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PRIVACY POLICY

Date Posted and Effective Date: December 31, 2019

Last Modified: June 6, 2022

 



 

Workiva Inc. (“Workiva,” “we,” “us,” or “our”) owns and operates various
websites (“Sites”) and provides an array of software solutions and other
products and services (collectively, our “Services”). Workiva wants you to feel
comfortable using the Sites, so we have created this Privacy Policy to inform
you of what information we may collect from or about you in connection with the
Sites and how we may use and disclose that information. It also describes your
choices regarding use, access, deletion, and correction of your personal
information.

IF YOU ARE A CALIFORNIA RESIDENT, this Privacy Policy also informs you about the
personal information we collect from or about you in other contexts, including
personal information collected online or offline in connection with our Services
and your interactions with Workiva employees. California residents can learn
more about the personal information we collect from or about you, including how
we may use and share it, as well as your rights under California law, in the
Privacy Policy’s Supplemental Notice for California Residents found here (which
is incorporated in and a part of this Privacy Policy).

Please take a moment to review the terms of this Privacy Policy. By using the
Sites or our Services, you agree to accept the terms of this Privacy Policy. If
you do not agree to the terms of this Privacy Policy, please do not use the
Sites or Services.

I. Personal Information

A. Active Collection and Use:

In order to access the Sites, services and the information available on the
Sites, you may be required to register with the Sites and provide some personal
information, such as your name and email address or other contact information.
If you provide us with personal information, we will retain and may use that
information to contact or respond to you. We also may retain or use your
information for the period of time needed to pursue legitimate business
interests. Legitimate business interests may include customizing the services we
provide to you and to ensure compliance with Workiva policies and applicable
laws, ensuring you are satisfied with Workiva's support and services,
authentication confirmation for secure handling of Workiva's clients' accounts,
etc. We may share your personal information with our partners that provide
similar products or services so they may promote such products and services for
sale in conjunction with Workiva’s products and services. If you do not want us
to share your personal information with these companies, contact us at
privacy@workiva.com. Our Sites and Services collect, store and process this
personal information on servers in the United States of America.

When you provide us with personal information about your contacts, we will only
use this information for the specific reason for which it is provided. If you
believe that one of your contacts has provided us with your personal information
and you would like to request that it be removed from our database, please
contact us at privacy@workiva.com.

We may use information collected via these Sites to improve the content of our
Sites and Services, to customize the Sites and Services to your preferences, to
communicate information to you (if you have requested it), for our marketing and
research purposes, to ensure you are no longer contacted in the event you
unsubscribe from marketing campaigns, to market future available software and
Services of relevant interest to you, to measure your interest in our Services,
to assess and identify new customers and potential customer opportunities, when
necessary to the administration of our general business, accounting, record
keeping, and legal functions, and for any other purpose specified.

B. Aggregate Information and Passive Information Collection:

From time to time, we may collect general, non-personal, statistical information
about the use of the Sites, such as how many visitors visit a specific page on
the Sites, how long they stay on that page, and which hyperlinks, if any, they
“click” on. We collect this information through the use of technologies such as
“cookies” and “IP addresses,” which are discussed in greater detail below. Our
system may also automatically collect operational information about the
technology you use, such as your browser, type of computer, operating systems,
internet service providers and the domain name of the websites from which you
linked to our Sites. We collect this information in order to determine which
areas of the Sites are most popular and to enhance the Sites for visitors. We
may use this information for security purposes, to detect and to block security
breaches and to provide you with a safe online environment. We may also share
this information with our partners.

C. IP Addresses:

An IP address is a number that's automatically assigned to your computer
whenever you're surfing the web. Web servers, the computers that “serve up” web
pages; automatically identify your computer by its IP address. Workiva collects
IP addresses for purposes of system administration, to report aggregate
information to third parties and to track the use of the Sites. When visitors
request pages from the Sites, our servers log the visitors' IP addresses. It is
not our practice to link IP addresses to anything personally identifiable, which
means that a visitor's session will be logged. However, we reserve the right to
use IP addresses to identify a visitor when we feel it is necessary to enforce
compliance with the Site's policies or to protect Workiva, the Sites, its
visitors, or others.

D. Cookies, Beacons and Successor Technologies:

We partner with a third party to display advertising on our Sites or to manage
our advertising on other sites. Our third party partner may use cookies or
similar technologies in order to provide you advertising based upon your
browsing activities and interests. If you wish to opt out of interest-based
advertising click here or if located in the European Union click here. Please
note you will continue to receive generic ads.

