Updated: October 10, 2022
ClinaCase is a task management platform that provides teams with the tools to orchestrate their work.
At ClinaCase, our mission is your mission. Our customers' trust and partnership are very important to us. That's why we refreshed our entire privacy statement to provide more clarity around how we use your information.
As you use and interact with ClinaCase's websites, products, and services, we process information from and about you in order to provide access to our tools, an enhanced experience, and support. That means that we collect, use, transmit, store, share, and erase your information.
It's important to us that you're able to clearly understand how we process your information and what rights you have under privacy and data protection laws. We've completely redesigned our Privacy Statement to make it shorter and simpler, reducing the amount of legalese and defined terms to the extent possible.
In addition, we also clarify when we would be processors of your data and when we would be the controller (see below in Our Relationship With You).
We welcome any questions, concerns or feedback you may have about the updates to this Privacy Statement. You can also view the previous version of this Privacy Statement here or through the link at the bottom of the Privacy Statement.
In situations where our users are subject to our Subscriber Agreement, Enterprise Master Services Agreement, or other Master Services Agreement to use ClinaCase's services, ClinaCase is the processor/service provider (a provider that processes personal data on behalf of or at the direction of a controller, or other similar designation under the law) and our customer (usually a company or organization) is the controller/business (the entity that decides how and why information is processed) of the information provided to ClinaCase via use of ClinaCase. In all other cases, ClinaCase is the controller of the information.
For example, if you create an account with
your corporate email address, your company is the controller of that information.
a free email domain (like gmail.com) or personal email account, ClinaCase is the controller.
ClinaCase can be used by companies or by individual users:
If you're using ClinaCase through your company, educational institution, or with your company email address, your company or educational institution's own ClinaCase administrator is responsible for the accounts associated with that company or institution and can: restrict, suspend, or terminate your access to or ability to use the services, access information about you, access or retain information stored with us (including your workspace content and log data about your use of ClinaCase), and restrict your ability to edit, restrict, modify, or delete information associated with your use of our products and services.
ClinaCase processes information we receive directly from you, automatically collected when you use ClinaCase or visit one of our websites, and collected by ClinaCase from third parties. However, please note that this Privacy Statement does not apply to the processing of your information by third-parties through your use of any third-party integrations available via our services. Please visit those third-party websites directly for more information on their privacy and data protection practices.
Information needed to create an account
This includes information that is needed for ClinaCase to create an account for you and manage your ability to log in and out of ClinaCase:
Identifiers, such as first and last name and email address
Your password for ClinaCase (hashed) - unique, long, and strong, please
Information related to a third-party authentication identity provider, such as Google Authenticator
If you upgrade your account to a paid account, ClinaCase may collect:
Billing information, such as name, address, and telephone number
Financial information, such as credit card information collected by our payment processors on our behalf
Information about your chosen ClinaCase plan
Information you provide to us through your use of ClinaCase
Information you provide in goals, portfolios, projects, and tasks
Information uploaded to ClinaCase, such as attachments
Information from emails you forward to email@example.com://clinacase.com/
Profile photo and other information you choose to include to describe yourself, only collected if you do choose to provide it, such as your gender pronouns
Video and audio recordings, and transcripts of those recordings, if you use video messaging
Professional or employment information, such as your title or role at your company
Any other information you choose to provide while using ClinaCase that identifies or can be reasonably associated with you
Information about your contacts, if you choose to provide it
Other information you may provide to us when you interact with ClinaCase in other ways
You may voluntarily provide us with information when you interact with us in other ways, such as when you directly interact with ClinaCase staff, such as our sales, user research, or user operations groups. ClinaCase may process:
Your requests, questions, and responses to us via forms or email
Information you provide in connection with ClinaCase sweepstakes, contests, or research studies, if you choose to participate
Information to verify your identity
Your date of birth
Your audio and video, if you participate in a sales call or user research study and do not opt out of call recording, which also involves the collection of biometric information associated with the call recordings
Information related to your use of ClinaCase and our websites
We may also collect the following:
Metadata and inference information related to your use of ClinaCase, our websites, and third-party integrations to better understand the way you work in ClinaCase. We may log the actions you take as you use ClinaCase, including but not limited to the number of ClinaCase workspaces you work in, the number of tasks you are assigned, when you delete a task or comment, the features and embedded content you interact with, the types of files you share, and what, if any, third-party integrations you use.
Information collected as a result of participation in beta testing
Information about how you interact with our marketing websites, like https://clinacase.com/, such as where you click, how long you visit a page, your scrolling, mouse hovers, and other data to help us better understand your experience and provide you with the best user experience
Device information and activity when you use ClinaCase via a mobile device, such as the type of device you are using, device IDs, operating system version, and mobile network information, which may include your mobile phone number.
