Shoden Limited Privacy Policy

Shoden Limited collects some Personal Data from its Users. This document can be printed for reference by using the print command in the settings of any browser.

Owner and Data Controller

Shoden, Chq Building,
Dublin 1, Dublin
D01 KF84
Owner contact email: admin@shoden.ai

1. Types of Data collected

Among the types of Personal Data that Shoden Limited collects, by itself or through third parties, there are: city; company name; country; first name; Usage Data; email address; last name; contents of the email or message; Read only access; Sensitive settings management; username; profile picture; IP address; clicks; Data communicated while using the service. Complete details on each type of Personal Data collected are provided in the dedicated sections of this privacy policy or by specific explanation texts displayed prior to the Data collection. Personal Data may be freely provided by the User, or, in case of Usage Data, collected automatically when using Shoden Limited. Unless specified otherwise, all Data requested by Shoden Limited is mandatory and failure to provide this Data may make it impossible for Shoden Limited to provide its services. In cases where Shoden Limited specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service. Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner. Any use of Cookies - or of other tracking tools — by Shoden Limited or by the owners of third-party services used by Shoden Limited serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy. Users are responsible for any third-party Personal Data obtained, published or shared through Shoden Limited. We do not use any user data obtained through Google Workspace APIs to develop, improve, or train generalized AI or machine learning models. All data collected through these APIs is utilized solely for the purpose of providing and enhancing our services as outlined in this privacy policy. We prioritize data privacy and security, ensuring that such data is not repurposed for AI/ML model training or any other activities beyond the scope of our service offerings.

1.1 Data Protection and Security Measures

We are committed to safeguarding your Personal Data and implement a variety of security measures to maintain its safety:

Encryption: All personal data is encrypted during transmission using Secure Socket Layer (SSL) technology and stored using AES-256 encryption.

Access Controls: Personal data access is restricted to authorised personnel who need it to perform their job duties. We use role-based access controls and conduct regular permission reviews.

Secure Storage: Data is stored on secure servers with robust firewall protection and monitoring systems to prevent unauthorised access.

Security Audits: We perform regular security assessments, including vulnerability scans and penetration testing, to ensure the integrity of our systems.

Incident Response: In the event of a data breach, we have a comprehensive incident response plan to promptly address and mitigate the impact, including notifying affected users and authorities as required by law.

1.2 Data Retention and Deletion

We retain Personal Data only as long as necessary to full-fill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. When no longer needed, we securely delete or anonymise your data. You may request the deletion of your Personal Data at any time by contacting us at admin@shoden.ai.

1.3 Data Sharing and Transfers

We do not sell or rent your Personal Data to third parties. Personal Data may be shared with trusted third-party service providers who assist us in operating our services, provided they agree to keep this information confidential and comply with data protection laws. If data is transferred internationally, we ensure appropriate safeguards are in place.

1.4 User Rights

You have the right to:

Access: Request information about the Personal Data we hold about you.

Correction: Request corrections to any inaccurate or incomplete Personal Data.

Deletion: Request the deletion of your Personal Data.

Objection: Object to the processing of your Personal Data.

Portablility: Request a copy of your Personal Data in a structured, commonly used, and machine-readable format. To exercise these rights, please contact us at admin@shoden.ai.

1.5 Use of Sensitive Data

We access and process sensitive data obtained through Google APIs, such as Gmail data, solely to provide and improve our services. Our use of this data complies with Google's API Services User Data Policy and the Limited Use Requirements. Specifically:

No Advertising: We do not use your data for advertising purposes.

No Human Reading: Our employees do not read the content of your emails unless necessary for security purposes, compliance with applicable laws, or with your explicit consent.

Data Usage: Data obtained via Google APIs is used only for the purposes explicitly stated and agreed upon by you.

Data Sharing: We do not share your Google user data with third parties except as necessary to provide or improve our services and as outlined in this privacy policy.

2. Mode and place of processing the Data

2.1 Methods of processing

The Owner takes appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the Data. The Data processing is carried out using computers and/or IT enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of Shoden Limited (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Owner at any time.

