both our Websites (www.fileshadow.com) and our File Preservation and Searching Service
(portal.fileshadow.com), including our associated desktop applications (Desktop Apps) and mobile
collection, processing and usage practices. It also describes your choices regarding use, access and
correction of your personal information. If you do not agree with the data practices described in this Privacy
Policy, you should not use the Website, or the File Preservation and Searching Service, or either the desktop
or mobile applications.
changes are significant, we will provide a more prominent notice by sending you an email notification, or if
you subscribe to the File Preservation and Searching Service, through a notifications in your FileShadow
portal after successful login.
write to us by email at email@example.com or by mail to FileShadow, Inc., 5255 North Edgewood Drive, Suite 300,
Provo Utah, 84604, USA, Attn: Privacy.
Use of the File Preservation and Searching Service by FileShadow and our Customers
Our online File Preservation and Searching Service allows any individual that uses it (our customers) to
collect, index, and analyze files hosted on other data providers with the explicit permission granted by that
company. The information added to the File Preservation and Searching Service, either by site visitors
providing their contact information or when a File Preservation and Searching Service user adds the
information, is stored and managed on our service providers' servers. This information is then stored in non
readable form and only retrievable under explicit instruction by the authorized individual.
Information We Collect
When You Visit our Website
You are free to explore the Website without providing any Personal Information about yourself.
When you register for the File Preservation and Searching Service, we request that you provide authentication
- valid email address
- mobile phone number
- password recovery information
This information is used in subsequent visits to the File Preservation and Searching Service to limit access to
the individuals information.
When you use our services our view content provided by us, we automatically collect information about your
computer hardware and software. This information can include browser type, and device orientation. This
information is used by FileShadow for the operation of the File Preservation and Searching Service in order to
properly render the contents of the website. We may also collect information from remote network attached storage
devices, which does not contain any IP address or port information, and is used by FileShadow for the operation
of the File Preservation and Searching Service for verification of proper operation.
Information we collect from third parties
When files are being added to the File Preservation and Searching Service, some of those files will be routed
to third party companies to provide a human readable description of the contents of the file. The description
is used to locate those files by searching the description text under explicit direction by an authenticated
Information About Children
The Websites are not intended for or targeted at children under 16, and we do not knowingly or intentionally
collect information about children under 16. If you believe that we have collected information about a child
under 16, please contact us at firstname.lastname@example.org, so that we may delete the information.
How We Use Information We Collect
our File Preservation and Searching Services are obligated through our agreements with them to comply with
We Never Sell Personal Information
We will never sell your Personal Information to any third party.
Use of Personal Information
- improve your browsing experience by personalizing the Websites and to improve the File Preservation
and Searching Service;
- as part of the authentication process when you enable two factor authentication;
- send information or FileShadow content to you which we think may be of interest to you by email,
or other means and send you marketing communications relating to our business;
We may, from time to time, contact you on behalf of external business partners about a particular offering that
may be of interest to you. In those cases, we do not transfer your Personal Information to the third party.
We use the information collected through our File Preservation and Searching Service by our customers for
the following purposes:
- to provide the File Preservation and Searching Service (which may include the detection, prevention and
resolution of security and technical issues);
- to respond to customer support requests; and
- otherwise to fulfill the obligations under the FileShadow Customer Terms of Service.
Legal basis for processing Personal Information (EEA visitors only)
Our legal basis for collecting and using the personal information described above will depend on the personal
information concerned and the specific context in which we collect it. However, we will normally collect
personal information from you only where we have your consent to do so, where we need the personal
information to perform a contract with you, or where the processing is in our legitimate interests and not
overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also
have a legal obligation to collect personal information from you.
If we ask you to provide personal information to comply with a legal requirement or to perform a contract with
you, we will make this clear at the relevant time and advise you whether the provision of your personal
information is mandatory or not (as well as of the possible consequences if you do not provide your personal
information). Similarly, if we collect and use your personal information in reliance on our legitimate interests
(or those of any third party), we will make clear to you at the relevant time what those legitimate interests are.
Use of Navigational Information
We use Navigational Information to operate and improve the Websites and the File Preservation and
Searching Service. We may also use Navigational Information alone or in combination with Personal
Information to provide you with personalized information about FileShadow.
Customer Testimonials and Comments
We post customer testimonials and comments on our Websites, which may contain Personal Information. We
obtain each customer's consent via email prior to posting the customer's name and testimonial.
Use of Credit Card Information
If you give us credit card information, we use it solely to check your financial qualifications and collect
payment from you. We use a third-party service provider to manage credit card processing. This service
provider is not permitted to store, retain, or use information you provide except for the sole purpose of credit
card processing on our behalf.
Security of your Personal Information
We use a variety of security technologies and procedures to help protect your Personal Information from
unauthorized access, use or disclosure. We secure the Personal Information you provide on computer servers
in a controlled, secure environment, protected from unauthorized access, use or disclosure. All Personal
Information is protected using appropriate physical, technical and organizational measures.
Our Website provide links to other websites. We do not control, and are not responsible for, the content or
practices of these other websites. Our provision of such links does not constitute our endorsement of these
other websites, which are subject to any privacy and other policies they may have.
Retention of Personal 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, then we will securely store your information and isolate it from any further use until deletion is
We retain Personal Information that you provide to us where we have an ongoing legitimate business need to
do so (for example, as long as is required to facilitate correct authentication, in order to contact you about the
File Preservation and Searching Service or our other services, or as needed to comply with our legal
obligations, resolve disputes and enforce our agreements).
