This article explains the compliance of VTExperts Inc. with GDPR’s regulations until 2018. VTExperts has always been up to date when it comes to security standards and safety measurements. We’ve already been following the best practices in regards to collecting, processing, and managing our Clients’ data. So we took this opportunity to clarify how do we go about the data we have and how much is it that we collect. As we deal in VTiger CRM versions VTiger 7 and VTiger 6, GDPR affects greatly all of the CRMs just as VTiger CRM.
For legal documentation, please see our GDPR compliance statement.
What Data Do We Collect?
It is often considered that our extensions collect huge amount of data as they require constant connectivity to Internet. Here’s the correction. We DO NOT collect any of the data through our extensions. Our extensions need connectivity to our license server to validate the license. That means, if you setup a firewall and configure port 80 to ping 184.108.40.206, the extensions will work just fine.
What Other Data Do We Collect?
We do collect some data that is not sensitive at all:
- Form Submission:
There are 4 forms:
i) Contact Form at support page – does not collect any data and only used to allow easier communication between controller and the clients
ii) Signup form at Extension pack page collects:
Name – for communication purpose only
Email address – to send instructions on getting started with the product
iii) Trial Form within VTiger CRM after the installation of Extension pack placeholder while creating new account for Extension Pack collects:
Email Address – for communication purpose
First Name – For communication and confirmation of identity
Last Name – For communication and confirmation of identity
Phone – For communication purpose
Company Name – for identification of the client
Username – to allow the client to login to their individual account
Password – to allow the client to login to their individual account (encrypted at our server)
iv) Subscription form collects:
Billing information – Credit card or paypal – for billing purpose. Client adds the credit card info (which stays encrypted via secure form), to pay for the services they receive from us
Billing Address 1 and 2, Billing Country, state, city and ZIP code – for billing purpose and credit card confirmation
Contact Information – same as Trial Form
VTiger URL – The services client purchased are link to this URL. Our services are URL/instance specific
- Web chat:
i) Name – for communication purpose
ii) Email address – for communication purpose
- Direct Email
In some cases, we save names and email addresses for sales and marketing purposes from the received emails that come to email addresses ending with @vtexperts.com. Again, we use this data ONLY INTERNALLY and do not provide/sell it to any other party.
- Web based Cookies
Cookies are enabled on our website and work as standard. No personal information is pulled via these cookies except the webpage opened at vtexperts.com. We use these tracks to find out what our users are trying to find and help them accordingly.
Data Controllers and Processors
GDPR distinguishes between Data Controllers and Data Processors. VTExperts is data controller in most cases and data processor as hosting provider. We totally comply with GDPR and US data security standards as data controllers and data processors.
What is Done With This Data?
First question should be, is this data sold or distributed? The answer is NO. We do not sell or provide any data to any 3rd party for any purpose. The collected data is only saved in our highly protected database and kept for record keeping as well as to provide the best standard of services to our clients.
We use this data to best communicate, provide timely support, do sales follow ups and marketing emails (for our own company only), and keep track of service tenure.
Withdraw/Remove Personal Data
If you need your data removed from our database, it’s pretty simple; just send us an email at [email protected] and we’ll take care of that for you. Note that you will have to cancel any ongoing services from us as well as clear the pending dues if any.
Related Data Processors
VTExperts utilizes following data processors to help best provide our services:
Digital Ocean – https://www.digitalocean.com (for hosting)
Chargify – https://www.chargify.com/ (for billing and subscription management)
Hatchbuck – https://app.hatchbuck.com/ (for sales automation)
Zendesk chat – https://www.zopim.com (for clients communication via webchat)