Govenda Privacy Policy

Effective as of October 20, 2023

 

Introduction

This privacy policy discloses the privacy practices of Govenda (“Govenda,” “we,” “our” or “us”), which owns and operates various sites on the World Wide Web, including without limitation Govenda.com, (collectively, the “Govenda Websites”). Your access to and use of the Govenda Websites and all the services provided via the Govenda Websites and mobile applications (collectively, the “Govenda Services”) are subject to Govenda’s Terms of Use and all applicable laws.

We will use your personal data only for the purposes and in the manner set forth below, which describes the steps we take to ensure our processing of your personal data is in compliance with the General Data Protection Regulation ((EU) 2016/679) (GDPR) and any implementing legislation (Data Protection Legislation)

 

What Information is Collected

Information You Give Us

When you sign up for Govenda Services, communicate with our customer service team, or send us an email, we may ask for information including your name, email address, billing address, and company name.

We also collect personal information such as an email address, phone number and a name of any end users you authorize to log into and utilize Govenda Services in connection with your account.

Information We Collect Automatically

Govenda automatically collects information about your interactions with Govenda Services. We may get information about how and when you use Govenda Services. This information may include your IP address, time, date, browser used, and actions taken by you within the application. By using Govenda Services, you are giving Govenda permission to use and store such information consistent with this privacy policy.

No Information from Children Under Age 16

This website and the Govenda Services are not intended for children and we do not knowingly collect data relating to children. If you are under the age of 16, please do not attempt to register with us at this Website or provide any personal information about yourself to us. If we learn that we have collected personal information from a child under the age of 16, we will promptly delete that information. If you believe we have collected personal information from a child under the age of 16, please contact us at privacy@govenda.com.

Data Integrity and Quality

Govenda maintains accurate, complete, and relevant personal information for the purposes identified in this notice.

 

EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF

Govenda complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce.  Govenda has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles (EU-U.S. DPF Principles) with regard to the processing of personal data received from the European Union and the United Kingdom in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF.  Govenda has certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. Data Privacy Framework Principles (Swiss-U.S. DPF Principles) with regard to the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF.  If there is any conflict between the terms in this privacy policy and the EU-U.S. DPF Principles and/or the Swiss-U.S. DPF Principles, the Principles shall govern.  To learn more about the Data Privacy Framework (DPF) program, and to view our certification, please visit https://www.dataprivacyframework.gov/

In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF, Govenda commits to resolve DPF Principles-related complaints about our collection and use of your personal information.  EU and UK individuals and Swiss individuals with inquiries or complaints regarding our handling of personal data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF should first contact Govenda at: privacy@govenda.com

In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF, Govenda commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF to JAMS, an alternative dispute resolution provider based in the United States. If you do not receive timely acknowledgment of your DPF Principles-related complaint from us, or if we have not addressed your DPF Principles-related complaint to your satisfaction, please visit https://www.jamsadr.com/submit/ for more information or to file a complaint.  The services of JAMS are provided at no cost to you.

 

Cookies

Our Site may use “cookies” to enhance User experience. User’s web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. User may choose to set their web browser to refuse cookies, or to alert you when cookies are being sent. If they do so, note that some parts of the Site may not function properly.

Information Collected by Third Parties

This website uses Google Analytics to help analyse how users use the Govenda Websites and Govenda Services. Google Analytics is a web analysis service provided by Google. Google utilizes the data collected to track and examine the use of use the Govenda Websites and Govenda Services to prepare reports on its activities and share them with other Google services.

Find Google’s privacy policy here.

Govenda Services may be linked to or provided through other third party websites. We use those third parties to provide a variety of services to us, including, without limitation, hosting the Services, providing technical support, processing and storing your information, updating your customer information records in our database (including both physical address and email address verification), and sending or coordinating the sending of marketing communications on our behalf.

 

How We Use Your Info

Govenda may collect and use your personal information for the following purposes:

