Privacy Policy

Last updated February 28, 2023

This Privacy Policy sets out our commitment to protecting the privacy of Personal Information provided to us or otherwise collected by us, offline or online including through this website (the “Services”), for logged in and identified users.

In this Privacy Policy “you” means a user of the Services who provides Personal Information to us and “we” or “us” means Panelfox LLC.

Please read this Privacy Policy carefully. By providing Personal Information to us, you consent to our collection, holding, use and disclosure of your Personal Information in accordance with this Privacy Policy. Please contact us if you have questions at support@panelfox.io. If you do not wish to provide Personal Information to us, then you do not have to do so.

What information you provide to us

As a user of the Services, you provide information to us. This includes:

• profile information like your name, email address, and profile photo;
• content you provide through the Services, for instance studies, comments, tags, files;
• when you subscribe to our paid services, your billing details including your address;
• details of services we have provided to you or that you have inquired about;
• your responses to requests for feedback; and
• additional Personal Information that you provide to us directly or indirectly through your use of our Services, associated social media platforms or accounts from which you permit us to collect information.

What information we log about you

We log information about your access and use of our Services. This includes:

• your communications with our Services;
• your behavior through analytics events;
• your Internet Protocol (IP) address;
• your approximate geographic location;
• the storage of Internet cookies;
• the type of browser you are using;
• the type of device you are using; and
• the type of operating system you are using.

How we use information we collect

We collect and use your information:

• to enable you to access and use our Services;
• to enable you to create Studies via the Services;
• to enable you to add Customer Data to Projects via the Services;
• to process your payments where you have signed up to a paid service;
• to contact and communicate with you;
• to improve our Services through research and development;
• to prevent and address technical problems;
• to provide you with support services if requested;
• for internal record keeping; and
• for advertising and marketing, including to send you information about our products and services.

How we disclose information we collect

Panelfox is a cloud product built for teams. This means sharing information with others through the Services, and with certain third parties.

We disclose information we collect about you in the ways discussed below, including in connection with possible business transfers.

Disclosing to other users

Certain information will be shared with other members of your workspace. These people are usually colleagues you work with day-to-day, or clients you have added to your organization.

The information disclosed to other users in your workspace includes:

• profile information like your name, email address, and profile photo; and
• content you add to the Services, for example files, notes, studies, and tags.

Disclosing to service providers

As part of providing information, products, and our Services to you, we use third party services to store and process your Personal Information. These third parties will only store and process your Personal Information for the purpose of providing services to Panelfox. 

For information on our use of third parties, including the geographic location of each subprocessor, see our list of Data subprocessors.

Other third party disclosures

In addition, we may disclose Personal Information to:

• credit reporting agencies and courts, tribunals and regulatory authorities where you fail to pay for goods or services provided to you; and
• courts, tribunals, regulatory authorities and law enforcement officers as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights.

If there is a change of control of our business or a sale or transfer of business assets, we reserve the right to transfer our user databases, together with any Personal Information and non-Personal Information contained in those databases, in connection with such change of control or sale or transfer. This information may be disclosed to a potential purchaser. 

Your rights

Choice and consent: If you choose to provide us with your Personal Information, you acknowledge we will disclose or collect or use your Personal Information for the purposes described in this Privacy Policy and we will handle it in accordance with this Privacy Policy.

Your provision of third party information: If you provide us with third party Personal Information, then you warrant to us that you have the third party’s consent to provide us with their Personal Information.

You or your authorized agent may exercise any of the rights set forth below: 

Restrict: If you have previously agreed to us collecting and using your Personal Information, you may change your mind at any time by contacting us at the email address listed in this Privacy Policy. This may mean no longer using the Services.

Access: You may request details of Personal Information that we hold about you, in certain circumstances as permitted by applicable law. We may refuse to provide you with information that we hold about you, as permitted by applicable law.

Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, you may edit your Personal Information directly or contact us to make corrections. We rely upon users advising us when their Personal Information changes. We will respond to any request within a reasonable time. We will endeavor to promptly correct any information found to be inaccurate, incomplete or out of date.

Complaints: If you wish to make a complaint, please contact us using the details below and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take in response to your complaint. You also have the right to contact the relevant authority in the country in which you are based.

Unsubscribe: You may opt out of non-transactional or non-account related promotional emails by clicking the “unsubscribe” link located at the bottom of our email communications.

Online Targeted Advertising Privacy Choices

To advertise the Services on other sites or platforms, we may allow third party advertising vendors to process certain browsing data from our website along with cookies, IP address or device identifiers or we may use hashed email address or contact information for such purposes. Residents of certain states may opt out of this activity which may be considered a “sale” of their personal information or sharing or processing of their personal information for targeted advertising. Please note, we do not use your research data for this purpose.

You (or, if applicable under law, your authorized agent) may opt out of our sale of sharing or processing of your personal information for such purposes.

You may still receive advertising, it just may not be tailored to your interests. Please note, if you use different browsers, devices, or services, you will need to opt out on each browser or device where you want the choice to apply. In some cases, you may also be presented with form field to complete in those cases where we will ask for your email address or other information so we may add it to an appropriate suppression list.

Please note that if you have a legally recognized browser-based opt out preference signal turned on via your device browser (such as Global Privacy Control), we recognize such preference in accordance and to the extent required by applicable law.

