ActiveCollab & the General Data Protection Regulation

533 days ago via MladenAC    Discuss    Business
1. What is the GDPR

The General Data Protection Regulation (GDPR) is a new law establishing protections for the personal data of EU residents. The main goal of GDPR is to establish a standard for all organizations in the region when it comes to data privacy. Organizations (regardless of the organization’s global location) are required to develop certain procedures and safeguards that will regulate collecting, maintaining and using personal data of EU residents. In preparation for the GDPR, ActiveCollab has established a comprehensive compliance program and is committed to partnering with its customers and vendors to help them in their GDPR compliance efforts.

2. Why we welcome GDPR at ActiveCollab

Privacy and safety of your data has always been a top priority for us. We are always aiming to raise the bar when it comes to delivering the best service possible, so we are constantly improving our product and website, so they are in compliance with GDPR and other relevant laws. We are looking forward to the impact GDPR is likely to have.

3. What is ActiveCollab doing to comply with GDPR

Information we hold

We’ve performed extensive data mapping, which means we’ve identified all the personal data we process, their location, the way they are stored, used, deleted and archived. We’ve also identified who they are shared with and in which ways. We use a log management system so no employee can access data without authorization. This basically means we’ve performed a thorough analysis of all the data we store. All our employees have gone through applicable GDPR guidance trainings issued by regulatory authorities and we all keep learning about privacy by design and default. Maintaining the confidentiality and security of data is one of our ongoing priorities here at ActiveCollab.
ActiveCollab’s data and information are hosted on servers in Beauharnois, Canada. We wrote more about data security in our Security Policy here.
We extend our GDPR readiness by making sure all our third-party processors* located in US are also GDPR compliant.

Communicating privacy information

We are currently re-evaluating all of our processes, procedures, and complete documentation. We are updating all our processes so they are in compliance with GDPR. We are also updating our Privacy Policy, Security Policy and Terms of Service.
This also means we will never automatically process your information without your consent.

Lawful basis for processing personal data and consent

Lawful basis means we need to have a legal reason to use your data. This reason has to comply with GDPR’s accountability requirements. It can be in accordance with our Terms of Service - which means we can use your data when we want to, for example, send you a bill, as defined in our contract; it can be your consent (you opted in) with notice - we told you what you were opting into; and it can be what GDPR calls legitimate interest (e.g. you are our customer, and we want to send you new products or functionalities related to what you currently have). If there is a legitimate interest, you always have a right to object further processing of your personal information.

Breach management

Your data matters. And GDPR is not only about data privacy, but also data protection.
That’s why we’ve established and are implementing specific procedures designed to detect, report and investigate a personal data breach. In case of a data breach, we will promptly notify the regulators on our systems, our customers and end-users.

4. What does this mean for you and your data?

The GDPR defines personal data as any information that can be used to directly or indirectly identify a person, such as a name, photograph, email address, or even an IP address.

We collect data and information only when absolutely necessary. The best thing is - we need so little. Data minimisation is our primary goal here. When you sign up for a free trial, we store only your email address to give you access to our tool.

Every connection to your cloud account is SSL only. Non-encrypted communication is not allowed. We also follow all best HTTPS security practices. We wrote more about encryption here.

It’s important that you’re aware how much control you have over your data.
At any moment you have the right to:

Ask to see which information we store about you
Ask for a change in your information
Ask for deletion of your information
Restrict processing of your personal information
Ask us to transfer (export) your data in a machine-readable (commonly used) format.

5. ActiveCollab GDPR Roadmap

We welcome the arrival of GDPR and view the regulations as raising the bar for data protection, security, and compliance. We are closely analyzing the requirements of the GDPR and are working to make enhancements to our product, contracts, and documentation. We’re approaching this process with our engineering, product, security and legal teams, to implement the necessary procedures and practices.


Data mapping and gap analysis - Done
Update T&C - In progress
Data breach report compile - In progress
First training on GDPR compliance - In progress
Periodic evaluation for organisational and technical measures - To be implemented


Revise internal documents and policies - In progress
Risk Assessment in accordance with ISO 31000 - Done
Security incident response templates - In progress
Regulate internal access to personal data - In progress
Handling data responses to users - In progress


Restrict access to servers from public locations - Done
Use HTTPS for pages that handle sensitive information - Done
Review and categorize currently stored data - Done
Resolve security issues and implement recommendations - Done
Anonymize IP addresses - In progress
Revise stored data - In progress
Unified platform access for company accounts - To be implemented
Establishing Logging Policy - Done
Anonymize data for staging - To be implemented


Implement user opt-in mechanism - In progress
Log the consent - In progress
General consent request - In progress
Allow user revoke the right of using his data - In progress
Re-ask the user for consent if necessary - In progress
Add multi-factor authentication - In progress
Data export tool - In progress
Keep data a limited time after contract termination - In progress
Obtain consent for previous collected data - To be implemented
Expose/delete info for users - To be implemented
Platform audit logs / update - To be implemented

6. Find out more

We wholeheartedly encourage you to review our Privacy Policy and Terms of Service pages. If at any moment you need more answers, you can contact us via [email protected]

*Our third-party processors: Help Scout, Stripe, FastSpring, Crisp, Fullstory, Google Analytics, Google Adwords, Mailchimp, Facebook Ads Manager, Twitter Ads, Mautic, Promoter

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