LAST MODIFIED: JAN 2024
Introduction
Welcome to Zenwork's privacy policy
Zenwork respects your privacy and is committed to protecting your personal data. This
privacy policy will inform you as to how we look after your personal data when you visit our
website (as defined in the Glossary) and will tell you about your privacy rights.
This privacy policy is provided in a layered format so you can click through to the specific
areas set out below. [Alternatively, you can download a pdf version of the policy here:
Download PDF Also use the Glossary to understand the meaning of some of the terms used
in this privacy policy.
1. IMPORTANT INFORMATION AND WHO WE ARE
2. THE DATA WE COLLECT ABOUT YOU
3. HOW IS YOUR PERSONAL DATA COLLECTED
4. HOW WE USE YOUR PERSONAL DATA
5. DISCLOSURES OF YOUR PERSONAL DATA
6. INTERNATIONAL TRANSFERS
7. DATA SECURITY
8. DATA RETENTION
9. YOUR LEGAL RIGHTS
10. GLOSSARY
1. IMPORTANT INFORMATION AND WHO WE ARE
Purpose of this privacy policy
This privacy policy aims to give you information on how Zenwork collects and processes
your personal data through your use of this Website, including any data you may provide
through this Website when you sign up to our newsletter, purchase a product or service..
Please note however, in some instances the collection of personal data may differ
depending on the purchased product or service, and such collection will be agreed upon
and detailed in the applicable agreement between the parties.
Zenwork products, other than appHR, do not collect the date of birth of our data subjects.
We collect tax/ regulatory reporting/ inputs for identity verification checks from our users
and their customers. Furthermore, this Website is not intended for children, and we do not
knowingly collect data relating to children. No one under age thirteen may provide any
information to or on the Website. If you are under thirteen, do not use or provide any
information on this Website. If we learn we have collected or received personal information
apply to information collected by any third party, including through any application or
content (including advertising) that may link to or be accessible from or through the
Website.
It is important that you read this privacy policy together with any other privacy policy or fair
processing policy we may provide on specific occasions when we are collecting or
processing personal data about you so that you are fully aware of how and why we are
using your data.
This privacy policy supplements other notices and privacy policies and is not intended to
override them.
Controller
Zenwork is made up of different legal entities, of which can be found here:
[https://zenwork.com/entities]. This privacy policy is issued on behalf of the Zenwork
Intermediate Inc. (“Zenwork”) so when we mention "Company", "we", "us" or "our" in this
privacy policy, we are referring to the relevant company in the Zenwork Group responsible
for processing your data. Zenwork is the controller and responsible for this Website.
We have appointed a data protection officer (DPO) Jeff Cronin who is responsible for
overseeing questions in relation to this privacy policy. If you have any questions about this
from a child under age thirteen without verification of parental consent, we will delete that
information.
Additionally, this policy does not apply to information collected by us offline or through any
other means, including on any other website operated by any third party. It also does not
privacy policy, including any requests to exercise your legal rights, please contact
jeff@zenwork.com or using the details set out below.
Contact details.
If you have any questions about this privacy policy or our privacy practices, please contact
our DPO in the following ways:
Full name of legal entity: Zenwork Intermediate Inc.
Email address: privacy@zenwork.com
Postal address: 1 East Center Street #250 Fayetteville, AR 72701
Telephone number: Ph:1-877-811-3829
Changes to the privacy policy and your duty to inform us of changes.
We keep our privacy policy under regular review and update as appropriate.
It is important that the personal data we hold about you is accurate and current. Please
keep us informed if your personal data changes during your relationship with us.
Third-party links
This Website may include links to third-party websites, plug-ins and applications.
Clicking on
those links or enabling those connections may allow third parties to collect or share data
about you. We do not control these third-party websites and are not responsible for their
privacy statements. When you leave our Website, we encourage you to read the privacy
policy of every website you visit.
2. THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from
which that person can be identified. It does not include data where the identity has been
removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we
have grouped together as follows:
-
Identity Data includes first name, maiden name, last name, username or similar
identifier, marital status, title, date of birth and gender.
-
Contact Data includes billing address, delivery address, email address and
telephone numbers.
-
Financial Data includes bank account, payment card details (we only store
reference number/ token number provided by third party processor), Tax
Identification Number (Social Security Numbers and Employer Identification
Number) and other financial information captured for e-filing recipient tax forms
to the IRS or other applicable regulatory body.
