Privacy Policy
Privacy Policy
Essence International s.r.o., is a limited liability company registered in the Czech Republic, with offices at Šumavská 15, 602 00 Brno, ID No.: 25316524, (“Essence,” “we,” “our,” or “us”) providing a software application that helps You manage your accounting and finances (the “Licensed Application”).
Your privacy is important to us. This privacy statement explains what personal data we and Microsoft collect from you, through our interactions with you and through the Licensed Application and how we use that data. Licensed Application can be used locally, thus storing all your data locally. In such case Licensed Application does not collect or transmit any user's personally identifiable information. No personal information is used, stored, secured or disclosed by services Licensed Application works with. Essence stores data on Azure and Microsoft SQL Server. In such case third party policies may apply.
This statement applies to Essence interactions with you and the Licensed Application.
Essence collects data to operate effectively and provide you the best experiences. You provide some of this data directly or contact us for support. We get some of it by recording how you interact with the Licensed Applications by, for example, using technologies like cookies, and receiving error reports or usage data from software running on your device.
The data we collect depends on the context of your interactions with the Licensed Application, the choices you make, including your privacy settings, and the features you use. The data we collect can include the following:
Name and contact data. We collect your username and preferences.
Credentials. We collect passwords, password hints, and similar security information used for authentication and account access.
Demographic data. We collect data about you such as country and preferred language.
Device and Usage data. We collect data about your device and how you and your device interact with the Licensed Application. For example, we collect:
§ The Licensed Application use data. We collect data about the features you use. This also includes the settings you select and the software configurations you use most.
§ Device, connectivity and configuration data. We collect data about your device and the network you use to connect to the Licensed Applications. It includes data about the operating system. It also includes IP address, device identifiers, regional and language settings.
§ Error reports and performance data. We collect data about the performance of the Licensed Applications and any problems you experience with them. This data helps us to diagnose problems in the Licensed Application you use, and to improve the Licensed Applications and provide solutions. Depending on the Licensed Application and settings, error reports (sometimes called “crash dumps”) can include data such as the type or severity of the problem, details of the software or hardware related to an error, contents of files you were using when an error occurred, and data about other software on your device.
§ Troubleshooting and Help Data. When you engage us for troubleshooting and help, we collect data about you and your hardware, software, and other details related to the incident. Such data includes contact or authentication data, data about the condition of the machine and the application when the fault occurred and during diagnostics, and system and registry data about software installations and hardware configurations.
Content. We collect content of your files and communications when necessary to provide you with the Licensed Application. For example, if you transmit a file we need to collect the content of that file to display it to you and the other users as you direct.
We also collect information you provide to us and the content of messages you send to us, such as feedback and the Licensed Application reviews you write, or questions and information you provide for customer support. When you contact us, such as for customer support, phone conversations or chat sessions with our representatives may be monitored and recorded.
The Licensed Application-specific sections below describe data collection practices applicable to use of those the Licensed Applications.
How We Use Personal Data
§ Security, Safety and Dispute Resolution. We use data to protect the security and safety of the Licensed Applications and our customers, to detect and prevent fraud, to confirm the validity of software licenses, to resolve disputes and enforce our agreements. Our security features and the Licensed Applications can disrupt the operation of malicious software and notify users if malicious software is found on their devices.
§ Business Operations. We use data to develop aggregate analysis and business intelligence that enable us to operate, protect, make informed decisions, and report on the performance of our business.
Reasons We Share Personal Data
We share your personal data with your consent or as necessary to complete any transaction or provide any the Licensed Application you have requested or authorized.
We will access, transfer, disclose, and preserve personal data, including your content (such as the content of your documents), when we have a good faith belief that doing so is necessary to:
1. comply with applicable law or respond to valid legal process, including from law enforcement or other government agencies;
2. protect our customers, for example to prevent spam or attempts to defraud users of the Licensed Applications, or to help prevent the loss of life or serious injury of anyone;
3. operate and maintain the security of the Licensed Applications, including to prevent or stop an attack on our computer systems or networks; or
4. protect our rights or property, including enforcing the terms governing the use of the services – however, if we receive information indicating that someone is using our services to traffic in stolen intellectual or physical property, we will not inspect a customer’s private content ourselves, but we may refer the matter to law enforcement.
How to Access & Control Your Personal Data
You can view, edit, or delete your personal data. You can also make choices about collection and use of your data. How you can access or control your personal data will depend on how you use the Licensed Application. Licensed Application can be used locally, thus storing all your data locally. In such case Licensed Application does not collect or transmit any user's personally identifiable information. No personal information is used, stored, secured or disclosed by services Licensed Application works with. Essence stores data on Azure and Microsoft SQL Server. In such case third party policies may apply. If you want to access certain personal data collected by Essence or the Licensed Application, you can always contact Essence via support@essencebs.com. We will respond to requests to access or delete your personal data within 30 days.
Cookies & Similar Technologies
Essence can use cookies (small text files placed on your device) and similar technologies to provide our websites and online services and to help collect data. The text in a cookie often consists of a string of numbers and letters that uniquely identifies your computer, but it can contain other information as well.
Essence Use of Cookies and Similar Technologies
Essence use cookies and similar technologies for several purposes, depending on the Licensed Application, including:
§ Storing your Preferences and Settings. Settings that enable the Licensed Application to operate correctly or that maintain your preferences over time may be stored on your device. If you opt out of interest-based advertising, we store your opt-out preference in a cookie on your device.
