Last Updated: March 1, 2016
This policy describes how Insycle treats your information, not how other organizations treat your information. If you are using Insycle in a workplace or on a device or account issued to you by your employer or another organization, that company or organization likely has its own policies regarding storage, access, modification, deletion, and retention of communications and content which may apply to your use of Insycle. Content that would otherwise be considered private to you or to a limited group of people may, in some cases, be accessible by your team owner or administrator. Please check with your employer, team owner or administrator about the policies it has in place regarding your communications and related content on Insycle. More on this below.
In this policy we talk about various roles within a Insycle team and the privileges that come with each. It’s helpful to understand these roles and the relationships between them. Here’s the breakdown: team administrator > team member. Team administrators have the most control over their team’s settings on Insycle. The person who establishes the Insycle team is considered the team administrator with the most control over the team (which is why it’s not a good idea for this person to be a contractor or temp employee). Teams can have more than one administrator, but only one can be the primary administrator. Primary administrator can be transferred to another user after the team is created. All team administrators are also team members.
Information we collect and receive
We collect different kinds of information. Some of it is personally identifiable and some is non-identifying or aggregated. Here are the types of information we collect or receive:
- Team information. When you create a team on Insycle, we collect your email address (as the team administrator), your team name, Insycle domain (ex: your-team-name.insycle.com), your user name that appears in your Insycle team, and domain to allow people on that domain to sign up for your team without an invitation.
- Account and profile information. The only information we require to create your Insycle account is an email address. Optional information you can enter into your profile includes information such as your first and last name, what you do, your Skype username, and your phone number. Any information you add to your profile is visible to other people on your team as described on your profile management page.
- Billing information. We collect billing address and credit card information. Credit card information is securely passed to our payment processing partner and is not stored at Insycle.
- Log data. When you use Insycle, our servers automatically record information including information that your browser sends whenever you visit a website or your mobile app sends when you’re using it. This log data may include your Internet Protocol address, the address of the web page you visited before coming to Insycle, your browser type and settings, the date and time of your request, information about your browser configuration and plug-ins, language preferences, and cookie data.
- Device information. In addition to log data, we may also collect information about the device you’re using Insycle on, including what type of device it is, what operating system you’re using, device settings, unique device identifiers, and crash data. Whether we collect some or all of this information often depends on what type of device you’re using and its settings.
- Geo-location information. Precise GPS from mobile devices is collected only with your permission. WiFi and IP addresses received from your browser or device may be used to determine approximate location.
- Insycle usage information. This is information about which teams, channels, groups, people, features, content, and links you interact with within Insycle and what integrations with related services you use.
- Service integrations. If you integrate with a service on Insycle we will connect that service to ours.
- Depending on team settings, team members may be able to add integrations. Those integrations are viewable and editable by the administrator.
- We do not receive or store your passwords for any of these services.
- You can remove an integration at any time which unbinds that integration on a go-forward basis. That does not, however, delete the content that was received from them and indexed within Insycle. That content must be deleted manually.
- Communication content that you send and receive within Insycle. This includes:
- The message content itself. This content can include messages, pictures, files and video among other types of files.
- When messages or files were sent and by whom, when or if they were seen by you, and where you received them (in a channel, private group, or direct message, for example).
- Information from partners or other 3rd parties. Insycle may receive information from partners or others that we could use to make our own information better or more useful. This might be aggregate level information about which IP addresses go with which zip codes or it might be more specific information about how well an online marketing or email campaign performed.
Cookies are small text files sent by us to your computer and from your computer to us, each time you visit our website. They are unique to your Insycle account or your browser. Session-based cookies last only while your browser is open and are automatically deleted when you close your browser. Persistent cookies last until you or your browser delete them or until they expire.
Some cookies are associated with your Insycle account and personal information in order to remember that you are logged in and which teams you are logged into. Other cookies are not tied to your Insycle account but are unique and allow us to do site analytics and customization, among other things. If you access Insycle through your browser, you can manage your cookie settings there but if you disable all cookies you may not be able to use Insycle.
Insycle sets and accesses our own cookies on our company-owned domains. In addition, we use 3rd parties like Google Analytics for website analytics. Google Analytics provides their own opt-out. We do not currently recognize or respond to browser-initiated Do Not Track signals as there is no consistent industry standard for compliance.
How we use your information
We use your information for the following:
- Providing the Insycle service. We use information you provide to authenticate you, to deliver message content to you and from you, and to analyze header and body content in order to provide the Insycle service. Insycle does not store, copy, or log your emails or files.
- Understanding and improving our products. To make the product better we have to understand how users are using it. We have a fair bit of data about usage and we intend to use it many different ways to improve our products, including research. This policy is not intended to place any limits on what we do with usage data that is aggregated or de-identified so it is no longer tied to a Insycle user.
