This Privacy Policy describes how Tonkean Inc., with its affiliated companies (“Tonkean“, “we“, “our” or “us“) collects, stores, uses and discloses the following categories of personal data:
Specifically, this Privacy Policy describes our practices regarding:
If you are a Customer, User or Prospect, please read this Privacy Policy carefully and make sure that you fully understand it.
Our Services are designed for businesses and are not intended for personal or household use. Accordingly, we treat all personal data covered by this Privacy Policy, including information about any visitors to our Sites, as pertaining to individuals acting as business representatives, rather than in their personal capacity.
You are not legally required to provide us with any personal data. If you do not wish to provide us with your personal data, or to have it processed by us or any of our Service Providers (as defined below), please do not provide it to us and avoid any interaction with us or with our Sites, or use our Services.
When we use the term “personal data” in this privacy policy, we mean information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, to an individual. It does not include aggregated or de-identified information that is maintained in a form that is not reasonably capable of being associated with or linked to an individual.
Sometimes we collect personal data automatically when an individual interacts with our Services and sometimes, we collect personal data directly from an individual. At times, we may collect personal data about an individual from other sources and third parties (such as our Customers and Service Providers), even before our first direct interaction. Specifically, we collect the following types of Personal data:
We use personal data as necessary for the performance of our Services (“Performance of Contract”); to comply with our legal and contractual obligations (“Legal Obligation”); and to support our legitimate interests in maintaining and improving our Services, e.g., in understanding how our Services are used, how our campaigns are performing, and gaining insights which help us dedicate our resources and efforts more efficiently; in marketing, advertising, and selling our Services, providing customer service and support operations, and protecting and securing our Visitors, Users, Customers, ourselves and our Services (“Legitimate Interests”).
If you reside or are using the Services in a territory governed by privacy laws under which “consent” is the only or most appropriate legal basis for the processing of personal data as described herein (in general, or specifically with respect to the types of personal data you expect or elect to process or have processed by or via the Services, or due to the nature of such processing) (“Consent”), your acceptance of our Terms of Service and of this Privacy Policy will be deemed as your consent to the processing of your personal data for all purposes detailed in this Policy. If you wish to revoke such consent, please contact us at privacy@tonkean.com.
Specifically, we use the following personal data for the following purposes (and under the legal bases noted in each paragraph):
Customer and User Personal Data
Customer, User and Prospect Personal Data
Please note that we do not sell your personal information for the intents and purposes of the California Consumer Privacy Act (CCPA).
We and our authorized Service Providers (defined below) maintain, store and process personal data in the United States of America, Europe, Israel and other locations, as reasonably necessary for the proper performance and delivery of our Services, or as may be required by law.
While privacy laws may vary between jurisdictions, Tonkean is committed to protect personal data in accordance with this Privacy Policy and customary industry standards, and such appropriate lawful mechanisms and contractual terms requiring adequate data protection, regardless of any lesser legal requirements that may apply in the jurisdiction to which such data is transferred.
Tonkean is headquartered in the United States and Israel, a jurisdiction which is considered by the European Commission, the Swiss Federal Data Protection and Information Commissioner (FDPIC), and the UK Secretary of State to be offering an adequate level of protection for the personal data of residents of the EEA, Switzerland and the UK, respectively. We transfer personal data from the EEA, Switzerland and the UK to Israel on this basis. For data transfers from the EEA, Switzerland or the UK to countries which are not considered to be offering an adequate level of data protection, we and the relevant data exporters and importers have entered into Standard Contractual Clauses as approved by the European Commission, FDPIC and UK Information Commissioner’s Office (ICO). You can obtain a copy by contacting us as indicated in Section 11 below.
We retain personal data for as long as reasonably necessary for us to maintain and expand our relationship and provide you with our Services and offerings; in order to comply with our legal and contractual obligations; or to protect ourselves from any potential disputes (i.e., as required by laws applicable to log-keeping, records and bookkeeping, and to have proof and evidence concerning our relationship, should any legal issues arise following your discontinuance of use), all in accordance with our contractual terms and data retention policy.
