Our Privacy and Cookies Policy

Last updated – March 28, 2024

Introduction

Here at exec.ninja (further also known as “Service”, “We”, “Us”), available on https://exec.ninja (further also known as “Website”), We take your privacy seriously. We believe it is essential to limit who can see your personal information and be transparent about how We use it. We do not sell your personal information, and We disclose it only to the minimum extent necessary to facilitate the operation of the Service.

Please read this Privacy and Cookies Policy (further also as “Policy”) carefully, as it specifies, among others:

what Personal Information We might collect, why and how We might use that Personal Information,
how We collect Personal Information - including Cookies,
who do We share Personal Information with,
what rights do you have over your Personal Information.

Our Service sometimes links to other companies’ services, like articles on other websites. Mind that those companies have privacy and cookies policies, so the information you give them will follow their rules, not ours.

By using or accessing the Service in any way, you acknowledge that you accept the practices described in this Policy and consent to our collection, use and sharing of your information as discussed below.

Changes to the Privacy and Cookies Policy

We reserve the right to change or modify portions of this Policy at any time for important reasons, including but not limited to legal reasons. We will notify you each time We make changes or modifications to the Policy by sending you an email.

Any changes or modifications will become effective fourteen (14) days after they are posted, except that changes made for legal reasons will be effective immediately. If you use the Service in any way after a change to the Policy is effective, you agree to all the changes. You should discontinue using the Service if you disagree with the updated or modified Policy.

What is Personal Information (personal data)?

According to REGULATION (EU), 2016/679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC personal data is any information relating to an identified or identifiable natural person (‘data subject’), where an identifiable natural person can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

What are the sources of Personal Information that exec.ninja collects about you?

At exec.ninja We collect Personal Information from two sources. Firstly, We collect Personal Information from you and, secondly, from third parties.

We collect Personal Information from you when you provide it and when it is automatically collected following your use of the Service.

You provide your Personal Information to exec.ninja:

when you sign up for an account in the Service (“Account”), We ask you for some contact data, such as your name and email address. Furthermore, We ask you for your business data, such as job title, seniority and the size of the organisation you work for,
you may submit some Personal Information to Us in connection with your use of exec.ninja (for example, when you create Configured Rules or when you schedule a meeting).

We obtain Personal Information from third parties when you sign up for an Account using a calendar provider (Google Calendar). exec.ninja accesses the complete history of your Google Calendar. By that means, We import the contents of your Google Calendar (and it refers to any calendars to which you have access), such as the start and end time of your meetings, names and emails of invitees on those events to your Account. Contents of your Google Calendar may also include a previously created and published avatar by the user, which may contain an image of the user.

Additionally, if you are using the Service on behalf of any organisation or entity (further referred to as “Organisation”), We collect the names and email addresses affiliated with your Organisation.

exec.ninja use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

What kind of Personal Information does exec.ninja collect about you?

At exec.ninja We collect the following kinds of Personal Information – achieved from you, third parties and collected automatically. Personal Information that you give Us, such as:

Account Data: We collect certain Personal Information when you open an Account, such as your name and email address.
User Content and Files: When you use exec.ninja, We collect Personal Information included as part of the information you provide, such as inputs, and text.
Profile Information: We collect Personal Information to generate a user profile, which may include additional email addresses, job title and seniority.
Sales and Marketing Data: This includes information provided for promotional communications, such as name, email address, and Organisation size you work for.
Support Data: We collect details like text or multimedia files when you seek customer support.
Feedback Data: This consists of information you submit through surveys and reviews.

Personal Information that We achieve from third parties in the aftermath of your actions, such as:

Profile Information: We collect Personal Information from Google Calendar to generate a user profile, such as the user’s previously created and published avatar (which can contain an image of the user) and additional email addresses.
Description of Calendar Events: We collect Personal Information about names and email addresses of other employees affiliated with your Organisation from Google Calendar.
Geolocation Information: We Collect data about your time zone from Google Calendar.

