XWiki Privacy Policy

Last update: 5 July 2018

1. Aspects covered by this policy

XWiki believes that your privacy is important and the present policy has as aim to show you transparently how we collect, use and share the data you entrusted us with. 

This policy is about your personal information, the ways XWiki guarantees its protection, your rights and how we respect them.

If you wish to contact us for more information or you have any questions regarding further knowledge on how XWiki protects your personal data, please use the details available in the Getting in touch with XWiki section. Also, if you do not agree with the current policy, we encourage you to contact us for clarification or (hopefully unlikely) to stop using our services. We welcome all feedback and we wish to establish an active communication aimed to constantly improve your XWiki experience.

We would like to define some terms, in order to clarify them. So:

2. What do we mean by...

personal information = information that XWiki has and could be used to personally identify you. Here are some examples listed in the types of information protected by data protection laws:

Common personal data

  • Civil status, identity, identification data
  • Professional life (resume, education and professional training, awards, etc.)
  • Economic and financial information (income, financial situation, tax situation, etc.)
  • Connection data (IP addresses, event logs, etc.)
  • Location data (travels, GPS data, GSM data, etc.)

Personal data perceived as sensitive

  • Social security number
  • Biometric data
  • Bank data

third party = individuals or companies that are not managed or controlled by XWiki as a legal entity. 

XWiki / we / us / our = XWiki SAS

you / your = you, as an individual, regardless of whether you are using our services on behalf of yourself or someone else

3. Our values at XWiki

3.1. Your right to privacy

Processing your personal data is done and must happen in a lawful way. Protecting your right to privacy is for us a responsability we happily assume. XWiki strives to make sure that your consent is well informed and your data taken care of, under existing applicable legislation. 

3.2. Responsibility and fair retention

When your personal data is collected at XWiki, it serves a specific, transparent and legitimate purpose. We constantly try to avoid processing it in a way which is not compatible with the purposes you were informed about. If in time the initial purposes change, you will be informed and asked for consent, with no exception. Also, XWiki is dedicated to deleting your personal data when it has served it's purpose and is no longer needed. We consider data retention and life cycle to be a priority and we strive to analyze each piece of personal data having as aim to decide its optimal storage, proportional with its served purpose.

3.3. Honesty and good faith

At XWiki, we believe in a fair balance between personal data which we process and the reasons why we do it. What we describe and promise you becomes a core principle for us, trying constantly to inform and not mislead you in any way. Also, we are available to answer to any question you might have regarding your personal data. We believe in good faith as the basis of any decision regarding your personal data. XWiki is always open to offer you all the information needed in order to make a free choice, what types of data we process and why, what rights you have and how we respect them.

3.4. Transparency

XWiki considers a duty to be transparent in the way we are using your personal data. We strive to find the best ways to inform you and establish channels of communication, being always available and at your service to answer questions about your data. We use as official languages inside the company English and French. Also, XWiki tries to offer information in a clear, accessible and without using too complex legal terms. Moreover, if there is something you feel like not understanding in regards to your personal data at XWiki, we strongly advise you to contact us and we'll do our best to answer your questions. Our goal is to make information available, open, clear and to enforce you in having constant control over your personal data.

3.5. Relevance and adequacy

At XWiki, we believe your personal data should not be collected or used more that what is needed. We constantly strive to limit the information to the minimum possible, proportional with its transparent purpose. Also, we have a clear vision of the data life cycle and we aim to decide the relevance of each piece of data for storage limitation. Moreover, we use in house technology such as encryption and data wiping solutions. 

3.6. Accuracy

At XWiki, we believe that your personal data must be kept up to date and we actively take measures to ease or rectify it if it's inaccurate. We respect your rights to ask for the erasure of your data or its rectification, when necessary. Also, we focus on data hygiene and security, having implemented a rectification mechanism available to you. If you consider that your data needs to be corrected or erased, please get in touch with us and we will act accordingly. You can find more information on how to do this in the Your rights section. XWiki has as goal to implement robust measures for insuring you that your personal data is kept up to date. 

