DFDSoft Privacy Policy

DFDSoft (“DFDSoft,” “we,” “us,” or “our”) provides software products of various types — including time tracking, project management, learning management, communication, automation, artificial intelligence, analytics, and related software and services (collectively, the “Services”).

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when individuals visit our websites, create or use a DFDSoft account, communicate with us, or otherwise interact with DFDSoft.

It also explains certain rights that may be available to individuals under applicable privacy laws.

1. Information We Collect

Depending on how you interact with DFDSoft, we may collect the following categories of information.

Account and Contact Information

This may include:

• Name
• Business email address
• Telephone number
• Company name
• Job title
• Username
• Account credentials
• Billing and subscription information
• Communications with DFDSoft

End User and Business Contact Information

The Services may contain information concerning employees, contractors, team members, learners, or other business contacts, including:

• Name
• Email address
• Telephone number
• Location
• Professional profiles
• Job title or role
• Employment or engagement information
• Time, attendance, and timesheet records
• Project and task activity
• Training, course, and certification records
• Skills
• Education
• Compensation information where supplied
• Notes and evaluations
• Activity within the Services
• Communications
• Publicly available professional information
• Other information supplied by individuals, customers, authorized users, integrations, or permitted data sources

Customers determine what information they place into or process through the Services.

Information From Customers and Authorized Users

Customers may upload, enter, synchronize, import, or otherwise provide personal information to DFDSoft.

This may include information obtained through:

• HR and workforce systems
• CRM systems
• Email accounts
• Calendars
• Customer databases
• File and document uploads
• Business software platforms
• Third-party integrations
• APIs
• Browser extensions
• Customer-authorized data sources

When DFDSoft processes personal information on behalf of a customer, the customer generally determines the purposes for which that information is processed.

Information From Third-Party and Public Sources

Where permitted by law and our contractual arrangements, DFDSoft may obtain business and professional information from third parties or publicly available sources.

Sources may include:

• Professional websites
• Company websites
• Publicly available professional profiles
• Business directories
• Licensed data providers
• Data enrichment providers
• Customer-provided sources
• Other lawful business-information sources

Usage and Device Information

We may automatically collect information such as:

• IP address
• Browser type
• Device type
• Operating system
• Login activity
• Pages or features accessed
• Dates and times of activity
• Referring URLs
• Approximate geographic location derived from IP address
• Cookies and similar identifiers
• Product usage and interaction information

Communications Information

If the Services are connected to email, calendars, messaging systems, telephone systems, or other communication services, DFDSoft may process information necessary to provide the requested functionality.

This may include message metadata, contact information, communication history, calendar information, and, depending on the functionality selected by the customer, message content.

2. How We Use Personal Information

We may use personal information to:

• Provide and operate the Services
• Create and administer accounts
• Authenticate users
• Process customer instructions
• Maintain customer business records
• Enable business workflows such as time tracking, project management, and training
• Search, organize, rank, or recommend information
• Facilitate customer communications
• Provide data enrichment functionality
• Enable integrations
• Provide analytics and reporting
• Develop and improve our products
• Detect errors, abuse, fraud, and security threats
• Protect DFDSoft, our customers, users, and third parties
• Provide customer support
• Process payments
• Communicate regarding products, services, and updates
• Comply with legal obligations
• Enforce our agreements
• Establish, exercise, or defend legal claims

3. Artificial Intelligence

DFDSoft may provide features that use artificial intelligence, machine learning, statistical models, or automated processing.

These features may assist users with activities such as:

• Searching
• Matching
• Ranking
• Summarizing
• Drafting
• Classification
• Data organization
• Content and data discovery
• Workflow automation

AI-generated information may be incomplete, inaccurate, or inappropriate for a particular purpose.

Customers and users remain responsible for reviewing AI-generated outputs and for business, employment, or other decisions made using the Services.

DFDSoft does not make employment decisions on behalf of customers unless expressly agreed in a separate written agreement.

4. How We Disclose Personal Information

We may disclose personal information to the following categories of recipients.

Customers and Authorized Users

Information processed through a customer’s account may be made available to that customer and its authorized users.

Service Providers

We may use service providers that assist with:

• Cloud hosting
• Data storage
• Security
• Authentication
• Email delivery
• Communications
• Analytics
• Payment processing
• Customer support
• Artificial intelligence
• Data processing
• Product infrastructure

These providers may process information only as permitted under applicable contractual and legal requirements.

Integrations

If a customer enables an integration, information may be exchanged with that integration as necessary to provide the requested functionality.