- Investigating and preventing bad stuff from happening. We work hard to keep Insycle secure and to prevent abuse and fraud.
- Communicating with you
- Solving your problems and responding to your requests. If you contact us with a problem or question, we will use your information to respond to that request and address your problems or concerns.
- In-product communications. We may use the information you provide to contact you through Insycle using in-product messaging tools. For example, if, after, a few weeks of using Insycle we notice that your notification setting is set to notify you of all messages, we may send you a message that suggests you change this in case you are getting too many notifications. This is just one example of how we use information about your usage of the product to make suggestions to you.
- Email messages. We may send you service and administrative emails, such as when we notice that you are nearing a message or integration limit. We may also contact you to inform you about changes in our services, or our service offerings. These messages are considered part of the service and you may not opt-out of them. In addition, we sometimes send emails to Insycle users about new product features or other news about Insycle. You can opt-out of these at any time.
When you use Insycle, you have control over a number of things with respect to your own privacy and choices about how your content is visible to others or not. If you are a Insycle team administrator, you have additional choices that impact your team’s privacy. Some users will not have access to all of the same choices that their team administrator(s) do. That is because Insycle is set up to be team-oriented, and provides team administrator with the maximum ability to control their teams.
Message Retention Settings
Insycle offers different options for message retention and export to team owners and administrators, depending on the level of service they have signed up for. These service levels are likely to change so please see our pricing page to learn more about which features are associated with which level of service. We describe the feature variations here.
- Message Retention Settings
- The default data retention settings retain all data of all team members for as long as the team exists.
Choices for Team Members
- Depending on your team settings, you may have the ability to delete some or all of your messages and to deactivate your account. Deactivating your account, however, will not remove messages you posted before you initiated deactivation as those messages will still be valuable to your team.
Choices for Team Administrators
- Administrators have the ability to manage and change most of the team settings.
- The browser you use may provide you with the ability to control cookies or other types of local data storage.
- Your mobile device may provide you with choices around how and whether location or other data is shared with us.
Sharing and Disclosure
There are times when communications and related content and other user information may be shared by Insycle. This section discusses only how Insycle may share user information. Organizations that use Insycle may have their own policies for sharing and disclosure of information they can access through Insycle. Insycle may share information:
- With consent, to comply with legal process, or to protect Insycle and our users. When we have your consent or if we believe that disclosure is reasonably necessary to comply with a law, regulation or legal request; to protect the safety, rights, or property of the public, any person, or Insycle; or to detect, prevent, or otherwise address fraud, security or technical issues. If we receive a legal or law enforcement request for information we will do our best to notify the subject of the request if we are able.
- About you with your organization or team administrator(s).
- We may share your email address and team name with your organization. If the email address under which you’ve registered your account belongs to or is controlled by an organization (to be clear, we’re not talking about free web-based email providers like Gmail, Hotmail or Yahoo! Mail) we may disclose that email address and associated team names to that organization in order to help it understand who associated with that organization uses Insycle, and to assist the organization with its enterprise accounts. Please do not use a work email address for our services unless you are authorized to do so, and are therefore comfortable with this kind of sharing.
- In addition, there may be times when you contact Insycle to help resolve an issue specific to a team you are a member of. In order to help resolve the issue, we may need to share your concern with your administrator. When possible, we will try to mask or remove any identifying information before sharing these communications.
- That is aggregated and non-identifiable. We may also share aggregated or non-personally identifiable information with our partners or others for business or research purposes. For example, we may tell a prospective Insycle customer the average number of messages sent within a Insycle team in a day or may partner with research firm or academics to explore interesting questions about workplace communications. Again, this policy is not intended to prohibit the disclosure and use of aggregated or de-identified data.
Insycle takes reasonable steps to protect information you provide to us as part of your use of the Insycle service from loss, misuse, and unauthorized access or disclosure. When you enter sensitive information (such as sign-in credentials) we encrypt the transmission of that information using secure socket layer technology (SSL). We follow generally accepted standards to protect the personal data submitted to us, both during transmission and once we receive it. However, no electronic or email transmission or digital storage mechanism is ever fully secure or error free.
To learn more about current practices and policies regarding security and confidentiality, please see our Security Practices; we keep that document updated as these practices evolve over time.
Insycle is not directed to children under 13. If you learn that a minor child has provided us with personal information without your consent, please contact us.
We may change this policy from time to time, and if we do we’ll post any changes on this page. If you continue to use Insycle after those changes are in effect, you agree to the revised policy. If the changes are material, we may provide more prominent notice or seek your consent to the new policy.
80 Leonard Street
New York, NY 10013