PRIVACY POLICY

Revision date: 25-01-2023

Your privacy is important to us, Ascensio System SIA has created this statement to let you know about our firm commitment to your privacy and full compliance of ONLYOFFICE with General Data Protection Regulation (GDPR). The following discloses our approach in gathering and processing Personal Data for the Ascensio System SIA website http://www.onlyoffice.com and related services. By using our website you explicitly consent to such use of your Personal Data and agree to the terms of this Privacy Policy.

What personal data we collect

Ascensio System SIA collects Personal Data (hereinafter also "Data") in case you choose to register with ONLYOFFICE^TM service.

We ask users to provide following Data:

first and last name - to identify users and display a unique username in ONLYOFFICE^TM accounts ("Accounts");
email address - to authenticate users, provide access to Accounts and help them recover password to access to Accounts;
phone number - to confirm user's identity with Two-factor authentication.

Aforementioned Data is collected only upon You either enter particular information or upload it on Your own initiative using Resource's forms and tools.

We also collect following technical data:

IP address - to help diagnose problems with our server and to administer our website and to identify you and your time spent at our website to understand which parts of our website users are visiting and provide better user experience;
Location (based on the IP address);
Operation System and Internet Browser data;
Hardware specifications (screen size, other specifications);
Other data. Please refer to "Third-party service providers" section of this Policy and the following link: to learn more.

If you choose not to register or provide Personal Data, you can still use our website anonymously. But you will not be able to access areas that require registration.

Technical data is recorded automatically when you visit our site or use our service and is generally anonymous (does not reveal user's identity). However, if you are logged into your Account some of this information could be associated with your Account.

We do not link IP addresses to anything personally identifiable. This means, for instance, that a user's session will be tracked, but the user will remain anonymous. We do not use this information for any other purposes.

We also collect certain categories of personal information about users from other sources. In particular:

Financial and/or transaction details from our payment provider 2checkout (located in the US, Netherlands, Romania). This is necessary in order to process a transaction;
Third-party service providers like Google (located in the US), which provide information about you when you link, connect, or login to your account with your Google Account and we receive information such as your Google e-mail and profile from that service. This only occurs if you are using Google Account to login. The information varies and is controlled by Google or as authorized by you via your privacy settings in Google Account.

When you interact with social media buttons (i.e. "share", "like", "tweet", "+1" etc) on our website or when you link your Account to or log in through a social media website the social networks may record some of your actions.

How we use personal data

We collect and processes Data for the following purposes:

to provide users with better experience (e.g. to make custom user interface);
to investigate performance issues, bugs and any other technical issues regarding Resources;
to make ONLYOFFICE^TM better;
to comply with the law.

Ascensio System SIA may share non-personal, summary information regarding ONLYOFFICE^TM users with partners or other third parties. However, we will not share any individual customer information outside of the contracted partners and third parties without first receiving user's prior written approval. In short, Ascensio System Limited does not sell user's Personal Data.

Ascensio System SIA may send you tips on using ONLYOFFICE^TM, notify you of and get your feedback on upcoming releases or new services offered only if you subscribed to our mailing lists. Users are able to unsubscribe from the mailing list any time after receiving the first informational message using link contained within informational message or by using appropriate Account settings option.

How long data is used

We retain your Data for as long as is necessary to provide the service to you and others, and to comply with our legal obligations. Your Data is stored and processed only when your account is active until you delete or deactivate it.

Account can be deactivated temporarily or deleted permanently at any time using the appropriate options in portal settings.

If you chose to delete your Account, it will be permanently deleted within 60 days. In case if your Account is inactive for 180 days, it will be scheduled for removal and permanently deleted after another 60 days. You can ask us to restore Data until it's permanently deleted.

How you can control your data

You have various rights to control use and processing of your Personal Data and other information. This means that you are entitled to request us to take certain actions at any time and free of charge.

Data portability right. You have the right to request a digital copy of your Data in a structured, commonly used and machine-readable format to be able to move from one service to another. This can be achieved by using Data backup options as described in the following link: https://helpcenter.onlyoffice.com/gettingstarted/configuration.aspx#CreatingBackup_block.

You can also email us at info@onlyoffice.com and we will provide you with an electronic file containing your Data.

Right to rectification. You have the right to obtain the rectification of inaccurate Data. You entitled to have incomplete Personal Data completed. In order to do so, please use appropriate settings to edit and complete your incomplete Personal Data if you find it necessary or provide us with a supplementary statement by sending e-mail at info@onlyoffice.com

Right to restriction of processing. You also have the right to request that we cease to process or use your Data in any way. It is implemented via "Portal deactivation" algorithm. Please visit the link to learn how to do it: https://helpcenter.onlyoffice.com/gettingstarted/configuration.aspx#DeactivatingDeletingPortal_block

If you choose to do so, your Data will become unavailable for everyone, but it won't be deleted, so you can restore it at any time.

