Vanilla Marketing Tools Inc ('us', 'we' or 'our') is operating the website https://app.vanillasm.com (the 'service').
This page will explain and inform you about the policies regarding the collection, use, migration and disclosure of personal information when you are using the service Vanilla Marketing Tools.
In order to improve the Vanilla Marketing Tools service we will use your personal information giving while registering and while using the product. By using the Vanilla Marketing Tools service you agree that the collection and the use of your information will be in accordance with this policy.
When you are using the Vanilla Marketing Tools service on https://app.vanillasm.com
For statistics: When you are using the Vanilla Marketing Tools services, we may track your usage and which pages you are visiting and which links you click, by using the technology Google Analytics.
For users statistics and details: Once you have created an Vanilla Marketing Tools account we will ask some information such as your email, a password generated for login, or your name and the company you are working for in order to improve all your Vanilla Marketing Tools experience. We may use this information to send you messages in order to provide you the best onboarding and customer support. We will also use those information for your invoices.
For payments & invoicing: When you move from a free trial to a paying customer, we will collect your payment information to send it to our provider Stripe, Inc. We will never save or put your payments information to a database or on our own servers. This is only our payment provider Stripe, Inc that will save and collect those information.
When you decide to subscribe to a newsletter from our public websites or any website related to the Vanilla Marketing Tools services (e.g blog, product or updates).
Your contact information: When you are using the Vanilla Marketing Tools services, we ('Vanilla Marketing Tools', or 'https://app.vanillasm.com') may collect your email in order to send your emails, newsletter or notifications about our services.
When you are using the Vanilla Marketing Tools services ('https://app.vanillasm.com').
Logging and history events: Once you become a Vanilla Marketing Tools users we will monitor your usage, and log any requests you will do to our service. All those logs captured by the Vanilla Marketing Tools service ('https://app.vanillasm.com'), may include IP address, geolocalization information, browser type, computer type, country etc. The logs are saved and accessible during a one month period, then backed up to our provider Amazon web services Inc. Those logs will be saved during 1 year ('One year') and will be automatically destroyed after 1 year.
As a data controller, Vanilla Marketing Tools collects your personal data fairly and lawfully and in accordance with any applicable law (including the General Data Protection Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016), with our Terms of Services and with any Data Processing Agreement. The main purpose of collecting personal data is to provide you with a safe, optimal, efficient and personalized experience.
We will may use your personal data to:
Vanilla Marketing Tools ('https://app.vanillasm.com' or app.vanillasm.com) may use the collected data for other purposes in order to offer the best service. You will be informed of this while using the product, and we will ask to accept this usage, because using any part of the data we collect, related to your account or your personal information.
Vanilla Marketing Tools ('https://app.vanillasm.com' or app.vanillasm.com) will retain the personal information we have processed on behalf of our customers as long as needed to offer the service in accordance with our terms of services. Once a Vanilla Marketing Tools account is deleted we will remove all information related to this account within a 30 days period. To the extent not deleted by our customers, Vanilla Marketing Tools ('https://app.vanillasm.com' or app.vanillasm.com) may also retain and use certain personal information for a reasonable period of time thereafter as necessary to pursue our legitimate business interests, resolve disputes, conduct audits, comply with our legal obligations, and enforce our terms of service.
Customer Support Services
Our Services collect personal information for our customers. As a data processor of this personal information on our customer’s behalf, Vanilla Marketing Tools ('https://app.vanillasm.com' or app.vanillasm.com) has limited ability to access personal information our customers submit to our Services. If you are a data subject for whom a customer has submitted personal information to the Services and would like your information not to be disclosed to a third-party or to be used for a purpose that is materially different from the purpose(s) for which the personal information was originally collected, then you should contact the customer directly.
Right of access/portability
You may request to access your Personal Information and obtain a copy of Personal Information which is being processed by Vanilla Marketing Tools. In the event that you request to know what Personal Information is being processed by us, we will provide you with the following information free of charge: purposes of processing; categories of Personal Information processed; recipient(s) of Personal Information; length of time during which the Personal Information will be stored; your privacy rights; and information on data transfers. The data subject shall have the right to obtain from the controller confirmation as to whether or not personal data concerning him or her are being processed, and, where that is the case, access to the personal data [...] The controller shall provide a copy of the personal data undergoing processing. As a customer, you have access to your personal information through our website (once logged-in). We also offer a feature that allow to export all your personal data in a structured way whenever you like. You can access it from 'Configuration' > 'Export contacts'. If your contacts ask you for their data, you can easily give it to them thanks to our 'export contacts' feature on the 'configuration' page.
