your DATABASY account. These integrations may request permissions to interact with your data or transmit information to your account. It’s important to evaluate the third-party integrations you permit. We collect data on the integration types you employ within your DATABASY account.

Permissions you provide to third parties allow them to access your data, which may encompass viewing, storing, and altering your account data. We are not liable for third-party integration practices, so it’s crucial to scrutinise the permissions you extend to these applications. 

Gmail Integration

Utilising the Gmail integration or connecting other Google Workspace apps with DATABASY necessitates granting us access to your Gmail or Google account information. More information on how we access this data is available through an in-app notification upon Gmail connection. 

Engaging with the Gmail integration allows the Subscription Service to access your account information, including contacts, emails, calendars, distribution lists, subject lines, and tracked link URLs from your emails, should you opt for email tracking. Moreover, the Subscription Service will have capabilities to read, modify, create, and send emails from your linked Gmail account. It will analyse your email content to pinpoint tracked correspondences, enabling the notification feature. Stored data will include replies, sent emails, headers, subject lines, distribution lists, aliases, sending times, and email content. Be aware that sensitive details in your emails, like contact names, private messages, or financial/medical data, will be visible to your Subscription team members if tracked.

Linking your Gmail via IMAP (or Generic Inbox Connection) limits the Subscription Service’s access to your email address, password, server details, email metadata, and message content. This connection method does not necessitate linking other Google Workspace apps.

GMail API (1/2)
For: Send email on your behalf.
Why do we need this in order to assist you best? Outlined below:

• To streamline communication: Our CRM is designed to enhance a persons productivity by allowing them to send emails directly from the CRM interface without switching between applications.

• To maintain records: By sending emails through the CRM, all correspondence is automatically logged, ensuring that user has a complete record of communications with your contacts.

• To personalise a users outreach: The integration enables users to use templates and automation features within Databasy to personalise their emails at scale.

• To ensure security: We use the Gmail API to securely access only the necessary information needed to send emails.

GMail API (2/2)
For: Read, compose, send, and permanently delete all your email from Gmail.
Why do we need this in order to assist you best? Outlined below:

• Complete Email Management: This allows Databasy CRM to fully manage a users email correspondence within the CRM environment, streamlining their workflow.

• Email Automation: A user can automate email sending and receive functionalities, such as sending follow-up emails or marketing campaigns, directly through the CRM.

• Data Synchronisation: Ensures that a users email data is synchronised with the CRM for a unified view of customer interactions.

Google API (1/6)
For: Read compose and send emails from your Gmail account.
Why do we need this in order to assist you best? Outlined below:

• To facilitate seamless email management: This allows a user to manage their email communication directly within Databasy CRM, providing a centralised platform for all their customer interactions.

• To enable efficient workflow: By integrating these email functionalities, a user can compose and send emails, as well as read incoming messages, without leaving the CRM, saving them time and effort.

• To ensure accurate record-keeping: The CRM can automatically log all email correspondences related to a users contacts and deals, ensuring that they have a complete history of interactions.

Google API (2/6)
For: Manage drafts and send emails.
Why do we need this in order to assist you best? Outlined below:

• Efficient Email Drafting: This allows a user to create and manage email drafts within the CRM, enabling them to prepare communications with clients and colleagues in advance.

• Streamlined Email Sending: With this permission, Databasy CRM can send emails on a users behalf, directly from the CRM platform, making your workflow more efficient and cohesive.

• Unified Communication: Managing drafts and sending emails through the CRM ensures that all the users communication is logged and tracked within the system, providing a complete view of their interactions.

Google API (3/6)
For: View your email messages and settings.
Why do we need this in order to assist you best? Outlined below:

• To enhance customer interaction: By viewing a users email messages, Databasy CRM can provide them with insights and analytics on their customer interactions, helping them to tailor their communication effectively.

• To improve CRM functionality: Access to a users email settings allows Databasy CRM to customise a users email experience within the CRM, ensuring that it aligns with their preferences and workflows.

• To ensure seamless integration: Viewing a users email messages and settings enables the CRM to integrate smoothly with their Gmail, providing a unified platform for managing their communications.

Google API (4/6)
For: View your email message metadata such as labels and headers, but not the email body.
Why do we need this in order to assist you best? Outlined below:

• To organise your communications: Access to metadata allows Databasy CRM to sort and categorise a users emails effectively within the CRM, helping them stay organised without exposing the content of their emails.