Please note that except as required by applicable law or our specific agreements with you, we will not be obligated to retain your personal data for any particular period, and we are free to securely delete it or restrict access to it for any reason and at any time, with or without notice to you. If you have any questions about our data retention policy, please contact us by email at privacy@tonkean.com.
Service Providers: We may engage selected third-party companies and individuals to perform services on our behalf or complementary to our own. Such service providers include hosting and server co-location services, communications and content delivery networks (CDNs), data security services, billing and payment processing services, fraud detection and prevention services, web and product analytics, e-mail distribution and monitoring services, session or activity recording services, remote access services, performance measurement, data optimization and marketing services, social and advertising networks, content and data enrichment providers, event production and hosting services, e-mail, voicemails, support, enablement and customer relation management systems, and our legal, financial and compliance advisors (collectively, “Service Providers“). Our Service Providers may have access to personal information, depending on each of their specific roles and purposes in facilitating and enhancing our Services, and may only use the data as determined in our agreements with them.
Legal Compliance: We may disclose or allow government and law enforcement officials access to your personal data, in response to a subpoena, search warrant or court order (or similar requirement), or in compliance with applicable laws and regulations. Such disclosure or access may occur if we believe in good faith that: (a) we are legally compelled to do so; (b) disclosure is appropriate in connection with efforts to investigate, prevent, or take action regarding actual or suspected illegal activity, fraud, or other wrongdoing; or (c) such disclosure is required to protect our legitimate business interests, including the security or integrity of our products and services.
Protecting Rights and Safety: We may share your personal data with others if we believe in good faith that this will help protect the rights, property or personal safety of Tonkean, any of our Users or Customers, or any members of the general public.
Service Integrations: The Platform includes features that integrate third-party services. Depending on the nature and purpose of these integrations, the provider of the integrated third-party service may receive certain relevant data about or from your account on our Platform. The third-party provider may also share certain relevant data from your account on their service with our Platform. This data may include your Customer Data and/or User Data. Note that we do not receive or store your passwords for any of these integrated third-party services, but we typically require your API key to facilitate the integration. Additionally, our Platform uses the Google Workspace API to enable certain features. If we receive any personal data from the Google Workspace API (“Google User Data”), we will only use it for the purpose of providing or improving our Services’ functionality and User-facing features. We will not use Google User Data for any other purposes, such as to develop, improve, or train generalized AI and/or machine learning models, nor in relation to cross-context behavioral advertising.
Business Customer: Our Customers have access to any personal data we process on their behalf in our capacity as a “processor” or a “service provider.”
Tonkean Subsidiaries and Affiliated Companies: We may share personal data internally within Tonkean’s group of subsidiaries and affiliates for the purposes described in this Privacy Policy. In addition, should Tonkean or any of its subsidiaries or affiliates undergo any change in control, including by means of merger, acquisition or purchase of substantially all of its assets, your personal data may be shared with the parties involved in such event. If we believe that such a change in control might materially affect your personal data then stored with us, we will notify you of this event and the choices you may have via e-mail or a prominent notice on our Services.
For the avoidance of doubt, Tonkean may share your personal data in additional manners, such as pursuant to your explicit approval, if we are legally obligated to do so, or if we have successfully rendered such data non-personal and anonymous. We may transfer, share or otherwise use non-personal data at our sole discretion and without the need for further approval.
A cookie is a small text file that is placed, for example, to collect data about activity on our Site. Some cookies and other similar technologies serve to recall personal data, such as an IP address, that was previously indicated by the User or Visitor.
We and our Service Providers utilize cookies, anonymous identifiers and other data collection technologies for performance, tracking, analytics, and personalization purposes, which help us provide, secure and improve our Services, personalize your experience and monitor the performance of our activities and campaigns. We may share non-identifiable/aggregated extracts of such information with our partners for our legitimate interests.
