Note: Regardless of any language into which our Privacy Notice may be translated, the official, controlling, and governing version shall be exclusively the English language version.
1. Introduction
Welcome to Filestage GmbH’s Privacy Notice. Thank you for taking the time to read it. From here on out, we’ll refer to Filestage GmbH as “Filestage,” “our,” “us,” or “we,” and we’ll refer to this Privacy Notice as “Notice.”
2. Purpose
We appreciate that you trust us with your information, and we intend always to keep that trust. This starts with ensuring you understand the information we collect, why we collect it, how we use it, and your rights regarding your information. This Notice describes our information practices in plain language, keeping legal and technical jargon to a minimum.
3. Scope
Our Notice applies to you when you visit and use our website (available at https://filestage.io/), app (available at https://app.filestage.io/), and all other products and services operated and offered under the Filestage brand. For simplicity, we will refer to all of these as our “Services.”
4. Effective date
Our Notice is effective from 13 May 2024.
5. Changes
We’re always looking for new and innovative ways to help you get your best work approved. Sometimes, that could lead to changes in our information practices. Because of that, this Notice could change to keep you up-to-date with our current practices. Rest assured, we will notify you before any material changes take effect so you have time to review them.
6. Notice
6.1. About us
Our legal name is Filestage GmbH, but you can call us Filestage. We’re located at Lautenschlagerstraße 16, 70173 Stuttgart, Germany, and you can contact us regarding this Notice at privacy@filestage.io.
When you use our website (https://filestage.io/) and other Services embedded within it, we assume the role of a “Data Controller.” However, when you use our app (https://app.filestage.io/) and other Services embedded within that, we assume the role of a “Data Processor,” with you being a “Data Controller.”
Under the European Union General Data Protection Regulation ("EU GDPR"), we’re required to appoint a Data Protection Officer (“DPO”). Our appointed DPO is DSBX GmbH (“DSBX”). DSBX is located at Gablonzer Straße 4, 76185 Karlsruhe, Germany, and can be contacted regarding this Notice at filestage@dsbx.one or +49 721 98615899.
6.2. Our commitment to information privacy and security
We commit to establishing, implementing, operating, and continually improving an information privacy and security management system (i.e., organizational and technical measures/safeguards) aligned with and certified against relevant industry best practice standards. This will empower us to design all our Services with your privacy and security in mind. We will ensure the involvement of experts from various fields, including legal, privacy, security, product, engineering, and others, to make decisions that respect your privacy and security.
6.3. Information we collect and how we use it
We only collect and use your personal information where we have lawful reasons. The EU GDPR refers to these reasons as “lawful bases.” We process your personal information only where one of the following applies:
You have given consent.
To perform our contractual responsibilities or requested services.
For our legitimate interests (which are not overridden by your rights).
To comply with our legal or regulatory obligations.
6.3.1. Information you give us
You choose to give us certain information when using our Services. This includes:
6.3.1.1. Contacting us
When you contact us at https://filestage.io/contact/, you provide us with your work email address, first and last name, and phone number. Also, when you contact us using our chat feature at https://app.filestage.io/ and https://help.filestage.io/, you provide us with any information you include in your message. We use this information to respond to you and process your query.
6.3.1.2. Booking a demo
When you book a demo at https://filestage.io/demo/, you provide us with your work email address, first and last name, phone number, and country. We use this information to:
6.3.1.2.1. respond to and process your demo request (i.e., schedule and provide you with a demo);
6.3.1.2.2. provide you with newsletters (i.e., to keep you informed about our services); and
6.3.1.2.3. invite you to upcoming events.
6.3.1.3. Submitting a request to sign or negotiate terms
When you submit a request to sign or negotiate terms at https://help.filestage.io/en/articles/8446640-terms, you provide us with your first name, last name, phone number, and email address. Additionally, you provide us with your signees' first name, last name, and email address. We use this information to respond to you and process your query.
