This Privacy Notice (“Notice”) describes the information we gather on or through the SimpleKPI Service, how we use and disclose such information, and the steps we take to protect such information. This Notice is incorporated into and is subject to the SimpleKPI Terms of Service.
Definitions
- “Visitor” refers to any individual who accesses the Public Area of the SimpleKPI website but does not hold a User account or access the Restricted Area.
- “Service” refers to the SimpleKPI Services as defined in the Terms of Service, including the platform, features, and any associated tools provided by SimpleKPI.
- “Restricted Area” refers to secure sections of the SimpleKPI platform that are accessible only to Users and require valid login credentials for entry.
- “Public Area” refers to sections of the SimpleKPI website that are accessible to both Users and Visitors without requiring login credentials.
- “Personal Data” refers to any information that pertains to an identified or identifiable individual, such as names, contact details, or any data that can be linked to a specific person.
1. SimpleKPI Roles and Responsibilities
This section outlines SimpleKPI’s roles and responsibilities concerning the processing of Personal Data:
1.1 SimpleKPI as a Data Controller
SimpleKPI acts as a data controller when determining the purposes and means of processing your Personal Data. This includes data collected directly (e.g., when creating an Account or interacting with our Service) and automatically (e.g., via cookies or third-party sources). As a data controller, SimpleKPI ensures lawful, fair, and transparent data processing while safeguarding your rights.
1.2 SimpleKPI as a Data Processor
When processing data on behalf of Clients, SimpleKPI operates as a data processor. SimpleKPI does not control or own Client Data and accesses it only as authorized or necessary to deliver the Service.
1.3 Responsibilities of Data Subjects and Clients
If you are a data subject seeking to exercise your rights (e.g., access, correction, or deletion of Personal Data), please contact the Client directly. The Client, as the data controller, manages such requests under data protection laws. SimpleKPI processes Client Data solely based on Client instructions and does not access it unless explicitly authorized.
For further details or inquiries, please contact our Data Protection Officer at privacy@simplekpi.com.
2. The Information We Collect
2.1 Information Provided Directly to SimpleKPI
Account Signup
When creating an Account to access our Service, we collect essential information like your name and business email address to complete the signup process. Optionally, you can provide additional details such as your photo, time zone, and language preferences for account customization; however, these are not required to create an Account.
Payment Processing
When making a purchase, we collect your name, contact details, and payment information (e.g., credit card or other payment account details). We store the cardholder’s name, address, expiration date, and the last four digits of the card number, but we do not store the full credit card number. With your consent, we may securely store your payment information in encrypted form via our Payment Gateway Service Providers for faster future transactions.
Testimonials
If you authorize us, we may feature testimonials about our Service on our website, which can include your name and other Personal Data. You will have the opportunity to review and approve the testimonial before it is posted. To update or remove your testimonial, contact us at privacy@simplekpi.com.
2.2 Information Collected Automatically
Information from Browsers, Devices, and Servers
When you visit our Website, we collect information that web browsers, mobile devices, and servers provide, such as IP address, browser type, language preference, time zone, referring URL, access date and time, operating system, mobile device manufacturer, and mobile network details. This data is logged to better understand Website Visitors and tailor the Website experience to their needs.
Information from Cookies and Tracking Technologies
We use temporary and permanent cookies to identify Visitors and Users, enhancing their experience. Unique identifiers embedded in our downloadable products help us track product usage. Additionally, we utilize cookies, beacons, tags, scripts, and similar technologies to monitor Website navigation, gather demographic information, measure email campaign effectiveness, and target engagement.
Information from Application Logs and Mobile Analytics
We collect data from application logs and in-house analytics tools to understand your and your end-users’ interactions with our Service. This includes information on clicks, scrolls, features accessed, access times and frequency, errors, performance metrics, storage utilization, user settings, configurations, and devices and locations used to access the Service. This data helps us enhance the functionality and relevance of our offerings.
2.3 Information Collected from Third Parties
Signups Using Federated Authentication Providers
You can log in to the Service using federated authentication providers, such as LinkedIn, Microsoft, and Google. These services authenticate your identity and may share Personal Data, such as your name and email address, with us. Check your privacy settings on these services to manage what information is shared and review their terms and privacy notices before connecting them to our Service.
Information from Social Media and Public Sources
If you engage with us on social media platforms (e.g., Facebook, X (Twitter), LinkedIn) or leave feedback or reviews on marketplaces or review sites, we may collect publicly available information, such as profile details and comments. This data helps us improve our Service, understand user reactions, and, where appropriate, reproduce and publish your feedback on our Website. Note that such information may remain with us even if removed from the original platform. We may also update your profile information using other publicly available sources.