When we have no ongoing legitimate business need to process your Personal Information, we securely delete
the information or anonymize it or, if this is not possible, then we will securely store your Personal Information
and isolate it from any further processing until deletion is possible. We will delete this information from the
servers at an earlier date if you so request, as described in “To Delete Your Account" below.
If you provide information to our customers as part of their use of the File Preservation and Searching Service,
our customers decide how long to retain the personal information they collect from you. If a customer
terminates its use of the File Preservation and Searching Service. After termination, we may, unless legally
prohibited, delete all customer information, including your Personal Information, from the File Preservation
and Searching Service.
How we Share Information we Collect
We employ other companies and people to provide services to users of the File Preservation and Searching
Service and may need to share your information with them to provide information, products or services to
you. Examples may include removing duplicate files, analyzing data or performing statistical analysis,
processing credit card payments, supplementing the information you provide us in order to provide you with
better service, and providing customer service or support. In all cases where we share your information with
such agents, we explicitly require the agent to acknowledge and adhere to our privacy and customer data
If we (or our assets) are acquired by another company, whether by merger, acquisition, bankruptcy or
otherwise, that company would receive all information gathered by FileShadow on the Website and the File
Preservation and Searching Service. In this event, 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 reserve the right to use or disclose your Personal Information if required by law or if we reasonably believe
that use or disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate
fraud, or comply with a law, court order, or legal process.
International Transfers within FileShadow’s Entities
To facilitate our global operations, we transfer information to the United States and allow access to that
information from countries in which the FileShadow affiliated entities have operations for the purposes
countries. We have taken appropriate safeguards to require that your Personal Information will remain
protected. When we share information about you within and among FileShadow’s affiliated entities, we make
use of standard contractual data protection clauses, which have been approved by the European
Commission, and we rely on the EU-U.S. and Swiss-U.S. Privacy Shield Framework to safeguard the transfer
of information we collect from the European Economic Area and Switzerland. Please see our Privacy Shield
notice below for more information.
International transfers to third parties
based in other countries that may not have equivalent privacy and data protection laws to the country in
which you reside. When we share information of customers in the European Economic Area or Switzerland,
we make use of the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks, European Commission-approved
standard contractual data protection clauses, binding corporate rules for transfers to data processors, or
other appropriate legal mechanisms to safeguard the transfer. Please see our Privacy Shield Notice below.
Privacy Shield Notice
FileShadow participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework and
the Swiss–U.S. Privacy Shield Framework. The following affiliated entities adhere to the Privacy Shield
principles: FileShadow Ireland Limited, FileShadow Germany GmbH, FileShadow Australia Pty Ltd,
FileShadow Asia Pte. Ltd., and FileShadow Japan KK. FileShadow is committed to subjecting all personal
data received from European Union (EU) member countries and Switzerland, in reliance on the Privacy Shield
Framework, to the Framework’s applicable Principles. To learn more about the Privacy Shield Framework, visit
the U.S. Department of Commerce’s Privacy Shield List at https://www.privacyshield.gov.
FileShadow is responsible for the processing of personal data it receives under the Privacy Shield Framework
and subsequently transfers to a third party acting as an agent on its behalf. FileShadow 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, personal data received or transferred pursuant to the Privacy Shield Framework, FileShadow is
subject to the regulatory enforcement powers of the U.S. Federal Trade Commission. In certain situations,
FileShadow may be required to disclose personal data in response to lawful requests by public authorities,
including to meet national security or law enforcement requirements.
You may direct any inquiries or complaints related to our Privacy Shield compliance to
email@example.com. If you have an unresolved privacy or data use concern that we have not addressed
satisfactorily, you may contact our U.S.-based third party dispute resolution provider (free of charge)
Under certain conditions, more fully described on the Privacy Shield website, you may be entitled to invoke
binding arbitration when other dispute resolution procedures have been exhausted.
Cookies and Similar Technologies
Navigational Information Collected by Our Customers
Our customers can use the tools we provide, as well as tools provided by third parties, to collect Navigational
Information when you visit their webpages on the File Preservation and Searching Service. FileShadow does
not control our customers' use of these tools, nor do we control the information they collect or how they use
How to Access & Control Your Personal Data
Reviewing, Correcting and Removing Your Personal Information
You have the following data protection rights:
- You can request access, correction, updates or deletion of your personal information.
- You can object to processing of your personal information, ask us to restrict processing of your personal
information or request portability of your personal information.
- If we have collected and process your personal information with your consent, then you can withdraw
your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we
conducted prior to your withdrawal, nor will it affect processing of your personal information conducted
in reliance on lawful processing grounds other than consent.
- You have the right to complain to a data protection authority about our collection and use of your
personal information. Contact details for data protection authorities in the EEA, Switzerland and
certain non-European countries (including the US and Canada) are available here.)
To exercise any of these rights, please contact us at firstname.lastname@example.org or by mail to FileShadow, Inc.,
25 First Street, 2nd Floor, Cambridge, MA 02141 USA, Attention: Privacy. We will respond to your request
to change, correct, or delete your information within a reasonable timeframe and notify you of the action we
Our Acceptable Use Policy, at http://legal.fileshadow.com/acceptable-use, applies to us and to our customers
and, among other things, prohibits use of the File Preservation and Searching Service to send unsolicited
commercial email in violation of applicable laws, and requires the inclusion in every email sent using the File
Preservation and Searching Service of an "opt-out" mechanism and other required information. We require all
of our customers to agree to adhere to the Acceptable Use Policy at all times, and any violations of the
Acceptable Use Policy by a customer can result in immediate suspension or termination of the File
Preservation and Searching Service.