3.7. Integrity and confidentiality

The data processing at XWiki is also done having as aim to insure the proper level of security and guarantees of protection. We take measures to protect the integrity and confidentiality of the personal data confided to us. Also, we implement measures in house in order to prevent unauthorized and illegal activities, accidental loss, destruction or damage of personal data. Our team is aware of the importance of personal data protection and we take into consideration all levels of risks (accidental losses, data breaches, confidentiality risks and many more) in order to minimize them at maximum. We also keep you up to date on the integrity and confidentiality of your data, as part of our internal procedures in insuring the protection of your personal data. 

4. Your rights at XWiki

At XWiki, you have the right to:

4.1. Obtain information about the processing of your personal data

When you provide your personal data to XWiki, we strive to make sure that you have access to information about:

  • who is collecting the personal data: XWiki's contact details and those of the DPO;
  • why XWiki uses the personal data (purposes);
  • the categories of personal data concerned;
  • the legal justification for processing the data;
  • for how long the data will be kept;
  • who else might receive it;
  • whether the personal data will be transferred to a recipient outside the EU;
  • that you have a right to a copy of the data (right to access personal data) and other basic rights in the field of data protection;
  • your right to lodge a complaint with a Data Protection Authority;
  • your right to withdraw consent at any time;
  • where applicable, the existence of automated decision-making and the logic involved, including the consequences thereof.

This includes a pro-active attitude also on your side. Apart for caring about your privacy, we wish to raise awareness about the importance of being informed about your rights.

4.2. Get access to the personal data XWiki has about you

You can make a request from XWiki asking information about your personal data. You will be granted access only to the data related to yourself, because we commit to respect the privacy of all the users. For example, if the request is about an information located in a database, you will receive access only to what concerns your personal data.

4.3. Request for incorrect, inaccurate or incomplete personal data to be corrected

You have the right to make a request from XWiki to correct, add, update, block personal data. XWiki cares for the accuracy of it and we thank you in advance for choosing to collaborate with us in the process of correcting it. Also, if requested, we commit to having the processing process of your personal data blocked temporarily.

4.4. Request that your personal data is deleted

XWiki commits to deleting your personal data, if requested. Please take into consideration that the deletion process might take some time, especially when the information is backed up. This depends mostly on the type of information and where it is stored. However, we will keep you updated on the erasure status as best as possible and we wish to be transparent about how the deletion takes place, case-by-case.

4.5. Object to the processing of your personal data for marketing purposes or on grounds relating to your particular situation

If you wish to make a request from XWiki, calling to freeze the processing of your personal data, we pledge to follow it as best as possible. For example, you might make such a request as a protective control strategy while its legitimacy is being checked. 

4.6. Request the restriction of the processing of your personal data

You can make a request from XWiki, objecting to the way we use your personal information, if you consider it is not proper. We will do our best to follow your demand and adjust our ways of using it according to your wishes.

4.7. Receive your personal data in a machine-readable format

You have the right to make a request from XWiki in order to retrieve, as a user, in an easily reusable format, the personal data initially provided to us. Depending on the type of data, we will do our best possible to offer you the information in a machine-readable format.

4.8. Know if XWiki is using any automated decision-making and the logic involved

XWiki uses automated decision-making through Marketo, where your personal data is involved, to send you personalized marketing communications at your selection. 

5. Exercising your rights at XWiki

5.1. About your request

We commit to respect and guarantee your rights as best as possible. XWiki wishes to be open to questions and requests you might have. This is why you have the possibility to contact us via:

  • email;
  • telephone;
  • ordinary mail.

You can find more information about how to contact us in the Getting in touch with XWiki section of this policy.

5.2. Our commitment to you

We will do our best to answer your request as soon as possible, by contacting you not later than 2 business days.

5.3. Identification means

Please take into consideration that a form of identification is necessary. Based on the type of data you are referring to, we reserve our right to decide if you provided us with sufficient means of identification in order to follow your request. For example, if you wish to unsubscribe from receiving marketing communications, it is sufficient to contact us from the same email address where you receive those communications.

5.4. Protecting your privacy

XWiki commits to use all the identification information only for the purpose of handling the request and we will delete it as soon as it is no longer needed.

