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DEFINITIONS

The capitalized terms used in this agreement but not defined herein shall have the same meaning as defined in the Terms of Service.

PURPOSE

Cockpit ITSM SAS is committed to protecting its User's privacy. This Privacy Policy describes how Cockpit ITSM SAS processes Personal Data and the Customer organization's data.

WHAT PERSONAL DATA DOES COCKPIT ITSM SAS COLLECT?

Cockpit ITSM SAS collects the following Personal Data when the Customer creates an Account, contacts the support service or uses a private Instance through a "CLOUD" Service Plan:

  • Customer organization: Company name, registration number, VAT number, address, contact phone number, contact email, payment method, bank account details.
  • User: First name, last name, position, email, phone number, IP address.

Cockpit ITSM SAS collects following Personal Data when someone subscribes to receive the newsletter:

  • Subscriber: Organization, first name, last name, position, email, phone number.

WHY DOES COCKPIT ITSM SAS COLLECT PERSONAL DATA?

To run and provide private Instances through a "CLOUD" Service Plan:

  • Create, use and store User account;
  • Notify by email, SMS or on the notification center;
  • Provide the features of Cockpit IT Service Manager.

To provide assistance:

  • Solve any problems encountered when using the Services;
  • Answer questions submitted by Users;
  • Inform of updates;
  • Solicit opinions or participation in surveys in order to improve the Services.

To respect legal obligations:

  • Execute invoicing process;
  • Comply with legal, administrative and regulatory obligations;
  • Avoid potentially prohibited or illegal activities.

To communicate:

  • In order to offer services;
  • For business development.

DOES COCKPIT ITSM SAS SHARE PERSONAL DATA?

Personal Data will never be sold to or shared with other companies or organizations for commercial purposes. Cockpit ITSM SAS shares Personal Data and Service Data through third parties that Cockpit ITSM SAS may use to provide the Services:

  • Third-party payment processors who process payment information.
  • Third-party accounting and invoicing solution.
  • Infrastructure & services sub-processors:
    • Vultr: Main infrastructure provider, where the private Instances through a "CLOUD" Service Plan are hosted, where the support service is hosted.
    • Smtp2go: Email service provider, the default SMTP gateway for the "CLOUD" Service Plans (it is possible to use an alternative SMTP gateway), the support service SMTP gateway.
    • OVH: Backup service provider, where the private Instance backups through a "CLOUD" Service Plan are hosted, where the support service backups are hosted.

WHERE IS PERSONAL DATA STORED?

Personal Data will never be sold to or shared with other companies or organizations for commercial purposes. Cockpit ITSM SAS shares Personal Data and Service Data through third parties that Cockpit ITSM SAS may use to provide the Services:

  • Accounting, invoicing and payment information are stored in France
  • The support service Personal Data and Service Data are stored in the Netherlands.
  • The support service emails are stored in the Netherlands.
  • The support service backups are stored in France.
  • The private Instance location through a "CLOUD" Service Plan depends on the selected hosting location:
    • Europe: Personal Data and Service Data are stored in France, in Germany or in the United Kingdom.
    • America: Personal Data and Service Data are stored in the United States or in Canada.
    • Asia: Personal Data and Service Data are stored in India, in Japan or in the Republic of Singapore.
    • Oceania: Personal Data and Service Data are stored in Australia.
  • The email storage location sent by the default SMTP gateway for the "CLOUD" Service Plans depends on the selected hosting location:
    • Europe: Emails are stored in the Netherlands.
    • America: Emails are stored in the United States.
    • Asia: Emails are stored in the Republic of Singapore.
    • Oceania: Emails are stored in Australia.
  • The private Instance backups through a "CLOUD" Service Plan are stored in France.

HOW DOES COCKPIT ITSM SAS KEEP PERSONAL DATA SECURE?

Cockpit ITSM SAS uses appropriate technical and organizational measures to protect the Personal Data that Cockpit ITSM SAS collects and processes. The measures Cockpit ITSM SAS uses are designed to provide a level of security appropriate to the risk of processing your the confidential information of the Customer, its Affiliates, its Users.

Cockpit ITSM SAS will notify the Customer without undue delay after becoming aware of any accidental or unlawful destruction, loss or unauthorized disclosure or access to any Confidential Information.

HOW LONG DOES COCKPIT ITSM SAS KEEP CUSTOMER'S PERSONAL DATA?

  • In accordance with legal obligations, accounting and invoicing information are retained ten (10) years.
  • The private Instance backups through a "CLOUD" Service Plan are retained thirty (30) days.
  • The support service backups are retained thirty (30) days.
  • The emails sent by the default SMTP gateway of the "CLOUD" Service Plans and by the support service are retained thirty (30) days.
  • After the subscription termination, the private Instance data through a "CLOUD" Service Plan are retained thirty (30) days.
  • After the subscription termination, the support service data are retained thirty (30) days.

HOW TO CONTACT COCKPIT ITSM SAS?

If the Customer have any questions about this Privacy Policy, the Customer can contact the Data Protection Officer (DPO) using the contact form. The Customer can also write to us via postal mail at Cockpit ITSM SAS, Data Protection Officer, 5 rue du Général Bertrand, 75007 Paris, France.