-
Transaction Data includes details about payments to and from you and other
details of products and services you have purchased from us.
-
Technical Data includes internet protocol (IP) address, your login data, browser
type and version, time zone setting and location, browser plug-in types and
versions, operating system and platform, and other technology on the devices
you use to access this Website.
-
Profile Data includes your username and password, purchases or orders made by
you, your interests, preferences, feedback and survey responses.
-
Usage Data
includes information about how you use our website, products and
services.
-
Marketing and Communications Data includes your preferences in receiving
marketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for
any purpose. Aggregated Data could be derived from your personal data but is not
considered personal data in law as this data will not directly or indirectly reveal your
identity. For example, we may aggregate your Usage Data to calculate the percentage of
users accessing a specific Website feature. However, if we combine or connect Aggregated
Data with your personal data so that it can directly or indirectly identify you, we treat the
combined data as personal data which will be used in accordance with this privacy policy.
We do not collect any Special Categories of Personal Data about you (this includes details
about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation,
political opinions, trade union membership, information about your health, and genetic and
biometric data). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have
with you, and you fail to provide that data when requested, we may not be able to perform
the contract we have or are trying to enter into with you (for example, to provide you with
goods or services). In this case, we may have to cancel a product or service you have with
us but we will notify you if this is the case at the time
3. HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through:
-
Direct interactions. You may give us your Identity, Contact and Financial Data by
filling in forms or by corresponding with us by post, phone, email, chatbot or
otherwise. This includes but is not limited to personal data you provide when
you:
- apply for our products or services.
- create an account on our website.
- upload files, connect via API or other integrations,
- subscribe to our service or publications.
- request marketing to be sent to you.
- when you interact with us at conferences or events.
- enter a competition, promotion, or survey.
- give us feedback or contact us.
-
Automated technologies or interactions.
As you interact with our website, we
will automatically collect Technical Data about your equipment, browsing actions
and patterns. We collect this personal data by using cookies, server logs and
other similar technologies. We may also receive Technical Data about you if you
visit other Websites employing our cookies. Please see our cookie policy
[https://zenwork.com/cookie_policy] for further details.
-
Third parties or publicly available sources.
We will receive personal data about
you from various third parties [and public sources] as set out below:
- Technical Data from the following parties:
-
(a) analytics providers such as Google Analytics, Salesforce Pardot and
Convertkit to analyse the use of and improve the functionality of our
website. All of which we have embedded their privacy policy above for your
review. For example, Google Analytics gathers information about Website use
by means of cookies. The information gathered relating to our website is
used to create reports about the use of our website for marketing and
improvement purposes. We have hyperlinked to the privacy policies of these
third parties above.
-
(b) Identity and Contact Data from data brokers or aggregators Sales Navigator
or ZoomInfo
Chatbot
Our website may provide an automated chatbot (“Chatbot”) for the purpose of answering questions you may have. You may provide input to the Chatbot (“Input”), and receive output generated and returned by the Chatbot based on the Input (“Output”). Input and Output are collectively “Content.” As between the parties and to the extent permitted by applicable law, we own all Output. Due to the nature of machine learning, Output may not be unique across users and the
Chatbot may generate the same or similar output for multiple users. Other users may also ask similar questions and receive the same response. Responses that are requested by and generated for other users are not considered your Content. Given the probabilistic nature of machine learning, use of the Chatbot may in some situations result in incorrect Output that does not accurately reflect real people, places, or facts. You should evaluate the accuracy of any Output as appropriate for your use case, including by using human review of the Output. The Chatbot is provided “as is” without warranty of any kind. EXCEPT TO THE EXTENT PROHIBITED BY LAW, WE AND OUR AFFILIATES AND
LICENSORS MAKE NO WARRANTIES (EXPRESS, IMPLIED, STATUTORY OR OTHERWISE) WITH RESPECT TO THE CHATBOT,
AND DISCLAIM ALL WARRANTIES INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY,
FITNESS FOR A PARTICULAR PURPOSE, SATISFACTORY QUALITY, NON-INFRINGEMENT, AND QUIET ENJOYMENT,
AND ANY WARRANTIES ARISING OUT OF ANY COURSE OF DEALING OR TRADE USAGE.
4. HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, we will use
your personal data in the following circumstances:
-
Where we need to perform the services as described within the applicable
contract that is entered into between the parties.
