- Data Collection
- Data Use
- Data Location and Retention
- Data Sharing
- Cookies and Tracking Technologies
- Data Security
- Data Subject Rights
- Data Controller / Processor
- Additional Notices
Your privacy is important to us, and we are committed to making our practices regarding your personal data fair and transparent.
1. Data Collection
We collect technical data, account data, content, and other data received from you, your organization and other third party sources.
We collect and control various types of personal data regarding our Users and visitors to our Sites. Such data is collected and generated through your interaction with us or with our Service, through automatic means, or directly from you, from other Users, from our Customers, or from other third parties (including our Service Providers, as defined below). Specifically, we collect the following categories of data (which, to the extent it relates to an identified or identifiable individual, is deemed as “personal data”):
Data automatically collected or generated: When you visit, interact with, or use our Service, we collect, record or generate certain technical data about you. We do so either independently or with the help of third party Service Providers (as defined in Section 4 below), including through the use of “cookies” and other tracking technologies (as detailed in Section 5 below).
Such data consists of connectivity, technical and aggregated usage data, such as IP addresses and general locations, device and application data (like type, operating system, mobile device, browser version, locale and language settings used), date and time stamps of usage, the relevant cookies and pixels installed on or interacted with via such device, and the recorded activity (sessions, clicks, use of features, logged activities and other interactions) of visitors and Users in connection with our Service. In addition, phone calls (e.g., with our customer service or product consultants) may be automatically recorded, tracked and analyzed, for purposes including analytics, service -, operations -, and business quality control and improvements, training, and record-keeping purposes.
User Data received from you: When you contact us, sign up to the Service and create your account, request a meeting, or sign up to an event that we host, organize or sponsor, you provide us with personal data. This would typically include your name, workplace and position, contact details (such as e-mail, phone and address), account login details (e-mail address and passwords which are automatically hashed), as well as any other data you choose to provide when you use our Service, contact us, or interact with others via our Service. For example, you may connect your Google account when you sign up or login to the Service, and thereby provide us with your name, e-mail address, image and other details available on your profile there. You may also provide us with your profile photo, location, time-zone, device, general location, and activity logs and data; as well as your preferences, characteristics and objectives for using the Service (collectively, “User Data”).
You may also send us a “Contact Us” or support requests, or provide us with feedback, reviews, or responses to our surveys or promotions, including by submitting an online form on our Service or social media channels, by posting on any of our online public forums or communities, by sending an e-mail to any of our designated addresses, or any other form of communication. Such data may include details on an issue you are experiencing, contact information and any other documentation, screen recording, screenshots or other information.
Our Customers may provide us with additional data such as their billing details, business needs and preferences. To the extent that such data concerns a non-human entity (e.g.the bank account of a company or business), it will not be regarded as “personal data” in most countries.
Data received from other third parties: We may receive personal data which relates to you from other sources. For example, if you participate in an event, webinar or promotion that we sponsor or participate in, we may receive your personal data from its organizers. We may also receive your contact and professional details (e.g., your name, company, position, contact details and professional experience, preferences and interests) from our Partners (defined below), from our service providers, and through the use of tools and channels commonly used for connecting between companies and individual professionals in order to explore potential business and employment opportunities, such as LinkedIn.Data obtained through Analytics Tools: We use analytics tools (e.g. Google Analytics) to collect data about the use of our Sites and Service. Analytics tools collect data such as how often Users and visitors visit or use the Sites or Service, which pages they visit and when, which website, ad or e-mail message brought them there, and how they interact with and use our Service and its various features.
2. Data Use
We use personal data as described in this section (e.g.to provide, improve and secure our Service; for analytics, marketing and sales purposes; to comply with applicable laws; and to support our legitimate interests).
