ObservV Privacy Policy

Effective Date: 01 January 2025

What this policy covers

This Privacy Policy covers the information we collect about you when you use our services, or otherwise interact with us (for example, by communicating with us), unless a different policy is displayed. ObservV, we and us refers to ObservV Pte Ltd, and any of our corporate affiliates. We refer to all of these services, together with our website and Additional Services as "Services" in this policy.

This policy also explains your choices surrounding how we use information about you, which includes how you can object to certain uses of information about you and how you can access and update certain information about you. If you do not agree with this policy, do not access or use our Services or interact with any other aspect of our business.

Where we provide the Services under contract with an organization (for example, your employer) that organization controls the information processed by the Services. For more information, please see Notice to End Users below. This policy does not apply to the extent we process personal information in the role of a processor on behalf of such organizations. 

Information you provide to us

We collect information about you when you input it into the Services or otherwise provide it directly to us.

Account and Profile Information: We collect information about you when you register for an account, create or modify your profile, set preferences, sign-up for or make purchases through the Services. For example, you provide your contact information and, in some cases, billing information, when you register for the Services. You may also add a display name, job title, and other details to your account or profile information to be displayed in our Services. We may keep track of your preferences when you select settings within the Services. We may also ask you to designate technical representatives, including names and contact information.

Content you provide through our Services: We collect and store content that you upload, post, send, receive and share. This content includes any information about you that you may choose to include, along with any feedback you provide to us. Content also includes the files and links you upload to the Services and to social media or social networking websites operated by us. For example, you provide content to us when you participate in any interactive features, surveys, contests, promotions, sweepstakes, activities or events. We collect data about how you interact with and use features in the Services. 

Public Profile Information: As part of our commitment to creating a connected and interactive community, we make certain elements of your profile visible to other users and the public. This helps to enhance user interaction and community engagement on our platform. The publicly accessible profile details include:

• API Key: Ensures seamless integration and personalization of our services.
• Profile Picture: Helps in recognizing you in our community.
• Profile Name and Organization Name: Increases transparency and fosters a sense of community among users.

Consent: By creating an account and using our services, you agree that these profile details will be visible to other users and visitors of ObservV Services and the public. If you wish to understand more about how this information is used or would like to know about your options to control the visibility of your profile, please refer to the 'Control Your Information' section of this policy. 

Information you provide through our support channels: The Services also include our customer support, where you may choose to submit information regarding a problem you are experiencing with a Service. Whether you speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue.

Payment Information: We collect payment and billing information when you register for certain paid Services. You might also provide payment information, such as payment card details, which we collect via secure payment processing services.

Information we collect automatically when you use the Services

We collect information about you when you use our Services, including browsing our websites and taking certain actions within the Services.

Your use of the Services: We keep track of certain information about you when you visit and interact with any of our Services. This information includes but is not limited to, the features you use; the links you click on; the type, size and file names of attachments and content you upload to the Services; and how you interact with others on the Services.

Device and Connection Information: We collect information about your computer, phone, tablet, or other devices you use to access the Services. This device information includes your connection type and settings when you install, access, update or use our Services. We also collect information through your device about your operating system, browser type, IP address, URLs of referring/exit pages, device identifiers, and crash data. We use your IP address and/or country preference in order to approximate your location to provide you with a better Service experience. How much of this information we collect depends on the type and settings of the device you use to access the Services.  

Cookies and Other Tracking Technologies: ObservV and our third-party partners, such as our advertising and analytics partners, use cookies and other tracking technologies to provide functionality and to recognize you across different Services and devices. 

Information we receive from other sources

We receive information about you from other Service users, from third-party services, from our related companies, social media platforms, public databases, and our business and channel partners. We may combine this information with information we collect through other means described above. This helps us to update and improve our records, identify new customers, create more personalized advertising and suggest services that may be of interest to you. 

Other users of the Services: Other users of our Services may provide information about you when they submit content through the Services. We also receive your email address from other Service users when they provide it in order to invite you to the Services.

Other services you link to your account: We receive information about you if you or an administrator integrate third-party apps, or link a third-party service with our Services. You or an administrator may also integrate our Services with other services you use, such as to allow you to access, store, share and edit certain content from a third party through our Services. The information we may receive when you link or integrate our Services with a third-party service depends on the settings, permissions and privacy policy controlled by that third-party service. You should always check the privacy settings and notices in these third-party services to understand what data may be disclosed to us or shared with our Services.

