iCentrex Sweden AB Privacy Policy

This privacy policy is here to help you understand what information we collect at iCentrex, how we use it, and what choices you have. When we talk about iCentrex in this policy, we are talking about iCentrex Sweden AB, the company, iCentrex, the downloadable application, and the iCentrex website at iCentrex is available for use via a web browser or applications specific to your desktop or mobile device.

This policy describes how iCentrex treats your information, not how other organizations treat your information. If you are using iCentrex in a workplace or on a device or account issued to you by your employer or another organization, that company or organization likely has its own policies regarding storage, access, modification, deletion, and retention of communications and content which may apply to your use of iCentrex. Content that would otherwise be considered private to you or to a limited group of people may, in some cases, be accessible by your Organization Owner or administrator. Please check with your employer, Organization Owner or administrator about the policies it has in place regarding your communications and related content on iCentrex. More on this below.

Information we collect and receive

We collect different kinds of information. Some of it is personally identifiable and some is non-identifying or aggregated. Here are the types of information we collect or receive:

  • Organization information. When you create an organization on iCentrex, we collect your email address (as the Organization Owner), your organization name, your user name that appears in your iCentrex organization, and password.
  • Account and profile information. The only information we require to create your iCentrex account is an email address and password. Optional information you can enter into your profile includes information such as your first and last name, and your phone number(s). Your Organization Owners(s)/administrator(s) may request you to provide additional information about yourself in your profile, and iCentrex has no control over such additional information collected. Any information you add to your profile is visible to other people in your organization as described on your profile management page.
  • Billing information. If you purchase a premium version of iCentrex, our third party payment processors will collect and store your billing address and credit card information.
  • Log data. When you use iCentrex, our servers automatically record information, including information that your browser sends whenever you visit a website or your mobile app sends when you’re using it. This log data may include your Internet Protocol address, the address of the web page you visited before coming to iCentrex, your browser type and settings, the date and time of your request, information about your browser configuration and plug-ins, language preferences, and cookie data. Log data may also include communication meta-data, such as the time a message was posted in a certain messaging channel. Log data does not contain message content and is not routinely deleted.
  • Device information. In addition to log data, we may also collect information about the device you’re using iCentrex on, including what type of device it is, what operating system you’re using, device settings, unique device identifiers, and crash data. Whether we collect some or all of this information often depends on what type of device you’re using and its settings.
  • Geo-location information. Precise GPS from mobile devices is collected only with your permission. WiFi and IP addresses received from your browser or device may be used to determine approximate location.
  • iCentrex usage information. This is information about which organizations, teams, channels, people, features, content, and links you interact with within iCentrex and what integrations with related services you use.
  • Email, calendar, and contacts. If you connect your email account(s) to iCentrex (current options are Gmail & Google Apps, Office 365, and Microsoft Exchange), you can read and write emails, access your contacts, and check and book calendar events through iCentrex. iCentrex does not store emails, calendar event data, and contact data from connected accounts on its servers. We do not share such data with any third-party service provider. For reasons of speed, emails, and calendar & contact data may be cached, in encrypted form, in the client. The cache is cleared after Sign Out. If you connect Microsoft Exchange or Office 365 accounts, your password to these accounts are needed to maintain the connection. In order not to store your password(s) in clear text, your password(s) is encrypted with your iCentrex password as key. This means that you must re-authenticate these connections if you change your iCentrex password or your password(s) to the connected account(s).
  • Additional Limits on Use of Your Google User Data: Notwithstanding anything else in this Privacy Policy, if you provide the iCentrex Services access to the following types of your Google data, the use of that data will be subject to these additional restrictions:
    1. The iCentrex Services will only use access to read, write, modify, or control Gmail message bodies (including attachments), metadata, headers, and settings to provide a web email client that allows users to compose, send, read, and process emails and will not transfer this Gmail data to others unless doing so is necessary to provide and improve these features, comply with applicable law, or as part of a merger, acquisition, or sale of assets.
    2. The iCentrex Services will not use this Gmail data for serving advertisements.
    3. The iCentrex Services will not allow humans to read this data unless we have your affirmative agreement for specific messages, doing so is necessary for security purposes such as investigating abuse, to comply with applicable law, or for the iCentrex Service’s internal operations and even then only when the data have been aggregated and anonymized.
  • Service integrations. If you integrate with a service on iCentrex we will connect that service to ours.
    • Depending on organization settings, organization members may be able to add integrations to a channel or direct message conversation. Those integrations are viewable and maybe removable by the administrators, owners, or designated users.
    • We do not receive or store your passwords for any of these services.
    • If you add an integration, the third party provider of the integration may share certain information about your account with iCentrex. iCentrex is not responsible for how organizations may use and collect data through integrations.
    • An integration can be removed at any time. Removing an integration unbinds that integration on a go-forward basis. That does not, however, delete the content that was received from the integration and indexed within iCentrex. That content must be deleted manually.
  • Communication content that you send and receive within iCentrex. This includes:
    • The message content itself. This content can include messages, pictures, files and video among other types of files. It may also include links to files from service integrations such as Dropbox or Google Drive.
    • When messages or files were sent and by whom, when or if they were seen by you, and where you received them (in a channel or direct message, for example).
  • Information from partners or other 3rd parties. iCentrex may receive information from partners or others that we could use to make our own information better or more useful. This might be aggregate level information about which IP addresses go with which zip codes or it might be more specific information about how well an online marketing or email campaign performed.
Our Cookie Policy