Information from Third-Party Integrations
When you integrate third-party services with your SimpleKPI Account, those integrations may request permissions to access data or exchange information with your Account. You are responsible for reviewing the permissions you grant to these third-party applications, as they may have access to view, store, and modify your Client Data. We are not responsible for their practices, so please carefully evaluate the permissions granted. For more details about third-party integrations, refer to the relevant section of our documentation.
Information from Resellers, Partners, and Service Providers
Resellers, partners, or service providers may share your information, such as name, email address, and company name, with us if you express interest in our Service (e.g., via a form or event registration). Event organizers for sponsored events may also share attendee information. Additionally, if you comment on a review of our Service, or if third-party providers help market our Service, we may receive information about you from those sources.
3. How We Use the Information We Collect
3.1 Operations
We use the information to set up and maintain your Account and facilitate our Service, including collaboration features, website hosting, email hosting, and data backup and restoration. We also use this information to provide customer support and improve interactions with Clients and Users, as well as to detect and prevent fraudulent transactions, illegal activities, and spam, protecting the rights and interests of SimpleKPI, its Clients, Users, and the public.
3.2 Improvements
We analyze how Users interact with our Service to troubleshoot issues, monitor usage trends, and improve functionality. We also track visitor behavior on our Website to enhance the user experience. Client Data processed for these purposes is anonymized or aggregated.
3.3 Communications
We use your information to inform you about products, services, or materials you’ve signed up for, as well as to notify you of changes to this Notice, the Terms of Service, or other important updates. Additionally, we may use your information to keep you updated on new features, events, promotions, and offers that may interest you, or to request feedback and invite you to participate in surveys to improve our Service.
3.4 Analytics
We update, expand, and analyze records to identify new customers and recommend relevant products or services. We enhance marketing campaigns by retargeting Users interested in our Service, finding similar high-value audiences, and ensuring relevant advertising for existing Clients.
3.5 Legal Bases for Processing Personal Data (UK, EEA, and Other Relevant Jurisdictions)
We process your Personal Data only when legally permitted, such as:
- To provide our Service: For operations, support, and personalized features.
- For legitimate interests: To ensure security, conduct research, improve marketing, and protect legal rights (without overriding your data protection rights).
- With your consent: For specific purposes where you’ve granted permission.
- To meet legal obligations: When compliance with applicable law is required.
You have the right to object to processing based on legitimate interests or direct marketing. If you withdraw consent, we will stop processing your information for the relevant purpose unless legally required to continue.
3.6 Additional Limits on Google User Data
For Users who enable email sync with Google accounts:
- SimpleKPI accesses Gmail data only to provide email features like composing, sending, and processing emails.
- Gmail data is not used for advertisements or shared with third parties unless necessary for compliance, security, or operational improvements.
- Human access to Gmail data is limited and occurs only with your explicit permission, for security purposes, legal compliance, or aggregated, anonymized internal operations.
- Our use of Google API data complies with Google API Services User Data Policy, including Limited Use requirements.
4. To Whom We Disclose Information
4.1 Unrestricted Information
Any information you choose to include in a Public Area of the Service (e.g., community forums, support materials, or blogs) is publicly available to Visitors and Users. This includes profile information or posts that remain even after your account is terminated. Be cautious about sharing sensitive information in these areas. Upon request, we can remove or correct posted content, but certain information may not be removable.
4.2 Other Users in Your Company Account
Information about your Service use is accessible to your Account Administrator(s) and may also be visible to other Users based on the account settings.
4.3 Service Providers
We work with third-party providers to support our Website, hosting, security, fraud detection, and other services. These providers may access Personal Data as required to perform their functions but are contractually obligated to maintain the confidentiality of this information.
4.4 Social Media
Our Website integrates social media features (e.g., Facebook "like" buttons, LinkedIn sharing, or X (Twitter) widgets). These features may share your activities on our Website with your social media profile, subject to the respective platform’s privacy policies. Interactions with such features are governed by the privacy notices of the social media providers.
4.5 Partners
We share data with trusted partners to assist with analytics, customer support, and sales. These partners may contact you with relevant products or services, adhering to our privacy and data protection standards. You can opt-out of such data sharing by contacting us at partners@simplekpi.com.
4.6 Non-Personally Identifiable Information
We may share aggregated or non-personally identifiable information with third parties for business purposes, such as understanding user behavior, complying with legal obligations, or marketing analysis. This data does not identify individuals and is subject to restrictions outlined in this Notice.
4.7 Law Enforcement, Legal Process, and Compliance
We may disclose Personal Data to comply with legal obligations or respond to valid court orders, subpoenas, or government requests. We may also disclose information to protect against liability, investigate fraud, safeguard our rights or the rights of others, and maintain Service integrity.
