GDPR

Keen Software House Privacy Policy  

The revised privacy policy will be effective starting on January 1, 2021

What this policy covers  

Your privacy is important to us, and so is being transparent about how we collect,  use, and share information about you. This policy is intended to help you  understand: 

  • What information we collect about you
  • How we use information we collect
  • How we share information we collect
  • How we store and secure information we collect
  • How to access and control your information
  • How we transfer information we collect internationally
  • Other important privacy information 

This Privacy Policy covers the information we collect about you when you use our  products or Products and Services, or otherwise interact with Keen (for example,  attending Keen events), unless a different privacy policy is displayed. This policy  also explains your choices about how we use information about you. Your choices  include how you can object to certain uses of information about you and how you  can access and update certain information about you. If you do not agree with this  policy, do not access or use our Products and Services or interact with any  other aspect of our business. 

When we refer to “Keen Software House”, “Keen”, “we”, “our” or “us” in this policy,  we mean Keen Software House a.s. Group including all subsidiaries, which controls the information Keen collects  when you use the Products and Services. We also own and operate a number of  websites and offer related Products and Services, like support. We refer to all of  these products, together with our other Products and Services and websites as  “Products and Services” in this policy.  

What information we collect about you  

We collect information about you when you provide it to us, when you use our  Products and Services, and when other sources provide it to us, as further described  below.  

Information you provide to us  

We collect information about you when you input it into the Products and Services or  otherwise provide it directly to us.  

  • Account and Profile Information: We collect information about you when  you register for an account, create or modify your profile, set preferences,  sign-up for or make purchases through the Products and Services. For  example, you provide your contact information and, in some cases, billing information when you register for the Products and Services. You also have  the option of adding a profile photo, bio, and other details to your profile  information to be displayed in our Products and Services. We keep track of  your preferences when you select settings within the Products and Services.
  • Content you provide through our products: The Products and Services  include the Keen web, desktop and mobile products you use, where we  collect and store content that you post, send, receive and share. This content  includes any information about you that you may choose to include.  Please be aware that our Products may contain third-party content (e.g.  mods, extensions or add-ons) that are developed and controlled without our  approval or supervision. Keen does not have access to and is not responsible  for data collected through this content.
  • Content you provide through our websites: The Products and Services  also include our websites owned or operated by us. We collect other content  that you submit to these websites, which include social media or social  networking websites operated by us. For example, you provide content to us  when you provide feedback or when you participate in any interactive  features, surveys, contests, promotions, sweepstakes, activities or events.  This also includes all personal and professional information you provide  through the recruitment process. The minimum content provided during the recruitment process includes your first and last name, email address and your CV. It may include more information such as your address, country of residence, date of birth etc.
  • Information you provide through our support channels: The Products and  Services also include customer support, where you may choose to submit  information regarding a problem you are experiencing with a Product or a  Service. Whether you designate yourself as a technical contact, open a  support ticket, speak to one of our representatives directly or otherwise  engage with our support team, you will be asked to provide contact  information, a summary of the problem you are experiencing, and any other  documentation, screenshots or information that would be helpful in resolving  the issue.
  • Payment Information: We collect certain payment and billing information  when you register for certain paid Products and Services. For example, we  ask you to designate a billing representative, including name and contact  information, upon registration. You might also provide payment information,  such as payment card details, which we collect via secure payment  processing Products and Services.
  • Information we ask you to provide in case of employment in Keen Group and /or any subsidiaries: For example name, address, date of birth, country of origin, visa status, the highest education etc.

Information we collect automatically when you use the Products and Services  

We collect information about you when you use our Products and Services, including  browsing our websites and taking certain actions within the Products and Services.