iCentrex uses cookies, or similar technologies like single-pixel gifs and web beacons, to record log data. We use both session-based and persistent cookies.

Cookies are small text files sent by us to your computer and from your computer to us, each time you visit our website. They are unique to your iCentrex account or your browser. Session-based cookies last only while your browser is open and are automatically deleted when you close your browser. Persistent cookies last until you or your browser delete them or until they expire.

Some cookies are associated with your iCentrex account and personal information in order to remember that you are logged in and which organizations you are logged into. Other cookies are not tied to your iCentrex account but are unique and allow us to do site analytics and customization, among other similar things. If you access iCentrex through your browser, you can manage your cookie settings there but if you disable all cookies you may not be able to use iCentrex.

iCentrex sets and accesses our own cookies on our company-owned domains. In addition, we use 3rd parties like Google Analytics for website analytics. You may opt-out of third party cookies from Google Analytics on its respective website. We do not currently recognize or respond to browser-initiated Do Not Track signals as there is no consistent industry standard for compliance.

How we use your information

We use your information for the following:

  • Providing the iCentrex service. We use information you provide to authenticate you and deliver message content to you and from you.
  • Understanding and improving our products. To make the product better we have to understand how users are using it. We have a fair bit of data about usage and we intend to use it many different ways to improve our products, including research. This policy is not intended to place any limits on what we do with usage data that is aggregated or de-identified so it is no longer tied to a iCentrex user.
  • Investigating and preventing bad stuff from happening. We work hard to keep iCentrex secure and to prevent abuse and fraud.
  • Communicating with you
    • Solving your problems and responding to your requests. If you contact us with a problem or question, we may use your information to respond to that request and address your problems or concerns.
    • In-product communications. We may use the information you provide to contact you through iCentrex using bots or other in-product messaging tools. For example, if, after, a few weeks of using iCentrex we notice that your notification setting is set to notify you of all messages, we may send you a message that suggests you change this in case you are getting too many notifications. This is just one example of how we use information about your usage of the product to make suggestions to you.
    • Email messages. We may send you service and administrative emails, such as when we notice that you are nearing a message or integration limit. We may also contact you to inform you about changes in our services, our service offerings and important service related notices, such as changes to this policy or security and fraud notices. These messages are considered part of the service and you may not opt-out of them. In addition, we sometimes send emails to iCentrex users about new product features or other news about iCentrex. You can opt-out of these at any time.
Your choices

When you use iCentrex, you have control over a number of things with respect to your own privacy and choices about how your content is visible to others or not. iCentrex uses a role-based administration system. Depending on your role(s) and how they have been set up, you may have additional choices that impact your organization’s privacy.