-
Where it is necessary for our legitimate interests (or those of a third party) and
your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation.
Click here [GLOSSARY, LAWFUL BASIS ] to find out more about the types of lawful basis that
we will rely on to process your personal data. Generally, we do not rely on consent as a
legal basis for processing your personal data although we will get your consent before
sending third party direct marketing communications to you via email or text message. You
have the right to withdraw consent to marketing at any time by contacting us.
Purposes for which we will use your personal data.
We have set out below, in a table format, a description of all the ways we plan to use your
personal data, and which of the legal bases we rely on to do so. We have also identified
what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending
on the specific purpose for which we are using your data. Please contact us if you need
details about the specific legal ground, we are relying on to process your personal data
where more than one ground has been set out in the table below.
Purpose/Activity |
Type of data |
Lawful basis for processing
including basis of legitimate
interest
|
To register you as a new customer |
(a) Identity
(b) Contact
|
Performance of a contract with you |
To process and fulfil your
request for products and
services including:
(a) Manage payments, fees
and charges
(b) Collect and recover
money owed to us
|
(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing and Communications
|
(a) Performance of a contract with
you
(b) Necessary for our legitimate
interests (to recover debts due to
us)
|
To manage our relationship
with you which will include:
(a) Notifying you about
changes to our terms or
privacy policy
(b) Asking you to leave a
review or take a survey
|
(a) Identity
(b) Contact
(c) Profile
(d) Marketing and Communications
|
(a) Performance of a contract with
you
(b) Necessary to comply with a
legal obligation
(c) Necessary for our legitimate
interests (to keep our records
updated and to study how
customers use our
products/services)
|
To complete a survey, Reuse
existing data
|
(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
|
(a) To improve product or services we offer |
To administer and protect
our business and this
Website (including
troubleshooting, data
analysis, testing, system
maintenance, support,
reporting and hosting of
data)
|
(a) Identity
(b) Contact
(c) Technical
|
(a) Necessary for our legitimate
interests (for running our business,
provision of administration and IT
services, network security, to
prevent fraud and in the context of
a business reorganisation or group
restructuring exercise)
(b) Necessary to comply with a
legal obligation
|
To deliver relevant Website
content and advertisements
to you and measure or
understand the effectiveness
of the advertising we serve
to you
|
(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and
Communications
(f) Technical
|
Necessary for our legitimate
interests (to study how customers
use our products/services, to
develop them, to grow our
business and to inform our
marketing strategy)
|
To use data analytics to
improve our Website,
products/services, marketing,
customer relationships and
experiences
|
(a) Technical
(b) Usage
|
Necessary for our legitimate
interests (to define types of
customers for our products and
services, to keep our Website
updated and relevant, to develop
our business and to inform our
marketing strategy)
|
To make suggestions and
recommendations to you
about goods or services that
may be of interest to you
|
(a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
(f) Marketing and Communications
|
Necessary for our legitimate
interests (to develop our
products/services and grow our
business)
|
Marketing
We strive to provide you with choices regarding certain personal data uses, particularly
around marketing and advertising. You may control the collection of data by opting out of
certain cookies from our cookie settings.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on
what we think you may want or need, or what may be of interest to you. This is how we
decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from
us or purchased services from us and you have not opted out of receiving that marketing.
Third-party marketing
For the purposes of clarity, we do not share your personal data with any third party for
marketing purposes.
Opting out
You can ask us or third parties to stop sending you marketing messages at any time by
controlling your own cookie settings or contacting us at
privacy@zenwork.com with your
request.
Where you opt out of receiving these marketing messages, this will not apply to personal
data provided to us as a result of a product/service purchase, warranty registration,
product/service experience or other transactions.
Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when
Website set or access cookies. If you disable or refuse cookies, please note that some parts
of this Website may become inaccessible or not function properly. For more information
about the cookies we use, please see
[https://zenwork.com/cookie_policy].
Please note, if you do not wish to allow the use of cookies, you can disable them
through your browser settings. At any time feel free to review your browsers help file
to gather the instructions necessary to remove these persistent cookies, however,
please keep in mind they are only being used in the first place to streamline our
interaction with you and better our service.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we
reasonably consider that we need to use it for another reason and that reason is compatible
with the original purpose or where an appropriate regulator requires a change. If you wish
to get an explanation as to how the processing for the new purpose is compatible with the
original purpose, or what regulatory change required the change, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we
will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in
compliance with this policy or where this is required or permitted by law.
