Privacy Policy, effective as of April 14th, 2023
A reference to “SimpleSurvey”, “We”, “Us”, “Our” or the “Company” is a reference to OutSideSoft Solutions Inc. (Quebec, Canada).
SimpleSurvey treats all Client data as highly confidential. This Privacy Policy describes Our key privacy practices. We encourage You to review it periodically to stay informed about how We collect, process and use Client data, including Personal Information (PI).
1. Processing activities covered
This Privacy Policy applies to the following three processing activities:
- Visiting Our websites, including Our SimpleSurvey cloud-based software service website, which display or link through to this Privacy Policy;
- Receiving communications from Us, including emails, texts or fax;
- Registering for Our webinars or events.
Our websites may contain links to third-party websites, applications and services that govern their own Information practices. We encourage You to review their privacy policies.
2. Our responsibility
Unless expressly specified otherwise, We are the owners of Your Data, including Personal Information (“PI”), and responsible for the collection, processing, and disclosure of Your Data as described in this Privacy Policy.
This Privacy Policy does not apply to the extent We offer Our Clients’ cloud products and services through which they may create their own websites or applications that use Our software service to collect information from individuals that may include Personal Information. Clients who use Our SimpleSurvey software service website with valid user accounts, own and control all information input into the software or generated on behalf of Clients in connection with the service. In addition to all their collected respondent data, Clients manage the users who use the Client user accounts to create, manage, distribute, or report the data. Clients must meet all legal requirements prior to sharing or collecting any Data that may include PI. Clients must uphold these requirements throughout the use of SimpleSurvey’s products and services. Clients must have clearly identified and communicated the purposes for which any PI may be shared with SimpleSurvey, and/or collected, as well as the methods used for collection; to the concerned individuals, prior to the PI collection. Client must have informed the concerned individual(s) of the rights of access and rectification provided for by the legislation in place. Clients may not collect or share with Us PI concerning a minor under the age of 14, without consent of parental authority or of the guardian. Exceptions may be applicable and used should they be granted under the legislation in place.
3. Personal Data collected by Us directly from You
When You use and interact with Our websites and Our software service, We collect log files and other information about Your device and Your usage of our websites through cookies or similar technologies, such as IP addresses or other identifiers.
You are generally required to provide Us with Your contact information (ex. name, job title, company name, address, phone number, email address, username, password) if You:
- sign up to use Our SimpleSurvey software service;
- request Client support through Our support email;
- request information about Our services;
- use "Contact Us" forms or similar web forms on Our websites;
- register for training or webinars.
We do not collect credit card information, however, purchases via Our websites or SimpleSurvey platform may require You to provide financial information and billing information, such as billing name and address, credit card number, or bank account information to a third-party payment processing service.
4. Device and usage data processed by Us
As is true of most websites, We use common information-gathering tools, such as log files and cookies, to automatically collect information from Your computer or mobile device as You navigate Our websites or interact with emails We have sent You.
4.1 Logged information
Information automatically collected in log files may contain Personal Information associated with Your usage, such as Your: IP (Internet Protocol) address, device information, location, browser type, operating system, ISP (Internet Service Provider), mobile carrier, the pages and files You viewed, searches, system configuration information and date/time stamps. This information is used to understand overall usage to help Us improve Our websites and promote their security. We also collect IP addresses from users when they log into the services as part of Our security features.
4.2 Cookies and other tracking technologies
We use cookies and similar technologies to compile information about the usage of Our websites and software service, as well as the interaction with emails sent by Us.
Some cookies are essential to use and navigate SimpleSurvey’s secure software service and You cannot opt-out of using of these cookies if You want to use the software service.
We use Google Analytics on corporate websites to help Us analyse usage and improve them.
4.3 Social Media
We use Social Media sites, such as Facebook, LinkedIn and Twitter, to market Our services and communicate with Our users. These sites are governed by their own privacy policies.
5. Purpose for the processing of Personal Data
We collect and process Your Personal Information to:
- Provide Our websites, including Our cloud-based SimpleSurvey software service;
- Promote the security of Our websites;
- Manage user subscriptions;
- Manage support requests;
- Improve Our websites;
- Send marketing communications;
- Comply with legal obligations.
Should We need to collect and process Personal Data by law, or under a contract We have entered into with You, and You fail to provide that required Personal Information when requested, We may not be able to provide the Purchased Services.
6. Location and security of Personal Data
Your Personal Information is collected and stored in Canada in Microsoft Canada data centers. Your data may be georeplicated outside of the province of Quebec, but will always remain in a Canadian data center.
We take great care to help prevent accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, the Personal Information We process or use. Although We follow generally accepted standards to protect Personal Information, no method of storage or transmission is 100% secure. You are solely responsible for protecting Your password, limiting access to Your devices, and signing out of websites after Your sessions.
7. Your rights of access and rectification
7.1 Logged information
Local data protection laws provide You with certain rights regarding Your Personal Information that may include Your right to access it, to rectify it, to erase it (be forgotten), to restrict processing of it, to transfer control of it and to the processing of it.
7.2 Exercising Your rights
If You want to exercise Your rights, please contact Us at security@simplesurvey.com. We try to respond to all legitimate requests within one month and will contact You should We require any additional information. If You are an employee of a SimpleSurvey Client, please contact the Client account administrator displayed in the application home page to make changes to Your information.
7.3 Your rights relating to Client Data
We may also process Personal Information in the role of a processor, as described above. If Your data has been submitted to Us by a SimpleSurvey client and You want to exercise any rights You may have under applicable data protection laws, please inquire with Our Client directly. As We may only access Our Client’s data upon instruction from the respective Client, if You want to make Your request directly to Us, please provide the name of the SimpleSurvey Client who submitted Your data when You contact Us. We will refer Your request to that Client and will support them as needed in responding to Your request within a reasonable timeframe.
7.4 Marketing and subscription communications
You may use the “unsubscribe” link located on the bottom of Our marketing emails to opt-out of receiving them in the future, if We process Your Personal Information to send You marketing communications. You will still receive important emails related to Your account and current business relationship with Us, including subscription information, webinars/events, service notifications or security-related information.
8. Changes to this Privacy Policy
We reserve the right to update this Privacy Policy at any time to reflect changes in Our organisation, practices, technology, legal requirements, and other factors. The “effective date” at the top of this Privacy Policy will be updated if We make a change. We will provide You with a notice of the update by sending You an email notification to Your account email address and/or posting a visible notice on Our website. Your continued use of the website after such modifications will constitute Your: (a) acknowledgment of the modified Privacy Policy; and (b) agreement to abide and be bound by the modified and Privacy Policy.
9. If You need to contact Us
Please email security@simplesurvey.com if You have questions regarding this Privacy Statement or Our privacy practices.