  • Your use of the Products and Services: We keep track of certain  information about you when you visit and interact with any of our Products  and Services. This information includes the features you use; the cards,  boards, teams and other links you click on; the type, size and filenames of  attachments you upload to the Products and Services; frequently used search  terms; and how you interact with others on the Products and Services. We  also collect information about the teams and people you work with and how  you interact with them, like who you collaborate with and communicate with  most frequently.
  • Device and Connection Information: We collect information about your  computer, phone, tablet, or other devices you use to access the Products and  Services. This device information includes your connection type and settings  when you install, access, update, or use our Products and Services. We also  collect information through your device about your operating system, browser  type, IP address, URLs of referring/exit pages, device identifiers, and crash  data. We use your IP address and/or country preference in order to  approximate your location to provide you with a better Service experience.  How much of this information we collect depends on the type and settings of  the device you use to access the Products and Services.
  • Cookies and Other Tracking Technologies: Keen and our third-party  partners, such as our analytics partners, use cookies and other tracking  technologies to provide functionality and to recognize you across different  Products and Services and devices. For more information, please see our  Cookies and Tracking Notice, which includes information on how to control or  opt out of these cookies and tracking technologies.  

Information we receive from other sources  

We receive information about you from other Service users, from third party Products  and Services and related companies, and from our business and channel partners.

  • Other users of the Products and Services: Other users of our Products and  Services may provide information about you when they submit content  through the Products and Services. For example, you may be mentioned by  someone else on a card, or a team member may upload content about you to  a board. We also receive your email address from other Service users when  they provide it in order to invite you to the Products and Services. Similarly, an  administrator may provide your contact information when they designate you  as another administrator for a board, team or an enterprise or business  account.
  • Other Products and Services you link to your account: We receive  information about you when you or your administrator enable third-party apps  or integrate or link a third-party service with our Products and Services. For  example, if you create an account or log into the Products and Services using  your Google credentials, we receive your name and email address as  permitted by your Google profile settings in order to authenticate you. You or  your administrator may also integrate our Products and Services with other  Products and Services you use, such as to allow you to access, store, share  and edit certain content from a third-party through our Products and Services.  For example, you may authorize our Products and Services to access and  display files from a third-party document-sharing service within the Products  and Services interface. Or you may authorize our Products and Services to  sync a contact list or address book so that you can easily connect with those  contacts within the Products and Services or invite them to collaborate with  you on our Products and Services. The information we receive when you link  or integrate our Products and Services with a third-party service depends on  the settings, permissions and privacy policy controlled by that third-party  service. You should always check the privacy settings and notices in these third-party Products and Services to understand what data may be disclosed  to us or shared with our Products and Services. 
  • Keen Partners: We work with a global network of partners who provide  consulting, implementation, training and other Products and Services around  our products. Some of these partners also help us to market and promote our  products, generate leads for us, and resell our products. We receive  information from these partners, such as billing information, billing and  technical contact information, company name, what products you have  purchased or may be interested in, evaluation information you have provided,  what events you have attended, and what country you are in.
  • Other partners: We receive information about you and your activities on and  off the Products and Services from third-party partners, such as advertising  and market research partners who provide us with information about your  interest in, and engagement with, our Products and Services and online  advertisements.  

How we use information we collect  

How we use the information we collect depends in part on which Products and  Services you use, how you use them, and any preferences you have communicated  to us. Below are the specific purposes for which we use the information we collect  about you. 

