Privacy Policy

Privacy Guarantee of O&O Software GmbH

O&O Software GmbH (O&O) is committed to protecting your privacy. These privacy principles have been developed by O&O to provide you, the customer, with an overview of how personal data is collected, stored, processed, shared, and transmitted when you visit our sites or use our services. These privacy principles apply to personal data that is relevant when you visit our websites or use our services.

What personal data do we collect?

We collect personal data from you when you visit our pages or use our services. This includes the following information:

• Registration and usage information – When you register to use our services by setting up an account, we collect personal data necessary to provide the services you have requested. Depending on the services chosen, it may be necessary for you to provide your name, address, telephone number, email address, and other identification information in order to set up an account. We may ask you to provide additional personal data as you use our services.
• Data collected during the performance of our services – To provide the service you want, we collect and store data such as error logs.
• User content – We collect all content shared by you via O&O FileDirect to deliver the service you want. We only store this data for as long as necessary to provide the service, or for the duration of the timeframe you set for the file sharing function. The data is stored in encrypted form, so we cannot see which file, what file format, or the exact file size it is.
• User contacts – We collect data from individuals, businesses, and organizations with whom you exchange files using O&O FileDirect, such as the email addresses of the recipients of your files. For technical reasons, this data is stored for as long as the validity period of the ‘share’ link you set. Error and shipment logs of the sent email notifications are stored for a maximum of 10 days and then deleted.
• Other data we collect when you use our websites or services – We may collect additional information from you or about you when you communicate with us, contact our customer support teams, or participate in a survey. Anonymous data about your computer hardware and software is also automatically collected by O&O and may be shared with other sites within the O&O websites. This data may include your country of origin, language settings, browser type, domain name, access time, and related website addresses. These data are used by O&O to operate the websites, maintain quality, and compile general statistics about the use of the O&O websites.

Data collected on an O&O website or an O&O service may be shared within O&O, its branches, and subsidiaries.

O&O recommends reading the privacy guarantees of websites that you can reach through links from O&O so that you understand how those websites collect, use, and share your data. O&O is not responsible for the content and privacy guarantees of websites outside of O&O websites.

Why do we store personal data?

We keep personal data in an identifiable format as long as is minimally required by law or regulation, or as needed for our business purposes. We keep personal data for longer periods than legally required if it is in our legitimate business interest and not legally prohibited. If your account is closed, we may take steps to mask personal data and other information, however, we reserve the right to retain and access the data as long as required by applicable laws.

Use of your personal data and legal basis

O&O processes your personal data and uses it to operate the O&O FileDirect website, and to perform the services and contractual content requested by you, and within the legitimate business interests of O&O Software, e.g., but not limited to, development and improvement of our services, enhancing user experience, making informed strategic and business decisions.

O&O may occasionally pass personal data to other service providers who perform services and functions at our direction and on our behalf to provide the service you want. These service providers, for example, provide services, verify your identity, assist us in processing transactions and services, or offer you customer support.

With your consent, O&O uses your personally identifiable data to inform you about products or services available from O&O. O&O may also contact you with surveys to ask your opinion on current services/products and potential new services/products that may be offered.

O&O does not sell, rent, or lease its customer lists to third parties.

You can revoke your consent at any time and free of charge.

O&O does not collect and use sensitive personal data, such as religion, race, health data, and political affiliation.

We may share information about you with third parties for business reasons, or where sharing is legally permissible or required. This applies in the following cases:

• When we are obliged to do so to comply with a law, legal order, or regulation,
• to law enforcement agencies, other government officials, or other third parties due to a subpoena, court order, or other legal process or requirement, if O&O Software or the O&O Group is affected,
• when we believe, in our discretion, that the sharing of personal data is necessary or appropriate to prevent physical harm or financial loss, or to support the investigation of a possible or actual illegal activity;
• to investigate or enforce violations of agreements or other legal provisions applicable to our services;
• to protect our assets, services, and rights;
• in connection with shipping services and similar services.

In addition, O&O may share aggregated statistical data with third parties such as other companies and the public. These data do not allow you to be personally identified, and do not include details about your use of the websites or services. We do not share your personal data with third parties for their marketing efforts without your consent.

Use of Cookies

Many O&O websites use ‘Cookies’ to assist you in personalizing your online experience. A cookie is a text file that is copied to your hard drive from a web server. Cookies cannot run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.

A primary purpose of cookies is to provide you with a time-saving feature. The purpose of a cookie is to tell the web server that you have returned to a specific page. For example, if you personalize O&O pages, or register with O&O sites or services, a cookie assists O&O to recall your specific information on subsequent visits. This simplifies the process of recording your personal information, such as billing addresses, shipping addresses, and so on. When you return to the same O&O website, the information you previously provided can be retrieved, so you can easily use the O&O features that you customized.

You have several options for managing your cookie settings. Depending on your browser or internet device, you can delete certain cookies or block or disable tracking technologies. More information is available at AboutCookies.org. You may activate these options; however, you might not be able to use many of the basic functions of a service or a website as a result.

Security of your personal data

O&O protects your personal data from unauthorized access, use, and disclosure. O&O secures your personally identifiable data that you provide on servers in a controlled, secure environment, protected from unauthorized access, use, or disclosure. When personal data, such as a credit card number, is transferred to other websites, these data are protected using encryption, such as the SSL protocol (Secure Sockets Layer). We are committed to securing our systems and services. However, you are responsible for the security and confidentiality of your passwords and your account profile or registration data. Furthermore, it is your responsibility to verify that the personal data we hold about you is accurate and up-to-date.

What rights do you have?

You have the right to access, correct, restrict, object to, delete, and transfer your personal data. Please contact us if you wish to exercise these rights. If you have an account with one of our services, you can typically review and modify personal data in that account by logging in and directly updating the information.

Changes to this document

O&O will occasionally update this privacy guarantee to incorporate feedback from companies and customers. O&O recommends that you review this document regularly so that you are informed about the protection of your data by O&O.

Contact information

Your comments on this privacy guarantee are welcome at O&O. If you believe that O&O is not adhering to this document, please contact us via email. We will make commercially reasonable efforts to determine and remedy the problem.