Part I – Information Zoho collects and controls
What information Zoho collects
We collect information about you only if we need the information for some
legitimate purpose. Zoho will have information about you only if (a) you
have provided the information yourself, (b) Zoho has automatically
collected the information, or (c) Zoho has obtained the information from
a third party. Below we describe the various scenarios that fall under
each of those three categories and the information collected in each
one.
Information that you provide us
i. Account signup : When you sign up for an
account to access one or more of our services, we ask for information
like your name, contact number, email address, company name and country
to complete the account signup process. You'll also be required to
choose a unique username and a password for accessing the created
account. You may also provide us with more information such as your
photo, time zone and language, but we don’t require that information to
sign up for an account. After signing up, you will have the option of
choosing a security question and an answer to the security question — if
you provide these, they will be used only while resetting your password.
ii. Event registrations and other form submissions:
We record information that you submit when you (i)
register for any event, including webinars or seminars, (ii) subscribe
to our newsletter or any other mailing list, (iii) submit a form in
order to download any product, whitepaper, or other materials, (iv)
participate in contests or respond to surveys, or (v) submit a form to
request customer support, get a quote or to contact Zoho for any other
purpose.
iii. Payment processing : When you buy something
from us, we ask you to provide your name, contact information, and
credit card information or other payment account information. When you
submit your card information, we store the name and address of the
cardholder, the expiry date and the last four digits of the credit card
number. We do not store the actual credit card number. For quick
processing of future payments, if you have given us your approval, we
may store your credit card information or other payment information in
an encrypted format in the secured servers of our Payment Gateway
Service Providers.
iv. Testimonials : When you authorize us to post
testimonials about our products and services on websites, we may include
your name and other personal information in the testimonial. You will be
given an opportunity to review and approve the testimonial before we
post it. If you wish to update or delete your testimonial, you can
contact us at
privacy@zohocorp.com
v. Interactions with Zoho : We may record,
analyze and use your interactions with us, including email, telephone,
and chat conversations with our sales and customer support
professionals, for improving our interactions with you and other
customers.
Information that we collect automatically
i. Information from browsers, devices and servers : When you
visit our websites, we collect information that web browsers, mobile
devices and servers make available, such as the internet protocol
address, browser type, language preference, time zone, referring URL,
date and time of access, operating system, mobile device manufacturer
and mobile network information. We include these in our log files to
understand more about visitors to our websites.
ii. Information from cookies and tracking technologies
: We use temporary and permanent cookies to identify users of our
services and to enhance user experience. We embed unique identifiers in
our downloadable products to track usage of the products. We also use
cookies, beacons, tags, scripts, and other similar technologies to
identify visitors, track website navigation, gather demographic
information about visitors and users, understand email campaign
effectiveness and for targeted visitor and user engagement by tracking
your activities on our websites. We mostly use first-party cookies and
do not use third-party cookies or other third-party tracking
technologies on our websites for non-essential or intrusive tracking.
You can learn more about the cookies used on our websites here. You can
also learn more about Zoho's stance against non-essential and intrusive
third-party cookies and tracking technology here.
We also use
first-party Local Storage Objects (LSOs) such as HTML5 to store content
information and preferences to provide certain features.
iii. Information from application logs and mobile analytics : We
collect information about your use of our products, services and mobile
applications from application logs and in-house usage analytics tools,
and use it to understand how your use and needs can improve our
products. This information includes clicks, scrolls, features accessed,
access time and frequency, errors generated, performance data, storage
utilized, user settings and configurations, and devices used to access
and their locations.
Information that we collect from third parties
i. Signups using federated authentication service providers : You
can log in to Zoho Services using supported federated authentication
service providers such as LinkedIn, Microsoft and Google. These services
will authenticate your identity and give you the option to share certain
personal information with us, such as your name and email address.
ii. Referrals : If someone has referred any of our products or
services to you through any of our referral programs, that person may
have provided us your name, email address and other personal
information. You may contact us at privacy@zohocorp.com to
request that we remove your information from our database. If you
provide us information about another person, or if another person gives
us your information, we will only use that information for the specific
reason for which it was provided to us.
iii. Information from our reselling partners and service providers
: If you contact any of our reselling partners, or otherwise express
interest in any of our products or services to them, the reselling
partner may pass your name, email address, company name and other
information to Zoho. If you register for or attend an event that is
sponsored by Zoho, the event organizer may share your information with
us. Zoho may also receive information about you from review sites if you
comment on any review of our products and services, and from other
third-party service providers that we engage for marketing our products
and services.
iv. Information from social media sites and other publicly available
sources : When you provide feedback or reviews about our products, interact, or engage with us on marketplaces, review sites or social media sites such as Facebook, Twitter, Linkedin and Instagram through posts, comments, questions and other interactions, we may collect such publicly available information, including profile information, to allow us to connect with you, improve our products, better understand user reactions and issues, or to reproduce and publish your feedback on our websites. We must tell you that once collected, this information may remain with us even if you delete it from these sites. Zoho may also add and update information about you, from other publicly available sources.