Right to erasure ("Right to be forgotten"). You are eligible to delete certain Data from our site and services. Please visit the link to learn how to do it: https://helpcenter.onlyoffice.com/gettingstarted/configuration.aspx#DeactivatingDeletingPortal_block

If you choose to delete your Data, it will become unavailable and will be completely deleted in 60 days upon your delete request.

Please, be aware, that sometimes we have to store some Data for a longer period of time either due to technical limitations or to comply with the law.

Underage

Ascensio System SIA does not intentionally collect Personal Data from persons, who are minors under their applicable local legislation. If you are under 16, you will need consent from your parent(s) or other legal guardian(s) before submitting any information to Ascensio System SIA via the website, with the exception if such activities are allowed by applicable law of your country. If we become aware that a person under 16 has provided us with personal information without appropriate aforementioned consent, we will take steps to delete such information.

Public areas

Ascensio System SIA may create, host and provide discussion forums, newsgroups, blogs or other public environments to ONLYOFFICE^TM users and general public. Any information disclosed in blogs or forums is considered public and each user is responsible for and should exercise caution when disclosing any Personal Data in such areas. Ascensio System SIA is not responsible for any action taken as a result of information presented or received in such areas.

Links to other sites

This site contains links to other sites. Please be aware that Ascensio System SIA is not responsible for the privacy practices or the content of such websites as well as any information they might collect, even though our name or logo may appear on those sites. We encourage you to be aware when you leave our site and to read the privacy statements of each and every website that you visit, as the Privacy Policy of those sites may differ from ours. Our privacy statement applies solely to http://www.onlyoffice.com

How we use "cookies"

During your visit to our website, so-called "cookies" are saved to your computer. These "cookies" are small computer files, necessary to provide functionality and track user's activity: register information about user's navigation on our website (e.g. loaded pages, date, time of day and length of visit etc) which we can access during your next visit in order to adapt the website to your personal requirements and optimize loading times. We also use this information to enter your data into inquiry forms so that you do not need to fill them again.

We never store passwords or similarly sensitive data in our website cookies. The use of cookies is common and advantageous. Cookies are used on most websites. By indicating how and when visitors use a website, cookies aid us in finding out which areas are popular and which areas are not. Many improvements and updates are based on information supplied by cookies. Cookies can also help us to personalize web content and meet the demands of our visitors.

Our website does not use cookies to collect Personal Data from your computer that was not initially sent as a cookie.

What cookies do we use and why:

Essential. These cookies are necessary in order to enable certain base features, such as identifying certain user and remembering that user have logged into his Account. These cookies may store unique user authentication key and are required by the service to operate correctly. Although cookies do not store your password directly, user authentication key is as a password substitute. Please be aware that you shall not let others to copy your cookies.
Functionality. These cookies are used to remember some choices that users make (i.e. search parameters or language settings) and to make your use of our site and services more tailored.
Performance and analytics. These cookies collect information on how users operate with our site and services and help us to improve them. We use Google Analytics cookies to identify areas for improvement such as navigation and user experience, and marketing campaigns. Please check the "Third-party service providers" section to learn more.

Users can disable cookies by changing their Internet browser settings. However, if you instruct your Internet browser to not accept essential cookies, our site and service may not work properly or may not work at all.

Data protection

Your Account is password-protected so that you have secure access to your ONLYOFFICE^TM portal and Personal Data stored on your website. It is the user's responsibility to protect the security of their password. We do not take responsibility for any undesirable information disclosure due to password insecurity.

To minimize any personal data breach we implemented following different security measures including:

user password strength settings;
physical access control;
randomly-generated brute-force resistant staff passwords;
strong cipher-encryption for all mediums containing Personal Data (where appropriate);
video surveillance and activity logs;
two-factor authentication (enabled by default);
end-to-end encryption using modern TLS (Transport Layer Security) cryptographic protocol for all connections containing Personal Data;
trusted email domain settings;
other safety measures to reduce the risk of unauthorized access.

Third-party service providers.

We use third-party service providers to provide hosting and analytics.

AWS Amazon file hosting. We use Amazon AWS cloud storage to store user files including Data. Actual location where certain Data is stored depends on "Portal region" setting which is set by Portal administrator during Portal initial setup.

At the moment there are following options:

EU (Germany) Region;
US West (Oregon) Region;
Asia Pacific (Singapor

Please visit the following link to learn how to change Portal region: https://helpcenter.onlyoffice.com/gettingstarted/configuration.aspx#ChangingPortalRegion_block

To learn how Amazon AWS treats your privacy, please see the following link: https://aws.amazon.com/privacy

Google Analytics. We also use Google Analytics to track what is used the most, to understand our users needs and to make our site and service better.

Please visit the link to understand Google's approach to privacy: https://policies.google.com/privacy?hl=en

Privacy policy updates

Ascensio System SIA may update this Privacy Policy from time to time. We encourage you to review this privacy statement for any changes occasionally. If any changes are made to the way in which we treat your Personal Data, we will inform you about such changes via email or by posting a note on our website.

Further questions

If you have any questions about our Privacy Policy, feel free to email us at info@onlyoffice.com.