In addition, Workiva and our partners use cookies and similar technologies to
analyze trends, administer the website, track users’ movements around the Sites,
and to gather demographic information about our user base as a whole.

Cookies are pieces of information that a website transfers to an individual's
hard drive for record-keeping purposes. Cookies make web-surfing easier for you
by saving your preferences while you're at the Sites. The use of cookies is an
industry standard -- you'll find them at most websites. By showing how and when
visitors use the Sites, cookies help us see which areas are popular and which
are not. Information such as the total number of visitors and pages viewed is
most easily tracked with cookies. We may use the information from cookies to
make improvements and updates to the Sites and to tailor our services to our
visitors' needs. For example, the Sites allow visitors to increase the font size
of the text contained on the Sites to make it easier to read. Cookies enable the
Sites to automatically use your preferred font size the next time you visit the
Sites. You have the option of disabling cookies using your browser preferences.
Most browsers are initially set up to accept cookies. You can reset your browser
to refuse all cookies or indicate when a cookie is being sent. However, please
be aware that some features of the Sites may not function properly or may be
slower if you refuse cookies. To manage Flash cookies, please click here.

Sites pages may contain electronic images known as web beacons-also referred to
as single- pixel gifs-that permit Workiva to count users who have visited those
pages and for other related website statistics-(e.g., recording the popularity
of certain website content and verifying system and server integrity). Web
beacons are used to compile aggregated statistics concerning the use of the
Sites. Web beacons collect only a limited set of information including a cookie
number, the time and date of a page view, and a description of the page on which
the web beacon resides. Web beacons/pixels may also be used by advertising
partners to infer the presence of a common user across multiple devices or
browsers – also known as cross device tracking-in order to provide personalize
advertising on devices inferred from browsing patterns. 

In addition to the foregoing, we use Google Analytics Demographics and Interest
Reporting (implemented based on Display Advertising), which will track certain
personal information of yours. Information collected about you is limited to
age, gender and affinity categories. If you would like to opt out of the
collection of such information you may do so by clicking here. Further, Google
has a browser plugin (for Internet Explorer, Firefox, Chrome, Safari, Opera)
that prevents your data from being collected and used by Google Analytics. You
can download the plugin by clicking here.

For a listing of some of the types of cookies utilized for our Sites and
services, please click here.

E. User Data Supplementation:

We may receive information about you from other sources, including publicly
available databases or social media sites, and combine this data with
information we already have about you. This helps us to update, expand and
analyze our records, assess and identify new customers and potential customer
opportunities, and provide products and services that may be of interest to you.

Examples of the types of personal information that may be obtained from public
sources or purchased from third parties and combined with information we already
have about you (for the purpose of creating more tailored advertising and
products), may include:

 * Purchased marketing data about our customers from third parties
 * Data and other information available publicly on social media sites

 

F. Do Not Track Signals:

At this time we do not have the ability to comply with any setting within your
web browser that would send “do not track” signals.

G. Processor Disclosure:

Any personal information we obtain on the Workiva (Wdesk) platform service is
conducted under the direction of its clients, and we have no direct relationship
with the individuals whose personal data it processes. If you are a customer of
one of our clients and would no longer like to be contacted by one of our
clients that use our Service, please contact the client that you interact with
directly. An individual who seeks access, or who seeks to correct, amend, or
delete inaccurate data should direct their query to our client (the data
controller). If requested to remove data, we will respond within a reasonable
timeframe. We may transfer personal information to companies that help us
provide our Service. Transfers to subsequent third parties are covered by the
service agreements with our clients.

II. Disclosure of Personal Information

A. Personally Identifiable Information:

Except for the limited situations discussed in this Privacy Policy (including
the Supplemental Notice for California Residents found here), we will not share
your personally identifiable information with any third parties. We may
sometimes use third parties to perform certain services for us, such as general
administration, cloud providers, hosting the Sites, sending postal mail and
providing data analysis. We may also provide personally identifiable information
to those businesses when that information is necessary for them to respond to
your requests or otherwise perform their duties. These third party service
providers are authorized to use your personal information only as necessary to
provide these services to us.

B. Legal Notice:

In certain situations, Workiva may be required to disclose personal data in
response to lawful requests by public authorities, including to meet national
security or law enforcement requirements.