5.5. Be precise in your request

Depending on the piece of information you are referring to, we might ask you to name it, so we can identify it properly and follow your request as best as possible. Otherwise, even if we act in good faith, we could have issues when dealing with a generic request regarding all your data.

5.6. Justification of your request

Please indicate us in the request also what is the reason for it. We value your feedback and it contributes to improving our services. Any comment is welcomed and we respect your opinion, being central for us in adapting our services according to your needs.

6. Types of personal data XWiki collects about you

6.1. The one you provide to us voluntarily

6.1.1. Your account and registration information

If you register for an account for using our services, XWiki collects the personal information about you when you register, create or edit a profile, set your preferences, sign-up and interact through our community using the account. You may provide for us the following personal data:

  • Name, Surname
  • Profile photo
  • Job title
  • Contact information
  • Billing information, in some cases
  • Other details as profile information

6.1.2. Your name and contact details

If you decide to provide us with your name, email address and other contact information, we commit to keep it confidential. You can become a recipient of emails from us, related to important information about XWiki, marketing campaigns, notifications on our various activities that might interest you. You are not obliged to become a part of these activities and have the possibility to opt-out anytime. At XWiki, we strive to always place your consent in the center of our services: this is why we make sure case-by-case that you are fully informed and in control of your personal data.

6.1.3. Personal data through our products

Depending on what products you choose to use, we collect and store content that you post and information about the activity of your account. This can vary, including any information you choose to share. On xwiki.com you cannot create an account, so the personal information you might provide to us is possible if you choose to use our products and other services.

We provide you with more information on your rights in respect of our products if you decide to become one of our customers or a member of our XWiki community, on xwiki.org.

6.1.4. Information on how you use the website

It is important for us to learn more on how you use our website. This is why we use the information on how you use it in order to improve our services and understand your needs. We are interested to know what you like, how did you choose to visit us, what do you find helpful and we strive to adapt according to your wishes. If you wish to submit your feedback or any comments whatsoever about our services, please do not hesitate to contact us in this regard.

6.1.5. Personal data through our support channel

When you benefit from our customer support services, you need to inform us about the the problem you are experiencing through opening a ticket or communicate with us using other channels available. Depending on the services you are using, we commit to provide you with more information case-by-case. On xwiki.com we do not offer support to users, but if you decide to become one of our customers you will benefit from our various levels of support from our specialized XWiki team, according to your needs.

6.1.6. Payment information

If you become one of our customer and you perform a payment, you will be requested to indicate us your billing information, in order to be able to offer you an invoice. We strive to find the best secure payment processing services on the market, in order to insure the safety of the transaction and protect your personal information entrusted to us.

6.1.7. Surveys and your feedback 

You have the possibility to offer us feedback using our contact channels indicated in the Getting in touch with XWiki section of this policy. However, from time to time we might ask you to provide us with more information using surveys or more specific aspects about your interaction with our services. We commit to inform you case-by-case about the purpose of the request, how we plan to use your personal data and any other details you might choose to share with us.

6.1.8. Your Public Information & Contributions

When you post something using your account, the information is available to the members of the XWiki community and the public, depending on the situation. On xwiki.com you do not have a section where to make public your information or make contributions. However, we would like to raise awareness on the fact that making an information public on the Internet implies a big amount of responsibility on your side. If you feel uncomfortable with sharing some personal information publicly, we strongly advise you to reconsider your decision to make it available to a large audience.

6.1.9. Your resume

When you visit the jobs page on our xwiki.com website and apply for a job, you will be requested to complete a form with your contact information and your resume. You are also given the possibility to send us your resume directly or to ask for more information about a job position at jobs@xwiki.com.

6.2. The one XWiki receives automatically

6.2.1. Automatic information on how you use our services

We consider important to know what your preferences are and this is why we keep track of some information related to your visits to our website and your interactions with our services. This can include the links you click on, the features you are using or downloading, information about the files and attachments you upload throughout our services (type, size, filenames).  

6.2.2. Connection information and your device

XWiki receives information about your computer, phone or other device you use to access our services. For example, we can have access to your connection type, operating system, browser type, IP address, URLs of referring and exit pages, device identifiers. The amount of this information depends also on the settings for your device and browser. 

