Last Updated on November 2024
In this Privacy Policy we describe :
the types of information we collect (“Personal Data”)
how and why we use your Personal Data
how you can access and exercise your legal rights
how you can contact us in relation to privacy matters
From time to time, we may update this Privacy Policy. If we make any material change to it, we will notify you through a notification posted on our website, via email, or as otherwise required by applicable law. Unless stated otherwise, modifications will become effective on the day they are posted. As permitted by applicable law, if you continue to use our website and services available via our website after the effective date of any change, then your access and/or use will be deemed an acceptance of (and agreement to follow and be bound by) the revised Privacy Policy (which shall supersede all previous Privacy Policies).
Personal data collected
We automatically collect data about your browser and computer device, and we record all of your activities on our site. You may also voluntarily provide to us additional information in order to access certain content, or create an account to access and use certain services such as our customer forum or training services. The type of personal data we collect depends on your activities on our site and what services you use:
On our site
When you visit our website, we collect and store the following information (“Visitor Data”):
Visitor Data is tied to your browser via a unique cookie identifier. A cookie is a text file with a string of information that we store on your computer’s browser, and that your browser provides to us each time you return to our site.
We use Visitor Data to identify new and returning visitors, their usage of our website, and their website access preferences. We also may use this information in aggregate to analyze site usage. This helps us to generally improve the design, content and offerings on our site, and to personalize your experience (for instance, to recognize you by name when you return to our site, to present content in the language of your browser, or to promote a webinar in your time zone).
If you have provided your email address to us to access or download information, your Visitor Data will be tied to your email address.
On online webinars and workshops
You may register to participate in online webinars and workshops organized by Planisware, such as the Power Series. Data you provide upon registration may include your name, email, company, job title and state, and the sessions and workshops you select.
As an event participant you may use our event platform or install on your device our event application. When using our event mobile application, you are presented with the ability to allow Planisware to send you event notifications. These notifications may include alerts, sounds, and icon badges. Planisware utilizes these notifications to communicate upcoming event features, changes in schedule, and important event information. These notification settings can be configured at any time within the settings section of your mobile device.
In addition to your registration information and event attendance, Planisware collects data about your usage of our event platform and application, such as messages you share with other attendees.
You may also, at your option, provide to us your mailing address so that we can send you promotional merchandise.
On Planisware Customer Portal
If you are an Authorized User of a Planisware software product, or work with a Planisware commercial partner, you can access the Planisware Customer Portal by requesting to create an account. After verification, you may create your Planisware Customer Portal account. This enables you to access non-public and exclusive information, such as recordings and documentation of user sessions, product and support roadmaps, and services such as Planisware Academy, Planisware Community Forum and our support help desk.
All your activities while logged into your Planisware Customer Portal account are logged and tied to your account. This information is however not linked to any data collected in connection with your use of the Planisware products or services as an Authorized User.
On Planisware Community Forum
Planisware offers a forum service to enable our customers and partners to discuss and share their experience with our products and solutions for optimizing uses of our products. You can access the Planisware Community Forum by creating a Customer Portal Account and using those account credentials to access the Planisware Community Forum.
All of your activities on the Planisware Community Forum, including your searches, posts, comments, and all interactions with other participants or moderators will be stored and linked to your Planisware Customer Portal account . We collect :
Your anonymized IP address (Your IP address is automatically assigned to the computer that you are using by your Internet Service Provider).
Information from your device and browser (device type, operating system, screen resolution, language, web browser type and user agent, and language setting of your browser, domain name of your Internet service provider (ISP))
Country you are located in, region, city, approximate latitude and longitude (calculated based on your truncated IP address), and the time of your visit in your time zone.
The website from which you visited us.
The parts of our website you visit (URL of the specific website pages)
The exact time when you visited each of our website pages and duration of your visit for each page.
The features you use (such as if you watch a live demo) and files you download (such as a brochure or case study). Such features are available after you provide us with your email address. See below for more information about using email for our marketing activities.
Whether you log into and use the Planisware Forum or Planisware Academy programs or register for an event.
On Planisware Academy
Through Planisware Academy, Planisware offers a training and certification program for Authorized Users and other individuals. You can access Planisware Academy by creating a Customer Portal Account and using those account credentials to access Planisware Academy.