4.8 Change of Ownership
In the event of a merger, acquisition, bankruptcy, or sale of assets, Personal Data may be transferred to an acquirer or successor as part of the transaction. Such transfers will adhere to this Notice and any applicable data protection laws.
5. Data Security
At SimpleKPI, we prioritize the security of your data by implementing robust administrative, technical, and physical safeguards to prevent unauthorized access, use, modification, disclosure, or destruction of the information you entrust to us. These measures are audited and certified to meet industry standards. However, no security system is completely foolproof, and due to the inherent risks of the Internet, we cannot guarantee that data, including Personal Data, will always be safe from intrusion or unauthorized access. You are responsible for maintaining the confidentiality of your password(s) and other authentication methods and ensuring the security of your devices. For more details about our security measures, certifications, and policies, please visit our Help Center. If you believe your Personal Data has been compromised, contact us through the details provided in the “How to Contact Us” page. In the event of a security breach, we will notify you and the relevant authorities in accordance with applicable law.
6. Data Retention
We retain your Personal Data only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce agreements. Once we no longer have a legitimate need to process your information, we delete or anonymize it from active databases. Data stored on backup systems is securely isolated and retained only until deletion is technically feasible.
- The contents of closed Accounts are deleted within 90 days of closure.
- The contents of closed Free Trial Accounts are deleted within 60 days of closure.
- Server archival backups are retained for 120 days.
- Clients may choose to retain their data upon account cancellation. Data flagged by the Client not to be deleted will remain in our system for up to 6 months before it is permanently deleted.
7. Your Choices
7.1 Your Rights with Respect to Information We Hold About You as a Controller
- Right to Access: You can request details of the Personal Data we hold about you.
- Right to Rectification: You can request corrections to inaccurate or incomplete Personal Data.
- Right to Deletion: You can request the deletion of your Personal Data in certain circumstances, such as when it is no longer needed for its original purpose or if processing was based on your consent, and you wish to withdraw it.
- Right to Restrict Processing: You can request restricted use of your data under certain conditions, such as when you contest the accuracy of the data or object to our processing of it.
- Right to Data Portability: You can request the transfer of your Personal Data to another entity in a structured, machine-readable format where applicable.
- Right to Object: You can object to the processing of your data in specific circumstances, such as for legitimate interests or direct marketing.
- Right to Complain: If you have concerns about our handling of your data, you can file a complaint with the relevant supervisory authority.
You can access, amend, or delete your Personal Data by contacting us as described in the "How to Contact Us" section. Upon request, we will delete or block references to you in our databases. Additionally:
- You can update, correct, or delete your Account details via your Account settings. Changes will be reflected in active databases, but we may retain backup copies for legal or operational purposes.
- Declining to share certain information may limit the functionality or features available to you.
- Optional profile information, such as photos, can be added, modified, or removed via Account settings.
7.2 Opting Out
We provide various options for opting out of data processing activities:
- Marketing Purposes: Opt out of data sharing for advertising by submitting a request here or updating preferences in the "Marketing Preferences" tab within the Service.
- Cookies: Manage cookie preferences via the "Cookie Settings" link on our Website.
- Commercial Communications: Opt out of newsletters or non-essential emails using the “unsubscribe” link in those messages or by contacting us directly. Essential notifications, such as Account updates or security alerts, will still be sent.
- Navigation Information: Opt out of tracking via Google Analytics using the Google Analytics Opt-out tool or by disabling browser cookies.
You can also reach out to us at privacy@simplekpi.com to adjust your preferences or request assistance.
7.3 Information Processed on Behalf of Clients
SimpleKPI does not have direct relationships with its Clients’ customers or third parties whose Personal Data it processes. For access, corrections, or consent withdrawal, individuals should contact the Client or User they interact with directly.
SimpleKPI Clients can manage, amend, or delete Personal Data within the application or by contacting support@simplekpi.com.
8. Updates to This Privacy Notice
This Privacy Notice may be revised periodically to reflect changes in our practices, services, or to address operational, legal, or regulatory requirements. Updated versions will be made available through the Service, with the most recent revision date clearly displayed. We recommend checking this page regularly to stay informed about any changes. By continuing to use the Service after an update takes effect, you acknowledge and agree to the revised terms of this Privacy Notice.
9. Contacting Us
If you have any questions or concerns about this Privacy Notice, your Personal Data, or our privacy practices, please reach out to us at privacy@simplekpi.com. For complaints or more specific concerns, you can also contact our Data Protection Officer directly at dpo@simplekpi.com.