5. DISCLOSURES OF YOUR PERSONAL DATA
We may share your personal data with the parties set out below for the purposes set out in
the table [Purposes for which we will use your personal data] above.
- Internal Third Parties as set out in the [Glossary].
- External Third Parties as set out in the [Glossary].
-
Third parties to whom we may choose to sell, transfer or merge parts of our business or our
assets. Alternatively, we may seek to acquire other businesses or merge with them. If a
change happens to our business, then the new owners may use your personal data in the
same way as set out in this privacy policy.
We require all third parties to respect the security of your personal data and to treat it in
accordance with the law. We do not allow our third-party service providers to use your
personal data for their own purposes and only permit them to process your personal data
for specified purposes and in accordance with our instructions.
We may also share your personal data with the following:
6. INTERNATIONAL TRANSFERS
The personal data that you provide us may be transferred to and maintained on
computers/servers located outside of your state, province, country, or other governmental
jurisdiction, but will always be held under strict conditions of confidentiality. In the event the
personal data is subject to GDPR, the parties will enter Zenwork’s provided data processing
agreement and any transfer of personal data which is subject to the GDPR outside the EU,
such transfers will be governed by Standard Contractual Clauses approved by the European
Commission. Please contact us if you want further information on the specific mechanism
used by us when transferring your personal data.
7. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from
being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In
addition, we limit access to your personal data to those employees, agents, contractors and
other third parties who have a business need to know. They will only process your personal
data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will
notify you and any applicable regulator of a breach where we are legally required to do so.
8. DATA RETENTION
How long will you use my personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the
purposes we collected it for, including for the purposes of satisfying any legal, regulatory,
tax, accounting or reporting requirements. We may retain your personal data for a longer
period in the event of a complaint or if we reasonably believe there is a prospect of
litigation in respect to our relationship with you
To determine the appropriate retention period for personal data, we consider the amount,
nature and sensitivity of the personal data, the potential risk of harm from unauthorised use
or disclosure of your personal data, the purposes for which we process your personal data
and whether we can achieve those purposes through other means, and the applicable legal,
regulatory, tax, accounting or other requirements.
Zenwork will securely delete or, at your option, return all personal data to Customer, and
securely delete any existing copies of the personal data, unless further storage of the
personal data is required by applicable law as outline in the chart below, in which case
Zenwork:
- (i) will continue to ensure the privacy, security and confidentiality of the personal data;
-
(ii) will not process the personal data further except to maintain it for 3 years and securely
store it for at least one year in archive;
-
(iii) will continue to comply with its obligations under its Agreement with the customer;
-
(iv) will securely delete the personal data immediately after Zenwork’s duty under applicable
law to retain it expires.
-
In some circumstances we will anonymise your personal data (so that it can no longer be
associated with you) for research or statistical purposes, in which case we may use this
information indefinitely without further notice to you.
Zenwork’s Data Retention Policy for Zenwork’s Products
|
|
Time Period
|
|
3 years +1 year in archive
|
- Compliancely
- Exakto
- TINverify
|
Auto delete after 30 days (at customer's option- request to
be sent via email)
|
|
3 years +1 year in archive
|
|
3 years +1 year in archive
|
|
6 months + 6 months in archive |
|
Deleted manually based on customer request via email |
- Greentax2290
- 2290.US
- ez2290
|
3 years +1 year in archive |
|
3 years +1 year in archive |
|
3 years +1 year in archive |
9. YOUR LEGAL RIGHTS
If you may have certain rights under applicable data protection laws. These may include the
right (i) to request access and obtain a copy of your personal information, (ii) to request
rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if
applicable, to data portability. In certain circumstances, you may also have the right to
object to the processing of your personal information. To make such a request, please
contact us. We will consider and act upon any request in accordance with applicable data
protection laws.
If you are resident in the European Economic Area and you believe we are unlawfully
processing your personal information, you also have the right to complain to your local data
protection supervisory authority. You can find their contact details
here:
https://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm
You have the right to make a complaint at any time to the Information Commissioner's
Office (ICO), the UK regulator for data protection issues
(www.ico.org.uk).
We would, however, appreciate the chance to deal with your concerns before you approach the ICO so
please contact us in the first instance.
