Privacy Policy

Effective Date: Feb 21, 2022

We respect your privacy. Callouts like this are a summary of our privacy policy and contain the most important and relevant points for you. Please read the full privacy policy because it applies to you.

Introduction

PipeDox is committed to protecting the privacy of your data. This Privacy Policy explains what information Yanda Systems (Pty) Ltd and its products (together, “PipeDox,” “we” or “us”) collect, use, and disclose about you when you access or use our websites and applications, which we refer to collectively as the PipeDox Product, contact our customer service team, engage with us on social media, or otherwise interact with us.

Please note, if you are an Individual Account user, you are both the Account Holder and End User of an PipeDox Product account. If you use PipeDox Business, the Account Holder is the Customer who has contracted with PipeDox as defined in our PipeDox Business Agreement and the End Users are the individuals whose user accounts are linked to that PipeDox Business account.

If you are an End User of an PipeDox Business account, please note that the Account Holder of your PipeDox Business account (such as your employer or organization) may have established its own rules regarding End Users’ access, use, disclosure, or retention of data stored in that account. Also note that while an Administrator of an PipeDox Business account has access to the End User accounts linked to that PipeDox Business account, an Administrator cannot access any other accounts that are not linked to the PipeDox Business account.

Although significant changes are rare, this policy may be amended as new features, technology, or legal requirements arise, so please check back from time to time. We’ll notify you if we make a significant change and, where required, seek your consent.

What information does PipeDox collect?

We collect and use the following information to provide, improve, protect and promote our Services. PipeDox allows you to input, upload, or store in the PipeDox Service any documents, images, and other data that you choose. We also collect and receive the following types of information:

• Account information. We collect, and associate with your account, the information you provide to us when you do things such as sign up for your account, upgrade to a paid plan and set up two-factor authentication (such as your name, email address, phone number, payment info and physical address).
• Your Documents. Our Services are designed as a simple and personalised way for you to store your files, documents, photos, comments, messages and so on, collaborate with others and work across multiple devices and services. To make that possible, we store, process and transmit Your Documents as well as information related to it. This related information includes your profile information, which makes it easier to collaborate and share Your Documents with others, as well as things like the size of the file, the time it was uploaded, collaborators and usage activity.
• Contacts. You may choose to give us access to your contacts to make it easy for you and your PipeDox Business (collectively, ‘PipeDox Business’), if you’re a PipeDox Business user, do things like share and collaborate on Your Documents, request documents and invite others to use the Services. If you do, we’ll store those contacts on our servers.
• Usage data. We collect information relating to how you use the Services, including actions you take in your account (such as sharing, editing, viewing, creating and moving files or folders). We use this information to provide, improve and promote our Services and protect PipeDox users. Please refer to our Help page for more information about how we use this usage information.
• Device information. We also collect information from and about the devices you use to access the Services. This includes things like IP addresses, the type of browser and device you use, the web page you visited before coming to our sites, and identifiers associated with your devices. Your devices (depending on their settings) may also transmit location information to the Services. For example, we use device information to detect abuse and identify and troubleshoot bugs.
• Cookies and other technologies. We use technologies such as cookies and pixel tags to provide, improve, protect and promote our Services. For example, cookies help us with things like remembering your username for your next visit, understanding how you are interacting with our Services, and improving them based on that information. You can set your browser to not accept cookies, but this may limit your ability to use the Services. If our systems receive a DNT:1 signal from your browser, you can set your browser to not accept cookies, but this may limit your ability to use our services. Due to a lack of an agreed upon standard for interpreting Do Not Track (DNT) signals, our systems currently don’t respond to DNT:1 signals from browsers visiting our websites. We may also use third-party
• Marketing. We give users the option to use some of our Services free of charge. These free Services are made possible by the fact that some users upgrade to one of our paid Services. If you register for our Services, we will, from time to time, send you information about upgrades when permissible. Users who receive these marketing materials can opt out at any time. If you don’t want to receive a particular type of marketing material from us, click the ‘unsubscribe’ link in the corresponding emails, or update your preferences in the Notifications section of your personal account.
  
  We sometimes contact people who don’t have a PipeDox account. For recipients in the EU, we or a third party will obtain consent before getting in touch. If you receive an email and no longer wish to be contacted by PipeDox, you can unsubscribe and remove yourself from our contact list via the message itself.
• Reasons for processing your data. We collect and use the personal data described above in order to provide you with the Services in a reliable and secure manner. We also collect and use personal data for our legitimate business needs. To the extent that we process your personal data for other purposes, we ask for your consent in advance or require our partners to obtain such consent. For more information on the lawful bases for processing your data, please see our Help page.

How does PipeDox use my information?

