Privacy & terms

This privacy & terms notice provides you with details of how we collect and process your personal data through your use of our site www.collabow.io.
By providing us with your data, you warrant to us that you are over 13 years of age.
Collabow Technologies Ltd is the data controller, and we are responsible for your data (referred to as ‘we’, ‘us’ or ‘our’ in this privacy notice). Our full details are:
Full name of legal entity: Collabow Technologies Ltd; For the purpose of this text Collabow Technologies Ltd may be referred to as ‘Collabow Technologies’, or ‘Collabow’.
Email address: info@collabow.io 
Postal address: Collabow Technologies, Kemp House, 160 City Road, London, United Kingdom, EC1V 2NX.
The information we hold about you must be accurate and up to date. Please let us know if at any time your personal information changes by emailing us at info@collabow.io.

What data do we collect about you, for what purpose and on what ground we process it. We may process the following categories of personal data about you:
Communication Data that includes any communication that you send to us whether that be through the contact form on our Website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record-keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
Customer Data that includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address, email address, phone number, contact details, purchase details and your card details. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.

User Data that includes data about how you use our Website and any online services together with any data that you post for publication on our Website or through other online services. We process this data to operate our Website and ensure relevant content is provided to you, to ensure the security of our Website, to maintain back-ups of our Website and/or databases and to enable publication and administration of our Website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our Website and our business.

Technical Data that includes data about your use of our Website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our Website, page views and navigation paths, details about the number of times you use our Website, time zone settings and other technology on the devices you use to access our Website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our Website and other online services, to administer and protect our business and Website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our Website and our business and to grow our business and to decide our marketing strategy.

Marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free giveaways, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is our legitimate interests which in this case are to study how
customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.

We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you and to measure or understand the effectiveness of the advertising we serve you. Our lawful ground for this processing is legitimate interests which is to grow our business. We may
also use such data to send other marketing communications to you. Our lawful ground for this processing is either consent or legitimate interests (namely to grow our business).

We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.
We do not collect any information about criminal convictions and offences.

Where we are required to collect personal data by law, or under the terms of the contract between you and us do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered, but if we do, we will notify you at the time.

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this, please email us at info@collabow.io. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).
Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications, and, in each case, you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However, you can still opt-out of receiving marketing emails from us at any time.
Before we share your personal data with any third party for their own marketing purposes, we will get your express consent.
You can ask third parties or us to stop sending you marketing messages at any time [by logging into the Website and checking or unchecking relevant boxes to adjust your marketing preferences] OR [by following the opt-out links on any marketing message sent to you or] OR by emailing us at info@collabow.io at any time.
If you opt-out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, warranty registrations etc.

We may have to share your personal data with the parties set out below:
Service providers who provide IT and system administration services.
Professional advisers including lawyers, bankers, auditors and insurers.
Government bodies that require us to report processing activities.
Third parties to whom we sell, transfer, or merge parts of our business or our assets.
Third parties to whom we are in partnership with.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
Collabow Technologies may contact you via email to invite you to review any services and/or products you received from us in order to collect your feedback and improve our services and products (the “Purpose”). We use an external company to collect your feedback which means that we will share your name, email address and reference number with the external company for the purpose. Collabow Technologies may also use such reviews in other promotional material and media for our advertising and promotional purposes.

We do not transfer your personal data outside the European Economic Area (EEA).

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions, and they must keep it confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For tax purposes, the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

In some circumstances, we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.

You can see more about these rights at:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulationgdpr/individual-rights/

If you wish to exercise any of the rights set out above, please email us at info@collabow.io. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

This Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy notice of every Website you visit.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this Website may become inaccessible or not function properly. For more information about the cookies we use, please see Cookie Policy.

• Collabow uses Hypertext Transfer Protocol Secure (HTTPS). It is used for secure communication over the Internet. In HTTPS, the communication protocol is encrypted.
• Public files URL links are coded and assigned a unique character identifier that is usually at least 45 characters.
• Clean operations run every seven days for non-subscription accounts. It is recommended that you back up files if you intend to keep them for longer than that period.
• For security reasons, we limit the file types that are supported. However, you can contact us if you would like to request additional file types that are safe and currently unavailable.
• Usual package file size limits, constraints and restrictions apply
• It is highly recommended that non-casual users should store their document in a subscription package that has additional data integrity features
• We don’t take responsibility for the contents of files that are uploaded to the platform, and the responsibility lies with the file creator.
• Users must follow the rules of international, regional, state and local laws while using the platform.
• The C-Share platform is designed to facilitate file transfers only, as a result, files are held in temporary storage, which is recycled on a regular basis.
• Public files are available to anyone on the Internet, ensuring maximum visibility and exposure.
• Public files searchable on all major search engines

At Collabow, the security of our systems and our users is a top priority.
We spend much effort on security considerations. However, we are aware that there could still be vulnerabilities in every software platform. If you encounter a vulnerability, we encourage you to let us know so that we can take steps to address it as soon as possible.

