Last updated: 09-04-2024
We have updated the account and profile information as user role and phone number are required when using CtrlPrint in order to enhance customer support and marketing communications. The sections on how we use the collected information have been updated accordingly.
Data Security
We provide our customers’ compliance with high-security standards, such as encryption of data both in transit and at rest, across public as well as private networks, certification in accordance with ISO 27001, Distributed Denial of Service (“DDoS”) mitigations, and an on-call Security Team.
Disclosure of Customer Service Data
CtrlPrint only discloses Service Data to third parties where disclosure is necessary to provide the services or as required to respond to lawful requests from public authorities.
Trust
CtrlPrint has developed security protections and control processes to help our customers ensure a secure environment for their information. Independent third-party experts have confirmed CtrlPrint’s adherence to high industry standards.
Data Hosting Locality
Customer data is stored within the European Union, and only leaves the region upon customer request.
Access Management
CtrlPrint provides our customers with highly secure encryption features by default. We also maintain full audit logging for all data access in CtrlPrint, and only access customer data upon authorized requests by our customers in order to provide a high level of customer support, or as required by law.
What personal information does CtrlPrint collect from you?
We collect information about you when you provide it to us, or when you use our Services.
The information you provide to us
We collect information about you when you input it into the Services or otherwise provide it directly to us.
Account and Profile Information: We collect information about you when you register for an account, or when an account is created for you, and when your profile is modified. For example, it is required to provide a valid name, company, role, email address and phone number to create an account in CtrlPrint, and you may also choose to provide additional personal information or other profile information that can be used by your CtrlPrint contacts to get in touch with you. This content is used by CtrlPrint to validate and secure your account, and to contact you in case of important events that require us to contact you in order to fulfill our obligations to you as a customer, such as in the case of data breaches, unscheduled or scheduled downtime, or to provide you with other important information related to CtrlPrint.
The content you provide through our products: The Services include the CtrlPrint web and desktop applications you use, where we collect and store the content that you save to CtrlPrint, or otherwise post, send or share. This content includes any information that you enter into the documents that you store in CtrlPrint, any comments that you enter relating to the documents, or any other content you share in CtrlPrint. We do not in anyway extract or otherwise use this information.
Content that you provide through our websites: The Services also include our websites owned or operated by us. We collect other information that you purposefully choose to send to us using clearly marked forms on the websites. These forms are for instance contact forms. We use this information in order to get in touch with you and to send you information that you subscribe to.
The information you provide through our support channels: The Services also include customer support, where you may choose to submit information regarding a problem you are experiencing with a Service. Whether you are the designated technical contact, open a support ticket, speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshot or information that would be helpful in resolving the issue. We use this information to help resolve your issue and to further improve our product by finding areas for improvement.
The information you provide through our customer surveys: To improve the Service, we regularly ask our customers to fill out surveys. Participating in these surveys are optional, and it is possible to answer them anonymously. If you choose to provide your contact information with the response, we may use that information to get in touch with you to further clarify any responses that you have given.
Billing Information: We collect company billing information when you become a CtrlPrint customer. For example, we ask you to designate a billing representative, including name and contact information. We use this information to inform you about how to pay for the Services.
Information we collect automatically when you use the Services
CtrlPrint collects information about you when you use our Services, including browsing our websites, contacting our support and taking certain actions within the Services.
Your use of the Services: We keep track of certain information about you when you visit and interact with any of our Services. This information includes the features you use, the document you access, and your changes to the documents. We also collect information about the teams and people you work with. We use this information for capacity predictions and planning, as well as to help us understand which features are most heavily used.
Device and Connection Information: We collect information about your computer, including your operating system and your web browser, as well as your public IP address. We use this information to help us understand the technical requirements of our users, for instance, to understand which web browsers and versions that are most commonly used.
Cookies: CtrlPrint uses session cookies to track you throughout a user session. In some cases we also use Google Analytics to analyse the usage of our websites. Our support site https://support.ctrlprint.net is hosted by Zendesk. Their cookie policy can be accessed on their site.