Specifically, we use personal data for the following purposes:
- To facilitate, operate, and provide our Service;
- To authenticate the identity of our Users, and to allow them to access our Service;
- To provide our visitors, Users and Customers with assistance and support;
- To gain a better understanding on how visitors and Users evaluate, use and interact with our Service, and how we could improve their and others’ user experience, and continue improving our products, offerings and the overall performance of our Service;
- To facilitate and optimize our marketing campaigns, ad management and sales operations, and to manage and deliver advertisements for our products and services more effectively, including on other websites and applications. Such activities allow us to highlight the benefits of using our Service, and thereby to increase your engagement and overall satisfaction with our Service. This includes contextual, behavioral and interests-based advertising based on the visitor’s or User’s activity, preferences or other data available to us or to our Service Providers and business partners;
- To explore and pursue growth opportunities by facilitating a stronger local presence and tailored experiences, including through partnerships with local distributors, resellers, business partners and providers of professional services related to our Service (“Partners”, as further described in Section 4 below);
- To contact our visitors, Users and Customers (whether existing or prospective) with general or personalized service-related messages, as well as promotional messages that may be of specific interest to them (as further described in Section 6 below);
- To facilitate, sponsor and offer certain events, contests and promotions;
- To publish your feedback and submissions to our Sites, public forums and blogs;
- To support and enhance our data security measures, including for the purposes of preventing and mitigating the risks of fraud, error or any illegal or prohibited activity;
- To create aggregated statistical data, inferred non-personal data or anonymized or pseudonymized data (rendered non-personal), which we or others may use to provide and improve our respective services, or for any other business purpose; and
- To comply with applicable laws and regulations.
We do not sell your personal information for the intents and purposes of the California Consumer Privacy Act (CCPA).
3. Data Location & Retention
We store your data in multiple locations around the world, for as long as necessary in accordance with our reasonable business needs (as necessary for the performance of our Service or for supporting and exercising our legitimate interests); and in accordance with our legal obligations.
Data Location: We and our authorized Service Providers (defined below) maintain, store and process personal data in the United States and Europe, and other locations as reasonably necessary for the proper performance and delivery of our Service, or as may be required by applicable law.
Our Services are hosted in the United States. If you choose to use the Services from other regions of the world with laws governing data collection and use that may differ from United States law, then please note that you are transferring your personal information outside of those regions to the United States for storage and processing. Also, we may transfer your data from the United States to other countries or regions in connection with storage and processing of data, fulfilling your requests, and operating the Services. Your providing of information, including personal information, on or to the Services constitutes your consent to such transfer, storage, and processing.
Data Retention: We may retain your personal data for as long as it is reasonably needed in order to maintain and expand our relationship and provide you with our Service and offerings; in order to comply with our legal and contractual obligations; or to protect ourselves from any potential disputes (i.e.as required by laws applicable to log-keeping, records and bookkeeping, and in order to have proof and evidence concerning our relationship, should any legal issues arise following your discontinuance of use), all in accordance with our data retention policy and at our reasonable discretion. If you have any questions about our data retention policy, please contact us by email at [email protected].
4. Data Sharing
We share your data with our Service Providers; your organization (our Customer); within our group; in accordance with legal compliance requirements; and amongst Users on your shared boards.
Legal Compliance: In exceptional circumstances, we may disclose or allow government and law enforcement officials access to your personal data, in response to a subpoena, search warrant or court order (or similar requirement), or in compliance with applicable laws and regulations. Such disclosure or access may occur if we believe in good faith that: (a) we are legally compelled to do so; (b) disclosure is appropriate in connection with efforts to investigate, prevent, or take action regarding actual or suspected illegal activity, fraud, or other wrongdoing; or (c) such disclosure is required to protect the security or integrity of our products and services.
Service Providers: We engage selected third party companies and individuals to perform services complementary to our own. Such service providers include providers of Third Party Services (as defined in the Terms), hosting and server co-location services, communications and content delivery networks (CDNs), data and cyber security services, billing and payment processing services, fraud detection, investigation and prevention services, web and mobile analytics, e-mail and communication distribution and monitoring services, session or activity recording services, remote access services, performance measurement, data optimization and marketing services, social and advertising networks, content providers, e-mail, voicemails, support and customer relation management systems, and our legal, compliance and financial advisors and auditors (collectively, “Service Providers”).