Submit your findings by using the following form: collabow.io/contact-us/.
Let us know the
** Type of Issue
** Description
** How to reproduce
** Solution

Scope
The following areas are out of scope:

• Ability to upload or download malicious files
• Vulnerabilities that require access to an already compromised account
• Policies rather than technical tools, such as email verification, password length etc.
• Social engineering attacks
• Authentication
• Users hosting malware on our service (contact support for this)
• Spam (unless a specific vulnerability leads to sending spam)
• Distributed Denial of Service attacks (DDoS)
• Missing security headers or ‘best practices’
• Third-party applications we make use of, but do not control.
• Software, Integrations and extensions created by third-party developers using our public API
• Non-production environments

The following areas are considered in scope:

• The Collabow.io web application and C-Share
• Our front end website and CMS

Ideally, a reported vulnerability will be achievable without physical access to a target’s device.

What we ask of you
If you believe you have discovered a security vulnerability in a Collabow or related services, please do the following:

• Submit your findings via the contact form
• Do not reveal the problem to others until it has been resolved.
• Do not take advantage of the vulnerability or problem you have discovered, for example by downloading more data than necessary to demonstrate the vulnerability or deleting or modifying other people’s data.
• Do not use attacks on physical security, social engineering, distributed denial of service (or any attack using large volumes of requests), spam or applications of third parties.
• Do provide sufficient information to reproduce the problem, so we will be able to resolve including the IP address or the URL of the affected system and a detailed description of the vulnerability.

What we promise

• We thank you for your help in making Collabow more secure.
• We will respond to valid issues as soon as possible.
• If you have followed the instructions above, we will not take any legal action against you in regard to the report or pass on your personal details to third parties without your permission.
• We may contact you to discuss further.
• In the public information concerning the problem reported, we will give your name as the discoverer of the problem (unless you desire otherwise).

Recognition and remuneration
For accepted reports, we may provide a financial reward. This reward will be based on the quality of the disclosure and the nature of the vulnerability. Where possible, we may also provide additional Collabow Services with a value of £60.

Please feel free to submit your report anonymously or under a pseudonym. Rewards are granted entirely at our discretion and may be reduced or declined if there is evidence of abuse.

Questions
If you have any questions regarding this Responsible Disclosure Policy, get in touch by sending an email to support@collabow.io

Terms and Conditions of Use of www.collabow.io
Full name of legal entity: Collabow Technologies Ltd; For the purpose of this text Collabow Technologies Ltd may be referred to as ‘Collabow Technologies’, or ‘Collabow’.

Welcome to the www.collabow.io (“the Website”) Terms and Conditions. By clicking ‘I Agree’ to the Terms of Service, or accessing the Website, or using the Website, or using our applications, you agree to these terms and conditions, and you agree to use the Website in accordance with all applicable laws. If you do not agree to these terms and conditions, please do not continue to use the Website. We’ll keep these terms and conditions up to date at www.collabow.io. Please review
these Terms and Conditions regularly as we may at any time change these terms and conditions and all changes will be effective immediately, and you will be deemed to have accepted any changes from the moment they are made. We hope that you enjoy using our Website and if you have any questions relating to these Terms and Conditions or the Website itself, then please contact us at info@collabow.io

Please note that when we say “we”, “us” and “our” in these terms and conditions we mean Collabow Technologies Limited (“Collabow Technologies”) a company registered in the United Kingdom under company registration number 06736186 with a registered address at Collabow Technologies, Kemp House, 160 City Road, London, United Kingdom, EC1V 2NX, “you” means the user of the Website.

Any software that may be made available to download from this Website (“Software”) is the copyrighted work of Collabow Technologies Limited. Use of the Software is governed by the terms of the End User Licence Agreement (“Licence Agreement”). An end user agrees to the Licence Agreement terms by installing, copying, or using the Software. The Software is made available for downloading solely for use by end users according to the Licence Agreement. Without limiting the foregoing, the copying or reproduction of the Software to any other server or location for further reproduction or redistribution is expressly prohibited. Any reproduction or redistribution of the Software not in accordance with the Licence Agreement is expressly prohibited by law and may result in severe civil and criminal penalties. Violators will be prosecuted to the maximum extent possible.
The software is warranted, if at all, only according to the terms of the licence agreement. except as may be expressly warranted in the licence agreement, Collabow Technologies hereby disclaims all express or implied representations, warranties, guaranties, and conditions with regard to the software, including but not limited to any implied representations, warranties, guaranties, and conditions of merchantability, fitness for a particular purpose, title and non-infringement, except to the extent that such disclaimers are held to be legally invalid.

