Peoplebox

Privacy Policy

Last updated: 10th Nov 2022

Dealing with clientele is a matter of trust. We respect and value the trust placed in us and ensure that we handle all the information provided to us carefully and protect against any misuse.

The purpose of this privacy policy is to bring transparency to how we collect, store, and use data. The sections below should be referred to identify the nature, scope, and purpose of the collection and use of data on the website of Peoplebox.ai.

Scope of the Privacy Policy

This Privacy Policy applies to Peoplebox.ai products, website and other interactions (e.g., customer service inquiries, customer support, etc.) you may have with Peoplebox.ai. The organization (e.g., your employer or another entity or person) that entered into the Terms of Services (“Customer”) controls the instance of their account and any associated Customer Data.

How do we use your Information?

Peoplebox.ai has three products: OKRs, Performance Management & Employee Engagement. OKR Platform is a goal management platform which is used for tracking and reporting the most important priorities of a particular team or an employee. Business Reviews is an extension of the OKR product, which helps conducts leaders & teams conduct their weekly/monthly/quarterly business updates. Employee Engagement product is a survey tool that collects anonymous feedback from the employees and generates data insights and action-based outcomes for leadership. Performance Management Platform is a manager improvement tool that collects anonymous & non-anonymous feedback from the teams and shares action-based insights with the managers to address the concerns.

OKR Product: When Peoplebox.ai engages with a client for an OKR product, we collect data on the following items from the Human Resources department or the relevant team

Name, Official Email ID, Employee ID, Reporting Manager Name, Reporting Manager ID, Department,  Gender, Location, Age, Title, Level, Division, Business Unit, Report Count, Integration with Slack/Teams.

In many instances, clients integrate various 3rd party software with Peoplebox. For such cases, the data that is needed to access the required information is collected by Peoplebox.

Engagement Product: When Peoplebox.ai engages with a client for an Engagement product, we collect data on the following items from the Human Resources department.

Name, Official Email ID, Employee ID, Reporting Manager Name, Reporting Manager ID, Department,  Gender, Location, Age, Title, Level, Division, Business Unit, Report Count.

Performance Product: When Peoplebox.ai engages with a client or a Manager (through self-sign-up) for the Performance product, we collect data on the following items either from the Human Resources department or the Manager.

Name, Official Email ID, Employee ID, Reporting Manager Name, Reporting Manager ID, Department, Gender, Location, Age, Title Level, Division, Business Unit, Report Count, Integration with Slack/ Google Calendar.

In principle, you can visit our website without telling us who you are. Every time a user accesses a page on the internet and every time a file is opened, information about this process is stored in a log file. This is not personal information as we cannot determine which user has accessed what data.

When you register with Peoplebox.ai as an Individual User/ Customer, information is needed to set up your account. This includes:

Name, Company name, Email address, Phone Number, Designation, Product of Interest, Company Communication Tool

Peoplebox.ai processes your Personal Data in the following scenarios: (a) to facilitate your access and use of the Websites and Services; (b) to improve the Websites and the Services; (c) to process and complete payment transactions; (d) to provide onboarding services, customer success services, customer service and support; (e) to market and advertise in compliance with applicable law ; (f) to perform analytics in connection with the Website and Services; (g) to investigate and prevent fraudulent transactions, unauthorized access to the Websites and Service(s), and other illegal activities; (h) to personalize the Websites and Service(s);

Peoplebox.ai is a processor of User/ Customer Data and the Customer is the controller. The Customer may, for example, use our Services to grant and remove access to a feature, assign roles and configure settings, access, modify, export, share and remove Customer Data and otherwise apply its policies to the Services. Any transfer of personal data to state institutions and authorities will take place only as required by legislation.

Peoplebox.ai will send a welcome email, as well as emails regarding the status of feedback collection and review, one on one meetings, appreciation emails, reminder emails etc. All emails may be disabled by either the recipient on their settings page or company-wide by the system’s administrators. Administrators will at times receive Peoplebox.ai product-related announcements in order to inform about upcoming changes. These emails can be unsubscribed from at any time as well.

If you are making use of our Services, during typical use we will only collect the data that we need to provide those services. If we ask for further information, it will be provided voluntarily. We only process personal data in order to carry out the requested service and to protect legitimate business interests. All of your data remain private and confidential.

What is the place of data processing?

Peoplebox.ai is an international company. Therefore, personal data could be transferred to the corporate office to perform data processing tasks. In addition, the use of various service providers may also result in the processing of your data in European and non-European countries. If this is the case, sufficient contractual agreements and guarantees have been made to allow for data processing within the legal framework.