• To enhance email tracking: By analysing labels and headers, the CRM can track the status of a users sent and received emails, providing valuable insights into their communication patterns.

• To maintain privacy: We specifically request access to metadata only, not the email body, to respect a users privacy while still offering the benefits of CRM integration.

Google API (5/6)
For: Add emails into your Gmail inbox.
Why do we need this in order to assist you best? Outlined below:

• To facilitate automated workflows: This permission allows Databasy CRM to add emails, such as notifications or alerts, directly into a users inbox, ensuring they receive important CRM-related communications.

• To enhance user experience: By allowing the CRM to add emails, we can provide a more integrated experience, where all relevant information and updates are readily accessible within a users Gmail environment.

• To maintain organisation: This access helps keep a users CRM and email in sync, allowing for better organisation and management of their communications.

Google API (6/6)
For: See, edit, create, or change your email settings and filters in Gmail.
Why do we need this in order to assist you best? Outlined below:

• Customised Email Management: This allows Databasy CRM to tailor a users email settings and filters according to their preferences, ensuring a personalised experience.

• Efficient Organisation: By editing and creating filters, the CRM can help organise a users inbox, automatically categorising emails for better efficiency.

• Enhanced Automation: Access to these settings enables the CRM to set up rules that streamline a users email workflow, such as prioritising, labelling, or archiving emails.
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We are committed to protecting our users privacy and ensuring the security of their data.

Additional Restrictions on Google User Data Usage

Our handling and transfer of data received from Google APIs to other apps will comply with the Google API Services User Data Policy, including its Limited Use provisions.

Google Calendar Integration

The Subscription Service may access your Google Calendar and any others accessed through Google to enhance our Calendar tools and facilitate event linking with contacts in your DATABASY account. This includes the ability to create or modify calendars and update individual events.

You May Be Requested To Accept Google Calendar (1/3)
For: View and edit events on all your calendars.
Why do we need this in order to assist you best? Outlined below:
__

• Synchronisation of schedules: This allows the users CRM to display their calendar events, ensuring that their schedule is always up-to-date and preventing any scheduling conflicts.

• Efficient event management: User can create, edit, and delete events within the CRM, which then syncs these changes with their Gmail Calendar, providing a seamless experience.

• Automated reminders and follow-ups: The CRM can send automated reminders for upcoming events and follow-ups for past meetings, helping them stay on top of their engagements.

• Enhanced collaboration: By having access to their calendar, the CRM can assist in scheduling meetings with clients and team members directly from the platform.

You May Be Requested To Accept Google Calendar (2/3)
For: See, create, change, and delete events on Google calendars you own.
Why do we need this in order to assist you best? Outlined below:
__
• Calendar Synchronisation: This allows for a two-way sync between our users Gmail Calendar and Databasy, ensuring that their appointments and meetings are up-to-date across both platforms.

• Event Management: With these permissions, the user can manage their calendar events directly from Databasy, including creating new events, modifying existing ones, or deleting them as needed.

• Automated Scheduling: The CRM can automate scheduling tasks, such as setting up follow-up meetings or reminders, directly within a users calendar.

• Personalised Experience: By the user understanding their schedule, Databasy can offer personalised insights and recommendations to help them manage their time more effectively.

You May Be Requested To Accept Google Calendar (3/3)
For: View events on all your calendars
Why do we need this in order to assist you best? Outlined below:
• To provide a comprehensive view: This permission allows Databasy CRM to display all a users calendar events within the CRM platform, giving them a complete overview of their schedule without the need to switch between applications.

• To enhance planning and coordination: By viewing all events, Databasy CRM can help a user plan and coordinate activities more efficiently, ensuring that they don’t miss any important appointments or double-book themselves.

• To facilitate better time management: With access to a users calendar events, Databasy CRM can offer insights and suggestions to optimise a users time management and improve productivity.

• To enable seamless integration: Viewing a users events allows for a smoother integration, ensuring that any updates or changes made in Databasy CRM are reflected in their Gmail Calendar.

Google Drive Integration

Connecting your Google Drive authorises the Subscription Service to view, upload, download, and store your file contents and titles. These permissions support our in-CRM tools, enabling you to draft blog posts in Google Drive and upload them directly for publication.