Collabow Technologies assumes the copyright of its products, and they do not accept liability for any direct, indirect, special, consequential or other losses or damages of whatsoever kind arising out of using their products or any information, downloads or links contained in it. The Collabow Technologies online software solution itself is provided ‘as is’ without express or implied warranty.

Collabow Technologies reserves the right to alter any of the company’s products or published technical data relating thereto at any time without notice.

Warning: this software program is protected by copyright law and treaties. Unauthorised reproduction or distribution of this program, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law.

Please see our Privacy Notice to see how we deal with our Data.

Other than the rights and interests expressly set forth in this Agreement by Collabow Technologies, you own your data and retain all rights, title, and interest in the data you store with Collabow Technologies.

You grant to Collabow Technologies, an irrevocable, non-exclusive, non-terminable, royalty-free licence to use any of your repository details for the purposes of our own self-promotion and marketing including but not limited to including the overview data of an item on our Website. Collabow Technologies will not disclose information about identifiable individuals, but we may provide aggregate information.

If you have decided to pay the monthly or annual subscription fee for Collabow then the initial payment will be collected immediately or after the trial period has expired, and the will be debited from your account on the same date every subscription period. All subsequent payments will also be taken monthly, or annually depending on what option you select.

Collabow Technologies subscription payments shall be collected directly from your bank account via direct debit, using our secure payment partner. If any of your payments fail due to lack of funds then you will be notified of this via ourselves or our payment partner. In order to continue using Collabow Technologies, you will need to make the payment that is due.

Collabow Technologies will give customers fourteen (14) days grace period to continue using the Software. If the payment has not been made within fourteen (14) days, Collabow Technologies will automatically lock.

You will need to continue making the subscription payments to regain access to Collabow Technologies.

If the payment is not made within six weeks of the last successful payment, then the payment agreement/subscription will be cancelled, and you will need to set up a new subscription agreement to regain access to Collabow Technologies.

If a Collabow Technologies starter account remains unused for three (3) months without any payments, then it may be deleted. This means that all the data stored within the account will also be deleted and you will need to restart a new account and re-enter all data again should you wish to continue using Collabow Technologies.

Payments may be made via Direct Debit only. Your Collabow Technologies subscription will automatically be re-billed monthly or annually. Any billing cancellations or changes will be actioned before the next billing date provided that you notify us in writing five days in advance.

If your subscription is renewed within one month of the last successful payment, then you will be able to renew at the price you had previously been paying.

If your subscription agreement is renewed after one month of the last successful payment, then you will need to renew at the current Collabow Technologies prices. This means that if the software price has increased since you originally took out the rental payment option, then you will need to re-join at the current price.

The Collabow Technologies software is offered on a structured payment plan, known as ‘Pro’ and ‘Business’, in order to provide a clear and simple pricing structure. The benefits of the paid plan are displayed on the Collabow Technologies website.

All the applicable prices for our Plans are displayed on our Website. All payments are final, and no refunds shall be issued to you for subscriptions.

The Plans displayed on the Website represent the full services being provided. Any extra benefits must be agreed with Collabow Technologies, and additional fees may be required.

All Plans shall auto-renew for additional terms equivalent to your original term unless at least one
(1) weeks written termination notice is received by Collabow Technologies before the expiration of any term.
If you wish to cancel a Plan for whatever reason; such acts will immediately trigger Collabow Technologies’s right to recover as a debt the full term price and all outstanding amounts under these Terms and to retain all monies received from you. You agree in advance to the settlement of damages to Collabow Technologies that will arise from your cancellation. You acknowledge that this section provides for reasonable liquidated damages, and not a penalty, and bears a reasonable relation to the damages Collabow Technologies will sustain, which are uncertain and difficult to estimate at this time.

These Terms and Conditions constitute the sole and exclusive contract between the parties, and supersede any and all prior oral or written and all contemporaneous oral, contracts, promises, or understandings among them, pertaining to the transactions contemplated in these Terms and Conditions. The parties agree that no express or implied representations, warranties, or inducements have been made by any party to any other party except as set forth in these Terms and Conditions.

If you avail of a Free Plan and you do not access the Plan for a period of three (3) months, then your subscription and all data may be deleted. If you either cancel or deactivate your Free Plan then your data and files will be removed.

If you avail of a cancelled Paid Plan, your subscription and all data will be deleted after the subscription expiry date.

If a plan is downgraded, then files that exceed the storage allowance will be deleted after the down grade process has completed. It is important that you immediately download a copy of your data so that you don’t lose the information. We recommend that you maintain a sufficient amount of storage to prevent any loss of service or digital disruption.

The promotional code field found on the online order form may enable you to enter ONE (1) discount code Collabow Technologies Subscription only. Where a code stipulates a particular Collabow Technologies plan, you will be able to redeem the discount against that plan only.

All Collabow Technologies users are entitled to free support as part of their subscription. This includes online and email support.