Right to rectification
Please note that we may rectify, replenish or remove incomplete or inaccurate information, at any time and at our own discretion. The data subject shall have the right to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her. Taking into account the purposes of the processing, the data subject shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement. As a customer, you can change your personal data right from our website in 'Configuration' > 'Company information'. If a lead asks you to modify its data, you can do it from the 'Contacts Details' page, then select a contact and edit his information.
Right to be forgotten & Right to object
You may at any time withdraw your consent to our processing of your Personal Information. In this case, if there is no overriding legitimate interest for continuing the processing of your Personal Information (e.g. to comply with our legal obligations, resolve disputes, enforce our agreements, etc.) and the Personal Information is no longer necessary in relation to the purpose for which it was originally collected, we will erase your data. The data subject shall have the right to obtain from the controller the erasure of personal data concerning him or her without undue delay and the controller shall have the obligation to erase personal data without undue delay. The data subject shall have the right to obtain from the controller restriction of processing. As a customer, all your users data is erased within 30 days after you cancel your account. If a lead asks you to be forgotten, you can blacklist him from the 'Configuration' -> 'Unsubscribe emails or domains' page.
Right of Restriction of Processing
You may request us to restrict processing of your Personal Information if one of the following applies: (i) the accuracy of the Personal Information is contested by you; (ii) the processing is unlawful; or (iii) if we no longer need the Personal Information.
Right to Data Portability
You have the right to receive the Personal Information in a structured, commonly used and machine-readable format.
You are free to block, delete or disable some or all cookies by changing your cookie preferences in your browser settings. However, please note that if you choose to set your browser in this manner, some areas of our Site and/or our Services may not function properly. Here are some examples of how to change your browser settings:
For Internet Explorer (7, 8, 9):
For Mozilla Firefox:
We take the security of the data we manage very seriously and always try to keep our methods up-to-date. We describe in more details the actions we take to keep the data safe in our Security Policy. Your information is stored in maximum-security data centers around multiple locations, maintained with the highest security standards and protected 24/7 by security personnel. We use advanced encryption standard (AES). Your data is much safer in HIPAA-compliant data centers than it would be on a single client-side server in your office.
Personal Information will be retained by Vanilla Marketing Tools in such a way that you can be identified only as long as is necessary for Vanilla Marketing Tools’s processing activities ('Processing Date'). Vanilla Marketing Tools will adopt the same retention policy for all users and contacts regardless of their place of residence, which will follow the reasonable mandatory retention period, which is 7 years as from the Processing Date.
Please note that we may retain the information we collect for as long as needed to provide the Services and to comply with our legal obligations, resolve disputes and enforce our agreements.
If you wish to remove Business Profiles existing in our servers or if you prefer that we will not disclose your Business Profiles with our Users, vendors or business partners, you may opt-out by filling in your relevant details here. In this case, we shall not continue to use or disclose your Business Profiles.
Our Service does not address anyone under the age of 13 ('Children').
We do not knowingly collect personally identifiable information from children under 13. If you are a parent or guardian and you are aware that your Children has provided us with Personal Information, please contact us. If we become aware that we have collected Personal Information from a children under age 13 without verification of parental consent, we take steps to remove that information from our servers.
All Vanilla Marketing Tools’s data processor providers have been checked to be all GDPR-compliant (Cloudflare, OVH, Stripe). All Vanilla Marketing Tools’s data is held on servers hosted in the United States. Servers are hosted by OVH (a french-based company).
The GDPR regulation can be reduced to 8 important points. For each point, we explain how Vanilla Marketing Tools handles its compliance. If we did not answer your questions, you can still contact us and drop us a chat or email.
Right to be informed: we clearly inform our users about the use that will be made of their data.
Right of access: our users can access all their data, without restriction.
Right of rectification: it's as simple as contacting us, we'll process all your rectification queries.
Right of erasure: it's as simple as contacting us, we'll process all your erasure queries.
Right to restrict processing: we don't process the data of our customers (and our customers end-users).
Right to data portability: our users may contact us anytime if they wish to get an export of their data (this may take time, however, as the data is fragmented amongst multiple isolated data-stores).
Right to object: we handle all requests on this matter from our users and users' end-users (contact us).
Right not to be subject to automated decision-making including profiling: we don't do that (and never will)
Vanilla Marketing Tools does not offer online services to children, due to the nature of the service provided (business-to-business). Thus, we did not identified it as relevant to control the age of users signing up for services.
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