ObservV Service Providers:  We may work with providers who provide consulting, photography, sales, support, technical and other services around our Services. Some of these providers also help us to market and promote our Services, generate leads for us, and resell our Services. We receive information from these providers, such as billing information, contact information, company name, what ObservV Services you have purchased or may be interested in, evaluation information you have provided, what events you have attended, and what country you are in. 

Other Partners: We receive information about you and your activities on and off the Services from third-party partners, such as advertising and market research partners who provide us with information about your interest in and engagement with, our Services and online advertisements.

Third-Party Providers: We may receive information about you from third-party providers of business information and publicly available sources (like social media platforms), including physical mail addresses, job titles, email addresses, phone numbers, intent data (or user behavior data), IP addresses and social media profiles, for the purposes of targeted advertising of products that may interest you, delivering personalized communications, event promotion, and profiling.

How we use information we collect

How we use the information we collect depends in part on which Services you use, how you use them, and any preferences you have communicated to us. Below are the specific purposes for which we use the information we collect about you.

To provide the Services and personalize your experience: We use information about you to provide the Services to you, including to process transactions with you, authenticate you when you log in, provide customer support, and operate, maintain, and improve the Services. For example, we use the name and email address you provide in your account to identify you to other Service users. We may use your email domain to infer your affiliation with a particular organization or industry to personalize the content and experience you receive on our websites. Based on your interactions with ObservV Services and advertisements, we may personalize your experience and tailor our communications and offers to you.  

For research and development: We are always looking for ways to improve our Services. We use information and collective learnings (including feedback) about how people use our Services to troubleshoot, to identify trends, usage, activity patterns, and areas for integration and to improve our Services and to develop new products, features and technologies that benefit our users and the public. We also test and analyze certain new features with some users before rolling the feature out to all users. 

To communicate with you about the Services: We use your contact information to send transactional communications via email and/or within the Services, including confirming your purchases, reminding you of subscription expirations, responding to your comments, questions and requests, providing customer support, and sending you technical notices, updates, security alerts, and administrative messages. We may also send you communications when you use a new feature to help you become more proficient. These communications are part of the Services and in most cases you cannot opt out of them.

To market, promote and drive engagement with the Services: We use your contact information and information about how you use the Services to send promotional communications that may be of specific interest to you, including by email and by displaying ObservV ads on other companies' websites and applications. These communications are aimed at driving engagement and maximizing what you get out of the Services. We also communicate with you about new Services, product offers, promotions, and contests. You can control whether you receive these communications as described below under "Opt out of communications."

Customer support: We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyze crash information, and to repair and improve the Services. Where you give us express permission to do so, we share information with a third party expert for the purpose of responding to support-related requests.

For safety and security: We use information about you, and your Service use to verify accounts and activity, to detect, prevent, and respond to potential or actual security incidents and to monitor and protect against other malicious, deceptive, fraudulent or illegal activity, including violations of Service policies. 

To protect our legitimate business interests and legal rights: Where required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with the acquisition, merger or sale of a business.

With your consent: We use information about you where you have given us consent to do so for a specific purpose not listed above. For example, we may publish testimonials or featured customer stories to promote the Services, with your permission.

Legal bases for processing (for EEA users): 

If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have legal bases for doing so under applicable EU laws. This means we collect and use your information only where:

• We need it to provide you the Services, including to operate the Services, provide customer support and personalized features and to protect the safety and security of the Services;
• It satisfies a legitimate interest (which is not overridden by your data protection interests), such as for research and development, to market and promote the Services and to protect our legal rights and interests;
• You give us consent to do so for a specific purpose; or
• We need to process your data to comply with a legal obligation.

If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your information because we or a third party (e.g. your employer) have a legitimate interest to do so, you have the right to object to that use, though, in some cases, this may mean no longer using the Services.

How we share information we collect

We make collaboration tools, and we want them to work well for you. This means sharing information through the Services and with certain third parties. We share information we collect about you in the ways discussed below, including in connection with possible business transfers. We are not in the business of selling information about you to advertisers or other third parties.