How can I find out what Personal Data the Company holds about me?

To see the Personal Data we have collected through the Platforms that relate to you or to withdraw it and/or to correct or update this Personal Data, please email us at support@peoplebox.ai. To protect your privacy and security we may take reasonable steps to verify your identity before granting access.

Use of cookies

Peoplebox.ai uses a technology called “cookies” to store session information. A cookie is a small amount of data, which includes an anonymous unique identifier that is sent to your browser from our website’s computers and stored on your computer’s hard drive. Peoplebox.ai will set and access small Improvements cookies on your computer. Cookies are needed to use the Peoplebox.ai service. Learn more in our cookie policy.

Google Analytics

This website and Peoplebox.ai platform use Google Analytics, a web analytics service provided by Google, Inc. (“Google”).

Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of the website is usually transmitted to and stored by Google on servers in the United States.

Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services for the website operator relating to website activity and internet usage. Google will not associate your browser’s IP address transmitted for Google Analytics purposes with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser.

Please note that we use a setting called “anonymizeIP” in order to mask your IP address before sending it to Google Analytics. You can opt-out from collecting data about the usage behaviour in the platform in your individual settings page.

Google API Service (Google Login, Google Calendar Data)

We also use Google API Service, an API service provided by Google, Inc. (“Google”). You can find information about how we store on how we store information below:

  • When you “Signup with Google”, we collect your Name and Email

  • When you “Give Access to your calendar for using the 1:1 product” we get Access to your Primary Calendar and All events in your Primary Calendar. We store your Name, Email, Access Token, Refresh Token, Primary Calendar Id, All upcoming event details (id, event summary, start time, end time) and email addresses of the guests in the events in our servers to Access Google Calendar and show relevant information in Peoplebox

  • We check for new events created in your Calendar at regular intervals (eg: daily, twice a day) and show them in our interface. You can further use those events to set up meeting agendas & follow-up notes in our product.

  • We also take authorisation for creating new events and inviting your colleagues from your Google Calendar. This happens when you create a new event from our product, a Google Calendar invite will go to the person whom you are setting up the event with.

  • We also integrate with Google Sheets which requires the user to give permission to their Google Drive. This is an opt-in feature for OKRs.

For further understanding User data policies, please read Google API Services User Data Policy.

Security

Peoplebox.ai takes the security of your data very seriously. To protect the data you have given us from accidental or intentional manipulation, loss, destruction or access by unauthorized persons we have implemented different technical and organizational measures according to Art. 32 GDPR. Our security measures are continuously improved in line with technological developments. Access is limited to a few authorized personnel who are specifically committed to dealing with data privacy and are involved in the technical, administrative or editorial management of this data. Find out more about how we handle your data on our security information here.

Your Rights

According to GDPR, you have the unlimited right to access information about your stored data as well as a right to correction, deletion or blocking of data as well as an obligation and the right of data portability if possible.

Upon request, we are happy to provide you with written information about whether or not we have stored personal information about you, as well as which information in particular. Where possible, we will take appropriate steps to update or rectify your data stored with us, at short notice. In such cases, please contact us at support@peoplebox.ai

As an affected person, you have the right to lodge a complaint with a supervisory authority. The supervisory authority that files the complaint will notify you of the status and outcome of your complaint, including the possibility of a judicial remedy.

Age limitation

To the extent prohibited by applicable law, Peoplebox.ai does not allow the use of our services by anyone younger than 16 years old. If you learn that anyone younger than 16 has unlawfully provided us with personal data, please contact us and we will take steps to delete such information.

User declaration of consent

By using our website and the offers contained therein, you hereby agree that you have voluntarily provided us with personal data that we have stored and will process and use in accordance with this privacy statement.

Communications

We may use your Personal Information to contact you for internal communication, business or company updates, administering policies or engaging with you.

Changes to This Privacy Policy

This Privacy Policy is effective as of 1 Oct 2019 and will remain in effect except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this page.

We reserve the right to update or change our Privacy Policy at any time and you should check this Privacy Policy periodically. Your continued use of the Service after we post any modifications to the Privacy Policy on this page will constitute your acknowledgement of the modifications and your consent to abide by and be bound by the modified Privacy Policy.

Governing Law and Dispute Resolution: –

These terms and conditions shall be governed by and construed in accordance with the internal law of the State of Delaware, United States of America. Any dispute arising under these terms and conditions shall be subject to the jurisdiction of the courts of Delaware. The Customer agrees to reasonably cooperate with the Company to serve as a reference account upon request.

Contact Us

If you have any questions about this Privacy Policy, please contact us at support@peoplebox.ai.