Privacy Policy

Version: March 2024

When you think of personal data you’ll probably think of your name, contact information, photos and similar. However things like your IP address, trace of your actions in a system along with their timestamps and similar metadata can tell much more about you than you might realize. In Realpad we take your privacy very seriously: we will only store the data you give us consent to, only for the purposes described and agreed on and if you tell us to, we will forget all of it.

In this document,

- “Realpad”, or “the system” is the collection of software tools: the web application providing CMS, CRM and financial module, the mobile applications and so on.
- “We” is the team of people that creates Realpad for you.
- “You” are the user of Realpad, either one with the explicit user account or one that is receiving notifications from Realpad.

This Privacy Policy will evolve as the system evolves over time. We will let you know ASAP that there are changes, we will point out the differences for you and you’ll be free to update your privacy settings as appropriate or delete your account if the conditions are no longer acceptable to you.

What data we collect and why

Realpad Web Application

Data explicitly entered into the system

First of all the is all the things you explicitly write into the system - of course.

In addition to that we store your name, email address, phone number and similar found in your user detail (and, optionally, salesperson detail). This might be added to the system by one of your colleagues or us on behalf of your employer. We use this data whenever we need to say “Jane Doe is the salesperson responsible for this customer”, whenever we need to send you an email notification, whenever we need to show your name and contact information to your customers in the Customer Portal.

We store your notification preferences and whatever personalization changes you’ve done in the system, such as the columns to be shown in the tables.

Whenever you change some CRM or financial data in the system we log events related to this change: we will record the exact time, your IP address and the exact nature of the change you’ve made. This creates an audit trail of your actions which is necessary to understand who is responsible for what changes. Parts of this audit trail are explicitly visible in the system - think. For example the history of changes in the Unit or Deal detail, events in the Customer detail and similar.

Your account is tied to the records “belonging to you”, such as Customers or Deals. Your personal data is stored in places like (if you use relevant modules):
- Commission claims.
- Defect-related conversations.
- On-duty data for CRM projects.
- Tasks.

Additional metadata

Whenever you enter incorrect login data we will store your IP address temporarily to secure your account from password brute-forcing attempts.
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You can give us optional consent for three other areas:
- Even when you are just browsing the system we may be recording which pages you visit, from which IP address you do it and how long do you stay. We use this data to understand how you use the system and it helps us to improve it further.
- For the same reason we may add a Google Analytics tracker to each of the pages in the system that records your navigation through the system. Google will again use the information like the exact pages visited, timestamps, IP address and anonymous information about your operating system and web browser.
- If you allow us to, we add a support tool from Intercom to each of the pages in the system (the blue circle in the bottom right). Again this sends the pages you visit, your name and email address to the Intercom system so that they can provide the support tool. If you talk to us through Intercom we may manually store your company and phone number in there for faster resolution of your issues. Intercom will use your IP address to detect your location and it will store information about your operating system and web browser.

Mobile applications

In addition to the above:
- Both the Android and iOS sales tools use various maps: Google, Apple (iOS only) and Yandex. When using these maps certain data such as your IP address and anonymous information about your device is sent to these maps providers.
- The Android Contacts app uses the Crashlytics service for crash reporting. When the application crashes, various anonymous data about your device and its current status are sent to the service.

What do we do with data

We’d like to make one thing clear: unlike some systems where you are the product (most social networks come into mind), in Realpad you are the user and the system is built for you, not for the advertisers etc. This means we will never forward or sell any of your data to any third party that does not result in a clear benefit for you.

Cookies and local storage

We will store several cookies in your browser. These are meant to store your session (the fact that you are currently logged in) and certain personalization preferences (for example the number of rows shown in tables).

If you give us consent to give you the Google Analytics tracker or the Intercom support tool, they will store cookies to allow them to work in your browser, too.
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We use the so-called local storage of your browser to store the filter settings for you.

Transmission and storage

Whenever you are using Realpad it’s over a secure HTTPS connection, giving you the same security as you have when eg. using internet banking.We store your data in a well-secured server in a datacenter of an established provider in France. We store backups of your data on a well-secured server in the Czech Republic.

Transmission and storage

Processing

We only process your data to be able to send you notifications, show you reports etc. If you give us the consent to record the additional metadata we will analyze the data to understand how you use the system in order to improve the user experience. For example we might detect that a certain report is being used more than any other reports so we would move it to a more prominent position in the menu.

3rd parties

Please see the the section “Additional metadata” for information about Google Analytics and Intercom we might use if you give us the consent to.Realpad uses the Mandrill service to send all its emails. This means whenever you get a notification, your email address and the full content of that notification went through the Mandrill service.If we get a lawful request for a copy of the data from a legal authority we will comply with it.

Your rights

These are the rights of you as the data subject that are relevant to Realpad. The full list can be found for example here (articles 15 to 22)

http://data.consilium.europa.eu/doc/document/ST-5419-2016-INIT/en/pdf

Right of access

You have the right to understand what data we store and process about you. The primary source of the information is this Privacy Policy. The exact data we store can be reviewed by you yourself in Realpad.

Right to rectification

You have the right to request that we correct any data we store about you. You can do this directly in Realpad.

Right to erasure

You have the “right to be forgotten”. You can request account deletion from Realpad. Please be advised that we will need to keep audit data regarding your account even if you delete it.

Right to data portability

Some of the data you’ve entered into Realpad belong to you (the others belong to your employer as they were entered in the course of your work). You can ask us to export these data in a machine-readable form so that you can migrate it to another system.

Contacts

Right to data portability

Realpad is proudly built by:
Realpad, s.r.o.
Panska 854/2, Praha 1 - Nove Mesto, 110 00, Czechia ID: 10756540
VAT ID: CZ10756540

matej.vitasek@realpadsoftware.com

if you have any questions or comments.