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Google User Data Privacy Policy

Revision date: 15.07.2019

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 stored in your Google account (hereinafter also "Google User Data" or "Data") for the Ascensio System SIA website https://www.onlyoffice.com and related services. By using our website you explicitly consent to such use of your Google Personal Data and agree to the terms of this Privacy Policy.

What Google User Data we collect

Ascensio System SIA collects Google User Data in the following cases:

1. You choose to log in via Google account to ONLYOFFICE™ service.

We get access to the following Google User Data:

  • your personal info stored in User Google account, including any personal info made by you publicly available;
  • email address - to authenticate you, provide access to Accounts and help to recover password to access to Accounts;
  • other data. Please refer to "Google Analytics" section of this Policy and the following link: to learn more.

If you choose not to provide Google User Data, you can still login using other options or use our website anonymously (in latter case you will not be able to access areas that require registration).

If a correspondence between the user identifier and email address in Google and the user profile identifier in ONLYOFFICE™ is found, authentication is performed under the appropriate ONLYOFFICE™ user profile.

2. You choose to import contacts from your Google account.

We get access to only see and download your contacts, including the following Google User Data:

  • first and last name - to identify users and display a unique username in ONLYOFFICE™ accounts ("Accounts");
  • email address - to authenticate users, provide access to Accounts and help them recover password to access to Accounts.

If you choose to import the contacts from your Google account ONLYOFFICE™ creates new user profiles on the portal using names and email addresses of your Google contacts.

3. You choose to synchronize your Google Drive account with the Documents module of ONLYOFFICE™.

We get access to see, edit, create, and delete all of your Google Drive files.

If you choose to add your Google account to Documents module the ONLYOFFICE™ database stores only the received authorization key needed to perform further requests.

4. You choose to connect your Gmail account to ONLYOFFICE to receive and send Gmail messages within ONLYOFFICE™ interface.

We get access to read, compose, send, and permanently delete all your email from Gmail

If you choose to connect your Gmail account the ONLYOFFICE™ database stores only the received authorization key needed to perform further requests.

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.

ONLYOFFICE portals interact with Google by making requests to the official Google API using the OAuth 2.0 authorization protocol. To work in accordance with this protocol, the ONLYOFFICE application (api-project-948651087073) was created in the Google API Console .The following services were connected to it: Google Drive API, People API, Contacts API.

Refer to the following link to learn more.

How we use Google User Data

We collect and processes Google User 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™ better;
  • to comply with the law.

Ascensio System SIA may share non-personal, summary information regarding ONLYOFFICE™ 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™, 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 Google User 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 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™ 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 https://www.onlyoffice.com.

Data protection

Your Account is password-protected so that you have secure access to your ONLYOFFICE™ portal and Google User 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.

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.