1.5) Data Protection Mechanisms for Sensitive Data

In compliance with the highest standards of data protection, Databasy employs robust data protection mechanisms to ensure the confidentiality, integrity, and availability of sensitive data.

1.
Encryption & Secure Data Transfer: All sensitive data is encrypted using industry-standard cryptographic protocols during transmission and at rest. Data transfer to and from 3rd party services, such as Google, is performed over secure channels with enforced SSL/TLS encryption.
2.
Access Control: Strict access control policies are implemented to limit access to sensitive data. Only authorised personnel with a legitimate business need are granted access, and multi-factor authentication is required for all access to sensitive data.
3.
Data Minimisation: We adhere to the principle of data minimisation, collecting only the data that is strictly necessary for the provision of our services.
4.
Regular Audits & Compliance Checks: Regular audits are conducted to ensure compliance with our data protection policies and procedures. Any identified gaps or weaknesses are promptly addressed to maintain the ongoing security of sensitive data.
5.
Incident Response Plan: A comprehensive incident response plan is in place to promptly address any potential data breaches or security incidents, with immediate notification to affected users and relevant authorities in accordance with applicable laws and regulations.

By implementing these mechanisms, Databasy demonstrates its commitment to safeguarding sensitive data and upholding the trust of its users.

Retention & Deletion of User Data Generally and To The Inclusion of Google User Data

Databasy is committed to ensuring the privacy and protection of user data. In accordance with data protection regulations, the following policies are applied to the retention and deletion of user data and to the inclusion of Google user data:

1.
Data Retention Period: User data and to the inclusion of Google user data will be retained only for as long as is necessary to provide the functionalities of our software. The retention period is determined based on the purpose for which the data was collected and in compliance with any applicable legal or contractual obligations.
2.
Deletion Protocols: Upon the expiration of the retention period, or upon a user’s request, data will be securely and permanently deleted from our systems. Deletion procedures are designed to ensure that data cannot be reconstructed or recovered.
3.
User Control: Users have the right to request the deletion of their data at any time. Requests for data deletion can be made by contacting our support team, and will be processed without undue delay.
4.
Regular Review: Our data retention and deletion policies are regularly reviewed to ensure alignment with current legal standards and best practices. Adjustments are made as necessary to remain compliant with evolving regulations.

By adhering to these principles, Databasy ensures the responsible management of user data and to the inclusion of Google user data, respecting user privacy and regulatory requirements.

1.5) Data Sourced from External Entities

DATABASY Partners

Our network of global partners may supply us with information about you or your users within your DATABASY account. This data can originate from our partners’ deal and lead registration processes.

Additionally, we might gather your details through our co-marketing partnerships with partners. For instance, if you register for a webinar or download a white paper co-created by DATABASY and a partner.

Third Parties

Information about you may also come from third-party service providers, affiliated entities, and our business and solution partners.

Methods of Personal Data Sharing

We may merge the personal data we collect directly from you with information obtained from other sources, such as third-party business information providers and publicly accessible platforms (e.g., social media). This amalgamation may encompass postal addresses, job titles, email addresses, phone numbers, IP addresses, and social media profiles, aiding us in refreshing our records, pinpointing new clients, crafting targeted ads, recommending products and services, delivering personalised messages, and promoting events. The collection of your personal data by these third-party entities is subject to their respective privacy policies.

Log Files

Like most online services, we automatically log details about your computer hardware and software when you visit our sites, use our products and services, or interact with sites linked to this Privacy Policy. This data may include your IP address, browser type, domain names, internet service provider (ISP), and the content viewed on our sites (such as HTML pages and graphics), as well as on our or our customers’ websites hosted on DATABASY. We also record your operating system, access times, and the URLs of the referring sites.

The following instances trigger the logging of the aforementioned categories of information within the Subscription Service, contingent on the customer’s configuration:

• When a DATABASY user logs in and uses tools on the DATABASY Platform;
• When someone visits a customer’s website hosted by DATABASY;
• When someone visits a self-hosted customer’s website that employs our plug-ins and DATABASY scripts and content (like embedded forms).

Features from Other Companies

Our sites may incorporate third-party features and widgets (like share/like buttons or interactive mini-programs). These may log your IP address, the page you’re visiting on our site, and set a cookie to ensure proper functionality. Hosted by either a third party or directly on our site, these features fall outside this Privacy Policy’s scope. Your interaction with them is subject to the privacy policies of the respective companies.

