Your privacy is important to us. When you use AskCody services, you trust us with your information. This Privacy Statement is meant to help you understand what data we collect, why we collect it, and what we do with it.
People have different privacy concerns. Our goal is to be clear about what information we collect, so that you can make meaningful choices about how it is used. This is important; we hope you will take time to read it carefully.
The following sections provide additional information relevant to AskCody services. This policy applies to the AskCody services listed below, as well as other AskCody services that display this policy.
References to AskCody services in this policy include AskCody websites, apps, add-ins, plugins, and software.
We will ask for your consent before using information for a purpose other than those that are set out in this Privacy Statement.
Personal Data We Collect
AskCody collects data to operate effectively and provide you the best experiences with our services. You provide some of this data directly, such as when you create an AskCody account, submit a room search, order meeting room services, use our web portal, or contact us for support. We get some of it by recording how you interact with our services by, for example, using technologies like cookies, and receiving error reports or usage data from software running on your device. We also obtain data from third parties like Google Analytics. We also use services from other companies to help us determine a location based on your IP address in order to customize certain services to your location.
The data we collect depends on the services and features you use, and includes the following.
Name and contact data (If you have an AskCody account or is granted with an employer-account). We collect your first and last name, email address, phone number, and other similar contact data.
Credentials. We collect login and passwords (for admin users) and similar security information used for authentication and account access.
Demographic data. We collect data about you such as your country and preferred language.
Billing data (For organizational accounts only). We collect data necessary to process your payment if you make purchases.
Usage data. We collect data about how you and your device interact with our services. This includes data, such as the features you use, the items you purchase, the web pages you visit, and the room search terms and POIs you look for. This also includes data about your device and the network you use to connect to our services, regional and language settings. It includes information about the operating systems and other software installed on your device, including product keys. And it includes data about the performance of the services and any problems you experience with them.
Location data. We collect data about your location. Location data includes, for example, a location derived from your IP address or data that indicates where you are located with less precision, such as at a city or postal code level.
Content. We collect content of your meetings and communications when necessary to provide you with the services you use. For example, if you find a room using RoomFinder, order services for your meeting with Meeting+, or invite guests to your meeting with Welcome+. The content and data can include:
- Email of current user
- Email of organizer for the meeting
- Start/end time of meeting
- Exchange ID of the meeting
We also collect the content of messages you send to us, such as feedback and product reviews you write, or questions and information you provide for customer support. When you contact us, such as for customer support, phone conversations or chat sessions with our representatives may be monitored and recorded.
You have choices about the data we collect. When you are asked to provide personal data, you may decline. But if you choose not to provide data that is necessary to provide a service, you may not be able to use some features or services.
Service-specific sections below describe data collection practices applicable to use of those services.
How We Use Personal Data
We use the information we collect from all of our services to provide, maintain, protect and improve them, to develop new ones, and to protect AskCody and our users.
AskCody uses the data we collect for two basic purposes: (1) To operate our business and provide (including improving and personalizing) the services we offer to you, (2) to send communications, including promotional communications for other AskCody solutions, that will help you improve the utilization of the AskCody solution.
In carrying out these purposes, we combine data we collect through the various AskCody services you use to give you a more seamless, consistent and personalized experience.
Providing and improving our services. We use data to provide and improve the services we offer and perform essential business operations. This includes operating the services, maintaining and improving the performance of the services, including developing new features, research, and providing customer support. Examples of such uses include the following.
Providing the Services. We use data to carry out your transactions with us and to provide our services to you. Often, those services include personalized features that enhance your productivity and enjoyment, and tailor your service experiences based on your activities, interests and location.
- Customer support. We use data to diagnose service problems and provide other customer care and support services.
- Product activation. We use data - including device and application type, location, and unique device, application, network and subscription identifiers - in order to activate software and devices that require activation.
- Service Improvement. We use data to continually improve our services, including adding new features or capabilities.
- Security, Safety and Dispute Resolution. We use data to protect the security and safety of our services and our customers, to detect and prevent fraud, to confirm the validity of software licenses, to resolve disputes and enforce our agreements. Our communications and data syncing services systematically scan content in an automated manner to identify suspected spam, viruses, abusive actions, or URLs that have been flagged as fraud, phishing or malware links. We may block delivery of a communication or remove content if it violates our terms.
- Business Operations. We use data to develop aggregate analysis and business intelligence that enable us to operate, protect, make informed decisions, and report on the performance of our business.
Communications. We use data we collect to deliver and personalize our communications with you. For example, we may contact you by email or other means to inform you when a subscription is ending, let you know when security updates are available, update you or inquire about a service or repair request, invite you to participate in a survey, or tell you that you need to take action to keep your account active. Additionally, you can sign up for email subscriptions and choose whether you wish to receive promotional communications from AskCody by email.