We may also disclose your personal information as required by law, such as to
comply with a subpoena or other legal process, when we believe in good faith
that disclosure is necessary to protect our rights, protect your safety or the
safety of others, investigate fraud, or respond to a government request. If
Workiva is involved in a merger, acquisition, or sale of all or a portion of its
assets, you will be notified via email and/or a prominent notice on our website,
of any change in ownership, uses of your personal information, and choices you
may have regarding your personal information. We may also disclose your personal
information to any other third party with your prior consent.

As Workiva develops, we may buy other businesses or their assets or sell our
business assets. Customer information is generally one of the business assets
involved in such transactions. Thus, in the event that Workiva or all of its
assets are acquired, or in cases of liquidation, dissolution, reorganization or
other transfer of the business, customer information, including any visitor
information collected through the Sites, may be one of the transferred assets.

Finally, Workiva reserves the right to disclose visitor information in special
cases when we have reason to believe that disclosing this information is
necessary to identify, contact or bring legal action against someone who may be
causing injury to or interference with (either intentionally or unintentionally)
Workiva rights or property, other visitors, or anyone else that could be harmed
by such activities. Workiva also reserves the right to disclose visitor
information when we believe in good faith that the law requires it.

C. Aggregate Information:

We may group information into aggregate visitor data in order to describe the
use of the Sites to our existing or potential business partners or other third
parties, or in response to a government request.

III. Links to Other Sites

Please be aware that when you are on the Sites, you could be directed to other
sites that are beyond our control. There may be links to other sites from the
Site's pages that take you outside our Sites. These other sites may send their
own cookies or other tracking technologies to visitors to collect data or
solicit personal information. The privacy policies of these other sites may be
significantly different from this Privacy Policy. We are not responsible for the
privacy practices of these other sites and cannot guarantee the security of any
of your personal information collected there.

IV. Security:

Protecting the security of your personal information is very important to us.
When you transmit personal information from your computer to our servers, your
information is protected by both a “firewall” (a combination of computer
hardware and software that helps keep unauthorized visitors from accessing
information within our computer network) and industry standard SSL (secure
socket layer) encryption. Once we receive your transmission, we will take
reasonable precautions to ensure its security on our systems. While we utilize
all of our security and data protection preventative measures, the internet is
inherently insecure. As a result, while Workiva strives to protect your personal
information and privacy, we cannot guarantee or warrant the security of any
information you disclose or transmit to us online.

Users are required to sign-in to specific secured areas of Workiva Sites and
services using a user ID and password. These authenticate the user and are
designed to safeguard against unauthorized access and use of a user's account.
The user ID and password are used on a secure web page and encrypted when
transmitted over the internet.

The safety and security of your information also depends on you. If you have
access to password-protected features, never share your password with anyone
else, notify us promptly if you believe your password security has been
breached, and remember to log off of this site before you leave your computer.
Similarly, any personally identifiable information or personally sensitive data
that you disclose through online forums hosted on the Sites, may be collected
and used by others. We recommend caution when giving out personal information to
others in these public online forums.

If at any point you suspect or become aware of a security incident (i.e. your
password is stolen or you receive suspicious communication from someone holding
themselves out to be a Workiva employee or from a fake website claiming to be
affiliated with Workiva), please forward the communication to us or report the
incident by email to privacy@workiva.com, or in writing to Workiva at Workiva
Inc., Attn: Legal, 2900 University Blvd., Ames, Iowa 50010, as soon as possible.

V. Privacy Policy for Children:

We do not knowingly collect information from children under the age of 13 on the
Sites. If you are under the age of 13, please do not provide any personal
information to us. If we become aware that we have collected personal
information from a child under the age of 13, we will make commercially
reasonable efforts to delete such information from our database.

VI. Changes to These Terms:

The terms of this Privacy Policy may change from time to time. We will notify
you of any material changes to this Privacy Policy by posting a notice, on the
homepage of the Sites for a reasonable period of time prior to the changes
becoming effective, that this Privacy Policy has been updated, and by changing
the “Last Modified” date at the top of this Privacy Policy. We encourage you to
check this page periodically for any changes. Your continued use of the Sites
following the posting of changes to these terms will mean you accept those
changes.

VII. Access and Review of Your Personal Information:

When using our Sites and Services, we make a good faith effort to provide you
with access to your personal information and either correct this data if it is
inaccurate or delete inaccurate data at your request if it is not otherwise
required to be retained by law or for legitimate business purposes.

