Data Privacy Policy for OpenLM Work Schedule

Introduction

OpenLM Software License Management is committed to protecting the online privacy of its customers and users. This privacy policy outlines the procedures regarding OpenLM’s approach to collecting, storing, using, and managing personal data within the OpenLM Work Schedule application available on the Zoho Marketplace.

Definitions

OpenLM – refers to OpenLM Software License Management, its branches or products.

Cookies – small files placed on your computer by the website/application, containing details of your browsing history, login details, and other information.

Personal data – information that can identify an individual, directly or indirectly, particularly by reference to an identifier such as a name, an identification number, location data, an online identifier.

You / user – the individual accessing or using the application, or the company or customer on behalf of which such individual is accessing or using the application.

Personal data we collect

User data – includes system username, workstation name, and other data related to user activities.

Vacation data – information about user vacations as recorded in Zoho People.

Usage data – monitors and reports on the usage of the application’s features.

Log files – timestamp data including start time and last usage, recorded in hour/day/month/year format.

How personal data is collected

The personal data collected is directly provided by you through utilizing the application or its features. Data is collected when you:

• Install the OpenLM Work Schedule application and register on it;

• Accessing & using the application or any of its features;
• Provide additional information if necessary during the use of the application.

How collected personal data is used

OpenLM will use the personal data collected solely for the purposes of providing functionality to the features of the application. Specifically:

• User data and vacation data collection: data is collected from Zoho People users and sent to the User Availability service for use in Machine Learning and other OpenLM services;
• Storage and processing: user and vacation data are stored in MongoDB of the user availability service for further processing;
• Synchronization: User data is synchronized with the user and groups service;
• Exposure to other services: vacation data is exposed to other OpenLM services through APIs;
• Identity client data: OpenLM stores the identity client ID and secret on the Zoho Creator side, which should not be shared by the customer / user with anyone, as stated in the terms of use of the application. 

OpenLM has no interest in using the personal data collected in any other way, except to operate, maintain and improve the service.

How collected personal data is stored

OpenLM does not directly store your data. All personal data collected is stored on Zoho (Zoho Corporation Pvt Ltd), customer side, with all the security prerequisites offered by Zoho.

Third-party websites – the application may work with third-party websites and contain links to them. OpenLM has no control over, does not review, and is not responsible for data collected and managed by these websites. If you click on a link to any other website, you may be subject to data processing by these third-party websites.

Disclosure of personal data

Improvement of service – data collected may be used for technical purposes to analyze the functionality of the application and improve or add new features. If new features require further processing, the user will be notified, and additional consent may be requested.

Third parties – personal data is not shared with third parties during the normal operation of the application. Only OpenLM and the user may have access to this data. The user may request for the data to be shared with third parties.

Liability – OpenLM is not liable for any disclosure made by the user to third parties, nor for how personal data is managed by third parties.

Marketing – personal data will not be used for marketing purposes.

Law enforcement – under certain circumstances, OpenLM may be required to disclose your personal data if required by law enforcing agencies or in response to valid requests by public authorities. OpenLM will notify you accordingly.

Disclosure by accident – in case of accidental data loss, theft, leak, modification, etc., you or the Data controller will be notified immediately.

Your choices regarding the collecting of personal data

The use of this application implies by default that the user is aware that data is collected and processed and cannot opt out of these processes. 

The data collected is part of the working principles and purposes of the service. By refusing to be subject to personal data processing you understand that you cannot use the extension, or the extension will not work as intended. 

Changes to our Privacy Policy 

The privacy policy regarding the OpenLM Work Schedule application is regularly reviewed. Any changes or updates will be published immediately. Users will be notified about major changes, and additional consent may be requested from the user for new additions regarding data processing.

Your data protection rights

OpenLM reiterates the data protection rights of which every user is entitled to (concerning data that is stored on OpenLM premises):

• The right to access – you have the right to request from our company copies of your personal data that we possess. As well, you may access, update or request deletion of your personal data.
• The right to rectification (correction) – you have the right to request from our company to correct any information regarding your persona that you find inaccurate. You may also request the company to complete any information you believe is incomplete.
• The right to erasure – you have the right to request the company to delete or remove all or partial personal data when there isn’t a legitimate reason for the company to continue processing it.
• The right to object to processing – you have the right to object to certain types of processing of your personal data.
• The right to data portability – you have the right to request from our company to transfer the data collected to you or to other organizations or third parties you deem necessary.
• The right to withdraw consent (restrict processing) – you have the right to withdraw your consent on using your personal data. If you withdraw your consent, we may not be able to provide you with access to certain specific functionalities of the extension. Total failure to access and operate our extension is possible considering that data acquired is vital for the working purposes of the extension.

Data retention period

OpenLM will retain your personal data for as long as it is necessary for the purposes related to the functionality of the application. Data will also be retained to the extent necessary to comply with legal obligations and resolve disputes if needed.

Contact us

Should you wish to report a complaint, request or should it be the case you think our company has not addressed your concerns in a satisfactory manner, please contact us through the following channels:

• Web Store: contact the developer option in the web store from where you installed the extension;
• Support Link: https://www.openlm.com/contact-us/
• Email: support@openlm.com

Response time

In case you want to make any requests or you would like to exercise any of the rights you are entitled to, please consider that the company will take up to 2 (two) weeks to give a course of action to your requests.