Business Transfers

Information may be disclosed in connection with a merger, acquisition, financing, restructuring, bankruptcy, sale of assets, or similar corporate transaction.

Legal and Safety Reasons

We may disclose information if reasonably necessary to:

• Comply with law or legal process
• Respond to lawful governmental requests
• Protect rights or property
• Investigate fraud or security incidents
• Protect the safety of individuals
• Enforce our agreements

5. Sale and Sharing of Personal Information

DFDSoft’s Services may involve different types of data processing depending upon the products, integrations, advertising technologies, and data services selected.

Some disclosures may constitute a “sale,” “sharing,” or similar activity under certain U.S. state privacy laws even where no money is exchanged.

Where applicable law provides a right to opt out of such activity, DFDSoft will provide an appropriate method for exercising that right.

Individuals may visit Your Privacy Choices or contact us at privacy@dfdsoft.com to submit an applicable privacy request.

DFDSoft will also recognize legally required browser-based opt-out preference signals, such as Global Privacy Control, where applicable.

6. Cookies and Similar Technologies

DFDSoft and our service providers may use:

• Necessary cookies
• Authentication cookies
• Preference cookies
• Analytics technologies
• Performance technologies
• Advertising or marketing technologies, where applicable

Additional information is available in our Cookie Policy.

Where required, users may control non-essential cookies through our cookie preference mechanism.

7. Data Retention

We retain personal information for the period reasonably necessary to:

• Provide the Services
• Maintain customer accounts
• Fulfill the purposes described in this Policy
• Satisfy contractual requirements
• Resolve disputes
• Enforce agreements
• Meet legal, tax, accounting, security, and compliance obligations

Retention periods vary based on the type of information, customer instructions, contractual requirements, applicable law, and business necessity.

Customer-controlled information may generally be retained for the duration of the customer’s subscription and for a reasonable period afterward for backup, security, legal, and administrative purposes, unless otherwise agreed.

8. Security

DFDSoft uses administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, destruction, loss, alteration, or disclosure.

No information system or method of transmission can be guaranteed to be completely secure.

Customers are responsible for maintaining appropriate security over their accounts, credentials, users, integrations, and devices.

9. Privacy Rights

Depending on where you reside, you may have rights concerning your personal information, including rights to:

• Know or access information
• Receive information about categories and sources of information
• Correct inaccurate information
• Delete information
• Obtain a portable copy of information
• Opt out of certain sales or sharing
• Opt out of certain targeted advertising
• Limit certain uses of sensitive personal information
• Appeal certain privacy decisions
• Withdraw consent where processing is based on consent
• Be free from unlawful discrimination for exercising privacy rights

These rights are subject to applicable exceptions.

To exercise a right, contact privacy@dfdsoft.com or use our Your Privacy Choices page.

We may need to verify your identity before fulfilling certain requests.

Where permitted by law, an authorized agent may submit a request on your behalf.

10. California Privacy Rights

California residents may have rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act.

Depending on its applicability, these rights may include:

• Right to know
• Right to access
• Right to delete
• Right to correct
• Right to opt out of sale or sharing
• Right to limit certain uses and disclosures of sensitive personal information
• Right to non-discrimination

At or before collecting personal information, DFDSoft provides applicable information about categories of information collected and the purposes for which it is used through this Policy, applicable notices, and contextual notices within the Services.

California residents may exercise applicable rights through our Your Privacy Choices page or by contacting privacy@dfdsoft.com.

11. Customer-Controlled Information

If your personal information appears in DFDSoft because one of our customers entered, uploaded, synchronized, obtained, or otherwise processed it through the Services, DFDSoft may be acting as a service provider or processor on behalf of that customer.

In those circumstances, you should ordinarily direct requests concerning that information to the organization that controls the applicable account.

We may forward your request to the applicable customer or assist the customer as required by law or contract.

12. Children’s Privacy

DFDSoft is intended for businesses and professional use.

The Services are not directed to children under 13, and DFDSoft does not knowingly collect personal information directly from children under 13 through its general Services.

Customers are responsible for ensuring that their use of DFDSoft involving minors complies with applicable law.

13. International Data Transfers

DFDSoft and our service providers may process information in the United States and other countries.

Where legally required, we use appropriate mechanisms designed to protect international transfers of personal information.

14. Third-Party Services

DFDSoft may contain links to or integrate with third-party services.

Those third parties operate under their own privacy practices, and DFDSoft is not responsible for their independent privacy practices.

15. Changes to This Policy

We may update this Privacy Policy periodically.

We will update the “Last Updated” date when changes are made and provide additional notice when required by law.

16. Contact Us

For questions or privacy requests, contact: