Privacy Policy

Version 31 Oct 2024

tldr; Summary

App – [your-account].codecks.io

What personalized data do we store?

• Email address - to send transactional mails and notifications (you may opt out of the latter).
• User name - such that team members can recognize you, does not have to correspond to any real name.
• Full name - optional, to help team members identify you in the members list.
• Profile image - optional, to help your team members to quickly identify things associated to you.
• Session cookie - so we know a browser session is yours.
• Organization name - to help you identify the organization you are part of, this does not have to correspond to any real name.
• For the billing user: Full Name, Address, VAT ID (if applicable). This is needed for tax and billing purposes.
• Payment-related data from Stripe events (this does not include your complete credit card number)
• If you enabled the respective integrations, potential personal information might be shared by Discord, Slack, GitHub, Bitbucket and/or GitLab as per their privacy policies.

Who do we share this data with?

• Stripe receives your Billing data for payment related services
• Pipedrive may receive your Email address, User name and Organization name

Where do we store this data?

• On a database hosted by a Hetzner Server in Bavaria, Germany.
• User-uploaded contents like images or documents as well as invoices are stored on Amazon Web Services (https://aws.amazon.com/de/) located in Frankfurt am Main, Germany.
• Backups of above data are stored on a Codecks-owned encrypted backup server located in Berlin, Germany.

Which people on the Codecks team will have access to your data?

• Codecks staff won’t access Organization Account contents unless Account Owners give us explicit permission to investigate their issue.
• Permission is granted only to specific persons within Codecks agreed upon with the Account Owners.
• Permission is granted only for as long as the issue is resolved.
• Codecks staff will be able to view aggregated meta data of Organizations Accounts (e.g. number of daily activities or onboarding progress).
• Codecks staff will be able to view billing related data.

Landing Page – www.codecks.io

What personalized data do we store?

• If you sign up for the newsletter, we will store your email address.

Who do we share data with?

• We use Google Analytics to analyze how visitors use the site. We set your IP to be anonymized, and deactivated all of Google Analytics advanced tracking options.

Full Version

For Codecks, security and data privacy are of paramount importance. Below we would like to give you detailed information about the handling of your personal data.

1. General

   As a service provider, we undertake that any collection of your personal data will be in strict compliance with the applicable statutory laws. You can inform yourself about these on this website which is operated by the German public data protection agencies under www.datenschutz.de.

   The Codecks Service is provided by Codecks GmbH, Normannenstraße 1-2, 10367 Berlin, Germany (“Codecks”). Codecks is the “Controller”, meaning the person or body collecting, processing or using personal data on his or its own behalf, or commissioning others to do the same, in the terms of the German Federal Data Protection Act.

   We shall only collect and use personal data for our own commercial purposes pursuant to the restrictions of section 28 of the German Federal Data Protection Act (which is available online in English translation) and/or if you have given your consent.

2. Collection, processing and use of your data

   1. Description of the Codecks Service

   The Codecks service is cloud-based online application service, accessed from end user devices through standard browser software. In essence, it is a tool to assist teams of people (“Team”) with the organization of projects (including but not limited to software development projects). It enables users to exchange data, texts, information etc. in the course of such projects with other team members, enabling in effect a team to jointly work on a project, set deadlines for all to see etc.

   In order for a team to use Codecks, they need to designate an administrative contact (“Administrator”) for the Team who will act as representative for the Team and who will set up a Codecks Organization Account for the Team, thereby establishing a subdomain for the Team. The Administrator is the billing contact for the Team in respect of the Organization Account and is able to invite users via email to collaborate on a project.

   After receiving an invitation by an Administrator, registered users (“Users”) have access to that Administrator’s Organization Account, users not yet registered need to establish a User Account first by entering their email and a password of their choice. Use of an avatar is optional. Then they will be part of the Team and be able to share their project-related data with other Team members.

   2. Codecks website

   You can visit our website, which is separate from the Codecks App and Service, without providing any information about yourself. We only store access data without personal references such as the name of your internet service provider, the website from which you have visited us or the name of the requested file. This data is used solely to improve our offer and does not allow us to draw any conclusions regarding your identity.

   3. User Account

   Personal data is collected when you submit it in the context of the creation of a Codecks User Account. For the User Account, we collect the following data: your email address and password.

   4. Exchange with other Users

   For the purpose of actually providing the specific Codecks Service as described above, that is uploading, storing, updating and sharing with other users designated as Team members by you or your Team Administrator, we collect the following data, as the case may be: your email address. This data which is meant to be exchanged with other Codecks users is handled in the following manner:

   • This data is shown to all Team members that have joint access to an Organization Account.

   • Scope of use

   Without your explicit prior consent, we will use the submitted information solely for the provision and maintenance of your Administrator or User account, as applicable, and for providing the Codecks Service in regard to other Codecks users registered as Team members designated by you or your Team Administrator, as described above, and to send you our newsletter if you have subscribed to it. After termination of the contractual relationship, the data will be deleted after the storage period required by tax and commercial law, unless you have expressly consented to the further use of your data.

3. Transfer of personal data to third parties;

   1. Payment Service Provider

   Payments for the Codecks service are processed through the third party payment service provider Stripe (Stripe Inc. and Stripe Payments Europe Ltd.; https://stripe.com/). The Codecks service will connect to the Stripe payment service and forward the following personal data to Stripe: Administrator’s payment card or SEPA information, Administrator’s email address, and billing address. Stripe will use this personal Data as part of the payment processing process. For the privacy policy of Stripe, see https://stripe.com/de/privacy.

   2. CRM Provider

   The Codecks service uses Pipedrive as a CRM tool. Pipedrive (Pipedrive OÜ; https://www.pipedrive.com/) receives the email address and name of Administrators from certain Organizations. This personal data is used by Pipedrive to manage customer relationships. For the privacy policy of Pipedrive, see https://www.pipedrive.com/en/privacy.

4. Data Security

   1. Codecks Servers

   The Codecks data is stored on a server provided by Hetzner (https://www.hetzner.de/) located in Nuremberg, Germany, or by a comparable data processing service center provider with servers located within the European Union (EU) or the European Economic Area (EEA).

   2. Encryption

   To ensure appropriate security, Codecks deploys SSL encryption technologies. The only way for data to travel from browser to server, and vice versa, is via an encrypted connection.

5. Backup

   Our data and databases are backed up on a regular basis, protecting them from loss.

6. Use of cookies on the Codecks website

   Regarding the Codecks website and App, the following applies: We use cookies to make visiting our website more attractive and to enable certain features. Cookies are small bits of information, usually small text files, that are stored by your computer’s web browser. Most of the cookies used by us remain on your computer and allow us to automatically recognize your computer on any subsequent visit (these are known as persistent cookies). These cookies enable us to identify you and spare you the trouble of re-entering your password or filling out forms with your data for subsequent visits.

7. Google Analytics

   The Codecks website, which is separate from the Codecks App and Service, features Google Analytics, a web-analysis service provided by Google Inc. (“Google”). Google Analytics uses “cookies”, text files that are stored on your computer and that allow us to analyze your use of our website. The cookie-generated data regarding your use of this website will normally be forwarded to a Google server in the U.S. and stored there.

   In the case the IP anonymization on this website is activated, within the member states of the European Union or other parties to the Agreement on the European Economic Area, Google will shorten your IP address before it is forwarded to its servers. Only in exceptional cases the complete IP address will be transmitted to a Google server in the U.S. and shortened there.

   On behalf of the operator of this website, Google may use this information to evaluate your use of our web pages, to compile reports on website activity for website operators, and to provide other website/internet-related services. However, Google will not combine your IP address with any other data held by Google.

   You may block the use of cookies by selecting the appropriate settings on your browser. Please note, however, that this may prevent you from using the website’s full range of features. Furthermore, you may also prevent the collecting and processing of the cookie-generated data regarding your use of this website (including your IP address) by Google, by downloading and installing the browser plugin available from the following link: http://tools.google.com/dlpage/gaoptout?hl=de.

8. Right of access

   Under the German Federal Data Protection Act, you have a right to be informed at any time and without cost about the personal data recorded about you, as well as a right to the correction, blocking, and/or deletion of the data, as applicable.

9. Revocation of consent

   You may have explicitly given consent when subscribing to our newsletter by clicking on a confirmation link within an email, or via opting in via the profile settings, once you verified your email address.

   Please note that you can revoke your consent for the future at any time. You may contact the person named below to do so easily:

   Riad Djemili
   hello@codecks.io

10. Contact for data protection and privacy

    If you have any questions regarding the collection, processing, or use of your personal data, in case of requests for information, correction, blocking, and/or deletion of the data, as well as for the revocation of consent please contact:

    Codecks GmbH
    Normannenstraße 1-2
    10367 Berlin, Germany
    Email: support@codecks.io
    Web: www.codecks.io