If you cancel a ‘Paid’ Collabow Technologies subscription plan, then it will be permanently deleted after the subscription expiry date.

If you have a ‘Free’ Collabow Technologies subscription plan, and it is not accessed for three months, then it may be permanently deleted. Where accounts have been deleted, a user will be able to start a new subscription with new data should they wish to do so in the future.

Server backups are periodically performed on subscribed accounts.

You acknowledge and agree that the Website is being provided for use as is, and therefore you will not have any plea, claim or demand against Collabow Technologies in respect to the Website’s properties, limitations or compatibility with the your needs. The use of the Website is accordingly being made at the your sole and entire risk, without warranties of merchantability, fitness for a particular purpose, non-infringement, compatibility, security or accuracy.

Collabow Technologies does not warrant the validity, accuracy, completeness, safety, legality, quality, or applicability of the Content streamed from any other third party host websites or anything said or written by its Providers, including any information contained in any Provider listing.

Collabow Technologies will not be liable for any damages sustained due to reliance such information provided by any Provider.

You agree to defend, indemnify and hold Collabow Technologies and (as applicable) its officers, directors, employees, agents, subsidiaries, affiliates, suppliers and any of our third-party information service providers or other representatives harmless against any and all claims demands, losses, expenses, damages and costs, including legal costs, however arising resulting from any violation or breach by you of these Terms and Conditions or any claims made by or liabilities to any third party resulting from any activities conducted under your account, your use or misuse of the Website, including but not limited to posting content on the Website, entering into transactions with other website users, contacting others as a result of their postings on the Website, infringing any third party’s intellectual property or other rights, or otherwise arising out of your breach of these Terms and Conditions.

Collabow Technologies will use the following criteria to determine if an incident is ‘major’ and as such, is reportable to the senior management board (SMB).

If any sensitive data (including but not limited to users’ names with address, users’ bank account numbers, bank account sort code as well as the content of users’ bank transactions) is stolen or made public then the incident will be immediately considered a ‘major’ incident and reported to the SMB.

Any other incident which may cause harm to users, or impact users’ confidence in the Organisation’s security, will be reported immediately. Once any potential harm or potential impact on users’ confidence in security is confirmed by the Board, the incident will be defined as a major incident and will become reportable.

If Collabow Technologies becomes aware of a major operational or security incident, Collabow Technologies will notify the SMB after detecting the incident. If the incident has or may have an impact on the financial interests of its account information service users, Collabow Technologies will without undue delay inform its account information service users of the incident and of all measures that they can take to mitigate the adverse effects of the incident.

Collabow Technologies will also conduct a root cause analysis to determine the cause of the major issue. Once this analysis has been complete, a final report will be submitted to the SMB.

Collabow Technologies Limited is not a financial, legal or tax advisor and cannot give financial or other professional advice.

If such advice is needed, we urge you to seek the opinion of an appropriate professional in the relevant field. We care about your success and therefore encourage you to take appropriate advice before you put any of your resources, financial or otherwise at risk.

Collabow Technologies shall not be liable to you for any loss or expense which is: indirect or consequential loss; or economic loss, or other loss of turnover, profits, business or goodwill even if such loss was reasonably foreseeable or we knew you might incur it. This paragraph (and any other paragraph which excludes or restricts our liability) applies to our directors, officers, employees, subcontractors, agents and affiliated companies.
Collabow Technologies does not have the expertise to advise on any legal matters.

Documents may include technical inaccuracies or typographical errors.

By using our software you agree to indemnify, defend and hold harmless Collabow Technologies against all third party claims, liability, damages, costs and expenses, including legal fees, arising out of your use of the software.

You may not assign your rights or obligations under these terms and conditions to any third party.

The failure of Collabow Technologies to enforce any strict provision of any of these Terms and Conditions will not constitute a waiver of its right to subsequently enforce such a provision or any other term or conditions.

The Website provides links to other websites and access to content, Content and services from third parties. Collabow Technologies is not responsible for the availability of, or content provided on, such third party websites. You should refer to the policies posted by other websites regarding privacy and other topics before you use them. You acknowledge and agree that Collabow Technologies is not responsible for third party content accessible from the Website and that you bear all risks associated with such content.

Collabow Technologies may include in the Website, advertisements on its own behalf or paid advertisements on behalf of interested companies and/or individuals. By clicking on the advertisements, the User may be shifted to a web site of the advertiser or receive other messages, information or offers from the advertiser. You acknowledge and agree that Collabow Technologies is not liable for the privacy practices of advertisers or the content of their web sites, information, messages or offers. You are wholly liable for all communications with advertisers and for all transactions subsequently executed.

If any of the provisions of these terms and conditions is found by a court or other competent authority to be void or unenforceable, such provision shall be deemed to be deleted from the terms and conditions and the remaining provisions of the terms and conditions shall remain in full force and effect.