6.3.1.4. Creating an account
When you create an account at https://app.filestage.io/signup, you provide us with your work email address and full name (i.e., first and last name). We use this information to:
6.3.1.4.1. provide you with access to and use our application;
6.3.1.4.2. provide you with newsletters (i.e., to keep you informed about our services); and
6.3.1.4.3. invite you to upcoming events.
6.3.1.5. Maintaining your profile
When you maintain your profile at https://app.filestage.io/profile, you provide us with a new work email address and full name (i.e., first and last name). You also provide us with an avatar (i.e., a profile photo of yourself). We use this information to provide you access to and use our application.
6.3.1.6. Maintaining your subscription
When you maintain your subscription (i.e., change your pricing plan), you provide us with information about your purchases. We use this information to update your subscription. In addition, you provide our payment processor with the debit or credit card holder’s full name, card number, expiration date, security code (i.e., CVC), and country. Our payment processor uses this information to process your payment.
6.3.1.7. Signing up for our newsletter
When you sign up for our newsletter at https://filestage.io/blog/, you provide us with your email address. We use this information to provide you with periodic newsletters.
6.3.1.8. Registering for one of our webinars
When you register for one of our webinars, you provide us with your email address. We use this information to:
6.3.1.8.1. provide you with on-demand webinars;
6.3.1.8.2. send follow-up newsletters containing product information to you;
6.3.1.8.3. send invitations to other events (webinars, live events, etc.); and
6.3.1.8.4. contact you about offering a personal consultation to you.
6.3.1.9. Applying to one of our open positions
When applying to one of our open positions at https://careers.filestage.io, you provide us with your curriculum vitae (CV) or resume, full name (i.e., first, middle, and last name), email address, phone number, and location (i.e., city, country, and timezone). We use this information to process your application.
6.3.1.10. Submitting a data subject request
When you submit a data subject request at https://filestageteam.typeform.com/to/OCZ54SkC, you provide us with your first and last name, phone number, and email. We use this information to support you in exercising your data protection rights.
6.3.2. Information we receive from others
In addition to the information you may provide us directly, we receive information about you from others, including:
6.3.2.1. Identity providers
You can sign up for and sign in to our services via Single Sign On (SSO) or Security Assertion Markup Language (SAML). In this case, your identity provider provides us with your full name, email address, and avatar. we use this information to provide you access to and use our application.
6.3.2.2. Users
Users may provide information about you when they use our services. For instance, they provide us with your email address when they invite you to a project as a collaborator or reviewer. In this instance, we use this information to provide you access to and use our application. users may also upload files containing information about you, such as documents, photos, and videos. In this instance, we store the files and make them available and accessible only to authorized and appropriate users.
6.3.2.3. Service providers and partners
If you have a public profile on public directories, our service providers will provide us with your first and last name, email, and other contact information. We use this information to contact you about subscribing to and using our services.
If you are a freelancer, you might have signed up for platforms connecting you to businesses seeking your services. In such cases, they will provide us with your profile and contact information. We use this information to acquire your services.
6.3.3. Information generated or automatically collected when you use our services
Our services generate technical data about the devices and browsers you use to access them, which features you’ve used, and how you’ve used them. We generally use this data to improve our Services. We also use it to prevent, detect, and respond to misuse of our app, including any privacy and security breaches.
6.3.3.1. Device and browser information
We collect information from, and about the device(s) and browser(s), you use to access our services, including hardware and software information such as IP address, device ID and type, app settings and characteristics, app crashes, advertising IDs (which are randomly generated numbers that you can reset by going into your device’s settings and, in some cases, disable entirely), and identifiers associated with cookies or other technologies that may uniquely identify a device or browser.
6.3.3.2. Usage information
Using our Services generates data about your activity. For instance, how you use them (e.g., when you logged in, features you used, actions taken, and the information shown to you) and your interactions with other users (e.g., interacting with other users through comments in a Reviewer Group).
6.3.3.3. Information collected by cookies and similar technologies
We use and may allow third parties to use cookies and similar technologies (e.g., web beacons, pixels, and SDKs) to recognize your device(s) and browser(s). You may read our Cookie Policy (available at https://help.filestage.io/en/articles/9030799-cookie-policy) for more information on why we use them and how you can better control their use.