Upon request, Workiva will provide you with information about whether we hold,
or process on behalf of a third party, any of your personal information. To
request this information please contact us at privacy@workiva.com.

You may access, correct, or request deletion of your personal information by
contacting us at privacy@workiva.com. Your personal information is retained for
only as long as is necessary for the purpose for which it was collected. In
certain circumstances we may be required by law to retain your personal
information, or may need to retain your personal information in order to
continue providing a service.

We will respond to these requests within a reasonable timeframe.

Users must identify themselves and the information requested to be accessed,
corrected or removed prior to processing such requests, and we may decline to
process such requests that are deemed unreasonable or inappropriate. In any
case, the information access and data corrections are performed free of charge,
except if doing so would require a disproportionate effort. Due to the methods
that we maintain certain services, once your information is corrected or
deleted; residual copies may take a period of time before they are deleted from
our active systems and may remain in our backup systems.

IF YOU ARE A CALIFORNIA RESIDENT, you can learn more about your rights under
California law, including how to exercise these rights, in the Supplemental
Notice for California Residents found here.

VIII. International Privacy Principles

Workiva is a global business. Personal information may be stored and processed
in any country where Workiva has operations or where Workiva engages service
providers. In particular, Workiva collects and transfers to the United States
personal information pursuant to the following legal bases (i) with your
consent, (ii) to perform a contract with you, or (iii) to fulfill a legitimate
interest of Workiva in a manner that does not outweigh your rights and freedoms.

Workiva may transfer, access, or store personal information about you outside of
the European Economic Area (“EEA”), Switzerland, United Kingdom, or another
country that requires legal protections for international data transfer. Those
countries (including the United States) may have data protection rules that are
different from those of your country and may not have received a finding of
“adequacy” from the European Union under Article 41 of the GDPR.   For such
transfers, Workiva will ensure that an adequate level of protection is provided
for the information by using one or more of the following approaches:

 * Workiva may transfer personal information to countries that have privacy laws
   that have been recognized by the country from which the data are transferred
   as providing similar protections for the data.
 * Workiva may enter into written agreements, such as standard contractual
   clauses, with recipients that require them to provide the same level of
   protection for the data.

Workiva may rely on other transfer mechanisms approved by authorities in the
country from which the data are transferred.

A. EU-U.S. and Swiss-U.S. Privacy Shield:

Workiva participates in and has certified its compliance with the EU-U.S.
Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework. We are
committed to subjecting all personal data received from European Union (EU)
member countries and Switzerland, respectively, to the Framework’s applicable
Principles. To learn more about the Privacy Shield Frameworks, and to view our
certification, visit the U.S. Department of Commerce’s Privacy Shield List.
https://www.privacyshield.gov/list.

Workiva is responsible for the processing of personal data it receives, under
each Privacy Shield Framework, and subsequently transfers to a third party
acting as an agent on its behalf. Workiva complies with the Privacy Shield
Principles for all onward transfers of personal data from the EU and
Switzerland, including the onward transfer liability provisions.

With respect to personal data received or transferred pursuant to the Privacy
Shield Frameworks, Workiva is subject to the regulatory enforcement powers of
the U.S. Federal Trade Commission. In certain situations, Workiva may be
required to disclose personal data in response to lawful requests by public
authorities, including to meet national security or law enforcement
requirements.

If you have an unresolved privacy or data use concern that we have not addressed
satisfactorily, please contact our U.S.-based third party dispute resolution
provider (free of charge) by clicking here.

Under certain conditions, more fully described on the Privacy Shield website,
you may invoke binding arbitration when other dispute resolution procedures have
been exhausted.

If there is any conflict between the terms in this privacy policy and the
Privacy Shield Principles, the Privacy Shield Principles shall govern.

IX. Email or Newsletter Preferences

You may also be provided an option to choose to subscribe to an email list. If
you subscribe to our electronic mailing list and later decide to opt-out, simply
follow the instructions that are included in each email.

X. Questions:

At any time, if you believe that Workiva has willingly violated the above
Policy, please let us know by sending an email to privacy@workiva.com. Workiva
values your trust and will take the appropriate measures to ensure that the
Sites and services we provide to you are secure.

Any questions that you may have regarding this Privacy Policy should be directed
to privacy@workiva.com, or alternatively, please write us at Workiva Inc., Attn:
Legal, 2900 University Blvd., Ames, Iowa 50010, United States.

© 2019-2022 Workiva All rights reserved.

 

 

 

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