How we use the information we collect
How we use the information we collect depends in part on which Service you use, how you use it, and any preferences you have communicated to us. These are the purposes for which we use the information we collect about you:
To provide the Services: We use information about you, and information that you provide to authenticate you when you log in, provide customer support, and operate and maintain the Services. For example, we use the name and details you provide in your account to identify you to other Service users that you are connected to. We also use a users id to track changes to the documents in the Services. We analyse traffic usage to plan and predict the capacity required to provide a good service level.
For research and development: We are always looking for ways to make our Services smart, faster, more secure and useful to you. We use the collected information to troubleshoot and to identify trends, usage, activity patterns and areas for improvement of the Services. We also test and analyse certain new features with some users before rolling the feature out to all users.
To communicate with you about the Services: We use your contact information to send transactional communications via email and within the Services, including other users responses to your comments, new comments, chapter notifications and other notifications from within the Services, as well as to provide customer support, and sending you technical notices, updates, security alerts, and administrative messages. We may also send you communications as you onboard the Services in order to support you through the process. Many of these communications are part of the Services and in some cases, you cannot opt out of them. When an opt-out is available, you will find that option within the communication itself.
To market, promote, and drive engagement with the Services: We use your contact information to provide promotional communications that may be of specific interest to you by available communication channels. These communications are aimed at maximizing your experience with CtrlPrint, including information about new features, survey requests, newsletters and events. You can control whether you receive these communications as described below under “Opt-out of communications.”
Customer support: We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyse crash information and to repair and improve the Services.
For safety and security: We use information about you and your Service use to verify accounts and activity, to monitor suspicious and fraudulent activity and to identify violations to Service policies.
To protect our legitimate business interests and legal rights: Where required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we use information about you in connection with legal claims, compliance, regulatory, audit functions, and disclosures in connection with the acquisition, merger or sale of a business.
With your consent: We use information about you where you have given us consent to do so for a specific purpose not listed above. For example, we may publish testimonials or featured customer stories to promote the Services, with your permission.
The legal basis for processing (for EEA users): If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have a legal basis for doing so under applicable EU laws. The legal basis depends on the Services you use and how you use them. This means we collect and use your information only where:
- We need it to provide you with the Services, operate the Services, provide customer support, personalise features and to protect the safety and security of the Services;
- It satisfies a legitimate interest (which is not overridden by your data protection interests), such as for research and development of the Services, to market and promote the Services and to protect our legal rights and interests;
- You give us consent to do so for a specific purpose; or
- We need to process your data to comply with a legal obligation.
If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your information because we or a third party (e.g. your employer) have a legitimate interest to do so, you have the right to object to that use – however, in some cases, this may mean no longer using the Services.
How we share information we collect
We make collaboration tools, and we want them to work well for you. This means sharing information through the Services. We share information we collect about you in the ways discussed below, including in connection with possible business transfers, but we are not in the business of selling information about you to advertisers or other third parties.
Sharing with other Service users
When you use the Services, we share certain information about you with other Service users.
For collaboration: Some of the collaboration features in our Services display some or all of your profile information to other Service users that you are connected to. For example, when you make a comment, or upload a new version of a document, your name and possibly email address is displayed to other users in the same project.
Support and managed accounts: Your employer, other users that you collaborate with and CtrlPrint support have access to your profile information. For instance, CtrlPrint support may in the event of onboarding or for support requests initiated by you access your profile information in order to validate your request, in line with our ISO27001 protocols.
Sharing with third parties
We share information with third parties that help us operate, provide, improve, integrate, customize, support and market our Services.
Service Providers: We work with third-party service providers to provide hosting, backup, storage, virtual infrastructure, and communication services, which may require them to access or use information about you. If a service provider needs to access information about you to perform services on your behalf, they do so under instruction from us, including in adherence to policies and procedures designed to protect your information.
