Privacy Policy - Ott-o-matic Add-Ons and Website

Effective Date  August 14, 2024

OTT-o-matic ("we", “our”, or "us") understands that privacy is essential to the users of our products (“Users”, ”you”). This policy describes the steps we take to maintain your privacy when you visit this website http://ott-o-matic.com and use our G Suite add-ons (“Services”). By using our Services, you agree to the collection and use of information in accordance with this policy.

DATA COLLECTION AND USE

User Analytics

  • Our Services use Google Analytics to capture anonymized usage information (“User Analytics”); Google Analytics do not share any personally identifiable information with OTT-o-matic

  • Our Services do not collect, maintain or use personally identifiable information outside the Users’ Google Drive Account

    • When you select to install an OTT-o-matic add-on we collect one item of personal information, your email address, and the time you first accessed the add-on in order to provide the add-on with licensing information

  • For example, we collect information about your device and its software, such as your IP address, browser type, Internet service provider, platform type, device type, operating system, date and time stamp, and other such information

  • We also collect information about the way you use our Services, for example, the pages you visit, the links you click, or how frequently you access

  • This type of information is considered confidential and is only used for the purpose of operating, maintaining, and improving features of the Service

Personal Data

  • OTT-o-matic add-ons provide Users with the ability to more effectively work with their Google files and to automate tasks related to their work

  • OTT-o-matic add-ons are examined to ensure they meet Google’s guidelines, including guidelines for safeguarding user data, before they are publicly available. For more information, see https://developers.google.com/gsuite/add-ons/concepts/addon-review

  • In order for our add-ons to function, they require access to data in your Google Drive services in your G Suite domain (“Personal Data”)

  • Our add-ons only interact with the Personal Data that you consent and approve

  • All operations performed on Personal Data are carried out within and under the authority of your Google account

  • Our add-ons do not transmit Personal Data to OTT-o-matics with the exception of the Users Email Address

  • Any analysis or calculations performed on Personal Data by our add-ons cannot be accessed by OTT-o-matic

  • All intellectual property rights of your Personal Data are retained by you

  • We do not consider personal information to include information that has been made anonymous so that it does not identify a specific user.

  • For more information on the specific permissions our add-ons require, see “Add-on Authorization Scopes” section of this policy

Student Data

  • Some applications may require the collection of student data, specifically the email address.  Typically this email address is converted to a generic student@domain address whenever possible, but this can also depend on how students access the applications.  Any student data collected will be used exclusively for licensing purposes of educational products provided by OTT-o-matic.  No student data will be used for any other purposes.  Additionally, if any other information is collected, parents may request that information to be deleted.  Districts with student licenses will be informed of any student data breaches that impact their stored student data.

Use of Data

  • Our primary purpose in collecting personal information is to provide you with a secure, smooth, efficient, and customized experience. We may use your personal information to:

    • process transactions and send notices about your transactions

    • resolve disputes, collect fees, and troubleshoot problems

    • customize, measure, and improve OTT-o-matic Services and the content, layout, and operation of our websites and applications

Data Protection, Retention and Deletion

  • We use encryption to protect your information and security procedures are in place to protect the confidentiality of your data.

  • We retain Google user data only for as long as it is necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required or permitted by law. The duration for which we retain your data depends on the type of data and the purpose for which it is collected and used.

  • You have the right to request the deletion of your Google user data at any time. Upon your request, we will take reasonable steps to delete your data from our systems. However, please note that some data may need to be retained for a certain period of time to comply with legal obligations or to protect our legitimate business interests. To request the deletion of your Google user data, please contact us at support@ott-o-matic.com

  • In cases where Google user data is no longer necessary for the purposes for which it was collected, or if you revoke the permissions granted, we will automatically delete the data from our systems.

ADD-ON AUTHORIZATION SCOPES

  • All of our add-ons require that Users give permission to access their Personal Data or act on their behalf

  • The first time an add-on is run, you will be prompted to authorize one or more permissions

  • Below are some of the permissions required by our add-ons and a description of how they are used

    • View and manage the files in your Google Drive

      • This permission is used to create and manage files and folders. Our add-ons will only interact with files as you direct them to.

    • View and manage your slides in Google Drive

      • This permission is used to read and write to slides in your Google drive. Our add-ons will only interact with forms as you direct them to.

    • View and manage your documents in Google Drive

      • Our add-ons use this permission to create and manage files and folders in your drive. Our add-ons will only interact with documents as you direct them to.

    • View and manage your spreadsheets in Google Drive

      • This permission is used to read and write to spreadsheets in your Google drive. Our add-ons will only interact with spreadsheets as you direct them to.

    • Connect to an external service

      • Some of our add-ons interact with external APIs, which is used to enhance the features of the add-on.

    • Allow this application to run when you are not present

      • Some of our add-ons allow users to set time triggers, which kicks off a job at a specific time. This permission is necessary to enable this process.

    • View and manage data associated with the application

      • Our add-ons store the settings you set so they are accessible for future sessions

  • As a reminder, you can review access you have authorized to your Google Account under “Sign in and Security” “Apps with Account Access”

HOW WE SHARE INFORMATION

With Third Parties

  • We may be required to share information with law enforcement or other third parties when compelled to do so by court order or other legal process, to comply with statutes or regulations, or if we believe in good faith that the disclosure is necessary to protect the rights, property or personal safety of our Users

  • We do not rent or sell information for marketing purposes and we will never share or sell User Analytics with third parties for marketing purposes

EU General Data Protection Regulation (GDPR)

OTT-o-matic G Suite add-ons are GDPR compliant. This section of our privacy policy explains our compliance.

What We Collect And Our Basis For Doing So

  • OTT-o-matic G Suite add-ons use Google Analytics to capture anonymized usage information (“User Analytics”). For example, we collect information about your device and its software, such as your IP address, browser type, Internet service provider, platform type, device type, operating system, date and time stamp, and other such information. We also collect information about the way you use our OTT-o-matic G-Suite add-ons, for example, the pages you visit, the links you click, or how frequently you access. This type of information is considered confidential and is only used for the purpose of operating, maintaining, and improving features of the OTT-o-matic G-Suite add-ons; this use is a legitimate interest under GDPR Article 6, Section 1(f).

What We Do Not Collect

  • OTT-o-matic G-Suite add-ons neither collect nor maintain any data that users provide to the G Suite application. Use of the services and functions provided by the OTT-o-matic G-Suite add-ons do not require personally identifiable information beyond the Users email address. OTT-o-matic G-Suite add-ons do not transmit users’ data to OTT-o-matic; specifically, OTT-o-matic G-Suite add-ons do not collect, maintain or act upon users’ information outside the users’ Google account.

  • OTT-o-matic G-Suite add-ons only interact with the users’ data to the extent that users consent and approve; all operations performed on users’ data are carried out within and under the authority of the user’s Google account. OTT-o-matic G-Suite add-ons are examined to ensure they meet Google’s guidelines, including guidelines for safeguarding user data, before they are publicly available. For more information, see https://developers.google.com/gsuite/add-ons/concepts/addon-review

  • While teachers and others may use the OTT-o-matic G-Suite add-ons to process personally identifiable information and/or student data (and are responsible for doing so in compliance with their local, state and national regulations), this personally identifiable information is never collected, maintained or used by OTT-o-matic G-Suite add-ons.

HOW TO CONTACT US

CHANGES TO OUR PRIVACY POLICY

  • This Privacy Policy may be updated to reflect changes to the Services. Upon making changes, we will update the “Effective Date” found at the top of this page. Your continued use of the Services after any changes constitutes your acceptance of the new terms.