Choices for Organization Members
  • Depending on the settings for your role(s), you may deactivate your account. Deactivation of an account disables your access to the iCentrex organizations associated with that account but does not delete your profile or content, which are considered part of your organizations’ data.
  • Whether you can delete your message content depends on your organization’s settings. In addition, a record of edits and deletions may be retained by your organization, depending on the service level of your organization and your organization’s settings.
  • While you cannot completely delete a profile once it is created, you can update your profile information at any time and modify your email settings. You can also change your user name from time to time.
  • When you share a document or a file on iCentrex, you can decide where to share it and with whom. You can also share documents with an entire team or in a private channel.
Choices for Organization Owners
  • An Organization Owner can deactivate or delete an organization.
Other Choices
  • The browser you use may provide you with the ability to control cookies or other types of local data storage.
  • Your mobile device may provide you with choices around how and whether location or other data is shared with us.
  • iCentrex does not control these choices, or default settings, which are offered by makers of your browser or mobile device.
Sharing and Disclosure

There are times when communications and related content and other user information may be shared by iCentrex. This section discusses only how iCentrex may share user information. Organizations that use iCentrex may have their own policies for sharing and disclosure of information they can access through iCentrex. iCentrex may share information:

  • With consent, to comply with legal process, or to protect iCentrex and our users. When we have your consent or if we believe that disclosure is reasonably necessary to comply with a law, regulation or legal request; to protect the safety, rights, or property of the public, any person, or iCentrex; or to detect, prevent, or otherwise address fraud, security or technical issues. If we receive a law enforcement or other third party request for information we will provide prior notice to the subject of the request where we are legally permitted to do so.
  • With third party service providers and agents. We may employ third party companies or individuals to process personal information on our behalf based on our instructions and in compliance with this Privacy Policy. For example, we may share data with a security consultant to help us get better at preventing unauthorized access or with an email vendor to send messages on our behalf. We may also share data with hosting providers, payment processors, marketing vendors, and other consultants who work on our behalf.

  • Integrations. If you add an integration, iCentrex may share information about you or your team with the provider of the integration. iCentrex is not responsible for how the provider of the integration may collect and use your data.

  • About you with your organization or Team Administrator(s).

    • We may share your email address and team names with your organization. If the email address under which you’ve registered your account belongs to or is controlled by an organization (to be clear, we’re not talking about free web-based email providers like Gmail, Hotmail or Yahoo! Mail) we may disclose that email address and associated team names to that organization in order to help it understand who associated with that organization uses iCentrex, and to assist the organization with its enterprise accounts. Please do not use a work email address for our services unless you are authorized to do so, and are therefore comfortable with this kind of sharing.

    • In addition, there may be times when you contact iCentrex to help resolve an issue specific to an organization you are a member of. In order to help resolve the issue, we may need to share your concern with your administrator. When possible, we will try to mask or remove any identifying information before sharing these communications.

    • If we engage in a merger, acquisition, bankruptcy, dissolution, reorganization, sale of some or all of iCentrex’s assets financing, acquisition of all or a portion of our business, or similar transaction or proceeding that involves the transfer of the information described in this Privacy Policy.
  • For Business and Research Purposes.
    • We may also share aggregated or de-identified information with our partners or others for business or research purposes. For example, we may tell a prospective iCentrex customer the average number of messages sent within a iCentrex organization in a day or may partner with research firm or academics to explore interesting questions about workplace communications. Again, this policy is not intended to prohibit the disclosure and use of aggregated or de-identified data.

iCentrex takes reasonable steps to protect information you provide to us as part of your use of the iCentrex service from loss, misuse, and unauthorized access or disclosure. These steps take into account the sensitivity of the information we collect, process and store and the current state of technology. When you enter sensitive information (such as sign-in credentials) we encrypt the transmission of that information using secure socket layer technology (SSL). We follow generally accepted standards to protect the personal data submitted to us, both during transmission and once we receive it. However, no electronic or email transmission or digital storage mechanism is ever fully secure or error free.

Children’s information

iCentrex is not directed to children under 13. If you learn that a minor child has provided us with personal information without your consent, please contact us.

Changes to this Privacy Policy

We may change this policy from time to time, and if we do we’ll post any changes on this page. If you continue to use iCentrex after those changes are in effect, you agree to the revised policy. If the changes are material, we may provide more prominent notice or seek your consent to the new policy.

Contacting iCentrex

Please also feel free to contact us if you have any questions about iCentrex’s Privacy Policy or practices.

iCentrex Sweden AB

Karl Månsson, Rosenborgsgatan 12, 169 74 Solna

Updated 2019-07-01