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FreeAgent CRM Product Privacy

We at FreeAgent (FreeAgent Network, Inc., 1212 Broadway Plaza, Walnut Creek, CA 94536 USA) are committed to protecting you and your organization’s privacy.

This Privacy Policy applies to you and your organization’s use of the FreeAgent Subscription Service as a customer of FreeAgent.

This Privacy Policy describes how we collect, receive, use, store, share, transfer, and process Personal Data. It also describes your choices regarding use, as well as your rights of access and correction of Personal Data.

This Privacy Policy also describes how we process Customer Data on behalf of our customers in connection with the FreeAgent Subscription Service. This Privacy Policy does not apply to any information or data collected by FreeAgent as a controller for other purposes, such as information collected on our websites or through other channels for marketing purposes. You may find the FreeAgent Website Privacy Policy that covers this information or data by visiting freeagentcrm.com.

FreeAgent processes Customer Data under the direction of our Customers and has no direct control or ownership of the Personal Data we process on behalf of our customers. Customers are responsible for complying with any regulations or laws that require providing notice, disclosure, and/or obtaining consent prior to transferring the Personal Data to FreeAgent for processing purposes. Terms not otherwise defined herein shall have the meaning as set forth in the FreeAgent Master Subscription Agreement. In the event of a conflict between this Privacy Policy and the FreeAgent Master Subscription Agreement, the terms of the FreeAgent Master Subscription Agreement will control. We periodically update this Privacy Policy. We will post any changes on this page and, if the changes are material, we will provide an update through a notification in your FreeAgent web or native mobile app.

1. Use of the Subscription Service

The FreeAgent Subscription Service
Our Subscription Service allows users (typically small to medium size businesses) to create and share information, often including information about their customers. The Subscription Service can also be used to help organize information about a company’s sales (e.g., leads, customers, deals, etc.). The information added to the Subscription Service when a Subscription Service user adds the information, is stored and managed on our service providers’ servers (currently Amazon). FreeAgent provides the Subscription Service to our customers for their own business needs.

Use By Our Customers
Our customers use the Subscription Service to improve their business operations. When customers use the Subscription Service, they may collect Personal Data such as first and last name, email address, physical address, or phone number. FreeAgent does not control the content or type of Personal Data that our customers may choose to collect or manage using the Subscription Service. That Personal Data is controlled by them and is used, disclosed, and protected by them according to their own privacy policies. FreeAgent processes our customers’ information as they direct and in accordance with our agreements with our customers, and we store it on our service providers’ servers.

Our agreements with our customers prohibit us from using that information, except as necessary to provide and improve the Subscription Service, as permitted by this Privacy Policy, and as required by law.

We have no direct relationship with individuals who provide Personal Information to our customers. Our customers control and are responsible for correcting, deleting or updating information they have collected from using the Subscription Service.

2. How we Share Information we Collect

With Service Providers
We employ other third-party service providers to provide services on our behalf to our customers and Users of the Subscription Service and may need to share information with them to better provide our Subscription Service to our customers. Examples may include supplementing the information you provide us in order to provide you with better service, and providing customer service or support. These service providers are prohibited from using your Personal Data except for these purposes, and they are required to maintain the confidentiality of your information. In all cases where we share your information with such agents, we explicitly require the agent to acknowledge and adhere to our privacy and customer data handling policies.

Due to Corporate Events
If FreeAgent (or our assets) is acquired by another company, whether by merger, acquisition, bankruptcy or otherwise, that company would receive all information contained within our Subscription Service. In this event, you will be notified via email and/or a prominent notice on our website, of any change in ownership, uses of your Personal Data, and choices you may have regarding your Personal Data.

In accordance with Compelled Disclosure
We reserve the right to use or disclose your Personal Data if required by law or if we reasonably believe that use or disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or comply with a law, court order, or legal process.

3. FreeAgent Integration-Specific Third Party Privacy Disclosures
We may provide links within our Subscription Service to the sites or services of third parties. We are not responsible for the collection, use, monitoring, storage or sharing of any Personal Data by such third parties, and we encourage you to review those third parties’ privacy notices and ask them questions about their privacy practices as they relate to you.

Google Integrations
If you choose to integrate your Gmail or any other G Suite application with the Subscription Service you may use the following integrations and allow FreeAgent access to your Google user data.