Application Providers and Event Sponsors: If so instructed or permitted by you or your Account Admin, we may share your personal data (such as your User Profile and contact details, as well as relevant usage data) with the provider (s) of any 3rd party applications or integrations added to your Account. Similarly, if you register to any event that we host, organize or sponsor, then with your permission we may share your registration details with others, including the hosts, organizers, speakers, service providers and sponsors of that event, so that they may contact you with relevant information and offers, or to fulfill any promotions related to the event.
Customers and other Users: Your personal data may be shared with the Customer owning the Account to which you are subscribed as a User (including data and communications concerning your User Profile), as well as other Users of that Account. Your personal data and activity within the Service may also be monitored, processed and analyzed by the Account Admin. This includes instances where you contact us for help in resolving an issue specific to a team of which you are a member (and which is managed by the same Customer). Also, in cases where your personal data appears in Boards within that Account that are set as “private” or with limited view privileges, the Account Admin may still access it on behalf of the Customer.
If you register or access the Service using an e-mail address at a domain that is owned by your employer or organization (our Customer), and another team within such Customer’s organization wishes to establish an account on the Service, certain information about you including your name, profile picture, contact info and general use of your Account may become accessible to the Account Admin and Users.
Service integrations: You or your Account Admin may choose to integrate your Account on the Service with a third-party service (provided that such integration is supported by our Service). The provider of this integrated third-party service may receive certain relevant data about or from your Account on the Service, or share certain relevant data from that account on the third-party provider’s service with our Service, depending on the nature and purpose of such integration. This could include your User Data. Note that we do not receive or store your passwords for any of these third-party services (but do typically require your API key in order to integrate with them). If you do not wish your data to be shared with such third-party service (s), please contact your Account Admin.
Feedback or Recommendations: If you submit a public review or feedback, note that we may (at our discretion) store and present your review to other visitors and Users of our Sites and Service (including other Customers). If you wish to remove your public review, please contact us at [email protected]. If you choose to send others an e-mail or message inviting them to use the Service, we may use the contact information you provide us to automatically send such invitation email or message on your behalf. Your name and email address may be included in the invitation email or message.
Protecting Rights and Safety: We may share your personal data with others if we believe in good faith that this will help protect the rights, property or personal safety of pentos.co, any of our Users or Customers, or any members of the general public.
For the avoidance of doubt, pentos.co may share your personal data in additional manners, pursuant to your explicit approval, or if we are legally obligated to do so, or if we have successfully rendered such data non-personal and anonymous.
5. Cookies and Tracking Technologies
Our Sites and Service (including some of our Service Providers) utilize “cookies”, anonymous identifiers, pixels, container tags and other technologies in order for us to provide our Service and ensure that it performs properly, to analyze our performance and marketing activities, and to personalize your experience. Such cookies and similar files or tags may also be temporarily placed on your device. Certain cookies and other technologies serve to recall personal data, such as an IP address, previously indicated by a User.
Please note that we do not change our practices in response to a “Do Not Track” signal in the HTTP header from a browser or mobile application, however, most browsers allow you to control cookies, including whether or not to accept them and how to remove them. You may set most browsers to notify you if you receive a cookie, or to block or remove cookies altogether.
We engage in service and promotional communications, through email, phone, SMS and notifications.
Service Communications: We may contact you with important information regarding our Service. For example, we may send you notifications (through any of the means available to us) of changes or updates to our Service, billing issues, service changes, log -in attempts or password reset notices, etc. Our Customers, and other Users on the same Account, may also send you notifications, messages and other updates regarding their or your use of the Service. You can control your communications and notifications settings from your User Profile settings. However, please note that you will not be able to opt-out of receiving certain service communications which are integral to your use (like password resets or billing notices).