Personal Information that We collect automatically, such as:

Third-Party Links and Features: Our Service may include functionalities such as links or buttons that direct you to services provided by third parties like X, GitHub, or LinkedIn. Engaging with these features could lead to your data being collected. For more details, We recommend reviewing the privacy policies of these third parties.
Essential Cookies and Similar Tracking Technologies: We employ cookies and technologies of a similar nature to ensure basic functionality, such as saving your preferences and recognising you across our Service.
Non-essential Cookies: Depending on where you are, We might use tools that deploy cookies for analytics to understand anonymised user interactions with our Service and to improve your experience. Additionally, third-party cookies might be used to collect data relevant to targeted advertising. Your consent is required in certain areas before We implement these non-critical cookies.
Email Interaction Tracking: The emails We send could include web beacons that gather information about your device type, email client, reception status, email openings, and engagement with embedded links.
Web Interaction Data: Information regarding your activities on our Website, such as how you were referred to Us, the timing of your visit, the pages you looked at, and the links you clicked on, is automatically recorded.
Service Interaction Details: We collect information about how you use our Service, such as the types of content you view or engage with, the features you use, the actions you take, and the time, duration and frequency of your activities.
Device information: We collect information about the device (for example, your computer, mobile phone, or tablet), operating system, and browser you are using. The information collected may depend on the type of device you use and its settings.
Geolocation Data: We may gather geolocation information (about your timezone) based on the specific functionalities of the Service you use.

This Cookie Policy explains how We use cookies and similar technologies to recognise you when you visit our Website.

Cookies are small data files placed on your computer or mobile device when you visit any website. Website owners widely use cookies to improve the performance of their websites and provide reporting information.

Some Cookies are required for technical reasons for our Website to operate, and We refer to these as “essential” or “strictly necessary” Cookies. Other Cookies also enable Us to track and target our users’ interests to enhance our Service experience.

You have the right to decide whether to accept or reject Cookies. Essential cookies cannot be rejected as they are strictly necessary to provide services. If you choose to reject Cookies, you may still use our Website even though your access to some functionality and areas of our Website may be restricted. You may also modify your web browser controls to accept or refuse Cookies.

To explore what Cookie settings are available, look at your browser’s menu’s “preferences” or “options” section. To find out more information about Cookies, including information about how to manage and delete Cookies, please visit https://ico.org.uk/for-the-public/online/cookies/, http://www.allaboutcookies.org/.

At exec.ninja, We use the following types of Cookies:

Essential Cookies. These Cookies are fundamental to delivering the services you request. They enable core functionalities such as secure login to our Service, and they are necessary for many of the services you ask for to be provided.
Functional Cookies. These Cookies store your settings and preferences for our Service, ensuring your preferences are maintained over time. They recognise you when you return, allowing Us to tailor our content specifically to you, greet you personally, and remember your preferences (like your language or region).
Analytical Cookies. Analytical Cookies help Us grasp how users interact with our Service by gathering data on visitor numbers, the pages viewed, and the duration of page views. They aid in optimising our advertising strategies by evaluating the effectiveness of our campaigns and refining the content for those interacting with our ads.

Please note that because of our use of Cookies, the Service does not currently support “Do Not Track” requests sent from a browser.

How does exec.ninja use your Personal Information?

Here at exec.ninja, We use your Personal Information lawfully. This means that We only process your Personal Information for several purposes.

To perform the contract, failure to provide such Personal Information will probably result in your inability to use important, if not all, portions of the Service that require such data. We process your Personal Information:

to provide the Service to you, for example, to manage all your meetings, habits and focus time. For this purpose, We process such Personal Information as your name, your email address, data you create in connection with your use of exec.ninja, emails of invitees on events booked by exec.ninja and your time zone resulting from geolocation information,
to respond to your inquiries and support requests. For this purpose, We process personal information such as your name and email address.

In order to fulfil our legitimate interest. We process your Personal Information:

for marketing and non-marketing communication. We may send you occasional updates and marketing emails,
to conduct surveys on the quality of exec.ninja’s services or to collect feedback on the services. For this purpose We process such Personal Information as your name and your email address.
to improve, develop and advertise our Service. We may aggregate and anonymise Personal Information as well as behavioral data and use the aggregated information to analyse the effectiveness of our Service and to improve and add features to our Service. We may also create some user statistics and analytics based on aggregated and anonymised data containing Personal Information, which may later be used for marketing purposes. For this purpose, We process such Personal Information as data you create in connection with your use of exec.ninja,
to protect the Service from fraud or security threats.