With your consent: We share information about you with third parties when you give us consent to do so. For example, we often display personal testimonials of satisfied customers on our public websites. With your consent, we may post your name alongside the testimonial.
Compliance with Enforcement Requests and Applicable Laws; Enforcement of Our Rights: In exceptional circumstances, we may share information about you with a third party if we believe that sharing is reasonably necessary to (a) comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements, (b) enforce our agreements, policies and terms of service, (c) protect the security or integrity of our products and services, (d) protect CtrlPrint, our customers or the public from harm or illegal activities, or (e) respond to an emergency which we believe in good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person.
Sharing with affiliated companies
We share information we collect with affiliated companies and in some cases, with prospective affiliates. Affiliated companies are companies owned or operated by CtrlPrint. The protections of this privacy policy apply to the information we share in these circumstances.
CtrlPrint Companies: We share information we have about you with CtrlPrint’s corporate affiliates in order to operate and improve products and services and to offer other CtrlPrint affiliated services to you. This includes companies that own or operate the services in the CtrlPrint product family.
Business transfers: We may share or transfer information we collect under this privacy policy in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of the CtrlPrint businesses to another company. You will be notified via email and/or a prominent notice on the Services if a transaction takes place, as well as any choices you may have regarding your information.
How we store and secure the information we collect
Information storage and security
We use data hosting service providers within the European Union to host the information we collect, and we use technical measures to secure your data. While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others. We will respond to requests about this within a reasonable timeframe.
How long we keep information
How long we keep the information we collect about you depends on the type of information, as described in further detail below. After such time, we will either delete or anonymise your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.
Account information: We retain your account information until you delete your account. We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations and to continue to develop and improve our Services. Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyze personal characteristics about you.
The information you share on the Services: If your account is deactivated or disabled, some of your information and the content you have provided will remain in order to allow your team members or other users to make full use of the Services. For example, we continue to display comments and content you provided in projects and in documents.
Managed accounts: If the Services are made available to you through an organization (e.g., your employer), we retain your information as long as required by the administrator of your account. For more information, see “Support and managed accounts” above.
Marketing information: If you have elected to receive marketing communication from us, we retain information about your marketing preferences unless you specifically ask us to delete such information. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.
How to access and control your information
You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations. We will respond to requests about this within a reasonable timeframe.
Your Choices
You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format. Below, we describe the tools and processes for making these requests. You can exercise some of the choices by logging into the Services and using settings available within the Services or your account. Where the Services are administered for you by an administrator (see “Notice to End Users” below), you may need to contact your administrator to assist with your requests first. For all other requests, you may contact us as provided in the Contact Us section below to request assistance.
Your request and choices may be limited in certain cases: for example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we or your administrator are permitted by law or have compelling legitimate interests to keep. If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work or where you feel your rights were infringed.
Access and update your information: Our Services and related documentation give you the ability to access and update certain information about you from within the Service. For example, you can access your profile information from your account. You can update your profile information within your profile settings and modify content that contains information about you using the editing tools associated with that content.
Deactivate account: An administrator can deactivate your access to a project or CtrlPrint. To do so, please contact your administrator. If you are an administrator and are unable to deactivate an account through your administrator settings, please contact CtrlPrint support. Please be aware that deactivating access to a project or CtrlPrint does not delete your information; your information remains visible to other Service users based on your past participation in the Services. For more information on how to delete your information, see below.
Delete your information: Our Services and related documentation give you the ability to delete certain information about you from within the Service. For example, you can remove content that contains information about you using the editing tools associated with the content you’ve entered and you can remove certain profile information from your profile settings. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.
Request that we stop using your information: In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don’t have the appropriate rights to do so. For example, if you believe a Services account was created for you without your permission or you are no longer an active user, you can request that we delete your account as provided in this policy. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate your request. If there is a delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honoured or the dispute is resolved, provided your administrator does not object (where applicable).
Opt out of communications: You may opt out of receiving promotional communications from us by using the unsubscribe link within each email, updating your email preferences within your Service account settings menu, or by contacting us as provided below to have your contact information removed from our promotional email list or registration database. Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding our Services.