  • To provide the Products and Services and personalize your  experience: We use information about you to provide the Products and  Services to you, including to process transactions with you, authenticate you  when you log in, provide customer support, and operate and maintain the  Products and Services. For example, we use the name and picture you  provide in your account to identify you to other Service users.
  • For research and development: We are always looking for ways to make  our Products and Services smarter, faster, secure, integrated and useful to  you. We use collective learnings about how people use our Products and  Services and feedback provided directly to us to troubleshoot and to identify  trends, usage, activity patterns and areas for integration and improvement of  the Products and Services. In some cases, we apply these learnings across  Keen owned or operated Products and Services to improve and develop  similar features or to better integrate the Products and Services you use. We  also test and analyze certain new features with some users before rolling the  feature out to all users.
  • For recruitment purposes: We are looking for the brightest people to hire  into our teams. Information you share with us will be used solely for the  purpose to select and hire into our companies, not traded elsewhere.
  • To communicate with you about the Products and Services: We use your  contact information to send transactional communications via email and within  the Products and Services, including confirming your purchases, reminding  you of subscription expirations, responding to your comments, questions and  requests, providing customer support, and sending you technical notices,  updates, security alerts, and administrative messages. Depending on your  settings, we send you email notifications when you or others interact on the  Products and Services. We also provide tailored communications based on your activity and interactions with us. For example, certain actions you take in  the Products and Services may automatically trigger a feature or third-party  app suggestion within the Products and Services that would make that task  easier. We also send you communications as you onboard to a particular  Service to help you become more proficient in using that Service. These  communications are part of the Products and Services and in most cases you  cannot opt out of them. If an opt out is available, you will find that option within  the communication itself or in your account settings.
  • To market, promote, and drive engagement with the Products and  Services: We use your contact information and information about how you  use the Products and Services to send promotional communications that may  be of specific interest to you, including by email, as well as on platforms like  Facebook and Google. These communications are aimed at driving  engagement and maximizing what you get out of the Products and Services,  including information about new features, survey requests, newsletters, and  events we think may be of interest to you. We also communicate with you  about new product offers, promotions and contests. You can control whether  you receive these communications as described below under “Opt-out of  communications.”
  • Customer support: We use your information to resolve technical issues you  encounter, to respond to your requests for assistance, to analyze crash  information, and to repair and improve the Products and Services. Where you  give us permission to do so, we share your information with a Keen Expert for  the purpose of responding to support-related requests. Please be aware the  Keen experts are other Keen users, not employees of, or directly affiliated  with Keen.
  • For safety and security: We use information about you and your Service use  to verify accounts and activity, to monitor suspicious or fraudulent activity and  to identify violations of Service policies.
  • To protect our legitimate business interests and legal rights: Where  required by law or where we believe it is necessary to protect our legal rights,  interests and the interests of others, we use information about you in  connection with legal claims, compliance, regulatory, and audit functions, and  disclosures in connection with the acquisition, merger or sale of a business.
  • With your consent: We use information about you where you have given us  consent to do so for a specific purpose not listed above. For example, we may  publish testimonials or featured customer stories to promote the Products and  Services, with your permission.
  • Legal bases for processing (for EEA users): If you are an individual in the  European Economic Area (EEA), we collect and process information about  you only where we have legal bases for doing so under applicable EU laws.  The legal bases depend on the Products and Services you use and how you  use them. This means we collect and use your information only where:
    • We need it to provide you the Products and Services, including to  operate the Products and Services, provide customer support and  personalized features and to protect the safety and security of the  Products and Services; 
    • It satisfies a legitimate interest (which is not overridden by your data  protection interests), such as for research and development, to market and promote the Products and Services and to protect our legal rights  and interests; 
    • You give us consent to do so for a specific purpose; or 
    • We need to process your data to comply with a legal obligation.  

If you have consented to our use of information about you for a specific  purpose, you have the right to change your mind at any time, but this will not  affect any processing that has already taken place. Where we are using your  information because we or a third party (e.g. your employer) have a legitimate  interest to do so, you have the right to object to that use though, in some  cases, this may mean no longer using the Products and Services.  

How we share information we collect  

We share information we collect about you in the ways discussed below, including in  connection with possible business transfers, but we are not in the business of selling  information about you to advertisers or other third parties.  

Sharing with other Service users  

When you use the Products and Services, we share certain information about you  with other Service users.

  • For collaboration: You can create content, which may contain information  about you, and grant permission to others to see, share, edit, copy and  download that content based on settings you or your administrator (if  applicable) select. Some of the collaboration features of the Products and  Services display some or all of your profile information to other Service users  when you share or interact with specific content. For example, when you  comment on a card, we display your profile picture and name next to your  comments so that other users with access to the card understand who made  the comment. Similarly, when you join a team, your name, profile picture and  contact information will be displayed in a list for other team members so  they can find and interact with you. Please be aware that some boards can be  made publicly available, meaning any content posted on that board, including  information about you, can be publicly viewed and indexed by and returned in  search results of search engines. You can check the board settings at any  time to confirm whether a particular board is public or private.
  • Managed accounts and administrators: If you register or access the  Products and Services using an email address with a domain that is owned by  your employer or organization, or associate that email address with your  existing account and such organization wishes to establish a Keen Products  and Services account, certain information about you including your name,  profile picture, contact info, content, and account use may become accessible  to that organization’s administrator and other Keen service users, as  permitted by your administrator, to provide you additional products and  Products and Services or to integrate your Keen Products and Services and  other products and Products and Services. For example, your organization  may request that we provide extra security controls around your account to  protect information about your organization. If you are the administrator of a board, team or enterprise or business account within the Products and  Services, we may share your contact information with current or past Service  users, for the purpose of facilitating Service-related requests.
  • Community Forums: Our websites offer publicly accessible blogs, forums,  bug trackers, and wikis like Keen Community. You should be aware that any  information you provide in these websites – including profile information  associated with the account you use to post the information – may be read,  collected, and used by any member of the public who accesses websites.  Your posts and certain profile information may remain even after you  terminate your account. We urge you to consider the sensitivity of any  information you input into these Products and Services. To request removal of  your information from publicly accessible websites operated by us, please  contact us as provided below. In some cases, we may not be able to remove  your information, in which case we will let you know if we are unable to and  why.  

