“We”, “us” or “our” in this policy means Oki-Toki, which offers a web-based call center solution that helps you to organize the workload of your sales, call center and customer support departments.
- what information do we collect about you
- how we use information we collect
- how we share information we collect
- how we store and secure your information, and transfer it internationally
- your choices on how to access and control your information
- other important privacy information.
1. What Information We Collect
We collect information about you when you input it into the Subscription service or otherwise provide it directly to us. We collect your information when you register for an account, create or modify your profile, set preferences, sign-up for or make purchases through the Subscription Service.
1.1 When you visit our Website
You are free to explore the Website without providing any information about yourself. When you visit the Website or register for the Subscription Service, we request that you provide Personal Information about yourself, and we collect Navigational Information.
1.2 Personal information
This refers to any information that you voluntarily submit to us and that identifies you personally, including contact information, such as your name, email address, company name, phone number, and other information about yourself or your business. Personal Information can also include information about any transactions, both free and paid, that you enter into on the Website, and information about you that is available on the internet, such as from Facebook, LinkedIn, Twitter and Google, or publicly available information that we acquire from service providers.
1.3 Content you provide through our Service
We collect and store content that you post, send, receive and share. This content includes any information about you or your contacts that you may choose to include. Content also includes the files and links you upload to the Service. Examples of content we collect and store include: files you attach to a client card, the name of a team, descriptions of tasks on client cards, comments you enter on a client card.
1.4 Information you provide through our support channels
The Service also includes customer support, where you may choose to submit information regarding a problem you are experiencing with a Service. Whether you designate yourself as a technical contact, open a support ticket, speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue.
1.5 Payment information
We collect and process payment information from you when you subscribe to the Subscription Service, including credit card numbers and billing information, using third-party PCI-compliant service providers. Except for this, we do not collect Sensitive Information from you.
Some information is collected automatically when you use our Website or Subscription Service, including browsing or Website and taking certain actions within the Subscription Service.
1.6 Your use of our Service
We collect Service usage statistics. It includes how often do you use our Service, the features you use, the events that occur within the Service, its performance data. This information is used only to provide you with the better customer experience and to analyze the performance of our Service.
1.7 Navigational information
This refers to information about your computer and your visits to this website such as your IP address, geographical location, browser type, operating system and device, referral source, length of visit and pages viewed. We use your IP address and/or country preference in order to approximate your location to provide you with a better Service experience. Please see the “Navigation information” section below.
We use “cookies” to help you personalize your online experience. A cookie is a text file that is placed on your hard disk by a Web server. Cookies are not used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a Web server in the domain that issued the cookie to you. One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalize pages on our Websites, or register for the Subscription Service, a cookie helps us to recall your specific information on subsequent visits. When you return to the same Website, the information you previously provided can be retrieved, so you can easily use the customized features.
1.7.2 Log Files
We may gather certain information automatically and store it in log files. This information includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, date/time stamp, and clickstream data. This information is used by Oki-Toki for the operation of the Subscription Service, to improve and maintain the quality of the Subscription Service, and to provide general statistics regarding use of the Oki-Toki Website. For these purposes, we link this automatically-collected data to Personal Information such as name, email address, address, and phone number.
1.7.3 Clear Gifs (Web Beacons/Web Bugs)
We employ a software technology called clear gifs (a.k.a. Web Beacons/Web Bugs), that help us better manage the Website and Subscription Service by informing us what content is effective. Clear gifs are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of Web users. In contrast to cookies, which are stored on a user’s computer hard drive, clear gifs are embedded invisibly on Web pages or in emails and are about the size of the period at the end of this sentence. We use clear gifs in our HTML-based emails to let us know which emails have been opened by recipients. This allows us to gauge the effectiveness of certain communications and the effectiveness of our marketing campaigns. We tie the information gathered by clear gifs in emails to our customers’ Personal Information. If you would like to opt-out of these emails, please see “To Unsubscribe from our communications”.
1.7.5 Third Party Tracking Technologies
2. How we use information we collect
2.2 We never sell Personal information
We will never sell your Personal Information to any third party.
2.3 Use of Personal information
2.3.1 Provide the Service and improve your experience:
We use the information about you to provide the Service, including to process transactions with you, authenticate you when you log in, provide customer support, and operate and maintain the Service.
2.3.2 Research and development:
We look for the ways to increase the value of our Service for you and understand the needs of our customers. We use collective learnings about how people use our Service and feedback provided directly to us to identify trends, usage, activity patterns and areas of improvement of our Service and develop new functionality.