§ Sign-in and Authentication. When you sign into a website using your account, we store a unique ID number, and the time you signed in, in an encrypted cookie on your device. This cookie allows you to move from page to page within the site without having to sign in again on each page. You can also save your sign-in information so you do not have to sign in each time you return to the site.
§ Security. We use cookies to detect fraud and abuse of our websites and services.
How to Control Cookies
Most web browsers automatically accept cookies but provide controls that allow you to block or delete them. For example, in Microsoft Edge, you can block or delete cookies by clicking Settings > Privacy > Cookies. Instructions for blocking or deleting cookies in other browsers may be available in each browser’s privacy or help documentation.
Certain features of the Licensed Application may depend on cookies. Please be aware that if you choose to block cookies, you may not be able to sign in or use those features, and preferences that are dependent on cookies may be lost. If you choose to delete cookies, settings and preferences controlled by those cookies, including advertising preferences, will be deleted and may need to be recreated.
Notice to End Users
The Licensed Application is intended for use by organizations and are administered to you by your organization. Your use of the Licensed Application may be subject to your organization’s policies, if any. If your organization is administering your use of the such the Licensed Applications, please direct your privacy inquiries to your administrator.
What are your rights in relation to the protection of personal data?
– Ask us for information about how we process your personal information.
– Ask us for an explanation regarding the processing of your personal information.
– Request access to these data with and update or repair them.
– Request a deletion of this personal information.
– Request data transfer.
– The right to be informed about a personal data breach in certain cases.
– You may at any time lodge a complaint regarding the processing of your personal data or the failure of the GDPR administration to discharge its obligations to the Supervisory Authority. The Supervisory Authority is the Office for Personal Data Protection in the Czech Republic, headquartered at Pplk. Sochora 27, 170 00 Prague 7, www.uoou.cz.
Security of Personal Data
Essence is committed to protecting the security of your personal data. Essence uses a variety of security technologies and procedures to help protect your personal data from unauthorized access, use or disclosure. For example, Essence stores the personal data you provide on computer systems that have limited access and are in controlled facilities.
Where We Store and Process Personal Data
Personal data collected by Essence may be stored and processed in your region, or in case of using third party Microsoft services - any other country where Microsoft or its affiliates, subsidiaries or service providers maintain facilities. Microsoft maintains major data centers in the Australia, Austria, Brazil, Canada, Finland, France, Germany, Hong Kong, India, Ireland, Japan, Korea, Malaysia, the Netherlands, Singapore, the United Kingdom and the United States. Typically, the primary storage location is in the customer’s region or in the United States, often with a backup to a data center in another region. The storage location(s) are chosen in order to operate efficiently, to improve performance, and to create redundancies in order to protect the data in the event of an outage or other problem. We take steps to ensure that the data we collect under this privacy statement is processed according to the provisions of this statement and the requirements of applicable law wherever the data is located.
Microsoft transfers personal data from the European Economic Area and Switzerland to other countries, some of which have not been determined by the European Commission to have an adequate level of data protection. When they do, they use a variety of legal mechanisms, including contracts, to help ensure your rights and protections travel with your data.
Microsoft Corporation complies with the EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union and Switzerland to the United States. Microsoft Corporation has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. If third-party agents process personal data on our behalf in a manner inconsistent with the principles of either Privacy Shield framework, we remain liable unless we prove we are not responsible for the event giving rise to the damage.
If there is any conflict between the terms in this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern.
For any complaints related to the Privacy Shield frameworks that cannot be resolved with Microsoft directly, they have chosen to cooperate with the relevant Data Protection Authority, or a panel established by the European DPAs for resolving disputes. Please contact Microsoft to be directed to the relevant DPA contacts. As further explained in the Privacy Shield Principles, binding arbitration is available to address residual complaints not resolved by other means. Microsoft is subject to the investigatory and enforcement powers of the U.S. Federal Trade Commission (FTC).
Our Retention of Personal Data
Essence and Microsoft retain personal data for as long as necessary to fulfil the transactions you have requested, or for other essential purposes such as complying with our legal obligations, resolving disputes, and enforcing our agreements. Because these needs can vary for different data types, actual retention periods can vary significantly. The criteria used to determine the retention periods include:
§ How long is the personal data needed to operate our business? This includes such things as maintaining and improving the performance of the Licensed Application, keeping our systems secure, and maintaining appropriate business and financial records. This is the general rule that establishes the baseline for most data retention periods.
§ Do customers provide, create, or maintain the data with the expectation we will retain it until they affirmatively remove it? Examples include a document you store in our database. In such cases, we maintain the data until you actively delete it.
§ Is there an automated control, that enables the customer to access and delete the personal data at any time? If there is not, a shortened data retention time will generally be adopted.
§ Has the user provided consent for a longer retention period? If so, Essence will retain data in accordance with your consent.
§ Is Essence subject to a legal, contractual, or similar obligation to retain the data? Examples can include mandatory data retention laws in the applicable jurisdiction, government orders to preserve data relevant to an investigation, or data that must be retained for the purposes of litigation.
Changes to This Privacy Statement
We will update this privacy statement when necessary to reflect customer feedback and changes in the Licensed Application.
How to Contact Us
If you have a technical or support question, please contact us at support@essencebs.com.
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