Sharing with third parties  

We share information with third parties that help us operate, provide, improve,  integrate, customize, support and market our Products and Services.

  • Service Providers: We work with third-party service providers to provide  website and application development, hosting, maintenance, backup, storage,  virtual infrastructure, payment processing, analysis and other Products and  Services for us, which may require them to access or use information about  you. If a service provider needs to access information about you to perform  Products and Services on our behalf, they do so under instruction from us,  including abiding by policies and procedures designed to protect your  information.
  • Keen Partners: We work with third parties who provide consulting, sales,  development, support and technical Products and Services to deliver and  implement customer solutions around the Products and Services. We may  share your information with these third parties in connection with their  Products and Services, such as to assist with billing and collections, to  provide localized support, and to provide customizations. We may also share  information with these third parties where you have agreed to that sharing.
  • Links to Third-Party Sites: The Products and Services may include links that  direct you to other websites or Products and Services whose privacy practices  may differ from ours. Your use of and any information you submit to any of  those third-party sites is governed by their privacy policies, not this one.
  • With your consent: We share information about you with third parties when  you give us consent to do so. For example, we may display personal  testimonials of satisfied customers on our public websites. With your consent,  we may post your name alongside the testimonial.
  • Compliance with Enforcement Requests and Applicable Laws;  Enforcement of Our Rights: In exceptional circumstances, we may share  information about you with a third party if we believe that sharing is  reasonably necessary to (a) comply with any applicable law, regulation, legal  process or governmental request, including to meet national security  requirements, (b) enforce our agreements, policies and terms of service, (c)  protect the security or integrity of our products and Products and Services, (d)  protect Keen, our customers or the public from harm or illegal activities, or (e)  respond to an emergency which we believe in good faith requires us to  disclose information to assist in preventing the death or serious bodily injury of  any person.  

Sharing with affiliated companies  

We share information we collect with affiliated companies and, in some cases, with  prospective affiliates. Affiliated companies are companies owned or operated by  Keen. The protections of this privacy policy apply to the information we share in  these circumstances. 

  • Business transfers: We may share or transfer information we collect under  this privacy policy in connection with any merger, sale of company assets,  financing, or acquisition of all or a portion of the Keen businesses to another  company. You will be notified via email and/or a prominent notice on the  Products and Services if a transaction takes place, as well as any choices you  may have regarding your information.  

How we store and secure information we collect  

Information storage and security  

We use data hosting service providers in the EU and the United States to host the  information we collect, and we use technical measures to secure your data. While  we implement safeguards designed to protect your information, no security system is  impenetrable and due to the inherent nature of the Internet, we cannot guarantee  that data, during transmission through the Internet or while stored on our systems or  otherwise in our care, is absolutely safe from intrusion by others. We will respond to  requests about this within a reasonable timeframe.  

How long we keep information  

How long we keep information we collect about you depends on the type of  information, as described in further detail below. After such time, we will either delete or anonymize your information or, if this is not possible (for example, because the  information has been stored in backup archives), then we will securely store your  information and isolate it from any further use until deletion is possible.  