We collect data about your activities in Planisware Academy including the courses you search, enroll in, have started and completed, as well as badges and points earned, the assignments and quizzes you’ve started and completed; your exchanges with instructors, teaching assistants, and other students; and content of your assignments, answers to questions, and other items submitted to satisfy course or certification requirements. If you take an exam towards obtaining a certification, we will collect and store information required for your exam registration, as well as your exam results. We collect and store this data to administer our training and certification programs, certification exams, and for the issuance and renewals of certifications.Information we collect when you provide your email or contact us :
Your email address. To access or download certain information on our site, we may require that you provide your email address or other contact information. We may use your email address for our marketing activities as described below.
Use of a “Contact Us” feature. You may also contact us to ask for information or report a problem or concern via a “contact us” feature on our website. When you do, we collect and store your email address and the content of your message, as well as the content of any response we provide.
We communicate with users who request information about our products and services on a regular basis via email, and we may also communicate by phone to follow up on information requests or resolve potential issues.
Our website also offers a chat functionality to receive real time support. We may retain any information you provide via the chat feature.When using Planisware Software Products and Services
Planisware provides its customers (“Customers”) with project and portfolio management software solutions. In the course of providing such products and services, Planisware will receive and have access to personal data of individual users to whom Customers grant access (“Authorized Users”). For the purposes of this privacy policy, Customers are data controllers (or businesses for the purpose of the California Consumer Privacy Act) and Planisware is a data processor (or a service provider or the purpose of the California Consumer Privacy Act).
Authorized Users may be, as decided by Customers, employees or independent contractors of Customer, and other individuals as authorized under the agreement between Planisware and Customer. As data controllers, Customers decide which of their employees or other authorized personnel are given access to Planisware’s services. Data processed by Planisware regarding Authorized Users includes the first and last name, professional email address, assigned Authorized User ID, when Authorized Users accessing Planisware’s software services, and communications between Authorized End Users and us for providing support services or professional services. Planisware’s processing of Authorized User data is detailed in and governed by a written agreement between Planisware and each of its Customers. As a data processor or service provider, Planisware will access, store, and use the personal data of Authorized Users solely for the purpose of providing its services to its Customers and will process the data as instructed by its Customers. Planisware’s processing activities are limited to collecting, hosting and back-up storage of Authorized User data for purposes of authenticating Authorized Users to deliver access to the services, enabling administration by Customer for Customer’s account, providing support services or professional services, and deleting personal data upon instruction of the Customer.
Authorized Users should contact Customers (their employer) for assistance with any requests or questions relating to the processing of their personal information in connection with their use of the Planisware software products and services.
For our marketing activities
When you visit our website and view the content offered on our website, we may use your Visitor Data to determine your interests in our products and services and instruct our advertising service providers to deliver advertisements to you based on your inferred interests in our products and services. We may assign an activity score to determine your level of interest for certain Planisware products or services, which informs our direct marketing activities. If we use third party cookies to perform these activities, we obtain your prior consent in countries where it is required.
When you provide us with your email address (to access or download information on our site, to register for a live event or if you leave a business card with us at an event), or if we scan your badge at a professional conference, we may use the information we received from you to send you promotional messages about our products and services. We may also send you a dedicated link with customized proposals, and in such case we collect statistics on the documents you viewed and shared via such link, together with your name and email address.
We may source lead contact information via third parties and publicly available data sources (such as LinkedIn). If you are in a country where affirmative consent is required, we, or our vendor, will obtain your prior affirmative consent before processing your personal data or emailing you.
We also track your actions upon receiving our promotional emails (for example if you click on a link within our emails and take an action thereafter). Please see Your Privacy Options below for instruction on how to unsubscribe from our promotional email communications.
We may collect your personal information such as your name, email and postal address for the purpose of administering a challenge, contest, or sweepstakes. Such promotions may have additional rules containing information about how we will process your personal data.
When you apply for a job at Planisware
You may submit professional and educational information about you when you submit a job application to us either directly to us via our website or through a third party like a recruiting agency, your college, or the organizers of a career fair. We do not combine this information with any of your Visitor Data or other data we collect, and keep it in a separate database. The information you submit as a candidate is used only to respond to your job application and to retain your information to contact you in case a future job opening corresponds to your qualifications.
