Privacy Policy

Information provided by you.

If you are our customer. If you are a representative of a company that has an account with CommonOffice, we collect your business contact information including your name, business email, telephone number, and company name. If you contact CommonOffice for support related to your organization’s use of our products, services, or events, we will also collect information about the reason for your inquiry and any other information you choose to provide to us.

• Purpose and Legal Basis Under Data Protection Law: We process your personal information in reliance on our legitimate interests or your consent (where you have opted in to email marketing) to: 
• Communicate with you and fulfill your request for CommonOffice support
• Manage your organization’s account, including invoicing and other account-related issues
• Provide you with information about our products, in accordance with your marketing preferences (including telemarketing calls and marketing emails)

If you are our supplier. If you are a representative of a company that provides CommonOffice with products or services, we collect your business contact information including your name, business email, telephone number, and company name.

• Purpose and Legal Basis Under Data Protection Law: We process your personal information in reliance on our legitimate interests to: 
• Manage your organization’s account, including invoicing and other account-related issues
• Communicate with you and respond to your inquiries 

If you are an end user of a CommonOffice-owned account. Typically, when you use a CommonOffice product through your employer or another CommonOffice customer, your account is controlled and owned by that organization. In some circumstances, you may register for an account directly with CommonOffice rather than through your organization—for example, if you register for an account to access CommonOffice Community, or as a user of CommonOffice Strategic Sourcing. In those cases, we collect the account registration information you give us (for example, your name and email) and your profile information (for example, your company name). In some cases, you may have the option to personalize your account with additional information such as a photo, a social media profile, or other personal information. For services that require it, we also will collect authentication information, such as mobile number, email address, or other unique verification identifiers. If you sign up for a CommonOffice training or learning course covered by this Privacy Statement, we will collect the account registration information, as well as enrollment and attendance information (including when your registration is paid for by a CommonOffice customer or partner). If applicable, we may also collect payment information directly from you. 

• Purpose and Legal Basis Under Data Protection Law: We process your personal information to perform or enter contracts or terms of service with you, or if we do not have a contract directly with you, in reliance on our legitimate interests to:
• Manage your user account in accordance with the applicable terms of service 
• Ensure that you can log in to use our services and access information you need securely and efficiently
• Deliver requested resources or services to you

If you register for events and webinars. When you register for an event or webinar, we may ask you to provide us with your contact information such as your name, business email, telephone number, and company name; your health and safety information such as your emergency contact and your dietary preferences; and your billing information such as your billing name, billing address, and credit card number. If you use a CommonOffice event-related mobile application, we may also collect additional information from your device, such as your photos, contacts, or geolocation data, in accordance with your device’s privacy settings. 

• Purpose and Legal Basis Under Data Protection Law: We process your personal information with your consent (where you have opted in to email marketing), to perform or enter contracts or terms of service with you, or if we do not have a contract directly with you, in reliance on our legitimate interests to:
• Manage, plan, and host the event, including to send related communications
• Improve our future events and our mobile application
• Improve or enhance your (or your organization’s) experience interacting with CommonOffice
• Provide you with information about our products, in accordance with your marketing preferences (including telemarketing calls and marketing emails) 

If you participate in research with us or otherwise provide us with feedback. When you participate in or register for a CommonOffice study, survey, panel, or panel pool, or voluntarily submit certain information to us such as providing CommonOffice with feedback about our products and services, we may ask for certain biographical or demographic information, such as your name, email address, contact information, time zone, location, company, employment status, tenure, role, job information, gender, age group, and other information relevant to the study. For certain studies, we may also take photos, videos, or audio recordings (with your permission and in accordance with applicable laws).

• Purpose and Legal Basis Under Data Protection Law: Where you have entered into a contract with us, we will process your personal information for the performance of such contract. If we do not have a contract directly with you, or otherwise obtain your consent, we rely on our legitimate interests to:
• Fulfill the purpose set out in the study or survey
• Improve your (or your organization’s) experience interacting with CommonOffice
• Identify the CommonOffice research studies best suited to you based on your attributes and invite you to participate via email
• Identify potential product improvements or future product developments for the workforce
• Contextualize your feedback and experience with our products and services so that we can improve them
• Improve how we conduct research

If you participate in a sales call or online meeting with CommonOffice. We may record sales phone calls and online meetings (including audio and video content where applicable) for training, quality assurance, and administration purposes. This includes analyzing the content of such calls and online meetings using AI-powered tools to gain better insights into our interactions with our customers and prospects. We will always notify you before a call will be recorded and will obtain your consent where required under applicable law.

