Privacy Policy
Version updated on January 23rd, 2025.
Teambook may periodically update this Privacy Policy. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address specified in your Teambook account or by placing a prominent notice on our site.
While this policy may be translated into other languages and made publicly available on the Internet, the English language version shall prevail in the event of any dispute.
If, at any time, you have questions or concerns about our privacy practices, please feel free contact us at privacy@teambook.soleil-digital.ch
Our privacy commitments
Teambook SA is committed to protecting the privacy of our customers. This Privacy Policy outlines what information we collect and how we may use it on www.teambookapp.com as well as on web.teambookapp.com
Maintaining the privacy of your information is of paramount importance to us as it helps foster confidence, goodwill and stronger relationships with you, our customers.
We are committed to ensuring all personal data we hold and process is safe and secure, including:
- Not selling, trading, renting or sharing your personal information to third parties
- Automatically deleting any personal data that is no longer deemed required.
- Allowing users and organizations to delete the personal data they control.
- Providing data subjects with access to their personal data, if requested.
- Building in “privacy by design” as we develop and enhance Teambook’s services.
- Appointing a Privacy Officer (privacy@teambook.soleil-digital.ch) to oversee privacy matters.
- Regularly reviewing our privacy statements, Data processing agreement, and internal documentation and processes.
Legal framework
Teambook SA, being a Swiss company, acknowledges that the processing of Customer Content may be subject to Swiss official, professional and other statutory secrecy obligations (e.g., Art. 320 et seqq. Swiss Penal Code) (the « Secrecy Laws »). Teambook will keep Customer Content confidential for as long as required by such Secrecy Laws (even after the term of the Agreement) and use it only as necessary to provide the Services, and will not disclose it to any third party, except as necessary to comply with Customer instructions, the obligations of the Agreement or a valid and binding order of a competent governmental body (such as a subpoena, warrant, or court order).
What information do we collect and why?
During a Website visit, you may elect to provide us personal information, such as your name, organization name, email and a password, to create a free trial of the Service.
When you choose to provide us your email address, we may use it to reply to a message that you have sent to us. We may also use your email to contact you from time to time regarding updates or enhancements to the Teambook Service, or to our policies, or to send you other information that we feel may be of interest to you.
Information that you upload during the use of the Service may include the name, email, photo of yourself or your colleagues or employees. The information is displayed to users of your Teambook account, including the account owner, administrators and team members, as well as anyone else to whom you provide log in credentials.
You are responsible for the data that you and users authorized by you input to the Service and for the compliance of such data with applicable law, including but not limited to data protection laws.
If you choose to subscribe to use the Service, we may ask you to provide credit card and account information in order to process your order. Financial information provided via our Website is transferred over a secure connection. We store a record of the payment transaction, including the last 4 digits of the credit card number, for account and billing purposes. We will not authorize the release of your personal or financial information to anyone not directly involved in processing the transaction. This information may be encrypted and stored for logging purposes in accordance with applicable regulatory requirements. Credit card numbers are used only for processing payments and are not used for any other purposes.
As part of the Service, we use certain third party processors to process some or all of your personal information. Our sub-processors consist of cloud service providers, email delivery service, digital behavioral analytics service, and help-desk software providers.
Cookies
To continue to improve and provide a more relevant Website and Service experience, we and our sub-processors may use “cookies”, “web beacons”, and similar devices to track your activities anonymously.
A cookie is a small amount of data, which often includes an anonymous unique identifier, that is sent to your browser from a web site’s computers and stored on your computer’s hard drive. Teambook may set and access Teambook cookies on your computer, cookies are required to use the Teambook service.
We do not link the information we store in cookies to any personally identifiable information you submit while on our site.
We use both session ID cookies and persistent cookies. We use session cookies to make it easier for you to navigate our site. A session ID cookie expires when you close your browser. A persistent cookie remains on your hard drive for an extended period of time. You can remove persistent cookies by following directions provided in your Internet browser’s “help” file.
Note that the use of cookies by third parties is not covered by our privacy statement. We do not have access or control over these cookies. These third parties use session ID cookies to make it easier for you to navigate our site.
Teambook uses third party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run the Service. Although Teambook owns the code, databases, and all rights to the Teambook application, you retain all rights to your data.
We use cookie-script.com as our consent management platform. On the pop-up that appears when you browse our website and application, you choose which cookies you want us to use.
How do we protect your information?
We follow generally accepted industry standards to protect the personally identifiable information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.
Teambook only uses a valid SSL certificate from major service providers and operates over Secure Sockets Layer protocol (HTTPS), so that the information exchange between you and Teambook is encrypted, supports AES 256-bit encryption and TLS 1.2 and one-way encrypt all passwords.
Note that passwords, when received by Teambook are stored in non-deciphered string value in database, that allows Teambook to only compare entered password by user on login page, but does not allow to see it in deciphered way.
Our retention policy
- In general, if you delete your account as a customer (paid, trial or free account), all data in the Teambook database will be deleted immediately.
- Note that Teambook monitors all free and inactive accounts; in case of inactivity for a period of 90 days, Teambook will inform the account owner by mail that the account will be deleted because it is inactive (and if it remains so!). According to the previous paragraph, all data in the Teambook database will be immediately deleted with the account deletion.
- The account data stored on a third party system (e.g. customer service system) will be deleted within the next 90 days after the account deletion.
- Within Teambook, when a user or project is deleted, the corresponding database data will be deleted immediately.
- Note that Teambook’s database is automatically backed up on a daily basis by our cloud provider; the backup files are systematically deleted after one week.
- Finally, the event logs will only store events for the last 90 days.
Your rights
The European Union’s General Data Protection Regulation (GDPR) introduced new privacy laws that impact your rights and our practices for how we store and protect your data. Your rights include:
- Right to data portability: We offer a number of ways for you to export your data, via both CSV and API formats
- Right to object & right to rectify: All of your available personal data can be viewed and amended at any time via our web application or our API. You can also unsubscribe from our marketing email by following the unsubscribe link at the bottom of the message. If you are unsure of the type or accuracy of personal data we have stored, you can email us at privacy@teambook.soleil-digital.ch and we’ll clarify, and where necessary, correct.
- Right to erasure: The account owner can delete your account from the account settings at any time. All your content will be deleted from our servers within 30 days. Individual people and project data can also be deleted at any time from within the app or via our API.
- Prompt breach notification: You’ll be notified promptly of breaches involving your personal data per the GDPR requirements outlined in Art. 34.
- You also have the right to make a GDPR complaint to the relevant Supervisory Authority.
What if I need more information, or have a special request?
We are continuously looking for ways to strengthen our privacy practices and improving our processes. If you are a Teambook customer or partner and have any feedback, concerns or a special request about privacy matters, please contact our Privacy Officer at privacy@teambook.soleil-digital.ch