When you visit our offices
If you visit one of our offices, we or our office building manager may ask you to register as a visitor and provide us with your name, company name, and date and time of your visit. We do this for security or health and safety reasons and to manage non-disclosure agreements that visitors may be required to sign.
Purpose and legal basis for processing personal data
We collect and process your personal information for the purposes listed below. Where required by law, we obtain your consent to use and process your personal information. Otherwise, we rely on another authorized legal basis including but not limited to the performance of our contracts with our Customers or our legitimate interest to collect and process your personal information.
Providing our websites and services: We process your personal data to perform our contract with you for the use of our websites and services and to fulfill our obligations under the applicable terms of use and service or to respond to you if you contact us; if we have not entered into a contract with you, we base the processing of your personal data on our legitimate interest to operate and administer our websites and to provide you with content you access and request (e.g., to download content and access services from our websites).
Performing our contracts with our Customers: We process personal data of Authorized Users to fulfill our obligations under the applicable agreement with our Customers.
Assessing capacity requirements: We process your Personal Data to assess the capacity requirements of our services to the extent that it is in our legitimate interest to ensure that we are meeting the necessary capacity requirements of our service offering.
Promoting the security of our websites and services: We process your personal data by tracking use of our websites and software services, creating aggregated non-personal data, verifying accounts and activity, investigating suspicious activity to the extent it is necessary for our legitimate interest in promoting the safety and security of the services, Customer information we host, our systems and applications and in protecting our rights and the rights of others.
Managing event registrations and attendance: We process your personal data to plan and host events or webinars for which you have registered or that you attend, including sending related communications to you, to perform our contract with you.
Our processing of office visitor personal data is necessary for our legitimate interest in protecting our offices and our confidential information against unauthorized access.
Managing payments: If you pay for certain services such as Planisware Academy or the attendance to an event, we retain your name, email and the transaction information to the extent necessary to complete a transaction and perform our contract with you. We do not collect or store any credit card information and use a secure payment processing service to process any credit card payment.
Developing and improving our websites and services: We process your personal data to analyze trends and to track your usage of and interactions with our websites and services to the extent it is necessary for our legitimate interest in developing and improving our websites and services and providing our users with more relevant content and service offerings, or where we seek your prior consent.
Reviewing compliance with applicable usage terms: We process your personal data to review compliance with the applicable usage terms in our customer’s contract to the extent that it is in our legitimate interest to ensure adherence to the relevant terms.
Promoting our website and services and identifying customer opportunities
We process your personal data to assess new potential customer opportunities to the extent that it is in our legitimate interest to ensure that we are meeting the demands of our customers and their users’ experiences.
We process your personal data to conduct marketing research, advertise to you, provide personalized information about our products and services and to provide other personalized content based upon your activities and interests to the extent it is necessary for our legitimate interest in advertising our services or, where necessary, to the extent you have provided your prior consent.
We process your Visitor Data, to send you marketing information, product recommendations and other non-transactional communications (e.g., marketing newsletters, telemarketing calls, or push notifications) about our services or promotional events as necessary for our legitimate interest in conducting direct marketing or to the extent you have provided your prior consent.
If you register for a contest or promotion, we process your personal data to perform our contract with you.
We may use your email address to send you information about changes to our products and services.
Complying with legal obligations:
We may use your email address to send you information about changes to the terms of our services, or to send notices and other disclosures as required by law.
We process your personal data when cooperating with public and government authorities, courts or regulators in accordance with our legal obligations under applicable laws to the extent this requires the processing or disclosure of personal data to protect our rights or is necessary for our legitimate interest in protecting against misuse or abuse of our websites, services, protecting or intellectual property, pursuing remedies available to us and limiting our damages, complying with judicial proceedings, court orders or legal processes, responding to lawful requests, or for auditing purposes.
Where we store your Personal Data
All data processing described in this privacy policy, including personal data or Authorized Users, occurs in the European Union (France, Germany, Italy), Canada, and the United States of America. If personal data processed by Planisware originates from an Authorized User in the EEA, Planisware will ensure that such processing will only take place if: (a) the non-EEA country in question ensures an adequate level of data protection; (b) the transfer is made pursuant to a Data Processing Agreement (“DPA”) executed between Planisware and the Customer and subject to the standard contractual clauses designed to facilitate transfers of personal data from the EEA to all third countries that have been adopted by the European Commission (known as the, “Model Clauses”), which have been incorporated into the DPA.