The IP address of the device you are using (or your proxy server) can be used to track your geographical location and the company name. We keep your IP address confidential, except provided differently in this policy. This personal data is used for analysis in order to better personalize the content and settings for you.

6.2.3. Cookies

XWiki uses cookies to provide you with a personalized experience, deliver more relevant content faster and understand your use of our website. You can find more information about the use of such technologies in our XWiki cookie policy.

7. The ways your personal data is used by XWiki

7.1. Personalizing services and your XWiki experience

XWiki is continuously trying to understand your needs and adapt our services in accordance to your wishes. This is why we try to personalize your experience and tailor our features in a way that satisfies user demands. We analyze the way you interact with our services and we use that information for research and development. XWiki wishes to improve the accuracy and the relevance of the provided information and we apply our learnings in the continuous updates and improvements of our features.

7.2. Communicating with you about XWiki's services and products

We use your contact information in order to keep you updated with all the news related to XWiki via email, trying to personalize the information according to your wishes and expressed consent. Your interactions with us matter and keeping in touch with you is important for our evolution and understanding of your needs.

7.3. Driving your engagement towards XWiki marketing

XWiki uses your contact information in order to send you communications that might interest you. If you want to receive marketing communications you have the possibility to subscribe by using our subscription center. You consent in central in our activities and we strive to keep you updated on how the personal information is used inside XWiki. Your information is protected and confidential and if you wish to unsubscribe from receiving notifications from XWiki via email, you can do it anytime because you are in control of the personal data you shared with us.

7.4. Protecting your personal data in XWiki

XWiki strives to ensure safety of your personal data and this is why we monitor any suspicious or fraudulent activity that can potentially lead to a violation of our policies.

We also try to protect your rights and our business interests, which in specific cases (legal claims, audits, demands from entitled authorities) means disclosing personal information on legal grounds. In such situations XWiki commits to inform you case-by-case and keep in touch with you on the evolution of the matter.

7.5. Respecting your consent

With your consent, XWiki uses your information for a specific purpose. For example, if you give us your consent, we can publish a testimonial about your experience with our XWiki software or services.

8. Legal grounds for processing your personal data at XWiki

We commit to process and collect personal information about you only if we have a legal basis under the applicable EU legislation. Depending on the various services you are using from us, XWiki will collect and use your information only when:

  • It is needed in order for us to provide the services for which you offered us your consent;
  • We have a legitimate interest to do so, i.e. to market and promote our services or to improve the research and development of our services. However, this can happen only if it takes precedence over protecting your personal data, an aspect to be determined case-by-case.
  • If XWiki uses your information because a third party has an interest in us doing so (for example, your employer), you have the right to object to the collection and processing. However, this can lead to you not being able to use our software or services any longer.
  • You offer us your consent to do so and use your personal information for a specific purpose. At any time you have the right to change your mind, yet this will not affect any processing that has already taken place using your entrusted personal data.
  • It is necessary for us to collect or process your personal data in order to ensure our legal compliance with a specific obligation which is to be determined case-by-case.

9. Details on how XWiki processes and shares your personal data

XWiki collects and processes you personal data for the following reasons and using the bellow listed services provided by third parties:

9.1. Analytics

The services contained in this section enable XWiki to monitor and analyze web traffic and can be used to keep track of user’s behaviour.

9.1.1. Google Analytics (Google Inc.)

Google Analytics is a web analysis service provided by Google Inc. (“Google”). Google utilizes the Data collected to track and examine the use of this Website, to prepare reports on its activities and share them with other Google services.
Google may use the Data collected to contextualize and personalize the ads of its own advertising network.
Personal Data collected: Cookies and Usage Data.

Place of processing: US – Privacy PolicyOpt Out

9.1.2. Google AdWords conversion tracking (Google Inc.)

Google AdWords conversion tracking is an analytics service provided by Google Inc. that connects data from the Google AdWords advertising network with actions performed on this Website.
Personal Data collected: Cookies and Usage Data.

Place of processing: US – Privacy Policy

9.1.3. Mouseflow (Mouseflow ApS)

Mouseflow is an analytics and heat mapping service provided by Mouseflow ApS.
Mouseflow is used to display the areas of a page where Users most frequently move the mouse or click. This shows where the points of interest are.
Personal Data collected: Cookies and Usage Data.