We also use web analytics tools such as Google Analytics and Mixpanel. These tools help us understand Users’ behavior on our Services, including by tracking page content, and click/touch, movements, scrolls and keystroke activities. Further information about the privacy practices of our analytics service providers is available at: www.google.com/policies/privacy/partners/ and https://mixpanel.com/terms/. Further information about your option to opt-out of these analytics services is available at: https://tools.google.com/dlpage/gaoptout and https://mixpanel.com/optout.
While we do not change our practices in response to a “Do Not Track” signal in the HTTP header from a browser and recommend the use of cookies for an optimal user experience of our Services, most browsers allow you to control cookies, including whether to accept them or to remove them. You may set most browsers to notify you if you receive a cookie, or you may choose to block cookies with your browser.
Please note that if you get a new computer, install a new browser, erase or otherwise alter your browser’s cookie file (including upgrading certain browsers), you may also clear the opt-out cookies installed once you opt out, so an additional opt-out will be necessary to prevent additional tracking.
Service Communications: We may contact you with important information regarding our Services. For example, we may send you notifications (through any of the means available to us) of changes or updates to our Services, billing issues, log-in attempts or password reset notices, etc. If you are registered as a User to our Services, you can typically control your communications and notifications settings from your profile settings, or otherwise in accordance with the instructions included in the communications sent to you. Please note that you will not be able to opt out of receiving certain service communications which are integral to your use (like password resets or billing notices).
Notifications and Promotional Communications: We may also contact you, through email or via the Intercom app, with promotional messages (such as newsletters, special offers and sales, new product announcements, etc.) or any other information we think our Customers will find valuable; and to facilitate, sponsor and offer certain events and promotions. We may provide such notices through any of the contact means available to us (e.g., phone or e-mail), through the Services, or through our marketing campaigns on any other sites or platforms.
If you do not wish to receive such promotional communications, you may notify Tonkean at any time by sending an email to privacy@tonkean.com, changing your communications preferences in your account, or by following the “unsubscribe” instructions contained in the promotional communications you receive.
In order to protect your personal data held with us and our Service Providers, and on our networks, we use industry-standard physical, procedural, and electronic security measures, (such as access control, secure servers, firewalls, internal policies, encryption, database backup etc.). However, please be aware that regardless of any security measures used, we cannot and do not guarantee the absolute protection and security of any personal data stored with us or with our Service Providers, or any third parties that hold personal data about you on our behalf.
Individuals have rights concerning their personal data. Please contact us by email at privacy@tonkean.com If you wish to exercise your rights under any applicable law, including the EU or UK General Data Protection Regulation (GDPR or UK GDPR, respectively) or the California Consumer Privacy Act (CCPA), such as (to the extent applicable) – the right to know/request access to (specific pieces of personal data collected; categories of personal data collected; categories of sources from whom the personal data was collected; the purpose of collecting personal data; categories of third parties with whom we have shared personal data), to request rectification or erasure of your personal data held with Tonkean, or to restrict or object to such personal data’s processing (including the right to direct us not to sell your personal data to third parties now or in the future), or to port such personal data, or the right to equal services and prices (e.g., freedom from discrimination) (each to the extent available to you under the laws which apply to you). If you are a GDPR-protected individual, you also have the right to lodge a complaint with the relevant supervisory authority in the EU or the UK, as applicable.
If you would like to make any requests or queries regarding personal data which we process on your organization’s (our Customer’s) behalf (i.e., Customer Data), please contact your organizational administrator directly.
Please note that when you ask us to exercise any of your rights under this Privacy Policy or applicable law, we may need to ask you to provide us with certain credentials for authentication purposes, to avoid disclosure to you of personal information related to others and to ask you to provide further information to better understand the nature and scope of data that you request to access or have deleted. Such additional data will then be retained by us for legal purposes (e.g., as proof of the identity of the person submitting the request), in accordance with Section 4 above. We may redact from the data which we will make available to you, any personal data related to others.