How long we retain your Personal Data
How long we retain your personal data depends on the nature of the data and the purpose for which we use the data.
We retain Authorized User information only for the duration of our contracts with our Customers, or as otherwise provided in such contracts.
We generally retain Visitor Data for up to 3 months. Certain actions you take showing interest in a particular Planisware product or service may be recorded and stored in our databases for a longer period of time along with your email address. In such case we retain this information for as long as we have a legitimate business interest in promoting that Planisware product or service.
We retain your email address in our systems for three years after your last action taken upon receiving an email from us. In other words, if you ignore our emails for three years, we then automatically delete your email address from our systems.
If you use our chat service on our website, we retain your chat conversations for a period of up to three months.
Information we receive when you register for online webinars, workshops, online or live events, or specific services such as participation in the Planisware Community Forum or training or certification services with Planisware Academy, is retained for as long as we have a business need to retain such information so that we can invite you once again to future events. We may continue to store your information after you have closed the account you created for accessing these services.
Information we receive when you contact us (e.g. message to our service desk, support message, job application, visit our office) is also retained for as long as we have a business need to retain such information, including to create and analyse statistics on inbound contacts, recording our responses to legal requests and security purposes.
How we share your Personal Data with third parties
We do not sell, rent, nor loan your personal information to anybody. We however share information under certain circumstances with specific third-parties as listed below.
Planisware's website may contain links to other sites that are not owned or controlled by us. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage you to be aware when you leave our site and to read the privacy policies of third party websites and services .
Service providers. If a service provider needs to access information about you to perform services on our behalf, they do so as instructed by us and pursuant to a written contract we have with them.
Website Developer. We work with a third party to help us develop the features of our website and such third party may from time to time have access to Personal Data of the website users.
Platform vendors. We work with third-party service providers to offer and host our Planisware Academy training platform, our Planisware Community Forum platform, our events platform, and our digital sales room platform and such service providers receive your registration, account and activity information in connection with these respective platforms.
Payment vendors. if we collect credit card payments for certain services, your credit card and payment information will be stored by a third party payment service provider. We do not store nor have access to your credit card information.
Analytics vendors. We use analytics vendors to help us collect and track Visitor Data and tie it to our customer relationship management system (CRM). We implemented tags provided by our vendors on the pages of our site and our vendors use cookies to track your activity and create reporting on Visitor Data. We collect and store this information even if the "Do Not Track" function of your browser is turned on. Visitor Data is hosted in databases controlled by us and hosted by our vendors.
Marketing partners. We use third party advertising services to promote our products and services. We implement on our website certain code provided by our advertising partners (such as a tag, pixel or beacon) that enable them to collect your IP address and place or recognize a cookie on your browser or device. These services use such tracking devices to target advertisements to you based on your Visitor Data and your activities on other websites that they collect via their own tracking means. The ads can be based on your recent activity or activity over time and across other sites and services.
Customer Relationship Management (CRM). We use vendors to manage our CRM and marketing databases that include prospect and customer contact information as well as details of contacts and communications with customers and prospects. CRM data is hosted in databases controlled by us and hosted by our vendor.
Email vendors. We use vendors to manage our email communications, including the creation of email target lists for various promotional emails, the dispatch of promotional and informational emails, and the management of unsubscribe requests and sunset policy. These vendors implement code in the emails to help us with analysis of the actions you take upon receiving emails.
Chat service. The chat feature on our site is managed by a vendor that hosts the content of your communications with us via chat.
Your employer, and for certification verification. If you use Planisware Academy with an Authorized User login, Planisware will share your information with your employer, or with the entity paying for your participation in our training or certification programs, including information about any certification exams for which you have registered, your exam results and your certification(s) status. In addition, Planisware may share your name and certification status with third parties who request to verify your certification status.
Event participants and sponsors. If you participate in one of our online or live events, Planisware may share your contact information, company and job title with speakers and presenters of event sessions, and with event sponsors. Such information may also be shared with other participant through attendee list. We request your consent in countries where required. As an event participant you may use our event platform or install on your device our event application which allows you to opt-in to event attendee lists and messaging features. Other attendees can view the profile information you provide, but will not have access to your personal email address, or any other contact information about you, unless you choose to explicitly provide it to them in your online posts, messages, meeting invitations, or some other means of your choice. You can reverse these sharing choices at any time.