• Purpose and Legal Basis Under Data Protection Law: We process your personal information with your consent where required under applicable law or in reliance on our legitimate interests to:
• Maintain high-quality sales calls and engagements with prospects and customers
• Provide training and coaching to our sales teams
• Generate automated call transcripts
• Keep our records up to date (for example, in relation to follow-up meetings, sales opportunities, and updating customer contact details)
• Improve our sales processes and make our sales calls more impactful

Information collected automatically.

We also collect certain information related to your use of our websites. In some jurisdictions in the United States and countries in the EEA, the UK, and Switzerland, this information may be considered personal data under applicable data protection laws. We may combine this information with personal information provided by you. In particular, we collect the following personal information from you automatically:

When you access our websites or content. When you visit our websites, we collect information about your device and your usage. The information collected may include your IP address, device type, unique device identification numbers, browser type, broad geographic location (for example, country or city-level location based on your public IP address), performance, and other usage and technical information. We also collect information about how you interact with our websites (for example, referring web page, pages visited, features used), emails, content, or other features (for example, when you open a marketing email or click on an embedded link, or if you watch videos on our site, or interact with/message using our chat function). Some of this information may be collected using cookies and similar tracking technology, as further explained in our Cookie Notice. We do not collect “sensitive personal information” as the term is defined by California law beyond what is necessary to provide your requested services. Accordingly, we do not provide a mechanism for you to request that we limit our use of sensitive personal information.

• Purpose and Legal Basis Under Data Protection Law: We process your personal information in reliance on our legitimate interests to: 
• Better understand the visitors who come to our websites, where they come from, and what content on our website is of interest to them. We use this information for our internal analytics purposes and to improve the quality and relevance of our websites to our visitors.
• Provide, operate, and maintain our websites, including providing access to content you have requested and displaying country-specific information.
• Protect the security and prevent misuse of our websites and services by tracking use of our websites and services, verifying accounts and activity, investigating suspicious activity, and enforcing our terms and policies.

When you use the CommonOffice mobile application. When you use our mobile app, we collect certain information from your device such as your device make, model, and memory. Our application will assign a unique identifier to your device to help us improve the performance of our applications. CommonOffice does not use information collected from our mobile app for targeted advertising.

• Purpose and Legal Basis Under Data Protection Law: We process your personal information in reliance on our legitimate interests to: 
• Detect crashes, undertake troubleshooting, and understand and improve end-user experience with our mobile applications
• Remotely enable or disable features within the mobile application

If you are an end user of a CommonOffice product through a CommonOffice customer. When you use our products and services through your employer or another CommonOffice customer (for example, when using a CommonOffice enterprise cloud application), we log certain systems usage information automatically. This information may include system-generated identifiers such as IP address, operating system type and version, whether service tasks and notifications complete, date and time stamps, and details about which of our products you are using. We do not identify you from this systems usage information unless your organization first provides us with instructions to do so, and provides us with certain information about your end-user account. This may happen in the context of a customer support request (e.g., when you or your organization ask us to help you resolve an issue you are having with our products and services).

• Purpose and Legal Basis Under Data Protection Law: To the extent our systems usage information is treated as “personal information” under applicable data protection laws, we process this personal information in reliance on our legitimate interests to:
• Provide and maintain the functionality of services and products you and/or your organization request
• Assess and analyze your (and your organization’s) experience interacting with CommonOffice’s services
• Undertake research and development in light of this assessment in order to improve performance of the services
• Protect the security and prevent misuse of our services by investigating suspicious activity and enforcing our terms and policies

Disclosing your personal information.

CommonOffice may share or make accessible your personal information to third parties as follows:

CommonOffice Affiliates. CommonOffice may disclose any of the categories of personal information described above to affiliates within the CommonOffice group where necessary to fulfill a request you have submitted or for customer support, marketing, technical operations, event registration, and account management purposes.

Service providers. CommonOffice may disclose both personal information and the categories of personal information described above to third-party service providers or vendors contracted to provide services on our behalf (for example, IT and hosting, data analytics, event services, customer support, call recording, data enrichment, email fulfillment, and payment services). These third-party service providers may use personal information we provide to them only as instructed by CommonOffice.

CommonOffice partners. When you participate in webinars, events, and other activities where CommonOffice collaborates with third parties, we may disclose the information described under “if you register for events and webinars” above, such as your contact information and interests in these offerings or services to these approved third parties to communicate with you.

Your organization. Where your organization is a customer or potential customer of CommonOffice, we may disclose your personal information to relevant people within your organization. For example, we may share a list of individuals attending a CommonOffice event, or disclose inquiries from end users that should be addressed directly by the organization rather than CommonOffice.