2.3.3 Communicate with you about the Service:
We use your contact information to send transactional emails and for communication within the Service, including confirmation of your purchases, reminders of subscription expirations, providing customer support, sending your technical notices, updates and administrative messages. Depending on your settings, we send you email notifications when a new lead is added via Web-to-lead API or a lead is reassigned to you, reminders on scheduled events etc. We also provide tailored communications based on your activity and interactions with us. For example, certain actions you take in the Service may automatically trigger a feature or third-party app suggestion within the Service that would make that task easier. We also send you communications as you onboard a particular Service to help you become more proficient in using that Service. These communications are part of the Service and in most cases, you cannot opt out of them. If an opt-out is available, you will find that option within the communication itself or in your account settings.
2.3.4 Promote and drive engagement with the Service:
We use your contact information and information about how you use the Service to send promotional communications that may be of specific interest to you, including by email and by displaying Oki-Toki ads on other companies’ websites and applications, as well as on platforms like Facebook and Google. These communications are aimed at driving engagement and maximizing what you get out of the Service, including information about new features, survey requests, newsletters, and events we think may be of interest to you. We also communicate with you about new product offers, promotions and contests. You can control whether you receive these communications as described below under “To Unsubscribe from our communications”.
2.3.5 Customer support:
We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyze crash information, and to repair and improve the Service.
2.3.6 For safety and security:
We use information about you and your Service to verify accounts and activity, to monitor suspicious or fraudulent activity and to identify violations of Service policies.
2.3.7 To protect our legitimate business interests and legal rights:
Where required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with the acquisition, merger or sale of a business.
2.3.8 With your consent:
We use information about you where you have given us consent to do so for a specific purpose not listed above. For example, we may publish testimonials or featured customer stories to promote the Services, with your permission.
2.3.9 Legal bases 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 bases for doing so under applicable EU laws. The legal bases 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 Service, including to operate the Service, provide customer support and personalized features and to protect the safety and security of the Service;
- 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 Service 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.
2.4 Use of Navigational information
We use Navigational information to:
- operate and improve the Website and the Subscription Service, personalize our Service, such as remembering a User’s or Visitor’s information so that the User or Visitor will not have to re-enter it during a visit or on subsequent visits;
- provide customized advertisements, content, and information and analyze the effectiveness of third-party marketing activities;
- monitor aggregate site usage metrics such as total number of visitors and pages viewed;
- track your entries, submissions, and status in any promotions or other activities on the Service.
We may also use Navigational information alone or in combination with Personal Information to provide you with personalized information about Oki-Toki.
2.5 Use of credit card information
If you give us credit card information, we use it solely to check your financial qualifications and collect payment from you. We use a third-party service provider to manage credit card processing. This service provider is not permitted to store, retain, or use information you provide except for the sole purpose of credit card processing on our behalf.
3. Sharing your information
We share information with third parties that help us operate, provide, improve, integrate, customize, support and market our Services.
3.1 Service providers
We work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, payment processing, analysis and other services for us, which may require them to access or use information about you. If a service provider needs to access limited information about you to perform services on our behalf, they do so under instruction from us, including abiding by policies and procedures designed to protect your information. Some of our pages utilize framing techniques to serve content to or from our partners while preserving the look and feel of our Website. Please be aware that you are providing your personal information to these third parties and not to https://www.oki-toki.net
3.2 Customer testimonials and comments
We post customer testimonials and comments on our Website, which may contain Personal Information. We obtain each customer’s consent via email prior to posting the customer’s name and testimonial. If you want to update or delete your testimonial, please contact us at email@example.com.
3.3 Social media features
3.4 External websites
3.5 Corporate events
If we (or our assets) are acquired by another company, whether by merger, acquisition, bankruptcy or otherwise, that company would receive all information gathered by Oki-Toki on the Website and the Subscription Service. In this case, you will be notified via email and/or a prominent notice on our Website of any choices you may have regarding your Personal information.
3.6 Compelled disclosure
We reserve the right to use or disclose your Personal Information if required by law or if we reasonably believe that use or disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or comply with a law, court order, or legal process.
4. Storage and security of your Personal Information
4.1 Information storage and security
We use data hosting service providers in the United States to host the information we collect, and we use technical measures to secure your data. While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others. We will respond to requests about this within a reasonable timeframe.
We use a variety of security technologies and procedures to help protect your Personal Information from unauthorized access, use or disclosure. We secure the Personal Information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure. All Personal Information is protected using appropriate physical, technical and organizational measures.
Your account is protected by a password for your privacy and security. You must prevent unauthorized access to your account and Personal Information by selecting and protecting your password appropriately and limiting access to your computer or device and browser by signing off after you have finished accessing your account.
When you enter sensitive information, such as a credit card number and/or geo-location data on our order forms or use the Subscription Service, we encrypt the transmission of information using Secure Socket Layer (SSL) protocol. We follow generally accepted standards to protect the Personal Information submitted to us, both during transmission and once we receive it. If you have any questions about security on our site, please contact us at firstname.lastname@example.org.