Purposes for using information
In addition to the purposes mentioned above, we may use your information
for the following purposes:
- To communicate with you (such as through email) about
products that you have downloaded and services that you have signed
up for, changes to this Privacy Policy, changes to the Terms of
Service, or important notices;
- To keep you posted on new products and services,
upcoming events, offers, promotions and other information that we
think will be of interest to you;
- To ask you to participate in surveys, or to solicit
feedback on our products and services;
- To set up and maintain your account, and to do all
other things required for providing our services, such as enabling
collaboration, providing website and mail hosting, and backing up
and restoring your data;
- To understand how users use our products and
services, to monitor and prevent problems, and to improve our
products and services;
- To provide customer support, and to analyze and
improve our interactions with customers;
- To detect and prevent fraudulent transactions and
other illegal activities, to report spam, and to protect the rights
and interests of Zoho, Zoho’s users, third parties and the public;
- To update, expand and analyze our records, identify
new customers, and provide products and services that may be of
interest to you;
- To analyze trends, administer our websites, and track
visitor navigations on our websites to understand what visitors are
looking for and to better help them;
- To monitor and improve marketing campaigns and make
suggestions relevant to the user.
Legal bases for collecting and using information
Legal processing bases applicable to Zoho : If you are an
individual from the European Economic Area (EEA), our legal basis for
information collection and use depends on the personal information
concerned and the context in which we collect it. Most of our
information collection and processing activities are typically based on
(i) contractual necessity, (ii) one or more legitimate interests of Zoho
or a third party that are not overridden by your data protection
interests, or (iii) your consent. Sometimes, we may be legally required
to collect your information, or may need your personal information to
protect your vital interests or those of another person.
Withdrawal of consent : Where we rely on your consent as the legal
basis, you have the right to withdraw your consent at any time, but this
will not affect any processing that has already taken place.
Legitimate interests notice : Where we rely on legitimate
interests as the legal basis and those legitimate interests are not
specified above, we will clearly explain to you what those legitimate
interests are at the time that we collect your information.
Your choice in information use
Opt out of non-essential electronic communications : You may opt
out of receiving newsletters and other non-essential messages by using
the ‘unsubscribe’ function included in all such messages. However, you
will continue to receive essential notices and emails such as account
notification emails (password change, renewal reminders, etc.), security
incident alerts, security and privacy update notifications, and
essential transactional and payment related emails.
Disable cookies : You can disable browser cookies before visiting
our websites. However, if you do so, you may not be able to use certain
features of the websites properly.
Optional information : You can choose not to provide optional
profile information such as your photo. You can also delete or change
your optional profile information. You can always choose not to fill in
non-mandatory fields when you submit any form linked to our websites.
Who we share your information with
All Zoho group entities listed here
have access to the information covered in Part I. We do not sell
any personal information. We share your information only in the ways
that are described in this Privacy Policy, and only with parties who
adopt appropriate confidentiality and security measures.
Employees and independent contractors : Employees and independent
contractors of relevant Zoho group entities have access to the
information covered in Part I on a need-to-know basis. We require all
employees and independent contractors of Zoho group entities to follow
this Privacy Policy for personal information that we share with them.
Third-party service providers : We may need to share your personal
information and aggregated or de-identified information with third-party
service providers that we engage, such as marketing and advertising
partners, event organizers, web analytics providers and payment
processors. These service providers are authorized to use your personal
information only as necessary to provide these services to us.
Domain registrars : When you register a domain through Zoho from
domain name registrars, we share your name and contact information such
as your physical address, email address and phone number with them as
per the ICANN domain registration rules.
Reselling partners : We may share your personal information with
our authorized reselling partners in your region, solely for the purpose
of contacting you about products that you have downloaded or services
that you have signed up for. We will give you an option to opt out of
continuing to work with that partner.
Marketplace application developers : When you install or purchase
any application developed using Zoho's APIs that is posted on Zoho’s
online marketplace, your name and email address will be shared with the
developer of the application, so they may engage with you directly as
the provider of that application or service. Zoho does not control the
use of your personal information by the developers, which will be based
on their own privacy policies.
Other cases : Other scenarios in which we may share the same
information covered under Parts I and II are described in Part III.
Your rights with respect to information we hold about you as a
controller
If you are in the European Economic Area (EEA), you have the following
rights with respect to information that Zoho holds about you. Zoho
undertakes to provide you the same rights no matter where you choose to
live.
Right to access : You have the right to access (and obtain a copy
of, if required) the categories of personal information that we hold
about you, including the information's source, purpose and period of
processing, and the persons to whom the information is shared
Right to rectification : You have the right to update the
information we hold about you or to rectify any inaccuracies. Based on
the purpose for which we use your information, you can instruct us to
add supplemental information about you in our database.
Right to erasure : You have the right to request that we delete
your personal information in certain circumstances, such as when it is
no longer necessary for the purpose for which it was originally
collected.
Right to restriction of processing : You may also have the right
to request to restrict the use of your information in certain
circumstances, such as when you have objected to our use of your data
but we need to verify whether we have overriding legitimate grounds to
use it.
Right to data portability : You have the right to transfer your
information to a third party in a structured, commonly used and
machine-readable format, in circumstances where the information is
processed with your consent or by automated means.
Right to object : You have the right to object to the use of your
information in certain circumstances, such as the use of your personal
information for direct marketing.
Right to complain : You have the right to complain to the
appropriate supervisory authority if you have any grievance against the
way we collect, use or share your information. This right may not be
available to you if there is no supervisory authority dealing with data
protection in your country.
Retention of information
We retain your personal information for as long as it is required for the
purposes stated in this Privacy Policy. Sometimes, we may retain your
information for longer periods as permitted or required by law, such as
to maintain suppression lists, prevent abuse, if required in connection
with a legal claim or proceeding, to enforce our agreements, for tax,
accounting, or to comply with other legal obligations. When we no longer
have a legitimate need to process your information, we will delete or
anonymize your information from our active databases. We will also
securely store the information and isolate it from further processing on
backup discs until deletion is possible.