Privacy policy

Privacy Policy

Hexanotes values your privacy in your personal information and Content that you store in our Service. This Privacy Policy explains what information Hexanotes Corporation and its affiliated companies (together, “Hexanotes” or “we” and sometimes “us”) collect about you and why, what we may do with that information and how we handle your Content.

This Privacy Policy is incorporated into the Hexanotes Terms of Service and applies to the information obtained by us through your use of the Service. Capitalized terms used in this Privacy Policy and not otherwise defined shall have the meanings provided for those terms in the Terms of Service.

As Hexanotes evolves, we may need to update this Policy to keep pace with changes in the Service, our business and laws applicable to us and you; we will, however, always maintain our commitment to respect your privacy. We will post any revisions to this Policy, along with their effective date, in an easy to find area of our web site, so we recommend that you periodically check back here to stay informed of any changes. We will ask for your consent to such changes if required by applicable law; in other cases, please note that your continued use of the Service after any change means that you agree with, and consent to be bound by, the new Privacy Policy. If you disagree with any changes in this Policy and do not wish your information to be subject to the revised Policy, you will need to close your account and/or stop using the Service.

If you register for or maintain an Hexanotes service account, the informations are gathered from you for the following reasons.

Your username, email address and contact preferences

  • To create and support your Hexanotes service account.
  • To communicate with you.
  • To enable other users to collaborate with you through Work Chat or shared Notes and Notebooks.
  • To send you marketing emails and special offers, unless you opt-out as explained in the “Will Hexanotes Contact Me?” section below.
  • To verify your email address to help prevent spam, fraud and abuse.

Your name, image and other personal information, if you elect to share it

  • To show in your user profile.

The geographic area where you use your computing devices when you interact with the Service and the language you select

  • To localize your interaction with the Service and improve our understanding of how users interact with the Service.
  • To help you verify use of your account: We make recent IP address history available to you through your account settings.
  • To assist us in complying with legal restrictions that may limit the permissible use of the Service.

Your device identifiers

  • To show you (on your account’s Access History page) which applications are authorized to access your Hexanotes service account and date of last access. (We do this by combining your device identifier with a human-readable description of the device (e.g., “My iPad”) when you use your device to access the Service.)
  • To inform our targeted advertising initiatives as described on our Cookie Information page
  • To allow you to redeem a promotional offer.
  • To provide account support.
  • To calculate anonymous, aggregate statistics on the number of unique devices using the Service.
  • Together with purchase information, to assist us in evaluating our compliance with export laws.

Your telephone number

  • To help prevent spam, fraud, and abuse, and to aid in account recovery.
  • If you elect to otherwise share your telephone number or link it to your account, it may also be used:
  • To enable two-step verification on your account.
  • To enable other users to communicate with you through Work Chat.
  • To show in your user profile.

Your location and calendar information – if you elect to share it

  • To enhance your Notes with location and calendar information.
  • To show you relevant Content to which you have access.

Actions you perform when accessing the Service, including your use of certain service features and your storage of particular forms of Content (e.g., PDFs or JPGs), as well as the type of device and software you are using

  • To administer the Service and improve the features and usability of the Service.
  • To suggest to you Hexanotes features, products and services that can enhance your use of the Service.

Non-personally identifiable information indicating your association with one of our business partners or promotions (if applicable)

  • To determine the amount of revenue share payments to make to partners with whom we might have such arrangements and to provide anonymized aggregate reports.

Your payment information

  • To process your payment. (In most cases, Hexanotes uses third-party payment processors and therefore has only limited information about your payment transactions)

If you visit an Hexanotes website:

Your email address (if you provide it)

  • To help you create an Hexanotes service account.
  • To communicate with you.

Finally, when you access the Service via an Hexanotes Software application, that application will request access to certain information on your computing device.

Hexanotes uses cookies, tracking pixels and similar technologies on our Service to collect information that helps us provide our Service to you and to learn how our Service is used. We also use these technologies to help deliver promotional messages and ads for relevant Hexanotes products and services.

Hexanotes does not knowingly collect personal information from children without parental consent. If we learn that we have inadvertently obtained information in violation of applicable laws prohibiting collection of information from children without such consent, we will promptly delete it. For more information on Hexanotes’s approach to use of the Service by children, and our compliance with the US Children’s Online Privacy Protection Act (“COPPA”), please see the section of our Terms of Service entitled, Kids using Hexanotes.

From time to time, we may contact you with information about product announcements, service offerings that we think may be beneficial to you, software updates and special offers. We also may contact you with information about products and services from our business partners. We consider your acceptance of this Privacy Policy as your acceptance of our offer to send you these communications.