4.2 Retention of Personal Information
How long we keep information we collect about you depends on the type of information, as described in further detail below. After such time, we will either delete or anonymize your information or, if this is not possible, then we will securely store your information and isolate it from any further use until deletion is possible.
We retain Personal Information that you provide to us where we have an ongoing legitimate business need to do so (for example, as needed to comply with our legal obligations, resolve disputes and enforce our agreements). When we have no ongoing legitimate business need to process your Personal Information, we securely delete the information or anonymise it or, if this is not possible, securely store your Personal Information and isolate it from any further processing until deletion is possible. We will delete this information from the servers at an earlier date if you so request, as described in “Your choices” below.
If you have elected to receive marketing communications from us, we retain information about your marketing preferences for a reasonable period of time from the date you last expressed interest in our content, products, or services, such as when you last opened an email from us or ceased using your Oki-Toki account. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.
If you provide information to our customers as part of their use of the Subscription Service, our customers decide how long to retain the personal information they collect from you. If a customer terminates its use of the Subscription Service, then we will provide the customer with access to all information stored for the customer by the Subscription Service, including any Personal Information provided by you, for export by the customer according to our agreement with our customer. After termination, we may, unless legally prohibited, delete all customer information, including your Personal Information, from the Subscription Service.
4.3 International transfer of information
We have taken appropriate safeguards to require that your Personal Information will remain protected. When we share information about you within and among Oki-Toki entities, we make use of standard contractual data protection clauses, which have been approved by the European Commission.
5 Your choices
5.1 Reviewing, correcting and removing your Personal Information
Upon request we will provide you with information about whether we hold any of your Personal information. If you provide us with your Personal Information, you have the following rights with respect to that information:
- to review the user information that you have provided to us
- to correct any errors, outdated information, or omissions in user information that you have supplied to us
- to request that your user information not be used to contact you
- to request that your user information be removed from any promotional list that we use
- to request that your user information be deleted from our records
- to opt out of being contacted by Oki-Toki.
You can review, correct or update your profile information and preferences within your Profile settings and modify content that contains information about you using the editing tools associated with that content.
You or an administrator can deactivate your access to the Service. Please be aware that deactivating access to the Service does not delete your information from the system; your information remains visible to other Service users based on your past participation within the Service.
If you want to delete your information, our Service gives you the ability to delete certain information about you using editing tools and you can remove certain profile information within your Profile settings. If you no longer desire our service, please contact us by email email@example.com. We will respond to your request within 30 days and notify you of the action we have taken. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.
5.2 Anti-Spam policy
Terms of Service applies to us and to our customers and, among other things, prohibits use of the Subscription Service to send unsolicited commercial email in violation of applicable laws, and requires the inclusion in every email sent using the Subscription Service of an “opt-out” mechanism and other required information. We require all of our customers to agree to adhere to the Terms of Service at all times, and any violations of the Terms of Service by a customer can result in immediate suspension or termination of the Subscription Service.
5.3 To Unsubscribe from our communications
We will use the email provided in the registration process in order to send a welcome email, billing and invoice information and news and updates. If you wish to subscribe to our newsletter, we will use your name and email address to send the newsletter to you.
You may unsubscribe from our newsletters or promotional communications by clicking on the “unsubscribe” link located on the bottom of our emails, updating your email preferences within your Profile settings page, or by contacting us as provided below to have your contact information removed from our promotional email list or registration database.
We will also send you service-related email announcements on rare occasions when it is necessary to do so. For instance, if our service is temporarily suspended for maintenance, we might send you an email. You do not have an option to opt out of these transactional emails, which are not promotional in nature.
If you choose to use our invite Teammates to our Subscription Service, we will ask you for that Teammate’s email address. We will automatically send a one-time email with registration credentials inviting that Teammate to use the Subscription Service. We store this information to validate authorized users. Invited Teammates may contact us at firstname.lastname@example.org to request that we remove this information from our database.
5.4 To Unsubscribe from our customers’ communications
We collect information under the direction of its customers, and have no direct relationship with the individuals whose personal data it processes. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data should direct his query to the Company’s client (the data controller). Our customers are solely responsible for their own promotional emails and other communications; we cannot unsubscribe you from their communications. You can unsubscribe from our customers’ promotional communications by clicking on the “unsubscribe” link located on the bottom of their emails, or by contacting them directly.
6. Important Information
6.2 Information about children
The Website and the Service are not intended for or targeted at children under 16, and we do not knowingly or intentionally collect information about children under 16. If we become aware that a person under 16 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact us at email@example.com.
6.3 Contact us