Advertising. When you visit our website, we may enable third parties to use cookies and other trackers to show you ads on third-party websites that are more relevant to you. Under some data protection laws, our disclosure of this information with third parties through cookies and other trackers for targeted advertising may be considered a “sale” or “share” of personal information. Please see our cookie notice for more information about the types of cookies we use or click “Cookie Preferences” (link located in the footer of our Website) to set your preferences and opt-out of the sale or sharing (for targeted advertising) of your data. CommonOffice does not have actual knowledge that it “sells” or “shares” the personal information of individuals under 16 years of age.

Additional disclosures: CommonOffice may disclose data if we have a good-faith belief that such action is necessary to (a) conform to legal requirements or comply with legal processes; (b) protect and defend our rights or property; (c) enforce our website Terms and Conditions; and/or (d) act to protect the interests of our customers, users, or others. If CommonOffice goes through a business transition, such as a merger, acquisition by another company, or sale of all or a portion of our assets, your personal information may be among the assets transferred, provided that we inform the actual or potential buyer (or its agents and advisors) that it must use your personal information only for the purposes disclosed in this Privacy Statement. CommonOffice may also ask for your consent to disclose your information to other unaffiliated third parties that are not described elsewhere in this statement.

Protecting your personal information.

We use technical and organizational measures that provide a level of security appropriate to the nature of the personal information and the risks that are presented by processing your personal information. However, the security of information transmitted through the internet can never be guaranteed. You are responsible for maintaining the security of your password or other forms of authentication involved in accessing password-protected or secured resources.

Transferring your personal information internationally.

We use technical and organizational measures that provide a level of security appropriate to the nature of the personal information and the risks that are presented by processing your personal information. However, the security of information transmitted through the internet can never be guaranteed. You are responsible for maintaining the security of your password or other forms of authentication involved in accessing password-protected or secured resources.

Retaining your personal information.

We retain your personal information for as long as we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax, or accounting requirements). 

The criteria used to determine appropriate retention periods for personal information include:

• The length of time we have an ongoing business relationship with you
• The amount, nature, and sensitivity of the personal information we process
• Whether we have a legal obligation to retain personal information or whether retaining personal information is necessary to resolve disputes, including the establishment, exercise, or defense of legal claims

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible. 

Depending on where you are located and how you interact with CommonOffice, you may have certain legal rights over the personal information we hold about you, subject to local privacy laws. 

These may include the right, depending on your jurisdiction, to:

• Obtain access to your personal information that is being processed by us.
• Correct inaccurate personal information.
• Request the deletion of your personal information.
• Opt out of the sale or sharing of personal information for targeted advertising. Although this is a right in certain jurisdictions, CommonOffice does not sell your personal information.
• Object to the processing of your personal information carried out on the basis of our legitimate interests in the EEA, UK, and Switzerland, and ask us to restrict the processing of your personal information.
• Request the portability of your personal information in a structured, commonly used, and machine-readable format.
• Withdraw your consent at any time, if we have collected and processed your personal information with your consent. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
• Opt out of marketing communications sent by CommonOffice.
• Lodge a complaint with a data protection supervisory authority. As a rule, you can contact the supervisory authority of your usual place of residence or the registered office of the controller.

Lodging a complaint. 

You may lodge a complaint with a data protection authority such as the supervisory authority of your usual place of residence. A full list of EEA data protection authorities is available soon. You can also lodge a complaint with the USA Data protection commission, which is the competent supervisory authority for CommonOffice Limited. Alternatively, you may request the details of your competent data protection authority by using the contact details at the bottom of this Privacy Statement.

Exercising your Privacy Rights.

CommonOffice will not discriminate against you for exercising your rights. CommonOffice does not make decisions based solely on automated processing that produces legal or similarly significant effects as part of the processing activities covered by this Privacy Statement. If your personal information has been submitted to us by or on behalf of a CommonOffice customer and you wish to exercise any rights you may have under applicable data protection laws, please inquire with the applicable customer directly.

To exercise your rights with respect to information covered by this Privacy Statement, please contact us using the contact details at the bottom of this Privacy Statement or by submitting a request through our contact portal.   You must provide the information listed in the Request Portal so that CommonOffice can verify your identity. CommonOffice will take steps to verify your identity, including validating your name and the email you use when interacting with CommonOffice. You may also authorize another person or third party to submit a request to exercise your rights by providing written permission in conjunction with the submission of the requested information or by giving the third party your power of attorney. We will acknowledge your request and provide a follow-up substantive response within a time period permitted by applicable law. In the event that CommonOffice needs an extension to fulfill a request, we will notify you. If we deny your request, we will provide reasons for that denial.

You may opt-out of the sale or sharing of your personal information for targeted advertising by clicking “Cookie Preferences” below or by implementing the Global Privacy Control (GPC). For instructions on how to download and use GPC, please visit BestHRCloud.com See our Cookie Notice more information.