2.2 Place

The Data is processed at the Owner's operating offices and in any other places where the parties involved in the processing are located. Depending on the User's location, data transfers may involve transferring the User's Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.

2.3 Retention time

Unless specified otherwise in this document, Personal Data shall be processed and stored for as long as required by the purpose they have been collected for and may be retained for longer due to applicable legal obligation or based on the Users’ consent.

3. The purposes of processing

The Data concerning the User is collected to allow the Owner to provide its Service, comply with its legal obligations, respond to enforcement requests, protect its rights and interests (or those of its Users or third parties), detect any malicious or fraudulent activity, as well as the following: Registration and authentication, Hosting and backend infrastructure, Handling activities related to productivity, Heat mapping and session recording and Analytics. For specific information about the Personal Data used for each purpose, the User may refer to the section “Detailed information on the processing of Personal Data”.

4. Detailed information on the processing of Personal Data

Personal Data is collected for the following purposes and using the following services:

5. Cookie Policy

Shoden Limited uses Trackers. To learn more, Users may consult the Cookie Policy.

6. Further Information for Users

6.1 Legal basis of processing

The Owner may process Personal Data relating to Users if one of the following applies:

Users have given their consent for one or more specific purposes.

provision of Data is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof;

processing is necessary for compliance with a legal obligation to which the Owner is subject;

processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner;

processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.

In any case, the Owner will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.

6.2 Further information about retention time

Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed.

Personal Data collected for the purposes of the Owner's legitimate interests shall be retained as long as needed to fulfill such purposes. Users may find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner.

The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to fulfil a legal obligation or upon order of an authority. Once the retention period expires, Personal Data shall be deleted. Therefore, the right of access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.

6.3 The rights of Users based on the General Data Protection Regulation (GDPR)

Users may exercise certain rights regarding their Data processed by the Owner. In particular, Users have the right to do the following, to the extent permitted by law:

Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.

Object to processing of their Data . Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent.

Access their Data . Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Data undergoing processing.

Verify and seek rectification . Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.

Restrict the processing of their Data . Users have the right to restrict the processing of their Data. In this case, the Owner will not process their Data for any purpose other than storing it.

Have their Personal Data deleted or otherwise removed . Users have the right to obtain the erasure of their Data from the Owner.

Receive their Data and have it transferred to another controller . Users have the right to receive their Data in a structured, commonly used and machine readable format and, if technically feasible, to have it transmitted to another controller without any hindrance.

Lodge a complaint . Users have the right to bring a claim before their competent data protection authority.

Users are also entitled to learn about the legal basis for Data transfers abroad including to any international organization governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data.

Details about the right to object to processing

Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection.

Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time, free of charge and without providing any justification. Where the User objects to processing for direct marketing purposes, the Personal Data will no longer be processed for such purposes. To learn whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document

How to exercise these rights

Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. Such requests are free of charge and will be answered by the Owner as early as possible and always within one month, providing Users with the information required by law. Any rectification or erasure of Personal Data or restriction of processing will be communicated by the Owner to each recipient, if any, to whom the Personal Data has been disclosed unless this proves impossible or involves disproportionate effort. At the Users' request, the Owner will inform them about those recipients.

7. Additional information about Data collection and processing

7.1 Legal action

The User's Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of Shoden Limited or the related Services. The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.

7.2 Additional information about User's Personal Data

In addition to the information contained in this privacy policy, Shoden Limited may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data upon request.

7.3 System logs and maintenance

For operation and maintenance purposes, Shoden Limited and any third-party services may collect files that record interaction with Shoden Limited (System logs) or use other Personal Data (such as the IP Address) for this purpose.

7.4 Information not contained in this policy

More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document.

7.5 Changes to this privacy policy

The Owner reserves the right to make changes to this privacy policy at any time by notifying its Users on this page and possibly within Shoden Limited and/or - as far as technically and legally feasible - sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom.

Should the changes affect processing activities performed on the basis of the User's consent, the Owner shall collect new consent from the User, where required.

Latest update: September 16, 2024