Subprocessors. Authorized User personal data is shared with our subprocessors as authorized in our agreements with our Customers.
Our corporate affiliates. Planisware may share your personal data with its affiliates, and in the event of a change of control, Planisware may share your personal information with Planisware’s successor in interest.
To comply with applicable law. We may disclose personally identifiable information in response to judicial orders or other valid legal processes as required by applicable law.
With your consent. We share information about you with third parties when you give us consent to do so.
Safety of your Personal Data
Planisware takes appropriate security measures to protect against unauthorized access, alteration, disclosure, or destruction of all personal data that we store. These measures vary based on the type and sensitivity of the data, such as pseudonymisation/encryption of Authorized User data, or as needed access to personal data with multi-factor authentication. Because we cannot guarantee the system can be 100% secure, we cannot guarantee that communications between you and Planisware, or any information provided to us in connection with our services will be free from unauthorized access by third parties.
For Authorized Users or users with a Customer Portal account, your password is an important part of our security system, and it is your responsibility to protect it. You should not share your password with any third party, and if you believe your password or account has been compromised, you should change it immediately and contact your employer or privacy@planisware.com to make sure we are notified.
Your privacy options and rights
Accessing, updating, and deleting your personal data
Under certain jurisdictions such as the European Economic Area or the state of California, you have the right to request from us access to, correct, update and delete your personal data.
If you are an Authorized User, you should contact the Customer (your employer) for assistance with any requests or questions relating to accessing, updating, or deleting your personal data.
For all other users, you can access and update the personal data that Planisware collects and maintains regarding you as follows:
If you have a Customer Portal Account, go to your Preference Page and update your account information.
To terminate your account, contact us at privacy@planisware.com. Note that we may retain your account information after you close it. See How Long we Retain Personal Data.
To request access to, correction of, updating of, or deletion your personal data, email privacy@planisware.com or write to us at:
Data Protection Officer, Planisware SA, 200 avenue de Paris, 92320 Châtillon, France
Data Protection Officer, Planisware USA, Inc., 343 Sansome Street, Suite 500, San Francisco, CA 94104, United States of America
Please allow up to 30 days for a response. For your protection, we may require that the request be sent through the email address associated with your account, and we may need to verify your identity before implementing your request. Please note that we retain certain data where we have a lawful basis to do so, including for mandatory record-keeping and completing transactions.
Privacy Options in your Customer Portal Account Preference Center
If you have created a Customer Portal Account, you may access a dedicated Preference Center web page where you can access and update the information we have collected about you under your account. You can also access the Preference Center by clicking on the dedicated link available at the bottom of all Planisware automated email communications (e.g. newsletters, announcements, etc.).
- Your options for opting out of email communications from us
Planisware provides you the opportunity to exercise an opt-out choice at any time if you do not want to receive emails from us regarding product updates or new services and products we offer. The opt-out choice may be exercised by clicking on the “unsubscribe” link at the bottom of every email communication we send. We will process your unsubscribe request as soon as possible, but please be aware that in some circumstances you may receive a few more messages until the request is fully processed.
- Cookie and tracking device controls settings
Most browsers allow you to change your cookie settings. You may set your browser to block all third-party cookies (which are those set by third-party companies collecting information on websites operated by other companies), block all cookies (including first-party cookies such as the ones we use to collect Visitor Data), or block specific cookies. These settings will typically be found in the “options” or “preferences” menu of your browser. In order to understand these settings, the following links may be helpful, otherwise you should use the “Help” option in your browser for more details.
If you use Planisware Academy, Planisware Community Forum, or participate in one of our events, these services are provided via separate platforms. If you do not wish to have cookies from these platforms placed on your device, you may set your browser to refuse such cookies before using such platforms. However, certain platform features may not function properly without the aid of cookies.
How to contact our Data Protection Officer
Planisware commits to resolve complaints about our collection or use of your personal information. Individuals with inquiries or complaints regarding our data processing policies and practices should contact Planisware’s Privacy Officer at: privacy@planisware.com or use Planisware's web contact form.