Place of processing: Denmark – Privacy PolicyOpt Out

9.1.4. The Facebook Pixel

The Facebook pixel is an analytics tool that helps XWiki measure the effectiveness of our advertising. XWiki uses the Facebook pixel to understand the actions people are taking on the xwiki.com website and to reach audiences interested in our services or our products.

Place of processing: US – Privacy Policy

9.2. Contacting our users

9.2.1. Mailing list or newsletter (this website)

By registering on the mailing list or for the newsletter, your email address will be added to the contact list of those who may receive email messages containing information of commercial or promotional nature concerning this Website. Your email address might also be added to this list as a result of signing up to this Website or after making a purchase.
Personal Data collected: email address.

9.2.2. Contact form / Subscription Center (this website)

By filling in the contact form with their personal data, the users authorize this Website to use these details to reply to requests for information, quotes or any other kind of request as indicated by the form’s header.
Personal Data collected: company name, email address, first name, last name, number of employees and phone number.

9.2.3. Phone contact (this website)

Users that provided their phone number might be contacted for commercial or promotional purposes related to this Website, as well as for fulfilling support requests.
Personal Data collected: phone number.

9.3. Displaying content from external platforms

This type of service allows you to view content hosted on external platforms directly from the pages of this Website and interact with them.
This type of service might still collect web traffic data for the pages where the service is installed, even when Users do not use it.

9.3.1. Google Fonts (Google Inc.)

Google Fonts is a typeface visualization service provided by Google Inc. that allows this Website to incorporate content of this kind on its pages.
Personal Data collected: Usage Data and various types of Data as specified in the privacy policy of the service.

Place of processing: US – Privacy Policy

9.3.2. Google Maps widget (Google Inc.)

Google Maps is a maps visualization service provided by Google Inc. that allows this website to incorporate content of this kind on its pages.
Personal Data collected: Cookies and Usage Data.

Place of processing: US – Privacy Policy

9.4. Heat Mapping and session recording with Inspectlet (Inspectlet Inc.)

Heat Mapping services are used to display the areas of a page where users most frequently move the mouse or click. This shows where the points of interest are. These services make it possible to monitor and analyze web traffic and keep track of user behavior.
Some of these services may record sessions and make them available for later visual playback.

Inspectlet is a session recording and heat mapping service provided by Inspectlet Inc.
Personal Data collected: Cookies and Usage Data.

Place of processing: US – Privacy Policy

9.5. Interactions with external social networks and platforms

This type of service allows interaction with social networks or other external platforms directly from the pages of this website.
The interaction and information obtained through this website are always subject to the user’s privacy settings for each social network.
This type of service might still collect traffic data for the pages where the service is installed, even when users do not use it.

9.5.1. LinkedIn button and social widgets (LinkedIn Corporation)

The LinkedIn button and social widgets are services allowing interaction with the LinkedIn social network provided by LinkedIn Corporation.
Personal Data collected: Cookies and Usage Data.

Place of processing: US – Privacy Policy

9.5.2. Twitter Tweet button and social widgets (Twitter, Inc.)

The Twitter Tweet button and social widgets are services allowing interaction with the Twitter social network provided by Twitter, Inc.
Personal Data collected: Cookies and Usage Data.

Place of processing: US – Privacy Policy

9.5.3. Facebook Like button and social widgets (Facebook, Inc.)

The Facebook Like button and social widgets are services allowing interaction with the Facebook social network provided by Facebook, Inc.
Personal Data collected: Cookies and Usage Data.

Place of processing: US – Privacy Policy

9.6. Interactions with live chat platforms with Zopim Widget (Zopim Technologies Pte Ltd)

This type of service allows users to interact with third party live chat platforms directly from the pages of this website, for contacting and being contacted by this website support service.
If one of these services is installed, it may collect browsing and Usage Data in the pages where it is installed, even if the users do not actively use the service. Moreover, live chat conversations may be logged.

The Zopim Widget is a service for interacting with the Zopim live chat platform provided by Zopim Technologies Pte Ltd.
Personal Data collected: Cookies and Usage Data.