Gmail Integration
By using the ‘Gmail Integration’ with the Subscription Service you will grant the Subscription Service access to information associated with your account, including contacts, emails, calendar, distribution lists, subject lines, and URLs of tracked links from your email, if you use the email tracking functionality. In addition, the Subscription Service will be able to read, modify, create, and send emails from your connected Gmail account. The Subscription Service will store replies, outgoing mail, email headers, subject line, distribution lists, aliases, time sent, and Email bodies. Your email may contain sensitive information, such as names of your contacts, your private communications, or financial or medical information. You understand that the correspondences you track may be visible to other users in your organization according to your organization’s security policies.

Additional Limits on Use of Your Google user Data:
Notwithstanding anything else in this Privacy Policy, if you provide FreeAgent with access to your Gmail data using the Gmail Integration, our use of that data will be subject to these additional restrictions:

We 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 to enhance the email experience for productivity purposes.

We 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.

FreeAgent will not use this Gmail data for serving advertisements.

FreeAgent 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 FreeAgent’s internal operations when the data have been aggregated and anonymized.

FreeAgent use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

Google Calendar Integration
The Subscription Service will have access to both your Google Calendar and any other calendar you access via Google in order to allow you to associate events with contacts in the CRM. The Subscription Service will have the ability to create and update individual calendar events.

Microsoft integrations
If you choose to integrate your Microsoft Office 365 of Exchange-EWS based account with the Subscription Service you may use the following integrations and allow FreeAgent access to your Microsoft user data:

Office 365 or Exchange-EWS based Integration
By using the Microsoft Office 365 or Exchange-EWS based Integration with the Subscription Service you will grant the Subscription Service access to information associated with your account, including contacts, emails, calendar, subject lines, and URLs of tracked links from your email, if you use the email tracking functionality. In addition, the Subscription Service will be able to read, modify, create, and send emails from your connected Microsoft Office 365 account. The Subscription Service will store replies, outgoing mail, email headers, subject line, distribution lists, aliases, time sent, and Email bodies. Your email may contain sensitive information, such as names of your contacts, your private communications, or financial or medical information. You understand that the correspondences you track may be visible to other users in your organization according to your organization’s security policies.

Generic Inbox Connection (IMAP)
If you connect your email account via IMAP (or Generic Inbox Connection), the Subscription Service will have access only to email address, password, server information, email metadata, and message bodies. Additionally, connecting your Outlook account via IMAP does not require you to connect any other Microsoft applications.

Data Practices and Service Data
We automatically collect metrics and information about how Users interact with and use the Subscription Service. We use this information to develop and improve the Subscription Services. We may share or publish this service data with third parties in an aggregated and anonymized manner, but we will not include any Customer Data or identify Users.If you access the Subscription Services via our mobile applications, we may also collect your device model and version, device identifier, and OS version.
When you use the Subscription Service, we automatically collect log files. These log files contain information about a Users’ IT system, a User’s IP address, browser type, domain names, internet service provider (ISP), the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, clickstream data, access times, and referring website addresses. We use this information to ensure the optimal operation of the Subscription Service and for security purposes. We may link log files to Personal Data such as name, email address, address, and phone number for these purposes.
You can log in to our site using a Single Sign-on (SSO) service like your Google account. This service will authenticate your identity and provide you the option to share certain Personal Data with us such as your name.

Other Integrations with the FreeAgent Service
You may choose to connect any number of applications or integrations, including our certified partner applications, with your FreeAgent Subscription Service. If you give an integration provider access to your FreeAgent account then your use of these integrations is subject to the service terms and privacy terms made available by that integrator. We are not responsible for third party integrators and in no case are such integration providers our sub-processors.

4. Use of Cookies

We may use cookies to authenticate your use of the Subscription Service. For example, if you’re signed-in to our Subscription Service, cookies help us show you the right information and personalize your experience. We use cookies to enable and support our security features, and to help us detect malicious activity. We also use cookies to manage your preferences and provide you with customized content. For example, cookies can tell us which language you prefer and what your communications preferences are.

5. Data Subject Requests

If you are a customer, prospect, or otherwise interact with one of our Customers and would no longer like to be contacted by one of our customers that use our Subscription Service, please contact the customer that you interact with directly. If you want to access, correct, amend, or delete data controlled by a FreeAgent customer, you should direct your query to the FreeAgent Customer (the data controller).

You may request the deletion of your FreeAgent account or Subscription Service by sending a request to support@freeagentcrm.com.

6. Data Retention

Customer Data collected during your use of the Subscription Service is retained for as long as you have a paid Subscription. Your data is deleted upon your written request or after an established period following the termination of all customer agreements. In general, Customer Data is deleted after your paid Subscription ends.

Last Updated: April, 2021

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