Consent. At times, We handle Personal Information with your explicit consent given when We gather it. For example, We will ask you in writing to consent to the use of your Personal Information, such as name, job title, and seniority, to create an article for the Website.

Additional Basis for Processing. Occasionally, there may be a need to process Personal Information to comply with a legal obligation or to protect the vital interests of the data subject or another natural person.

How does exec.ninja protect your Personal Information?

We’re firmly committed to keeping your Personal Information safe. To do this, We designed our Service with your safety in mind. We have implemented technical, administrative, and physical security measures designed to protect users’ Personal Information from unauthorised access, disclosure, modification, and use. Calendar data is encrypted in transit and encrypted at rest.

At the same time, please remember that despite our best efforts, no Service can be completely secure, and no security measures are perfect or impenetrable.

How does exec.ninja store your Personal Information?

We retain Personal Information about you for as long as you have an open Account with Us or as otherwise necessary to provide you with our Service. We delete the collected Personal Information with your Account within a maximum of three days from the date your Account was marked for deletion. We reserve the right not to delete Personal Information whose retention is permitted or otherwise required by applicable law, rules or regulations.

We may further retain Personal Information after you delete your Account in a de-identified and aggregated form (for example, in statistical charts analysing your productivity or effectiveness of our Service) where that information would not identify you personally and its deletion is impossible or significantly difficult.

At exec.ninja We don’t retain any Personal Information from meetings We don’t manage.

At exec.ninja We share and disclose your Personal Information with these types of entities

service providers, such as: security and anti-fraud advisors, providers of hosting and various technology and communication services.
third-party business allies that you interact with via our Service, with your authorisation.

We limit the sharing of your Personal Information to what is strictly necessary for the efficient operation of the Service, primarily for these operational purposes:

to provide services on our behalf, including but not limited to managing Accounts, offering customer support, verifying user details, providing marketing or advertising services, conducting analytics, or delivering other similar services on behalf of the business or its service providers.
to identify and mitigate security breaches, guard against harmful, deceitful, fraudulent, or illegal actions, and to pursue legal action against those responsible,
to debug and fix issues undermining the Service’s intended functionality,
to carry out internal research aimed at tech development and innovation,
to conduct efforts to ensure or improve the quality or safety of the Service.

At exec.ninja we don’t sell any Personal Information. We have never sold any Personal Information.

Your rights regarding Personal Information

At exec.ninja, you are in control of your Personal Information. You have:

right to be informed. It means you have the right to know what Personal Information is collected about you, why, who is collecting your Personal Information, for how long, how you can file a complaint, and if there is data sharing involved. Information on this subject can be found in this policy, and we can also answer additional questions asked at support@exec.ninja,
right of access. It means you have a right to submit access requests and obtain information from Us about whether your Personal Information is being processed
right to restrict processing. It means you can request that We limit how We use your Personal Information,
right to object to processing. It means you can object to processing your Personal Information at any time, in certain situations, and it will depend on the purpose of processing and the lawful base for processing. You can also object to data processing based on legitimate interests or tasks in the public interest,
right to rectification. It means you can ask Us to update any inaccurate or incomplete Personal Information We have on you,
right to be forgotten. It means you have the right to ask Us to delete your Personal Information, when it is no longer necessary or is being unlawfully processed,
right to data portability. It means you can obtain your Personal Information you have previously provided to Us in a commonly used, structured and machine-readable format,
rights in relation to automated decision-making and profiling. This means you have the right not to be subject to a decision based solely on automated processing.

We should provide you with information about the actions taken in response to the request within one month of receiving it. Please send your requests to support@exec.ninja.

Remember that you also have the right to object at any time, free of charge, to the processing of your Personal Information for direct marketing purposes.

Email communication

We can send emails with invitations, research questions and follow-ups, news, products and explanatory videos. If you do not want to receive emails, use the unsubscribe function. Remember, however, that you will still receive all kinds of system emails from Us (e.g. invitations to the events) and legal notifications (e.g. updates of the Terms or the Policy).

Contact

Service is provided to you by IT LAB Mariusz Łuciów, operating at the address MAŁOPANEWSKA 10/8, 54-212 WROCŁAW, (NIP 6912490439, REGON 385105841). If you have any questions, comments or concerns regarding this Policy, please contact Us at support@exec.ninja or by phone at 730955653.