Privacy policy

Effective Date: June 24, 2020

WorkPatterns dba Charma ("Charma", "we", "our", "us"), put great efforts in making sure that the personal information processed by us is safe and used properly, and that our data practices are properly communicated to our customers, users and prospects.This Privacy Policy describes how we collect, store, use and disclose the following types of personal information:

Customer Data: Personal information relating to individual users of the Charma proprietary communication and collaboration application (together with all related websites and services, the “Services”) that we collect, analyze, process and manage on our customers’ behalf.
Charma User Data: Personal information relating to individual users of the Services that we collect, analyze, process and manage for our own benefit.
Charma Website & Prospect Data: Personal information relating to visitors of www.charma.com and any other sites owned or operated by us (“Sites”), participants at our events, and any other prospective customer or partner who visits or otherwise interacts with any of our websites, online ads and content, emails or communications under our control.

You are not legally required to provide us with any personal information, and may do so (or avoid doing so) at your own free will. If you do not wish to provide us with your personal information, or to have it processed by us or any of our Service Providers (defined below), please avoid any interaction with us or use of our Services.

Specifically, this Privacy Policy describes our practices regarding:

Our Services enable users designated by our customers (“Authorized Users”) to track and take notes on 1:1s and other meetings; discuss, chat and exchange feedback; and track goals, priorities and action items and other items as they relate to working together.

A. Customer Data: We collect and generate the following types of personal information, on our customer’s behalf, concerning Authorized Users’ use of our Services (to the extent so collected, referred to as “Customer Data”):

user account information, including e-mail address and, when applicable, hashed password;
profile and contact information, including name, title, team, company, e-mail and phone number, and additional information and media submitted by Authorized Users, their teammates or their organization;
usage information, including connectivity, technical and aggregated usage data, such as user agent, IP addresses, device data (like type, OS, device id, browser version, locale and language settings used), activity logs, session recordings, and the cookies installed or utilized on your device;
direct interactions and communications with us (including recordings and transcripts of your calls and emails with us, e.g. for user enablement, support, and training purposes).

B. Charma User Data: We collect and generate, for our own purposes, the same types of personal information included in the definition of “Customer Data” above, concerning Authorized Users’ use of our Services (to the extent so collected, referred to as “Charma User Data”).

C. Charma Website & Prospect Data: We collect and generate, for our own purposes, the following types of personal information concerning visitors to our websites and associated apps and integrations, and concerning customers and prospects (“Charma Website & Prospect Data”):

Usage information collected from visitors to our websites and associated apps and integrations (connectivity, technical and aggregated usage data, such as user agent, IP addresses, device data (like type, OS, device id, browser version, locale and language settings used), activity logs, session recordings, and the cookies and pixels installed or utilized on their device;
Customer account information (contact, contractual and billing details concerning our customers, which may also contain the details of their internal focal persons who directly engage with Charma concerning their organizational account, e.g. the account administrators, billing contacts and authorized signatories on behalf of the customer; as well as the customer’s needs and preferences, as identified to us or recognized through our engagement with them);
Information concerning our customers and prospects (contact and business details, our communications with such customers and prospects (correspondences, call and video recordings, and analyses thereof), as well as any needs, preferences, attributes and insights relevant to our potential engagement).

We collect such data either automatically, through the data subject’s interaction with us or with our Sites or Services; or through third-party services, social media, analytics tools, events we organize or participate in, and other business initiatives.

We process and use Customer Data in accordance with the reasonable instructions of our customer. Accordingly, to the extent that the California Consumer Privacy Act (“CCPA”) applies, our customer will be deemed the “business” (under the CCPA) with respect to Customer Data; and WorkPatterns will be deemed the “service provider” when processing such data.

We process and use WorkPatterns User Data and WorkPatterns Website & Prospect Data for the following general purposes:

As necessary for the performance of our Services;

To comply with our legal and contractual obligations;

To support our legitimate interests in maintaining and improving our Services, e.g. in understanding how our Services are used and how our campaigns are performing, and gaining insights which help us dedicate our resources and efforts more efficiently;

In marketing, advertising and selling our Services;

In providing customer service and technical support; and

In protecting and securing our customers, users, visitors, prospects, ourselves and our Services.