Advertising. AskCody services are not supported by advertising. We don't use the data we collect to help select ads - whether on our own services or on services offered by third parties. We don't support adds based on your current location, search, or the content you are viewing. We don't target adds based on your likely interests or other information that we learn about you over time using demographic data, search queries, usage data, and location data. AskCody does not use what you say in emails or chats, or your documents, or other files to target ads to you. AskCody does not do data sharing, either in terms of sharing reports about about the data we have collected, or in terms of directly with service providers to permit them to provide services on our behalf or to a partner.
Cookies & Similar Technologies
You have a variety of tools to control cookies, and similar technologies, including browser controls to block and delete cookies and controls from some third-party analytics service providers to opt out of data collection through web beacons. Your browser and other choices may impact your experiences with our services.
An AskCody account
With an AskCody account, you can sign into AskCody services, as well as those of select AskCody partners. When you create your own AskCody account or AskCody organization account, we refer to that account as a personal AskCody account. When your account is created and provided to you by your organization, such as your employer, we refer to that account as an employer-account with limited access to features and settings.
Creating and using your AskCody account. When you create an AskCody account, you will be asked for certain personal data and we will assign a unique ID number to identify your account and associated information. While some services, such as those involving payment, require a real name, you can sign into and use some AskCody services without providing your real name. Some data you provide, such as your display name, email address and phone number, can be used to help others find and connect with you within AskCody services. For example, people who know your display name, email address or phone number can use it to enable notifications upon check-ins via Welcome+.
Signing in. When you sign into your AskCody account, we create a record of your sign-in, which includes the date and time, information about the service you signed into, your sign-in name, the unique number assigned to your account, a unique identifier assigned to your device, your IP address, and your operating system and browser version.
Signing into AskCody. Signing into your account enables improved personalization, provides seamless and consistent experiences across services, and allows you to access other enhanced features and settings. When you sign into your account, you will stay signed in until you sign out. When you are signed in, some services will display your name or username and your profile photo (if you have added one to your profile) as part of your use of AskCody services, including in your communications, social interactions and public posts.
Using employer-accounts. You can sign into certain AskCody services with an AskCody emplyer-account. If you sign in to AskCody services with an employer-account, the owner of the domain associated with your email address may control and administer your account, and access and process your data, including the contents of your communications and files. Your use of the services may be subject to your organization's policies, if any. AskCody is not responsible for the privacy or security practices of these organizations, which may differ from those of AskCody. If your organization is administering your use of the AskCody Services, please direct your privacy inquiries to your administrator.
Security of Personal Data
AskCody is committed to protecting the security of your personal data. We use a variety of security technologies and procedures to help protect your personal data from unauthorized access, use or disclosure. We understand that in order to realize the benefits of cloud computing, you as a company must be willing to trust your cloud provider with your data. When you invest in a cloud service, you must be able to trust that your data is safe, that data privacy is protected, and that you own and control your data in all its uses.
That's why we benefit from Microsoft's unmatched scale and experience running trusted enterprise cloud services around the globe and why AskCody is built on Microsoft Azure.
We leverage Microsoft's deep investments in technology, operational processes, and expertise to provide a trusted platform for the AskCody solution.
With Microsoft as our supplier of cloud services, we can take advantage of the Azure cloud more quickly while reducing security and compliance costs and minimizing risk to your organization.
What is Azure?
Azure is an open and flexible cloud platform that enables us to quickly build, deploy and manage services and applications across a global network of Microsoft-managed datacenters. Learn more about Azure on azure.microsoft.com.
Where We Store and Process Personal Data
Due to AskCody being built on Microsoft Azure, we leverage Microsoft's compliance program. Microsoft enterprise cloud services are independently validated through certifications and attestations, as well as third-party audits. In-scope services within the Microsoft Cloud meet key international and industry-specific compliance standards, such as ISO/IEC 27001 and ISO/IEC 27018, FedRAMP, and SOC 1 and SOC 2. They also meet regional and country-specific standards and contractual commitments, including the EU Model Clauses, UK G-Cloud, Singapore MTCS, and Australia CCSL (IRAP).
Learn more about the different supported infrastructure compliances on Microsoft Azure here: https://www.microsoft.com/en-us/TrustCenter/CloudServices/Azure
When data is transfered from the European Economic Area to other countries, Microsoft use a variety of legal mechanisms, including contracts, to help ensure your rights and protections travel with your data. Microsoft also adheres to the principles of the U.S.-EU Safe Harbor Framework and the U.S.-Swiss Safe Harbor Framework as set forth by the U.S. Department of Commerce regarding the collection, use and retention of data from the European Economic Area and Switzerland. To learn more about the Safe Harbor program, and to view our certification, please visit http://www.export.gov/safeharbor.
Changes to This Privacy Statement