• To fulfill a contract, or take steps linked to a contract:
  • To register new companies and accounts and provision of services to you
  • To provide software as a service (applies to anyone that uses Govenda Services)
  • To provide product technical support
  • To provide user training
    providing you with services described on the Sites;
    verifying your identity when you sign in to any of our Sites;
  • To create invoices and process payments;
  • To manage our relationship with you, including the delivery of notifications regarding necessary board material; and
  • To send emails that may include company news, updates, related product or service information, etc.
• Where this is necessary for purposes which are in our legitimate interests. These interests include:
  • Operating the Sites;
  • Updating you with operational news and information about our Sites and Govenda Services e.g. to notify you about changes to our Sites, website disruptions or security updates;
  • Carrying out technical analysis to determine how to improve the Sites and services we provide;
  • Monitoring activity on the Sites;
  • Managing our relationship with you, e.g. by responding to your comments or queries submitted to us on the Sites or asking for your feedback or
  • Whether you want to participate in a survey;
  • Managing our legal and operational affairs;
  • Improving our products and services;
  • Providing general administrative and performance functions and activities; and
  • Processing your job application to Govenda.
• Where you give us consent:
  • Providing you with marketing information about products and services which we feel may interest you; and
  • Customizing our services and websites – where this involves the use of cookies or similar technologies – in order to provide a more personalized experience. 

 

How We Keep Your Personal Information Secure

We store personal information on secure servers that are managed by us and our service providers in the US. Personal information that we store or transmit is protected by security and access controls, including username and password authentication and data encryption. In addition, Govenda is SOC 2 compliant.

 

When We Share Your Personal Information

Govenda may transfer Personal Information for the purposes described in our Privacy Policy to third parties, including agents, regulatory authorities, and service providers. We may transfer Personal Information to a third party acting as a data controller or as an agent. If we intend to disclose Personal Information to a third party acting as a data controller or as an agent we will comply with, and protect, Personal Information as provided in the Accountability for Onward Transfer Principle. We remain responsible for the processing of Personal Information we receive, under each Data Privacy Framework, and subsequent transfers to a third party acting as an agent on its behalf, unless we prove that we are not responsible for the event giving rise to the damage. We try to minimize disclosures of Personal Information as reasonably practical because we are mindful of our responsibility and potential liability in cases of onward transfers to third parties. We may be required to disclose Personal Information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.

Govenda is subject to the investigatory and regulatory powers of the Federal Trade Commission (FTC). When we become subject to an FTC or court order based on noncompliance, we will make public any relevant Privacy Shield -related sections of any compliance or assessment report submitted to the FTC, to the extent consistent with confidentiality requirements.

We may disclose your personal data to third parties who provide a service to us, including:

• Providers of cloud based CRM software in relation to customer account maintenance and billing;
• Providers of cloud based marketing software in relation to prospective customer information management;
• Providers of cloud based customer support software;
• Providers who collect information on our behalf, including as necessary to operate features of the Website, such as customer activity data;
• Providers of cloud based accounting software in relation to management of accounting.
• Third party service providers that help us operate and manage our Govenda services. 

 

How Long Do We Store Your Data

We store your personal data during the time that you are a customer or end user of Govenda for purposes of providing you with our services. Per our contractual agreement, Govenda agrees to maintain customer data that has not been deleted by the customer or by any auto-purge jobs for the life of the subscription. Thirty (30) days after a customer subscription term has ended, Govenda will drop their database from the production system. Two weeks after this time, all backups will be purged from the database backup system. 

If you have never been a customer or registered end-user of Govenda, but have consented to receive marketing inquiries or other information, we may store your data until requested by you to delete the data.

 

Your Rights if You are a User or Visitor in the European Economic Area

Govenda is committed to ensuring that you have control and visibility to your personal data. Below is a summary of your rights and additional commitments from Govenda. You may exercise your rights by contacting us at privacy@govenda.com.

Right of Access

You can request a copy of the personal data we hold about you.

Right to be Forgotten

You have the right to request that your personal data be deleted in certain circumstances including:

• The personal data are no longer needed for the purpose for which they were collected;
• You withdraw your consent (where the processing was based on consent);
• You object to the processing and there are no overriding legitimate grounds justifying us processing the personal data (see Right to Object below);
• The personal data have been unlawfully processed; or
• To comply with a legal obligation.

However, this right does not apply where, for example, the processing is necessary:

• To comply with a legal obligation; or
• For the establishment, exercise or defense of legal claims.

Contact privacy@govenda.com to exercise this right. 

 

About

Your Choices

Our site does not respond to Do Not Track signals in your browser.

You may be able to block cookies via your browser settings, but this may prevent access to certain features of the website.

By using Govenda Services, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes.

Monitoring and Enforcement

Govenda monitors compliance with its privacy policies and procedures and has procedures in place to address privacy related complaints and disputes from employees, customers and vendors. Any questions or concerns should be directed to the information provided in the Contact Us section of this policy.

Changes

Govenda has the discretion to update this privacy policy at any time. When we do, we will post a notification on the main page of our site, revise the updated date at the bottom of this page and send you an email. We encourage you to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.