If you are a California resident, California law affords you certain rights regarding our
collection and use of your personal information. To learn more about your California privacy
rights, please email us at
privacy@zenwork.com
California Civil Code Section 1798.83, also known as the “Shine The Light” law, permits our
users who are California residents to request and obtain from us, once a year and free of
charge, information about categories of personal information (if any) we disclosed to third
parties for direct marketing purposes and the names and addresses of all third parties with
which we shared personal information in the immediately preceding calendar year. If you
are a California resident and would like to make such a request, please submit your request
in writing to us using the contact information provided below.
If you are a Nevada Resident and wish to exercise their sale opt-out rights under Nevada
Revised Statutes Chapter 603A may submit a request to this designated address:
privacy@zenwork.com.
No fee usually required.
You will not have to pay a fee to access your personal data (or to exercise any of the other
rights). However, we may charge a reasonable fee if your request is clearly unfounded,
repetitive, or excessive. Alternatively, we could refuse to comply with your request in these
circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and
ensure your right to access your personal data (or to exercise any of your other rights). This
is a security measure to ensure that personal data is not disclosed to any person who has
no right to receive it. We may also contact you to ask you for further information in relation
to your request to speed up our response.
Time limit to respond.
We try to respond to all legitimate requests within one month. Occasionally it could take us
longer than a month if your request is particularly complex or you have made a number of
requests. In this case, we will notify you and keep you updated.
10. Glossary
LAWFUL BASIS
Legitimate Interest
means the interest of our business in conducting and managing our
business to enable us to give you the best service/product and the best and most secure
experience. We make sure we consider and balance any potential impact on you (both
positive and negative) and your rights before we process your personal data for our
legitimate interests. We do not use your personal data for activities where our interests are
overridden by the impact on you (unless we have your consent or are otherwise required or
permitted to by law). You can obtain further information about how we assess our
legitimate interests against any potential impact on you in respect of specific activities by
contacting us.
Performance of Contract
means processing your data where it is necessary for the
performance of a contract to which you are a party or to take steps at your request before
entering into such a contract.
Comply with a legal obligation
means processing your personal data where it is necessary
for compliance with a legal obligation that we are subject to.
THIRD PARTIES
Internal Third Parties
Zenwork Digital India Pvt Ltd
acting as a joint processor who is based in India and provides IT development services.
External Third Parties
-
Infrastructure as a Service, acting as processors based in the United States of America who provides cloud hosting services.
- Payment Card Processing Services, acting as joint controllers in the United States of America.
-
Paper Fulfilment/Print and Mail/ couriers, acting as processors based in the United States of America.
YOUR LEGAL RIGHTS
You have the right to:
Request access to your personal data (commonly known as a "data subject access request").
This enables you to receive a copy of the personal data we hold about you and to check
that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have
any incomplete or inaccurate data we hold about you corrected, though we may need to
verify the accuracy of the new data you provide to us.
Request erasure of your personal data.
This enables you to ask us to delete or remove
personal data where there is no good reason for us continuing to process it. You also have
the right to ask us to delete or remove your personal data where you have successfully
exercised your right to object to processing (see below), where we may have processed your
information unlawfully or where we are required to erase your personal data to comply with
local law. Note, however, that we may not always be able to comply with your request of
erasure for specific legal reasons which will be notified to you, if applicable, at the time of
your request.
Object to processing of your personal data where we are relying on a legitimate interest
(or those of a third party) and there is something about your particular situation which
makes you want to object to processing on this ground as you feel it impacts on your
fundamental rights and freedoms. You also have the right to object where we are
processing your personal data for direct marketing purposes. In some cases, we may
demonstrate that we have compelling legitimate grounds to process your information which
overrides your rights and freedoms.
Request restriction of processing
of your personal data. This enables you to ask us to
suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data's accuracy.
- Where our use of the data is unlawful, but you do not want us to erase it.
-
Where you need us to hold the data even if we no longer require it as you need
it to establish, exercise or defend legal claims.
-
You have objected to our use of your data, but we need to verify whether
we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide you,
or a third party you have chosen, your personal data in a structured, commonly used,
machine-readable format. Note that this right only applies to automated information which
you initially provided with your consent for us to use or where we used the information to
perform a contract with you.
Website means collectively the following websites ran by Zenwork:
Withdraw consent at any time
where we are relying on consent to process your personal
data. However, this will not affect the lawfulness of any process carried out before you
withdraw your consent. If you withdraw your consent, we may not be able to provide certain
products or services to you. We will advise you if this is the case at the time you withdraw
your consent.