  • Account information: We retain your account information until you delete  your account. We also retain some of your information as necessary to  comply with our legal obligations, to resolve disputes, to enforce our  agreements, to support business operations and to continue to develop and  improve our Products and Services. Where we retain information for Service  improvement and development, we take steps to eliminate information that  directly identifies you, and we only use the information to uncover collective  insights about the use of our Products and Services, not to specifically  analyze personal characteristics about you. 
  • Information you share on the Products and Services: If your account is  deactivated or disabled, some of your information and the content you have  provided will remain in order to allow your team members or other users to  make full use of the Products and Services. For example, we continue to  display comments and content you provided to boards or cards.
  • Managed accounts: If the Products and Services are made available to you  through an organization (e.g., your employer), we retain your information as  long as required by the administrator of your account. For more information,  see “Managed accounts and administrators” above.
  • Marketing information: If you have elected to receive marketing emails from  us, we retain information about your marketing preferences unless you  specifically ask us to delete such information. We retain information derived  from cookies and other tracking technologies for a reasonable period of time  from the date such information was created.
  • Recruitment process: We keep all information necessary for the hiring process  for the time of duration of this selection process unless you specifically ask us  to delete your information during the process.  

How to access and control your information  

You have certain choices available to you when it comes to your information. Below  is a summary of those choices, how to exercise them and any limitations. We will  respond to requests about this within a reasonable timeframe.  

Your Choices:  

You have the right to request a copy of your information, to object to our use of your  information (including for marketing purposes), to request the deletion or restriction  of your information, or to request your information in a structured, electronic format.  

Below, we describe the tools and processes for making these requests. You can  exercise some of the choices by logging into the Products and Services and using  settings available within the Products and Services or your account. Where the  Products and Services are administered for you by an administrator (see “Notice to  End Users” below), you may need to contact your administrator to assist with your  requests first. For all other requests, you may contact us as provided in the Contact  Us section below to request assistance. 

Your request and choices may be limited in certain cases: for example, if fulfilling  your request would reveal information about another person, or if you ask to delete  information which we or your administrator are permitted by law or have compelling  legitimate interests to keep. Where you have asked us to share data with third  parties, you will need to contact those third-party service providers directly to have  your information deleted or otherwise restricted. If you have unresolved concerns,  you may have the right to complain to a data protection authority in the country  where you live, where you work or where you feel your rights were infringed.  

  • Access and update your information: Our Products and Services and  related documentation give you the ability to access and update certain  information about you from within the Product or Service. For example, you  can access your profile information from your account and search for content  containing information about you using keyword searches in the Service. You  can update your profile information within your profile settings and modify  content that contains information about you using the editing tools associated  with that content.
  • Deactivate membership: You or an administrator can deactivate your  access. If you can deactivate your own access, that setting is available to you  in your account settings. Otherwise, please contact your administrator. If you  are an administrator and are unable to deactivate an account through your  administrator settings, please contact Keen support. Please be aware that  deactivating access to a board, team or enterprise does not delete your  information from that board, team or enterprise; your information remains  visible to other Service users based on your past participation within the  Products and Services. For more information on how to delete your  information, see below. 
  • Delete your information: Our Products and Services and related  documentation give you the ability to delete certain information about you  from within the Service. For example, you can remove content that contains  information about you using the key word search and editing tools associated  with that content and you can remove certain profile information within your  profile settings. Please note, however, that we may need to retain certain  information for record keeping purposes, to complete transactions or to  comply with our legal obligations.
  • Request that we stop using your information: In some cases, you may ask  us to stop accessing, storing, using and otherwise processing your  information where you believe we don’t have the appropriate rights to do so.  For example, if you believe a Product or a Service account was created for  you without your permission or you are no longer an active user, you can  request that we delete your account as provided in this policy. Where you  gave us consent to use your information for a limited purpose, you can  contact us to withdraw that consent, but this will not affect any processing that  has already taken place at the time. You can also opt-out of our use of your  information for marketing purposes by contacting us, as provided below.  When you make such requests, we may need time to investigate and facilitate  your request. If there is a delay or dispute as to whether we have the right to  continue using your information, we will restrict any further use of your  information until the request is honored or the dispute is resolved, provided  your administrator does not object (where applicable). If you object to information about you being shared with a third-party app, please disable the  app or contact your administrator to do so.
  • Opt out of communications: You may opt out of receiving promotional  communications from us by using the unsubscribe link within each email,  updating your email preferences within your Service account settings menu,  or by contacting us as provided below to have your contact information  removed from our promotional email list or registration database. Even after  you opt out from receiving promotional messages from us, you will continue to  receive transactional messages from us regarding our Products and Services.  You can opt out of some notification messages in your account settings.  Please note, you will continue to receive generic ads. 
  • Turn off Cookie Controls: Relevant browser-based cookie controls are  described in our Cookies & Tracking Notice.
  • Send “Do Not Track” Signals: Some browsers have incorporated “Do Not  Track” (DNT) features that can send a signal to the websites you visit  indicating you do not wish to be tracked. Because there is not yet a common  understanding of how to interpret the DNT signal, our Products and Services  do not currently respond to browser DNT signals. You can use the range of  other tools we provide to control data collection and use, including the ability  to opt out of receiving marketing from us as described above.
  • Data portability: Data portability is the ability to obtain some of your  information in a format you can move from one service provider to another (for  instance, when you transfer your mobile phone number to another carrier).  Depending on the context, this applies to some of your information, but not to  all of your information. Should you request it, we will provide you with an  electronic file of your basic account information and the information you create  on the spaces under your sole control, like your own boards.  