Contact Us

If you have any questions about this Privacy Policy, the practices of this site, or your dealings with this site, please contact us at:

Govenda
www.govenda.com
900 Parish Street, Suite 102
Pittsburgh, PA 15220
866.450.2721
support@govenda.com

Govenda, Inc.’s commitment to the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks entitle you to lodge a complaint via the Privacy Shield independent dispute resolution mechanism.

As a last resort and under limited circumstances, EU, EEA and Swiss individuals with residual privacy complaints may invoke a binding arbitration option before the Privacy Shield Panel.

You also have a right to lodge a complaint with a competent supervisory authority situated in a Member State of your habitual residence, place of work, or place of alleged infringement. You can find the relevant supervisory authority name and contact details under https://ec.europa.eu/newsroom/article29/items/612080/en/

 

Cookie Policy

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

The table below explains the cookies we use and why.

Google Integration Permissions and Access

Govenda's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

During initial integration, Govenda will request permission from a user to have access to email, calendar, profile for profile picture, and tasks. Users may grant or revoke permissions to any or all services at any time. Core usage of Govenda is not contingent on granting access to a Google Account.

Once permissions are granted, an access token is saved to the database for continuous access to the user’s account. This access token is used to update the user’s selected Google account services even if the user is not logged into Govenda.

Profile Access

If access is granted to the Google profile, Govenda will get the user’s profile picture, and save the link to the database. This link will then be used to download and save the image to Govenda’s file system if using the profile picture is enabled.

Mail Permissions

If access is granted to GMail, Govenda has access to create labels (folders), and filter rules to move any future emails from Govenda to that label. It also has access to see all folders that the user has, to select where emails sent by Govenda are placed.

Calendar Permissions

For Calendar permissions, Govenda has access to create and delete calendar events, create new calendars and see all calendars that a user has. Additionally, Govenda can view free/busy information on their main and integrated calendar by granting access to a service account to view that information. This service account may be used when a Govenda Admin user wishes to view availability of meeting attendees while scheduling a new meeting.

Google calendar event ids are stored in Govenda’s database and are used for updates and deletes that may happen, and are created when the user is scheduled in a meeting. Govenda also has access to view all calendar names to assist the user with configuration of the Govenda Calendar integration.

Tasks Permissions

Govenda has access to create task lists, and tasks themselves. Govenda also stores the Google task list ids, and task ids for status updates, deletes, and updates that may happen on the Govenda system to synchronize related Google Tasks and Govenda Tasks. Tasks and task groups created by Govenda relate to individual meetings, votes and other reminders set by Govenda Admin users and assigned to the integration user.

Other than free/busy information, Google data is not shared between users in the Govenda system.

Microsoft Integration Permissions and Access

During initial integration, Govenda will request permission from a user to have access to email, calendar, profile for profile picture, and tasks. Users may grant or revoke permissions to any or all services at any time. Core usage of Govenda is not contingent on granting access to a Microsoft Account.

Once permissions are granted, an access token is saved to the database for continuous access to the user’s account. This access token is used to update the user’s selected Microsoft account services even if the user is not logged into Govenda.

Profile Access

If access is granted to the Microsoft profile, Govenda will get the user’s profile picture, and save the link to the database. This link will then be used to download and save the image to Govenda’s file system if using the profile picture is enabled.

Mail Permissions

If access is granted to Outlook, Govenda has access to create folders, and filter rules to move any future emails from Govenda to that folder. It also has access to see all folders that the user has, to select where emails sent by Govenda are placed.

Calendar Permissions

For Calendar permissions, Govenda has access to create and delete calendar events, create new calendars and see all calendars that a user has. Additionally, Govenda can view free/busy information on their main and integrated calendar by granting access to a service account to view that information. This service account may be used when a Govenda Admin user wishes to view availability of meeting attendees while scheduling a new meeting.

Microsoft calendar event ids are stored in Govenda’s database and are used for updates and deletes that may happen, and are created when the user is scheduled in a meeting. Govenda also has access to view all calendar names to assist the user with configuration of the Govenda Calendar integration.

Tasks (To-do) Permissions

Govenda has access to create task lists, and tasks themselves. Govenda also stores the Microsoft task list ids, and task ids for status updates, deletes, and updates that may happen on the Govenda system to synchronize related Microsoft Tasks and Govenda Tasks. Tasks and task groups created by Govenda relate to individual meetings, votes and other reminders set by Govenda Admin users and assigned to the integration user.

Other than free/busy information, Microsoft data is not shared between users in the Govenda system.