We may share information as discussed below, but we won’t sell it to advertisers or other third parties.

We have specific rules for how and when we use the information we collect and receive. We are committed to protecting the privacy of your information. We use the information we collect and receive to provide, maintain, and improve the PipeDox Service; to provide troubleshooting and customer support; to protect the PipeDox Service for all our users; to contact you; and to administer PipeDox Business accounts.

• Other PipeDox Products. PipeDox shares infrastructure, systems and technology with other PipeDox Products. to provide, improve, protect and promote PipeDox Services. We process your information across the PipeDox Products for these purposes, as permitted by applicable law and in accordance with their terms and policies.
• Other users. Our Services are designed to help you collaborate with others. If you register your PipeDox account with an email address on a domain owned by your employer or organisation, join a PipeDox Business or collaborate with other PipeDox users, we may suggest you or your team as a potential collaborator to other users or teams. For example, if you interact with a person at a company, and that person frequently works with one of their colleagues, we may suggest you as a potential collaborator for that colleague. Collaborators and potential collaborators may see some of your basic information, like your name, PipeDox Business name, profile picture, device, email address and usage information. This helps you sync up with teams you can join and helps other users share files and folders with you. Certain features let you make additional information available to others.
• Other applications. You can choose to connect your PipeDox account with third-party services – for example, via PipeDox APIs. By doing so, you’re enabling PipeDox and those third parties to exchange information about you and data in your account so that PipeDox and those third parties can provide, improve, protect and promote their services. Please remember that third parties’ use of your information will be governed by their own privacy policies and terms of service.
• Business Admins. If you are a user of a PipeDox Business, your administrator may have the ability to access and control your PipeDox Business account. Please refer to your organisation’s internal policies if you have questions about this. If you’re not a PipeDox Business user but you interact with a PipeDox Business user (for example, by joining a shared folder or accessing stuff shared by that user), members of that organisation may be able to view information about you (such as your name, email address and profile picture) and your interaction with the PipeDox Business user (such as your IP address). If you share Your Documents with a PipeDox Business user, the administrator of the team account may have the ability to access and change what you share.
• Complying with Law. PipeDox also uses information to satisfy applicable laws or regulations, and discloses information in response to legal process or enforceable government requests, including to law enforcement if we determine that such disclosure is reasonably necessary to: (a) comply with any applicable law, regulation, legal process or appropriate government request; (b) protect any person from death or serious bodily harm; (c) prevent fraud or abuse of PipeDox or our users; (d) protect PipeDox’s rights, property, safety or interest; or (e) perform a task carried out in the public interest.

How does PipeDox share or disclose my information?

PipeDox is not in the business of selling or renting your information. Here are instances when we may disclose your information — and then only the minimum information necessary:

• We share your information with service providers who process data on our behalf, such as credit card processors and customer management systems. For example, these service providers help us:
  • Operate, develop, and improve the features and functionality of the PipeDox Products
  • Complete your payment transactions
  • Fulfill your sales and support requests
  • Communicate with you as described elsewhere in this Privacy Policy
  We require these providers to agree to strict data protection requirements in keeping with our privacy policy standards and our obligations under data protection laws. We do not share your information with any third parties for their own advertising purposes.
• User Controls. You can access, amend, download and delete your personal information by logging in to your PipeDox account and going to your account settings page. Find out more here about managing your account information generally, or click here to see how to change your profile information.
• When you sign up for an account with us, we’ll retain information you store on our Services for as long as your account exists or for as long as we need it to provide you the Services. If you delete your account, we’ll initiate deletion of this information after 30 days. Please note: (1) there might be some latency in deleting this information from our servers and backup storage, and (2) we may retain this information if necessary to comply with our legal obligations, resolve disputes or enforce our agreements.
• To provide you with the Services, we may store, process and transmit data in the South Africa and locations around the world – including those outside your country. Data may also be stored locally on the devices you use to access the Services.
• When transferring data from the European Union, the European Economic Area, the United Kingdom and Switzerland, PipeDox relies upon a variety of legal mechanisms, such as contracts with our customers and affiliates, Standard Contractual Clauses and the European Commission's adequacy decisions about certain countries, as applicable.

Limitation

We are not responsible for, give no warranties, nor make any representations in respect of the privacy policies or practices of linked or any third-party websites.

Enquiries

If you have any questions or concerns arising from this privacy policy or the way in which we handle personal information, please contact us at: hello@pipedox.co.za You have the right to make a complaint at any time to the South African Information Regulator for data protection issues (https://www.justice.gov.za/inforeg/. We would, however, appreciate the chance to deal with your concerns before you approach the South African Information Regulator so please contact us in the first instance.