6.4. Where we store your information
At Filestage, we're a fully remote and globally distributed team that uses cloud service providers (“CSPs”) to host, deliver, operate, and maintain our Services. We store your information in Frankfurt, Germany, whether we’ve collected it via our website or app.
6.5. With whom we share your information
6.5.1. With our service providers
As a fully remote team, we use CSPs to host, deliver, operate, and maintain our Services. This means, where necessary, we share your information with our CSPs. For example, when you book a demo, your information is shared with the CSP that hosts our website. We also share it with the CSP that hosts our embedded form. Similarly, when you create an account, your information is shared with the CSP that hosts our app.
6.5.2. With other users
As a user of https://app.filestage.io, you may have access to a Team, Project, or Reviewer Group. Other users with access to the same Team, Project, or Reviewer Group may have access to your information, such as your first and last name, email address, and avatar.
6.5.3. For corporate transactions
We may transfer your information if we are involved, whether in whole or in part, in a merger, sale, acquisition, divestiture, restructuring, reorganization, dissolution, bankruptcy, or other change of ownership or control.
6.5.4. With law enforcement (when required by law)
We may disclose your information if reasonably necessary to:
6.5.4.1. comply with a legal process, such as a court order, subpoena or search warrant, government/law enforcement investigation, or other legal requirements;
6.5.4.2. assist in the prevention or detection of crime (subject in each case to applicable law); or
6.5.4.3. protect the safety of any person.
6.5.5. To enforce legal rights
We may also share information:
6.5.5.1. if disclosure would mitigate our liability in an actual or threatened lawsuit;
6.5.5.2. as necessary to protect our legal rights and the legal rights of our users, business partners, or other interested parties;
6.5.5.3. to enforce our agreements with you; or
6.5.5.4. to investigate, prevent, or take other action regarding illegal activity, suspected fraud, or other wrongdoing.
6.6. International data transfers
Sharing information as outlined in Section 6.5 may involve international (i.e., cross-border) data transfers to the United States of America (“USA”) and other jurisdictions that may have different data processing laws. When we transfer information outside of the European Economic Area (“EEA”), the United Kingdom (“UK”), Switzerland, or other countries in which data protection laws have been deemed adequate by the European Commission (“EC”) or other competent governmental bodies, we use standard contract clauses (“SCCs”) or other appropriate transfer mechanisms.
Note: SCCs are commitments between companies transferring personal information, binding them to protect the privacy and security of your information.
6.7. How long we keep your information
We only keep your information for as long as it is necessary to fulfill the purpose for which it was collected.
We use the following criteria to determine whether or not we need to keep your information:
6.7.1. fulfilling an order;
6.7.2. if you or we cancel your subscription;
6.7.3. if you unsubscribe from direct marketing, newsletter, or other material that we send to you; or
6.7.4. if we are required to keep a copy of your data by law or statutory regulation.
You can request that we delete your information at any time. See the section below on ‘Your Rights.’
6.8. Your rights
6.8.1. Right to access
You have the right to request that we send you copies of your personal information.
6.8.2. Right to rectification
You have the right to request that we complete any personal information you think is incomplete. You also have the right to request that we correct any personal information you think is incorrect.
6.8.3. Right to restrict processing
Under certain conditions, you have the right to request that we restrict the processing of your personal information (i.e., limit how we process your personal information).
6.8.4. Right to object to processing
Under certain conditions, you have the right to object to us processing your personal information (i.e., refuse how we process your personal information).
6.8.5. Right to data portability
Under certain conditions, you have the right to request that we transfer your personal information to another organization or directly to you.
6.8.6. Right to deletion
Under certain conditions, you have the right to request that we erase your personal information.
If you want to exercise these rights, please submit a request by completing this form. We'll make sure to get back to you within one (1) month of receiving your request. (Note: If your user account is managed by your employer, please reach out to them instead).