Sharing with other Service users 

When you use the Services, certain information about you is shared with other Service users.

For collaboration: You can upload content, which may contain information about you, and grant permission to others to see, share, edit, copy and download that content based on settings you or an administrator (if applicable) select. Some of the collaboration features of the Services display some or all of your account information to other Service users when you share or interact with specific content. 

Managed accounts and administrators: If you register or access the Services using an email address with a domain that is owned by your employer or organization, and such organization wishes to establish an account, certain information about you including your name, contact info, content and past use of your account may become accessible to that organization and other Service users sharing the same domain. If you are an administrator, we may share your contact information with current or past Service users, for the purpose of facilitating Service-related requests. 

Sharing with third parties

We share information with third parties that help us operate, provide, improve, integrate, customize, support and market our Services.

Third-Party Providers: We work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, payment processing, analysis and other services for us, which may require them to access or use information about you. If a service provider needs to access information about you to perform services on our behalf, they do so under close instruction from us, including appropriate security and confidentiality procedures designed to protect your information.

ObservV Service Providers: We may work with third parties who provide consulting, photography, sales, support, and technical services to deliver and implement customer solutions around the Services. We may share your information with these third parties in connection with their services, such as to assist with billing and collections, to provide localized support, in response to a request by you, and to provide customizations. We may also share information with these third parties where you have agreed to that sharing.

Links to Third Party Sites: The Services may include links that direct you to other websites or services whose privacy practices may differ from ours. If you submit information to any of those third party sites, your information is governed by their privacy policies, not this one. We encourage you to carefully read the privacy policy of any website you visit.

With your consent: We share information about you with third parties when you give us consent to do so. For example, we may display personal testimonials of satisfied customers on our public websites. With your consent, we may post your name alongside the testimonial. 

Compliance with Enforcement Requests and Applicable Laws; Enforcement of Our Rights: In exceptional circumstances, we may share information about you with a third party if we believe that sharing is reasonably necessary to (a) comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements, (b) enforce our agreements, policies and terms of service, (c) protect the security or integrity of our products and services, (d) protect ObservV, our customers or the public from harm or illegal activities, or (e) respond to an emergency which we believe in good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person.

Sharing with affiliated companies

We share information we collect with affiliated companies and, in some cases, with prospective affiliates. Affiliated companies are companies owned or operated by us. The protections of this privacy policy apply to the information we share in these circumstances.

ObservV companies: We share information we have about you with other ObservV corporate affiliates in order to operate and improve products and services and to offer other ObservV affiliated services to you.

Business transfers: We may share or transfer information we collect under this privacy policy in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. You will be notified via email and/or a prominent notice on the Services if a transaction takes place, as well as any choices you may have regarding your information.

How we store and secure information we collect 

Information storage and security

We use industry standard technical and organizational measures to secure the information we store. 

While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that information, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others. 

How long we keep information

How long we keep information we collect about you depends on the type of information, as described in further detail below. 

Account information: We retain your account information for as long as your account is active and a reasonable period thereafter in case you decide to re-activate the Services. We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations, and to continue to develop and improve our Services. Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyze personal characteristics about you. 

Information you share on the Services: If your account is deactivated or disabled, some of your information and the content you have provided will remain in order to allow your organization to make full use of the Services. 

Managed accounts: If the Services are made available to you through an organization (e.g., your employer), we retain your information as long as required by the administrator of your account. 

Marketing information: If you have elected to receive marketing emails from us, we retain information about your marketing preferences for a reasonable period of time from the date you last expressed interest in our Services, such as when you last opened an email from us or ceased using your ObservV account. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.

How to access and control your information 

You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations.

Your Choices: 

You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the anonymization of your information, or to request your information in a structured, electronic format. Below, we describe the tools and processes for making these requests. You can exercise some of the choices by logging into the Services and using settings available within the Services. Where the Services are administered for you by an administrator (see "Notice to End Users" below), you need to contact an administrator to assist with your requests. For all other requests, you may contact us.

Your request and choices may be limited in certain cases: for example, if fulfilling your request would reveal information about another person, or if you ask to anonymize information which we or an administrator are permitted by law or have compelling legitimate interests to keep. Where you have asked us to share data with third parties, you will need to contact those third-party service providers directly to have your information anonymized. If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work or where you feel your rights were infringed.

