Visual Office privacy policy

The privacy of your data — and it is your data, not ours! — is a big deal to us. We’ll only ever access your account to help you with a problem or squash a software bug.

Identity & access

When you sign up for Visual Office, we ask for permissions to pull Slack team info and personal info. That's just so you can personalize your new account, and we can send you notifications, receipts, other essential information, and operate the app. We’ll never sell your personal info to third parties, and we won’t use your name or company in marketing statements without your permission, either.

When you pay for Visual Office, we may ask for your credit card, billing address, or info for an ach payment. That's so we can charge you for service and send you invoices. Your credit card is passed directly to our payment processor and doesn't ever go through our servers. Our payment provider (Paddle.com) may store a record of the payment transaction, including the last 4 digits of the credit card number, for account history, invoicing, and billing support.

When you write Visual Office with a question or to ask for help, we'll keep that correspondence, and the email address, for future reference. When you browse our marketing pages, we'll track that for statistical purposes (like conversion rates and to test new designs). We also store any information you volunteer, like surveys, for as long as it makes sense.

The only times we’ll ever share your info:

  • To provide products or services you've requested.
  • To investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our Terms of Service, or as otherwise required by law.
  • If Visual office is acquired by or merged with another company — we don’t plan on that, but if it happens — we’ll notify you well before any info about you is transferred and becomes subject to a different privacy policy.

Your Rights With Respect to Your Information

You may have heard about the General Data Protection Regulation (“GDPR”) in Europe. GDPR gives people under its protection certain rights with respect to their personal information collected by us on the Site. Accordingly, Visual Office recognizes and will comply with GDPR and those rights, except as limited by applicable law. The rights under GDPR include:

  • Right of Access. This includes your right to access the personal information we gather about you, and your right to obtain information about the sharing, storage, security and processing of that information.
  • Right to Correction. This is your right to request correction of your personal information.
  • Right to Erasure. This is your right to request, subject to certain limitations under applicable law, that your personal information be erased from our possession (also known as the “Right to be forgotten”). However, if applicable law requires us to comply with your request to delete your information, fulfillment of your request may prevent you from using Visual Office services and may result in closing your account.
  • Right to Complain. You have the right to make a complaint regarding our handling of your personal information with the appropriate supervisory authority.
  • Right to Restrict Processing. This is your right to request restriction of how and why your personal information is used or processed.
  • Right to Object. This is your right, in certain situations, to object to how or why your personal information is processed.
  • Right to Portability. This is your right to receive the personal information we have about you and the right to transmit it to another party.
  • Right to not be subject to Automated Decision-Making. This is your right to object and prevent any decision that could have a legal, or similarly significant, effect on you from being made solely based on automated processes. This right is limited, however, if the decision is necessary for performance of any contract between you and us, is allowed by applicable European law, or is based on your explicit consent.

Many of these rights can be exercised by signing in and directly updating your account information. For other you may need to contact us at matt@visualoffice.app.

Processors we use

As part of the services we provide, and only to the extent necessary, we may use certain third party processors to process some or all of your personal information.

The following is a list of processors used. This list is updated frequently, but may not be 100% accurate at all times.

  • Paddle for handling of payment information
  • Fathom Analytics
  • Mailchimp for marketing emails
  • Postmark for transactional emails
  • Heroku for web hosting infrastructure
  • Digital Ocean for file storage
  • RedisCloud for redis servers
  • Papertrail for server logging
  • Sentry for error monitoring

Law enforcement

Visual Office may be required to hand your data over to law enforcement. In most cases we will strive to not do so, but we will comply with court orders for information.

Security & Encryption

All data is encrypted via SSL/TLS when transmitted from our servers to your browser. Data isn’t encrypted while it's live in our database (since it needs to be ready to send to you when you need it).

We make a best effort to comply with modern security practices in web development.

Location of Site and Data

This Site is operated in the United States. If you are located in the European Union or elsewhere outside of the United States, please be aware that any information you provide to us will be transferred to the United States. By using our Site, participating in any of our services and/or providing us with your information, you consent to this transfer.

Changes & questions

Visual Office may update this policy — we’ll notify you about significant changes by emailing the account owner or by placing a prominent notice on our site. You can access, change or delete your personal information at any time by contacting matt@visualoffice.app.

Questions about this privacy policy? Please get in touch and we’ll be happy to answer them!

Licence provided via Creative Commons 4.0 from Basecamp Policies. Some modifications have been made regarding specific details of how Visual Office handles GDPR and legal requests.