Derived device geolocation information, such as approximate geographic location inferred from an IP address
Sometimes ClinaCase receives your information from third-parties (other individuals, marketing services, third-party integrations), which may include:
Name, email, and business contact information
Information about you provided to us from other individuals or users of ClinaCase
ClinaCase uses your information to operate our products and services, communicate with you, process transactions when you change ClinaCase plans, for security and fraud prevention, and to comply with the law. We may process your information to:
Provide services to you and operate our business
Maintain, provide, and improve our products and services
Help us better understand user interests and needs, and customize ClinaCase for you
Analyze and research how you interact with our websites and applications
Protect ClinaCase and you, for example:
Securing our systems and products against fraud or unauthorized activity
Identifying, troubleshooting, and fixing bugs and errors
Complying with global laws and regulations
Investigate (in good faith) alleged violations of our User Terms of Service
If you use ClinaCase as part of an organization, company, or academic institution, ClinaCase will process your personal information as required by our contract with your organization or academic institution. Those contractual terms may differ from, and take precedence over, the uses described in this Privacy Statement.
In addition, we use information about your use of ClinaCase, account information (such as your email address and name), and information related to third-party integrations to:
Communicate with you:
About ClinaCase by phone, text, email, or chat
To share important notices and updates, product changes, and other necessary notices such as security and fraud alerts
To advertise or market ClinaCase services to you. You have the ability to unsubscribe from promotional communications at any time
Facilitate reporting and analyze performance of the ClinaCase platform or features available in ClinaCase
Provide webinars or public presentations
Demonstrate ClinaCase or provide you access to a demo ClinaCase instance
Process your information at your direction
Provide you with support and get your feedback
Respond to your requests for information
Help identify and troubleshoot any issues with your account and answer your questions
Resolve support requests
Provide you with reports about usage
Survey your opinions through surveys, research studies, and questionnaires
Unless otherwise prohibited by law, we may combine the information that we collect through your use of our products and services with information that we receive from other sources, both online and offline, and use that combined information as set out above.
Aggregated and De-identified data
We may aggregate and/or de-identify information related to your use of ClinaCase (such as how many tasks or projects you created) so that such information can no longer be linked to you or your device. We may use such aggregated and de-identified data for any purpose, including but not limited to for research and marketing purposes, and may also share such data with any third parties, including advertisers, promotional partners, sponsors, event promoters, and/or others.
Legal bases for processing. For more information about the legal bases ClinaCase relies on to process your information, please visit Other Important Information.
We need to share the information we collect about you to make our products and services run smoothly and to operate our business under the following conditions:
Service Providers and Subprocessors. We may provide access to or share your information with select third parties that use the information on our behalf to assist in providing ClinaCase's services, website, and features. These third parties provide a variety of services to us, including without limitation sales, marketing, provision of content and features, advertising, analytics, research, data storage, security, fraud prevention, and other services.
Advertising and Marketing. We may provide information collected when you visit an ClinaCase website (such as email addresses) to service providers, who may “match” this information in de-identified form to cookies (or mobile ad identifiers) and other proprietary IDs, in order to provide you with more relevant ClinaCase ads when you visit other websites.
Consistent with your settings within our products and services. Please note that the information you submit through and share in ClinaCase may be viewable by other users in your workspace, team, division, organization, depending on the specific settings you have selected and if an organization has been created for your domain.
Business Transfers. If the ownership of all or substantially all of our business changes, or all or some of our assets are sold as part of a bankruptcy or other proceeding, we may transfer your information to the new owner so that the services can continue to operate. In such case, your information would remain subject to the promises and commitments contained in this Privacy Statement until the acquiring party updates it. If such transfer is subject to additional mandatory restrictions under applicable laws or agreements, ClinaCase will comply with those restrictions.
If you have one, your company's own ClinaCase account administrator. If you're using ClinaCase in connection with an organization, academic institution, or company domain, your company's own ClinaCase account administrator can export data associated with the domain they manage if they have a subscription plan that allows them to do so.
Public Forums. Our public forums, such as the ClinaCase community forum, make it possible for you to upload and share comments or feedback publicly with other users. Any information that you submit through such public forums is not confidential, and ClinaCase may use it for any purpose (including in testimonials or other ClinaCase marketing materials). Any information you post openly in these ways will be available to the public at large and potentially accessible through third-party search engines. Such information can be read, collected and/or used by other users, and it could be used to send you unsolicited messages.
ClinaCase takes technical and organizational measures to protect your information against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure or access. However, no method of transmission over the Internet, and no means of electronic or physical storage, is absolutely secure, and so we cannot ensure or warrant the security of that information. We are constantly updating and improving our safeguards.
When you use ClinaCase, some information about you will be stored in the United States.