You will continue to receive essential Service-related and account-related information, even if you unsubscribe from promotional emails.

In addition, if someone uses Work Chat to contact you at an email address or telephone number not associated with your Hexanotes service account or through a social media site (e.g., Facebook or LinkedIn) that you have not linked to your Hexanotes service account, then Hexanotes will contact you on the sender’s behalf using that contact method.

If you sign up for two-step verification on your Hexanotes service account, then depending on the verification method you choose, we may use a third-party provider to send a verification code via text message to the phone number you provide.

Hexanotes is not in the business of selling or renting your information. Outside of actions you take within the Service to communicate via Work Chat, to share notes or notebooks, or to authorize third-party applications, we only disclose your information - and then only the minimum information necessary - when:

  • We have your explicit consent to share the information.
  • We need to share your information with service providers who process data on our behalf in order to operate the Service, complete your payment transactions, and help us communicate with you as described elsewhere in this policy; these providers are subject to strict data protection requirements in keeping with our commitments
  • We need to share your information with service providers to fulfill your product or service requests, including sales, delivery and support requests.
  • We need to share your information with resellers of a Paid Service or product in order to ensure accuracy in the payment for such Paid Service or product, the management of your account and the delivery of your purchase and related support services.
  • We believe it is necessary to investigate potential violations of our Terms of Service, to enforce the Terms of Service, or where we believe it is necessary to investigate, prevent or take action regarding illegal activities, suspected fraud or potential threats against persons, property or the systems on which we operate the Service.
  • We determine that the access, preservation or disclosure of information is required or permitted by law to protect the rights, property or personal safety of Hexanotes and users of the Service, or is required to comply with applicable laws, including compliance with warrants, court orders or other legal process.
  • We do so in connection with the sale or reorganization of all or part of our business, as permitted by applicable law.
  • Some third parties’ embedded content or plugins on the Service, such as Facebook “Like” buttons, may allow their operators to learn that you have visited our website, and they may combine this information with other, identifiable information they have collected about your visits to other websites or online services.
  • We do not share your account information or user activity history with third parties for the purpose of enabling them to deliver their advertisements to you. As described on our Cookie Information page, we contract with third-party advertising networks in order to deliver relevant Hexanotes advertisements to you across the Internet and to manage our communications with you.

An Administrator (“Admin”) of an Hexanotes Business account has access to all Notes you create in any Notebook associated with that Hexanotes Business account. The Admin also can see the Hexanotes Business Notes or Notebooks you’ve shared and with whom you have shared this Content. (The Admin will see the profile name for other members of the Hexanotes Business account or the contact information for people who are not in the Hexanotes Business account). An Admin cannot access any of the Notes in your personal account or any of your Work Chat Content, however. If domain auto-approval is turned off for your Hexanotes Business account and your personal Hexanotes service account is associated with your Hexanotes Business account’s email domain (e.g., [username], then when you send a Work Chat to someone else with an email address on the same email domain as you, then the Admin will know that you sent the Work Chat message but will not be able to view the Content of that message. We do this so an Admin knows who else in your organization may need to be invited to join the Hexanotes Business account.

The Hexanotes service has a number of collaboration features, and when you use these features to collaborate with others, some of the personal information you provide to Hexanotes, including your status as an Hexanotes service user, may be visible to these other users:

  • If you share a Note or Notebook, or if you join a shared Note or Notebook, then anyone who has access to that Note or Notebook may see your user profile. (If you have not added any profile information, then you will be identified solely by the email address associated with your Hexanotes service Account.)
  • If you are an Hexanotes Business user, other members of your Hexanotes Business account will see your full Hexanotes Business account profile. But Hexanotes service users who are not in your Hexanotes Business account will only see your profile name and image.

In addition, anyone who has access to a shared Notebook will be able to see – for each Note in that Notebook – the Note contents, information about where and when the Note was created, as well as the Note history, tags and reminders associated with a particular Note. But when Notes are shared via Work Chat, people with access to the Note will only see the Note contents, plus information about where and when the Note was created.

Some third-party applications and services that work with our Service may ask for permission to access your Content or other information about your account. Those applications will provide you with notice and request your consent in order to obtain such access or information. Please consider your selection of such applications and services, and your permissions, carefully. We encourage you to review each party’s contract terms and privacy policy.