Certain data protection laws and regulations, such as the EU GDPR, UK GDPR or the CCPA, typically distinguish between two main roles for parties processing personal data: the “data controller” (or under the CCPA, “business”), who determines the purposes and means of processing; and the “data processor” (or under the CCPA, “service provider”), who processes the data on behalf of the data controller (or business, if the CCPA applies). Below we explain how these roles apply to our Services, to the extent that such laws and regulations apply.
Tonkean is the “data controller” of Prospect Data and User Data (such as the personal data associated with the User’s account on the Platform, the usage data relating to the manner in which our Users use the Platform, or the contact details of Users with whim we engage when we provide Services to a Customer). With respect to such data, we assume the responsibilities of data controller (solely to the extent applicable under law), as set forth in this Privacy Policy. In such instances, our Service Providers processing such data will assume the role of “data processor”.
Tonkean is the “data processor” of Customer Data. We process such data on behalf of our Customers and in accordance with their reasonable instructions, subject to our Terms of Service and the Data Processing Agreement with them.
Accordingly, our Customers are solely responsible for determining whether and how they wish to use our Services, and for ensuring that all individuals using the Services on the Customer’s behalf or at their request, as well as all individuals whose personal data may be included in Customer Data processed through the Services, have been provided with adequate notice and given informed consent to the processing of their personal data, where such consent is necessary or advised, and that all legal requirements applicable to the collection, recording, use or other processing of data through our Services are fully met by the Customer, including specifically in the context of an employment relationship. Our Customers are also responsible for handling data subject rights requests under applicable law, by their Users and other individuals whose data they process through the Services.
Updates and Amendments: We may update and amend this Privacy Policy from time to time by posting an amended version on our Services. The amended version will be effective as of the date it is published. We will provide prior notice if we believe any substantial changes are involved via any of the communication means available to us or via the Services. After the notice period, all amendments shall be deemed accepted by you.
Children Privacy: Our Services are not designed to attract children under the age of 16. We do not knowingly collect personal data from children and do not wish to do so. If we learn that a person under the age of 16 is using the Services, we will prohibit and block such use and will make all efforts to promptly delete any personal data stored with us with regard to such child. If you believe that we might have any such data, please contact us by email at privacy@tonkean.com.
External Links: While our Services may contain links to other websites or services, we are not responsible for their privacy practices. We encourage you to pay attention when you leave our Services for the website or application of such third parties and to read the privacy policies of each and every website or service you visit. This Privacy Policy applies only to our Services.
Data Protection Officer: Tonkean has appointed PrivacyTeam Ltd. as our Data Protection Officer (DPO), for monitoring and advising on Tonkean’s ongoing privacy compliance and serving as a point of contact on privacy matters for data subjects and supervisory authorities. If you have any comments or questions regarding our Privacy Policy, or if you have any concerns regarding your privacy, or if you wish to make a complaint about how your personal data is being processed by Tonkean, you can contact privacy@tonkean.com or our DPO at dpo@tonkean.com.
EU Representative: Dr. Andreas Mätzler of Prighter has been designated as Tonkean’s representative in the European Union for data protection matters pursuant to Article 27 of the GDPR. Inquiries regarding our EU privacy practices may be sent by e-mail to privacy@tonkean.com or via mail. EU inquiries may be sent to: Prighter (Attn: Tonkean), Schellinggasse 3/10, Vienna 1010, Austria.
Questions, Concerns or Complaints: if you have any comments or questions regarding our Privacy Policy, or if you have any concerns regarding your personal data held with us, or if you wish to make a complaint about how your personal data is being processed by Tonkean, please contact us by email by sending us a message to privacy@tonkean.com.
Last Updated: May 2024.