Depending on your location, you may also contact us via post at either :
- Planisware SA, 200 avenue de Paris, 92320 Chatillon, France.
- Planisware USA, Inc., 343 Sansome Street, Suite 500, San Francisco, CA 94104, United States of America.
California privacy rights
This section applies to California Consumers as defined by the California Consumer Privacy Act (“CCPA”) that visit our website. Capitalized terms defined in the CCPA that are used in this section shall have the same meaning as in the CCPA. In the event of any conflict between this section and the other sections of this Privacy Policy, this section shall govern for California residents.
The chart below summarizes the categories of Personal Information we have collected within the past 12 months, how we use it, and with whom we Share or Sell certain Personal Information. For further details, please see the Personal data we collect and How we Share Personal Data with Third Parties Sections of this Privacy Policy. We retain Personal Information for various time periods in accordance with applicable law and our internal recordkeeping policies and procedures. For more information on our retention practices, please see the Section How Long we Retain Personal Data in this Privacy Policy.
We collect the Personal Information described in the chart above from the sources described in the Personal data we Collect Section of this Privacy Policy.
Rights Under the CCPA
If you are a California resident, you have certain rights under the CCPA. These include:
Right to Know or Access to the Personal Information we have Collected about You
As a California resident, you have the right to request to know more about the categories and specific pieces of Personal Information that we have Collected about you and access a portable copy of your Personal Information. Specifically, you have to right to know:
The categories of Personal Information we have Collected about you
The categories of sources from which the Personal Information was Collected
Our Business or Commercial Purposes for Collecting, Selling, or Sharing your Personal Information
The categories of Third Parties to which we disclosed your Personal Information
The categories of Personal Information we Sold or Shared about you and the categories of Third Parties to which each category of Personal Information was Sold or Shared
The categories of Personal Information we disclosed about you for a Business Purpose and the categories of recipients to which it was disclosed
The specific pieces of Personal Information we have Collected about you
Requests of this nature may be made no more than twice in a 12-month period.
Right to Deletion
As a California resident, you have the right to request that we delete the Personal Information that we have Collected directly from you and are currently maintaining. Please note, however, that we may have a legal basis for retaining certain Personal Information under the CCPA, despite your request.
Right to Correct Personal Information
As a California resident, you may request that Planisware correct Personal Information that we maintain about you if you believe such Personal Information is inaccurate. We may request documentation from you in connection with your request. We will also require you (or your agent) to be verified before honoring your correction requests. Upon receipt of a verifiable request to correct inaccurate Personal Information, we will use commercially reasonable efforts to correct the personal information as you direct.
Right to Limit our Use of Your Sensitive Personal Information
Planisware does not collect or use Sensitive Personal Information.
Right to Non-Discrimination
Planisware will not discriminate against you or penalize you in any way if you choose to exercise any of the privacy rights described above.
Right to Opt Out of the Sale or Sharing of Personal Information
We do not Share or Sell any personal information with any third parties. Certain service providers of Planisware have implemented tracking devices on our website for providing their analytics and marketing support services to us. These service providers use any personal information collected via their tracking devices solely to provide their services to us.
Exercising Rights under the CCPA
To exercise any of the rights under the CCPA listed above, contact us at privacy@planisware.com or write to our United States Data Protection Officer at Planisware USA, Inc., 343 Sansome Street, Suite 500, San Francisco, CA 94104, United States of America. The CCPA allows you to designate an authorized agent to make these requests on your behalf. For your protection, we may require that the request be sent through the email address associated with your account, and we may need to verify you and/or your agent’s identity before fulfilling your request.
Notice of Financial Incentive
If we offer any financial incentives in connection with sweepstakes and other giveaways, we will provide a notice of financial incentive disclosure, including the material terms associated with each financial incentive we offer at the time you consent to participate in a sweepstakes or other giveaway.
California Shine the Light
California's "Shine the Light" law (Civil Code Section § 1798.83) permits users of our platform that are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. To make such a request, please contact us at privacy@planisware.com or write to our United States Data Protection Officer at Planisware USA, Inc., 343 Sansome Street, Suite 500, San Francisco, CA 94104, United States of America, with the phrase “California Shine the Light” and include your mailing address, state of residence (California), and email address.