We’ve implemented Google reCAPTCHA Enterprise on some services to block malicious software from abusing our sites. Google’s data collection and usage are detailed in Google’s Privacy Policy, with further information on their services in Google’s Terms of Service.

Information from DATABASY’s Own Companies

We might receive data about you from other DATABASY-owned or -operated Companies.

2) UTILISATION OF PERSONAL DATA
2.1) Communication Regarding Products and Services

We utilise the account details you provide upon signing up for the Subscription Service to send transactional emails or in-app notifications about billing, account management, and other administrative issues. Updates on our customer Terms of Use, other legal agreements, and security incident communications may also be sent via email or in-app notification.

We employ your information for customer support, resolving technical difficulties, and analysing outages or bugs.

For DATABASY mobile app users, we may issue push notifications occasionally to inform you about events and promotions. You can disable these notifications at the device level if desired.

2.2) Delivering the Subscription Service

Your account information and Customer Data are used to deliver the product and services. For instance, the email address you provide during sign-up is used to create your user account, and your payment d

Retention & Deletion of Google User Data

[Your Company Name] is committed to ensuring the privacy and protection of user data synced with Google services. In accordance with data protection regulations and Google’s requirements, the following policies are applied to the retention and deletion of Google user data:

1.
Data Retention Period: User data obtained through Google services will be retained only for as long as is necessary to provide the functionalities of our software. The retention period is determined based on the purpose for which the data was collected and in compliance with any applicable legal or contractual obligations.
2.
Deletion Protocols: Upon the expiration of the retention period, or upon a user’s request, data will be securely and permanently deleted from our systems. Deletion procedures are designed to ensure that data cannot be reconstructed or recovered.
3.
User Control: Users have the right to request the deletion of their data at any time. Requests for data deletion can be made through our user interface or by contacting our support team, and will be processed without undue delay.
4.
Regular Review: Our data retention and deletion policies are regularly reviewed to ensure alignment with current legal standards and best practices. Adjustments are made as necessary to remain compliant with evolving regulations and Google’s policies.
5.
Transparency: We maintain transparency with our users regarding the retention and deletion of their data. Clear information about these processes is provided in our user documentation and support resources.

By adhering to these principles, [Your Company Name] ensures the responsible management of Google user data, respecting user privacy and regulatory requirements

etails are used for processing payments for the Subscription Service. This information also aids in user authentication and customer support.

2.3) Enhancing and Developing Our Products and Services

We analyse usage data from your interactions with our products and services to refine and develop them. For example, we evaluate usage trends to gauge interest in new features or integrations.

Customer Data is utilised for machine learning to bolster certain products and the development of new features and functionalities within the Subscription Service and related offerings. You can opt out of machine learning data usage by emailing privacy@databasy.io

We might externally share aggregated statistical data on our product and service usage without identifying individual users or customers. Such insights could be shared through blog posts on user interaction trends with our product.

2.4) Securing Our Products and Users

Account information is used to investigate and prevent security incidents and comply with legal requirements. We verify user accounts, new sign-ups, and monitor for product misuse, enforcing our Terms of Use found at databasy.io/terms-of-use.

Log files offer general usage statistics, including your website interactions, login country (for analytics and regulatory purposes), and navigation experience enhancement. IP addresses are logged for security and debugging, such as tracking access patterns and probing security events. This automatically collected data is linked to your personal data like name, email, address, and phone number for these purposes.

2.5) Marketing and Promotion of the Subscription Service

We market and promote our offerings using the information you provide. For example, we may send you DATABASY content or marketing communications via post, email, or other methods.

You can opt out of promotional content by following the instructions in our communications or contacting privacy@databasy.com. Unsubscribing from marketing lists doesn’t affect administrative communications or responses to your inquiries.

We might call you about other DATABASY products or services of interest. Calls with our representatives may be recorded and transcribed, with prior notification and an opt-out option provided.

Marketing communications are consent-based where required by law; otherwise, they’re based on our legitimate business interests.

We combine information from third-party service providers and other sources with data we collect for updates and Subscription Service enhancements, such as personalised messages, event promotion, and user experience tailoring.

2.6) Additional Uses with Consent

We share your data with third parties upon your consent.

2.7) Legal Grounds for Data Processing (EEA and UK Visitors)

For visitors in the EEA or UK, DATABASY is the data controller of your Personal Data. DATABASY’s Data Protection Officer is reachable for contact.