Access and update your information: Our Services give you the ability to access and update certain information about you from within the Service. You can update your account information within your account settings. 

Deactivate your account: If you no longer wish to use our Services, you or an administrator may be able to deactivate your Services account. If you can deactivate your own account, that setting is available to you in your account settings. Please be aware that deactivating your account does not delete your information; your information remains visible to other Service users based on your past participation within the Services.

Delete your information: Our Services may give you the ability to delete certain information about you from within the Service. You can remove certain account information within your account settings. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.

Request that we stop using your information:  In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don't have the appropriate rights to do so. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate your request. If there is delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honored or the dispute is resolved, provided your administrator does not object (where applicable). If you object to information about you being shared with a third-party app, please disable the app or contact an administrator to do so.

Opt out of communications: You may opt out of receiving promotional communications from us by using the unsubscribe link within each email. Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding our Services. 

Send "Do Not Track" Signals: Some browsers have incorporated "Do Not Track" (DNT) features that can send a signal to the websites you visit indicating you do not wish to be tracked. Because there is not yet a common understanding of how to interpret the DNT signal, our Services do not currently respond to browser DNT signals. You can use the range of other tools we provide to control data collection and use, including the ability to opt out of receiving marketing from us as described above.

How we transfer information we collect internationally 

International transfers of information we collect

We collect information globally and may transfer, process and store your information outside of your country of residence, to wherever we or our third-party service providers operate for the purpose of providing you the Services. Whenever we transfer your information, we take steps to protect it.

International transfers within ObservV Companies: To facilitate our global operations, we transfer information globally and allow access to that information from countries in which ObservV owned or operated companies have operations for the purposes described in this policy. These countries may not have equivalent privacy and data protection laws to the laws of many of the countries where our customers and users are based. When we share information about you within and among ObservV corporate affiliates, we make use of standard contractual data protection clauses, which have been approved by the European Commission.

International transfers to third parties: Some of the third parties described in this privacy policy, which provide services to us under contract, are based in other countries that may not have equivalent privacy and data protection laws to the country in which you reside. When we share information of customers in the European Economic Area, the UK, or Switzerland, we make use of the European Commission-approved standard contractual data protection clauses, binding corporate rules for transfers to data processors, or other appropriate legal mechanisms to safeguard the transfer. 

Other important privacy information

Notice to End Users

Our Services are intended for use by organizations. Where the Services are made available to you through an organization (e.g. your employer), that organization is the administrator of the Services and is responsible for the accounts and all users. If this is the case, please direct your data privacy questions to your administrator, as your use of the Services is subject to that organization's policies. We are not responsible for the privacy or security practices of your administrator's organization, which may be different from this policy. 

Administrators are able to:

• restrict, suspend or terminate your access to the Services;
• access information in and about your account;
• access or retain information stored as part of your account;
• install or uninstall third-party apps or other integrations 

In some cases, administrators can also:

• restrict, suspend or terminate your account access;
• change your information, including profile and account information;
• restrict your ability to edit, restrict, modify or delete information

Even if the Services are not currently administered to you by an organization, if you use an email address provided by an organization (such as your work email address) to access the Services, then the owner of the domain associated with your email address (e.g. your employer) may assert administrative control over your account and use of the Services at a later date.

If you do not want an administrator to be able to assert control over your account or use of the Services, you should use your personal email address to register for, or access, the Services. Once an administrator asserts control over your account or use of the Services, you will no longer be able to change the email address associated with your account without administrator approval. 

Please contact your organization or refer to your organizational policies for more information.

Our policy towards children

The Services are not directed to individuals under 16. We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact us. 

Changes to our Privacy Policy

We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we may provide a more prominent notice by adding a notice on the Services, login screens, or by sending you an email notification. We will also keep prior versions of this Privacy Policy in an archive for your review. We encourage you to review our privacy policy whenever you use the Services to stay informed about our information practices and the ways you can help protect your privacy.

If you disagree with any changes to this privacy policy, you will need to stop using the Services and deactivate your account, as outlined above.

Contact Us

Your information is controlled by ObservV Pte Ltd If you have questions or concerns about how your information is handled, please contact your Organisation.