Transfer of Your Information Out of EEA, UK, and Switzerland
When you use our products and services, information about you will be transferred to the United States where the majority of ClinaCase's data processing occurs. We may also transfer information that we collect about you to third party processors across borders from your country or jurisdiction to other countries or jurisdictions around the world.
ClinaCase uses appropriate technical and operational safeguards for cross-border transfers of personal data collected in the European Economic Area (EEA), United Kingdom, and Switzerland, as required by applicable local law, including the Standard Contractual Clauses.
ClinaCase remains certified under the EU-US Privacy Shield and Swiss-US Privacy Shield, but does not rely on these frameworks to transfer personal data.
We will retain your information for the period necessary to fulfill the purposes outlined in this Privacy Statement, to make our products and services available to you, or as instructed by you, unless a longer retention period is required or permitted by law.
Use by children under 16
If you are under the age of 16, you may not have an ClinaCase account or use ClinaCase's products or services. We do not knowingly process any information from, or direct any of our products or services to, children under the age of 16.
Marketing Practices and Choices
If you receive email from us, we may use certain analytics tools, such as clear GIFs, to capture data, such as when you open our message or click on any links or banners our email contains. This data allows us to gauge the effectiveness of our communications and marketing campaigns.
You may instruct us not to use your contact information to contact you by email, postal mail, or phone regarding products, services, promotions, and special events that might appeal to your interests by contacting us at the “ClinaCase Contact Info” section below. In commercial email messages, you can also opt out by following the instructions located at the bottom of such emails.
Please note that, regardless of your request, we may still use and share certain information as permitted by this Privacy Statement or as required by applicable law. For example, you may not opt out of certain transactional, operational, or service-related emails, such as those reflecting our relationship or transactions with you.
Do Not Track is a privacy preference that users can set in certain web browsers. We are committed to providing you with meaningful choices about the information collected on our websites for third party purposes, and that is why we provide the ability to opt out, if needed, and adjust your cookie preferences.
Legal Bases for Processing Your Information
Our legal basis under the General Data Protection Regulation (GDPR), a data protection and privacy regulation in the European Union, for collecting and using your information described above will depend on the particular type of information and the specific context in which we collect it. However, some examples of legal bases for processing that we rely on:
Where use of your information is necessary to perform our obligations under a contract with you (for example, to comply with the User Terms of Service which you accept by using ClinaCase's services or to fulfill the terms of a contract signed with companies)
Where use of your information is necessary for our legitimate interests or the legitimate interests of others (for example, to provide security, operate our products and services, prevent fraud, analyze use of and improve our products and services, and for similar purposes)
Where use of your information is necessary to comply with a legal obligation
Where we have your consent to process data in a certain way
C. Your Privacy Rights
ClinaCase users from around the world use our products to bring clarity to their work. Regardless of what country you're located in, we respect your ability to know, access, correct, export, restrict the processing of, and delete your information, and have extended those rights globally. We will not discriminate against you for exercising your privacy rights.
Information About Your Rights
Upon your request, and subject to applicable legal exceptions, we will:
provide access to and/or a copy of certain information we hold about you
prevent the processing of your information for promotional purposes (including any direct marketing processing based on profiling)
update information which is out of date or incorrect
delete certain information which we have about you
restrict the way that we process and disclose some of your information
transfer your information to a third party provider of services
revoke your consent for the processing of your information
In addition to the rights and information listed above, California consumers and their authorized agents can request information about:
The categories of information we collect or disclose about you; the categories of sources of such information; the business or commercial purpose for collecting your information; and the categories of third parties we share or disclose your information. For your convenience and so you don't have to request it, we've included that information in this Privacy Statement.
The financial incentives that we offer to you, if any.
ClinaCase does not sell your data, as defined under applicable law, such as the California Consumer Privacy Act (CCPA).
Exercising Your Rights
We will need to verify your identity and may need to verify your relationship with ClinaCase (for example, if you're an administrator of an ClinaCase Organization or Workspace and you're making a request on behalf of another individual) for security and to prevent fraud.
We may take additional steps to verify that you are authorized to make the request. If you are an end user of ClinaCase's services and not a direct customer of ClinaCase (for example, your company uses ClinaCase and you're an employee or authorized representative of that company), you should direct requests relating to your information to the administrator of your company's ClinaCase account. We will redirect you to your administrator or notify the administrator directly. To exercise your privacy rights, please contact us to get started.
Please note, however, that certain information may be exempt from such requests in some circumstances, which may include if we need to keep processing your information for our legitimate interests or to comply with a legal obligation.
We will update this Privacy Statement to make sure it accurately reflects our data collection and use practices, our amazing features, advances in technology, or as applicable laws require. We will comply with applicable legal requirements regarding providing you with notice and/or consent when we make such changes, depending on the type of change made. We also provide information about how our Privacy Statement has changed over time below.