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
Your name, image and other personal information, if you elect to share it
The geographic area where you use your computing devices when you interact with the Service and the language you select
Your device identifiers
Your telephone number
Your location and calendar information – if you elect to share it
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
Non-personally identifiable information indicating your association with one of our business partners or promotions (if applicable)
Your payment information
If you visit an Hexanotes website:
Your email address (if you provide it)
Finally, when you access the Service via an Hexanotes Software application, that application will request access to certain information on your computing device.
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.
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:
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]@widgets.com), 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:
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.
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:
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.