Data storage, transfer, and security

Panelfox hosts data with hosting service providers in the United States and Germany. We are committed to ensuring that the information you provide is secure. In order to prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information and protect it from misuse, interference, loss and unauthorized access, modification and disclosure.

No information transmitted over the Internet can be guaranteed to be secure. We cannot guarantee the security of any information that you transmit to us or receive from us. Although we take measures to safeguard against unauthorized disclosures of information, we cannot assure you that Personal Information that we collect will not be disclosed in a manner that is inconsistent with this Privacy Policy.

Where data is transferred over the Internet, the data is encrypted using industry standard SSL (HTTPS), with HTTP Strict Transport Security (HSTS) enabled.

Links to other websites

Our Services may contain links to other websites of interest. We do not have any control over those websites. We are not responsible for or liable for the protection and privacy of any information which you provide when visiting such websites, and such websites are not governed by this Privacy Policy.

Amendments

We may, at any time and at our discretion, vary this Privacy Policy. We will notify you if we amend this Privacy Policy, by contacting you through the contact details you have provided to us. Any amended Privacy Policy is effective once we notify you of the change.

Additional Notice to California Residents

If you are a California resident, California law requires us to provide you with some additional information regarding how we collect, use, and disclose your “personal information” (as defined in the California Consumer Privacy Act (“CCPA”)).

The following are the “categories” of personal information under the CCPA that we collect and that we may, as discussed throughout this Privacy Policy, use and disclose for our business purposes. We may use all the categories of personal information set forth below for operation (including technical functionality) of the Services, internal research, advertising, security and fraud detection purposes, and legal compliance or for any purpose with your consent. We may disclose all the categories of personal information set forth below to our service providers and with entities, such as government entities, as required by applicable law.

Do Not Sell or Share Personal Information for Cross-Context Behavioral Advertising

California residents may opt out of the “sale” of their personal information and the sharing of their personal information for cross-context behavioral advertising (aka targeted advertising).

We may “sell” or share (and over the past 12 months may have shared) the following categories of information for such advertising in order to promote our Services to you with advertising networks or allow such third parties to collect information including: device information and identifiers, such as IP address, and unique advertising identifiers and cookies; connection and usage information, such as site browsing history; geolocation information, such as city; and inference data.

In addition, we may provide some of your information, including contact information or identifiers in a way that constitutes a sale to third parties or sharing or processing of personal information for targeted advertising of our Services to you. 

You (or, if applicable under law, your authorized agent) may opt out of our sale of sharing or processing of your personal information for such purposes.

Additional rights for individuals located in the European Union

Under the GDPR individuals located in the EU have extra rights. Personal Information under the GDPR is referred to as ‘personal data’ and is defined as: “means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person” (Personal Data).

This Section sets out the additional rights we give to individuals located in the EU, including how we process Personal Data lawfully, transparently and fairly.

Legal basis for processing (for EEA users)

If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have legal basis for doing so under applicable EU laws. The legal basis depend on the Services you use and how you use them. This means we collect and use your information only where:

• we need it to provide you the Services, including to operate the Services, to provide customer support and personalized features, and to protect the safety and security of the Services;
• it satisfies a legitimate interest (which is not overridden by your data protection interests), such as for research and development, to market and promote the Services and to protect our legal rights and interests;
• you give us consent to do so for a specific purpose; or
• we need to process your data to comply with a legal obligation.

If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place.

Where we are using your information because we or a third party (e.g. your employer) have a legitimate interest to do so, you have the right to object to that use though, in some cases, this may mean no longer using the Services.

Data Retention

We will only retain your Personal Data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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 unauthorized use or disclosure of your Personal Data, the purposes for which we process your Personal Data, whether we can achieve those purposes through other means and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see ‘Special rights for EU individuals’ below for further information.

In some circumstances we may anonymize your Personal Data (so that it can no longer be associated with you) for analytics, research or statistical purposes, in which case we may use this anonymized information indefinitely without further notice to you.

Data Transfers

The countries to which we send data for the purposes listed above may not have the same data protection laws as the country in which you initially provided the information. If we transfer your Personal Data to third parties in other countries: (i) we will perform those transfers in accordance with the requirements of applicable law; and (ii) we will protect the transferred Personal Data in accordance with the Privacy Policy.

Special rights for EU individuals

Objecting to processing: You have the right to object to processing of your Personal Data that is based on our legitimate interests or public interest. If this is done, we must provide compelling legitimate grounds for the processing which overrides your interests, rights and freedoms, in order to proceed with the processing of your Personal Data.

Restricting processing: You have the right to request that we restrict the processing of your Personal Data if (i) you are concerned about the accuracy of your Personal Data; (ii) you believe your Personal Data has been unlawfully processed; (iii) you need us to maintain the Personal Data solely for the purpose of a legal claim; or (iv) we are in the process of considering your objection in relation to processing on the basis of legitimate interests.

Access, erasure and data portability: You may have the right to request details of the Personal Data we hold about you, or to request that we erase the Personal Data we hold about you, or that we transfer this information to you or to a third party.

Rectification: If you believe that any Personal Data we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to promptly correct any information found to be inaccurate, incomplete, misleading or out of date.

Children’s Privacy

Panelfox does not knowingly collect personally identifiable information from children under the age of 13 (or from children under the age of 16 in the EU) and the Services are not intended for use by children under the age of 13 (or by children under the age of 16 in the EU). If Panelfox obtains actual knowledge that it has collected personally identifiable information from a child under the age of 13, Panelfox will immediately delete such information from its database.