Place of processing: Singapore – Privacy Policy

9.7. Managing contacts and sending messages with Marketo Email Marketing (Marketo, Inc.)

This type of service makes it possible to manage a database of email contacts, phone contacts or any other contact information to communicate with the user.
These services may also collect data concerning the date and time when the message was viewed by the user, as well as when the user interacted with it, such as by clicking on links included in the message.

Marketo Email Marketing is an email address management and message sending service provided by Marketo, Inc.
Personal Data collected: email address and Usage Data.

Place of processing: US – Privacy Policy

9.8. Managing subscription center pages with Marketo Landing Pages (Marketo, Inc.)

This type of service helps with building and managing landing pages, i.e., pages for presenting a product or service, where you may add your contact information such as an email address.
Managing these pages means that these services will handle the personal data collected through the pages, including usage data.

Landing Pages are Marketo-hosted pages that allow XWiki to display content and track visitors.
Personal Data collected: Cookies, email address and Usage Data.

Place of processing: US – Privacy Policy

9.9. SPAM protection with Google reCAPTCHA (Google Inc.)

This type of service analyzes the traffic of this website, potentially containing user’s personal data, with the purpose of filtering it from parts of traffic, messages and content that are recognized as SPAM.

Google reCAPTCHA is a SPAM protection service provided by Google Inc.
Personal Data collected: Cookies and Usage Data.

Place of processing: US – Privacy Policy

9.10. User database management with Marketo Lead Generation (Marketo, Inc.)

This type of service allows XWiki to build user profiles by starting from an email address, a personal name, or other information that the user provides to this website, as well as to track user activities through analytics features. This personal data may also be matched with publicly available information about the user (such as social networks' profiles) and used to build private profiles that XWiki can display and use for improving this website.
Some of these services may also enable the sending of timed messages to the user, such as emails based on specific actions performed on this website.

Marketo Lead Generation is a User database management service provided by Marketo, Inc.
Personal Data collected: email address and various types of Data as specified in the privacy policy of the service.

Place of processing: US – Privacy Policy

9.11. XWiki Enterprise free download form

In order to download XWiki Enterprise for free, we ask you to provide your contact details as well as your project details.

Contact details:

  • First Name
  • Last Name
  • Company Name
  • Professional Email Address
  • Professional Phone Number

Project details:

  • Number of employees in your company
  • Project timeline
  • The solution you are looking for
  • Your pain points

The information we are collecting will be used:

  • to send you some tips and tricks
  • to send you commercial offers
  • to better understand our audience and its needs

9.12. XWiki Cloud free testing instance creation form

In order to test XWiki Cloud for free, we ask you to provide your contact details as well as your project details.

Contact details:

  • First Name
  • Last Name
  • Company Name
  • Professional Email Address
  • Professional Phone Number
  • The Name of your XWiki Cloud

Project details:

  • Number of employees in your company
  • Project timeline
  • The solution you are looking for
  • Your pain points

The information we are collecting will be used:

  • to create your personal account
  • to send you some tips and tricks
  • to send you commercial offers
  • to better understand our audience and its needs

10. How we store and secure information we collect

10.1. Storage and security

XWiki is striving to find the best solutions for protecting your personal information. If you are our customer, your hosting conditions will be communicated case-by-case.

Also, we will do our best to notify you as soon as possible (not later than 2 business days) if a data breach took place regarding your personal data and XWiki follows the legal procedure on handling data breaches.

10.2. How long we keep information

The personal information collected from you is kept based on the type of data in question. If we used back ups, this process can last longer. However, the personal data is stored safely and it is not further used after a certain determined period of time, until deletion is possible.

11. Getting in touch with XWiki

If you wish to contact us or our Data Protection Officer, Cristina Rosu, via email for further information or to make a request regarding your rights and find our more about how we guarantee them, please write us using one of the following addresses:

You can also contact us via ordinary mail or telephone, using the contact details available on our website, which you can find here

12. Updates to the XWiki Privacy Policy

From time to time, we may decide to review and improve the terms of service related to the XWiki Privacy Policy. If we make any changes, we will update its date from the top, so that you are informed about them.