As a rule, Hexanotes employees do not monitor or view your personal information or Content stored in the Service, but we list below the limited circumstances in which our employees may need to access or review your personal information or account Content:

  • We believe our Terms of Service has been violated and confirmation is required or we otherwise have an obligation to review your account Content as described in our Terms of Service
  • We need to do so in order to respond to your request for support;
  • Where necessary to protect the rights, property or personal safety of Hexanotes and its users (including to protect against potential spam, malware or other security concerns); or
  • In order to comply with our legal obligations, such as responding to warrants, court orders or other legal process. We vigilantly protect the privacy of your account Content and, whenever we determine it possible, we provide you with notice if we believe we are compelled to comply with a third party’s request for information about your account.

Hexanotes also uses a number of technologies to help you get the most out of the Service. Our systems automatically analyze your data in order to power Hexanotes features, such as search and Context. With our Context feature, the Service uses a number of technologies to show you information that may be relevant to a note you are creating or reviewing. The information we show you may include Notes from your own account, Notes from accounts you are connected to through Hexanotes Business or Work Chat, and third party content that you have elected to receive. These are not advertisements. We believe features like these, which work automatically without any person at Hexanotes reviewing your Content, will enhance your experience using the Service. Context is turned on by default in applications where the feature is offered, but you can choose to turn it off. Context appears as "related results" in our Web Clipper, a feature which is turned on by default for our Hexanotes Business users.

In addition, by detecting certain actions you take in your account (such as emailing Content into your account) or specific attributes associated with your Notes (such as whether your Notes contain PDFs or image files, or which application you use to create Notes), we may suggest Hexanotes service features or products to you that we think will help you get the most out of our Service. We do not read or share of your account Content with anyone for any advertising purposes.

Last but not least, as part of our efforts to protect your account and the functionality of the Service, our automated systems may analyze the emails you send to and from your Hexanotes service account to detect spam, malware or other potential security concerns and may block delivery of such emails.

No. Please note, however, that certain portions of the Service, such as user notebooks designated as “public” and our user forum, are open to any online viewer. Any information that you post in these locations can be read, collected and used by anyone and could enable others to send you unsolicited messages. Hexanotes enables you to determine whether or not to post personal or otherwise sensitive information to publicly accessible areas of our site, so you should carefully consider how you use the Service. Hexanotes is not responsible for any publication or use of any Personal Information you choose to post in these locations.

When you use Hexanotes Software on your computing device, such as by using one of our downloadable applications, Content you save will be stored on our servers, which are located in the United States.

Please be aware that Personal Information and Content submitted to Hexanotes will be transferred to a data center in the United States. If you store information in or submit data to the Hexanotes website or Hexanotes Software and sync such Hexanotes Software with the Hexanotes service, you are confirming your consent to such information, including Personal Information and Content, being transmitted to, hosted and accessed in the United States.

If you wish to (i) access any Personal Information that we hold about you; (ii) request that we correct or delete the Personal Information that we hold about you; or (iii) request that we not use or stop using your Personal Information for marketing purposes, you may contact us via email at compliance AT Hexanotes DOT com. We will comply with such requests to the extent required by law or our policies, and subject to any limitations in our systems.

Hexanotes is committed to protecting the security of your information and takes reasonable precautions to protect it. We use industry standard encryption to protect your data in transit. This is commonly referred to as transport layer security (“TLS”) or secure socket layer (“SSL”) technology. However, internet data transmissions, cannot be guaranteed to be 100% secure, and as a result, we cannot ensure the security of information during its transmission between you and us; accordingly, you acknowledge that you do so at your own risk.

Once we receive your data, we protect it on our servers using a combination of administrative, physical and logical security safeguards. The security of the information stored locally in the Hexanotes Software installed on your computing device is dependent upon you making use of the security features on your device. We recommend that you take the appropriate steps to secure all computing devices that you use with the Hexanotes software and the Hexanotes service.

Hexanotes also provides you with the ability to encrypt segments of text within any given note. You can learn how to encrypt text by reviewing this Help & Learning article. Please note, however, that Hexanotes does not have the ability to decrypt encrypted Content, so we won’t be able to help you recover encrypted Content if you forget the passphrase you used for encryption.

If Hexanotes learns of a security system breach, we may attempt to notify you and provide information on protective steps, if available, through the email address that you have provided to us or by posting a notice on our web site and/or via other communication platforms. Depending on where you live, you may have a legal right to receive such notices in writing.

If Hexanotes deactivates your Hexanotes service account due to a Terms of Service violation, then you may contact Hexanotes to request deletion of your data, and Hexanotes will evaluate such requests on a case by case basis, pursuant to our legal obligations.

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