Promotional Communications: We may also notify you about new features, additional offerings, events and special opportunities or any other information we think our Users will find valuable. We may provide such notices through any of the contact means available to us (e.g.phone, mobile or email), through the Service, or through our marketing campaigns on any other sites or platforms. If you do not wish to receive such promotional communications, you may notify pentos.co at any time by sending an email to [email protected], changing your communications preferences in your User Profile settings, or by following the “unsubscribe”, “stop”, “opt-out” or “change email preferences” instructions contained in the promotional communications you receive.
7. Data Security
We secure your personal data using industry-standard physical, procedural and technical measures. In order to protect your personal data held with us, we use industry-standard physical, procedural and technical security measures, including encryption as appropriate. However, please be aware that regardless of any security measures used, we cannot and do not guarantee the absolute protection and security of any personal data stored with us or with any third parties as described in Section 4 above.
8. Data Subject Rights
Individuals have rights concerning their personal data. For all such personal data that we process as a Data Controller (listed in Section 1), you may exercise your rights by contacting us as stated below.
If you wish to exercise your privacy rights under applicable law (including the EU or UK GDPR or the California Consumer Privacy Act (CCPA)), such as the right to request access to, rectification or erasure of your personal data held with pentos.co, or to restrict or object to such personal data’s processing, or to obtain a copy or port such personal data (each to the extent available to you under the laws which apply to you) – please contact us by email at [email protected].
Please note that once you contact us, we may instruct you on how to fulfill your request independently through your User Profile settings; or may require additional information and documents, including certain personal data, in order to authenticate and validate your identity and to process your request. Such additional data will be then retained by us for legal purposes (e.g.as proof of the identity of the person submitting the request), in accordance with Section 3 above.
9. Data Controller / Processor
Pentos is the Controller of our visitors’ and Customers’ personal data, and of certain types of User Data; we are the Processor of any personal data submitted to our Service (i.e.into Boards and Items), and of User Data processed on behalf of our Customer.
Our role as a Data Processor: If any of our Users upload or submit content to our Service which includes personal data, such data will be processed by pentos.co solely on behalf of our Customer, which is the owner of the respective Account, along with all other User Data processed on such Customer’s behalf.
In such instances, our Customer shall be deemed the “Data Controller” of such data, and pentos.co will process such data on the Customer’s behalf, as its “Data Processor”, in accordance with its reasonable instructions, subject to our Terms, and other commercial agreements with such Customer. Where pentos.co is the “Data Processor” of the Customer’s personal data, pentos.co’s Service Providers who process such data are deemed as its sub-processors. The Customer will be responsible for meeting any legal requirements applicable to Data Controllers (such as establishing a legal basis for processing, providing data subjects with sufficient information about their personal data, and responding to Data Subject Rights requests concerning the personal data they control).
If you would like to make any requests or queries regarding personal data we process as a Data Processor on our Customer’s behalf, including accessing, correcting or deleting your data, please contact [email protected].
10. Additional Notices
We may update this policy from time to time; we are not responsible for other websites’ or services’ privacy practices; we have appointed a Data Protection Officer. Don’t hesitate to contact our DPO ([email protected]) with any questions regarding privacy and data protection!
Our Service is not directed to children under the age of 18: We do not knowingly collect personal data from children and do not wish to do so. If we learn that a person under the age of 18 is using the Service, we will attempt to prohibit and block such use and will make our best efforts to promptly delete any personal data stored with us with regard to such child. If you believe that we might have any such data, please contact us by email at [email protected].
If you have any questions or comments about this notice, how we collect and use your information, your choices or rights regarding such use, or wish to exercise your rights, please do not hesitate to contact us at:
Email: [email protected]
Mailing Address: Pentos
1192 E Draper PKWY #320
Draper, UT 84020 – 9095
Last update: June 25, 2022