Turn off Cookie Controls: As CtrlPrint only uses cookies to track logged in users, there is no way to disable cookies.
Send “Do Not Track” Signals: Some browsers have incorporated “Do Not Track” (DNT) features that can send a signal to the websites you visit indicating you do not wish to be tracked. Because there is not yet a common understanding of how to interpret the DNT signal, our Services do not currently respond to browser DNT signals. You can use the range of other tools we provide to control data collection and use, including the ability to opt out of receiving marketing from us as described above.
Data portability: Data portability is the ability to obtain some of your information in a format you can move from one service provider to another (for instance, when you transfer your mobile phone number to another carrier). Depending on the context, this applies to some of your information, but not to all of your information. Should you request it, we will provide you with an electronic file of your basic account information and the information you create on the spaces under your sole control, like your own comments.
How we transfer information we collect internationally
International transfers of information we collect
We collect information globally and primarily store that information within the European Union. We transfer, process and store your information outside of your country of residence, to wherever we, CtrlPrint or our third-party service providers operate for the purpose of providing you with the Services. Whenever we transfer your information, we take steps to protect it.
International transfers within the CtrlPrint Companies: To facilitate our global operations, we transfer information to Ireland and allow access to that information from countries in which CtrlPrint and other CtrlPrint corporate affiliates have operations for the purposes described in this policy. These countries may not have equivalent privacy and data protection laws to the laws of many of the countries where our customers and users are based. When we share information about you within and among CtrlPrint corporate affiliates, we make use of standard contractual data protection clauses, which have been approved by the European Commission.
International transfers to third parties: Some of the third parties described in this privacy policy, which provide services to us under contract, are based in other countries that may not have equivalent privacy and data protection laws to the country in which you reside. When we share information of customers in the European Economic Area or Switzerland, we make use of the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks, European Commission-approved standard contractual data protection clauses, binding corporate rules for transfers to data processors, or other appropriate legal mechanisms to safeguard the transfer.
Other important privacy information
Notice to End Users
Our products are intended for use by organizations. As the Services are made available to you through an organization (e.g. your employer), that organization is the administrator of the Services and is responsible for the end-users and/or Service sites over which it has control. Please direct your data privacy questions to your administrator, as your use of the Services is subject to that organization’s policies. We are not responsible for the privacy or security practices of an administrator’s organization, which may be different than this policy.
CtrlPrint administrators are able to restrict your access to and privileges within the respective projects the administrator controls. In some cases, administrators can also:
- require you to reset your account password;
- restrict, suspend or terminate your access to the Services or your account;
- change your account information, including profile information or the email address associated with your account;
- access information in and about your account; and
- access or retain information stored as part of your account.
If you do not want an administrator to be able to assert control over your account or use of the Services, you are required to stop using the Services, and contact your administrator to withdraw your account.
Please contact your organization or refer to your administrator’s organizational policies for more information.
Our policy towards children
The Services are not directed to individuals under 16. We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact our support services.
Changes to our Privacy Policy
We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice by adding a notice on the Services homepages, login screens, or by sending you an email notification. We will also keep prior versions of this Privacy Policy in an archive for your review. We encourage you to review our privacy policy whenever you use the Services to stay informed about our information practices and the ways you can help protect your privacy.
If you disagree with any changes to this privacy policy, you will need to stop using the Services and deactivate your account(s), as outlined above.
Contact Us
Your information is controlled by CtrlPrint AB. If you have questions or concerns about how your information is handled, please direct your inquiry to CtrlPrint AB, as set forth below or, if you are a resident of the United Kingdom, please contact our UK Representative.
CtrlPrint AB
Karlavägen 96
115 26 Stockholm
E-Mail: privacy@ctrlprint.net
CtrlPrint UK Ltd.
Octagon Point, 5 Cheapside,
London EC2V 6AA
E-Mail: privacy@ctrlprint.net