Specifically, we use WorkPatterns User Data and WorkPatterns Website & Prospect Data for the following purposes:

To facilitate, operate, and provide our Services;

To improve our data analytics models;

To train our customer and user-facing staff;

To authenticate the identity of our users, and to allow them access to our Services;

To provide our customers and users with assistance and support;

To gain a better understanding on how individuals use and interact with our Sites and Services, and how we could improve their and others’ user experience, and continue improving our products, offerings and the overall performance of our Services;

To facilitate and optimize our marketing campaigns, ad management and sales operations, and to manage and deliver advertisements for our products and services more effectively, including on other websites and applications. Such activities allow us to highlight the benefits of using our Services, and thereby increase your engagement and overall satisfaction with our Services. This includes contextual, behavioral and interests-based advertising based on your activity, preferences or other data available to us or to our business partners;

To obtain additional information about users by submitting users’ email addresses for processing through data enrichment providers;

To contact our customers, users and prospects with general or personalized service-related messages, as well as promotional messages that may be of specific interest to them;

To facilitate, sponsor and offer certain events, contests and promotions;

To support and enhance our data security measures, including for the purposes of preventing and mitigating the risks of fraud, error or any illegal or prohibited activity;

To create aggregated statistical data, inferred non-personal information, or anonymized or pseudonymized data (rendered non-personal and non-identifiable), which we or our business partners may use to provide and improve our respective services, or for any other purpose; and

To comply with applicable laws and regulations.

We do not sell personal information included in WorkPatterns User Data or WorkPatterns Website & Prospect Data.

We may share personal information included in Customer Data, WorkPatterns User Data and Website & Prospect Data as follows:

Legal Compliance: In exceptional circumstances, we may disclose or allow government and law enforcement officials access to your personal information, in response to a subpoena, search warrant or court order (or similar requirement), or in compliance with applicable laws and regulations. Such disclosure or access may occur if we believe in good faith that: (a) we are legally compelled to do so; (b) disclosure is appropriate in connection with efforts to investigate, prevent, or take action regarding actual or suspected illegal activity, fraud, or other wrongdoing; or (c) such disclosure is required to protect our legitimate business interests, including the security or integrity of our products and services.

Service Providers: We may engage selected third party companies and individuals to perform services complementary to our own. Such service providers include hosting and server co-location services, communications and content delivery networks (CDNs), data and cyber security services, billing and payment processing services, fraud detection and prevention services, web analytics, e-mail distribution and monitoring services, session or activity recording services, remote access services, performance measurement, data optimization and marketing services, social and advertising networks, content providers, e-mail, voicemails, support and customer relation management systems, and our legal, financial and compliance advisors (collectively, “Service Providers“).

Service Providers may have access to Customer Data, WorkPatterns User Data and Website & Prospect Data, depending on each of their specific roles and purposes in facilitating and enhancing our Services, and may only use it for such limited purposes as specified in our agreements with them.

Third Party Websites and Services: Our Sites and Services may include links to third party websites, and integrations with third party services. Such websites and third party services, and any information you process, submit, transmit or otherwise use with such websites and third party services, are governed by such third party’s terms and privacy practices and policies, and not by this Privacy Policy. We encourage you to carefully read the terms and privacy policies of such website and third party services.

Sharing Personal Data with our Customers and other Users: You have the ability to specify other users belonging to the same customer’s account who will have access to Customer Data generated through your use of the Services. Customer Data relating to your use of the Services may also be available to other users and administrators belonging to the same customer’s account.

Some portions of WorkPatterns User Data may be shared with the administrator of the customer’s account to which a user belongs (including data and communications concerning such user’s account). In such cases, sharing such data means that the administrator(s) or other users of the same account may access it on behalf of the customer, and will be able to monitor, process and analyze the personal information contained therein. This includes instances where you may contact us for help in resolving an issue specific to a team of which you are a member (and which is managed by the same customer).

Protecting Rights and Safety: We may share personal information with others if we believe in good faith that this will help protect the rights, property or personal safety of WorkPatterns, any of our users or customers, or any members of the general public.

Change in Control or Ownership: Should WorkPatterns undergo any change in control or ownership, including by means of merger, acquisition or purchase of substantially all or part of its assets, personal information may be shared with or transferred to the parties involved in such an event. If we believe that such change in control might materially affect your personal information then stored with us, we will notify you of this event and the choices you may have via e-mail or prominent notice on our Services.

Additional Data Sharing: We may share WorkPatterns User Data and Website & Prospect Data in additional manners, pursuant to your explicit approval, or if we are legally obligated to do so, or if we have successfully rendered such data non-personal, non-identifiable and anonymous. We may transfer, share or otherwise use non-personal and non-identifiable data at our sole discretion and without the need for further approval.