How we transfer information we collect internationally  International transfers of information we collect  

We collect information globally and primarily store that information in the European  Union. We transfer, process and store your information outside of your country of  residence, to wherever we or our third-party service providers operate for the  purpose of providing you the Products and Services. Whenever we transfer your  information, we take steps to protect it.  

Other important privacy information  

Notice to End Users  

Our products are intended for both personal use or use by teams and organizations.  Where the Products and Services are made available to you through an organization  (e.g. your employer), that organization is the administrator of the Products and  Services and is responsible for the end-users and/or Service sites over which it has  control. If this is the case, please direct your data privacy questions to your  administrator, as your use of the Products and Services is subject to that  organization’s policies. We are not responsible for the privacy or security practices of  an administrator’s organization, which may be different from this policy. 

Even if the Products and Services are not currently administered to you by an  organization, if you are a member of a team administered by an organization, or if  you use an email address provided by an organization (such as your work email  address) to access the Products and Services, then the administrator of that team or  the owner of the domain associated with your organizational email address (e.g. your  employer) may assert administrative control over your account and use of the  Products and Services at a later date. You will be notified if this happens.  

Administrators are able to restrict your access to and privileges within the respective  board, team or enterprise the administrator controls. In some cases, enterprise  administrators can also:

  • require you to reset your account password;
  • restrict, suspend or terminate your access to the Products and Services or  your account;
  • control your ability to edit, restrict, modify or delete account information;
  • change your account information, including profile information or the email  address associated with your account;
  • access information in and about your account;
  • access or retain information stored as part of your account; and  

If you do not want an administrator to be able to assert control over your account or  use of the Products and Services, you should deactivate your membership with the  relevant board, team or enterprise or remove any email addresses containing a  domain owned or controlled by the administrator entirely from your account. Once an  administrator asserts control over your account or use of the Products and Services,  you may no longer be able to withdraw membership or change the email address  associated with your account without administrator approval.  

Please contact your organization or refer to your administrator’s organizational  policies for more information.  

Our policy towards children  

The Products and Services are not directed to individuals under 16. We do not  knowingly collect personal information from children under 16. If we become aware  that a child under 16 has provided us with personal information, we will take steps to  delete such information. If you become aware that a child has provided us with  personal information, please contact our support Products and Services.  

Changes to our Privacy Policy  

We may change this privacy policy from time to time. We will post any privacy policy  changes on this page and, if the changes are significant, we will provide a more  prominent notice by adding a notice on the Products and Services homepages, login  screens, or by sending you an email notification. We will also keep prior versions of  this Privacy Policy in an archive for your review. We encourage you to review our  privacy policy whenever you use the Products and Services to stay informed about  our information practices and the ways you can help protect your privacy. 

If you disagree with any changes to this privacy policy, you will need to stop using  the Products and Services and deactivate your account(s), as outlined above.  

Contact Us  

Your information is controlled by Keen. If you have questions or concerns about how  your information is handled, please direct your inquiry to info@keenswh.com. 


You can download the Keen Software House s.r.o. privacy policy here:

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