Security and Privacy at SimplifyEM
Ensuring your data is private and safe is our highest priority
Here is how we protect your privacy, your identity, and your data:
Security
SimplifyEm uses a combination of SSL, SSH, and physical hosting with a secure data center.
SSL
SimplifyEm uses a 256-bit SSL (Secure Sockets Layer) encryption, the same technology used by banks and financial institutions, to ensure that all communications between your browser and our Web site are secure. SSL is a security technology for establishing an encrypted link between a web server and a browser. This link ensures that all data passed between the web server and browsers remain private and integral.
SSH
SimplifyEm uses SSH (Secure Shell) to securely transmit data over TCP/IP networks from one computer to another. It utilizes strong encryption and authentication to ensure confidentiality, integrity, and authenticity of the transferred data. System administration, file transfer, and application connectivity are made secure with SSH.
Secure Data Storage
Your information is kept in a state-of-the-art data center. Physical access is strictly controlled, and we use the latest in threat prevention technologies including the very best in firewall, VPN, antivirus, Web filtering, and antispam technologies.
Enterprise Protection
Rest assured, your data is secure with thorough security audits and rigorous penetration testing.
Two Factor Authentication
Receive an email and text OTP (One-Time Password) to verify your login each time you access your account. If you’re using your personal device, you have the option to trust the browser for 30 days, simplifying future logins.
Secured Transactions
We are Payment Card Industry Data Security Standard (PCI DSS) compliant, ensuring that our systems meet the highest standards for payment card data security. This certification demonstrates our commitment to safeguarding sensitive information and protecting against data breaches.
User Access Roles
You can customize user access by restricting permissions for each module and defining specific actions they can perform, including blocking access to banking functions if necessary, ensuring that each user only has access to the functions and data relevant to their role.
Availability
With round-the-clock monitoring and alerts, we ensure a 99.9% server uptime, so you always have uninterrupted access to your properties and data.
Authorized Transactions
Multi-factor authentication (MFA) is required to verify owner and vendor transactions before they are processed. This adds an extra layer of security by ensuring that each transaction is authorized by the intended user.
Anonymity
SimplifyEm does NOT require you to share any personally identifiable information to set up your account. All you need to provide is an email address that you can use to login – so you can remain entirely anonymous.
Privacy
SimplifyEm does NOT sell or rent your personal information with third parties for marketing purposes.
IT Infrastructure
SimplifyEm uses Amazon Web Services (AWS) infrastructure. It is designed and managed in alignment with best security practices and a variety of IT security standards like:
* SOC 1/ISASE 3402, SOC 2, SOC 3
* FISMA, DIACAP, and FedRAMP
* PCI DSS Level 1
* ISO 9001, ISO 270001, ISO 27017, ISO 27018
* GDPR Compliance
* EU-US Privacy Shield
Privacy Policy for Communications Hub
SimplifyEM (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how our app, Communications Hub, handles your data, particularly Google user data accessed through the app. By using Communications Hub, you agree to the terms outlined in this Privacy Policy.
1. Data Access
Google User Data Access:
Our app requests access to certain Google user data to provide its core functionality. Specifically, we may access:
- Gmail messages to read and compose emails.
Scope Requested:
We currently request access to the following scope:
- https://mail.google.com/
This scope enables us to perform advanced email-related tasks necessary for the app’s functionality.
2. Data Usage
How We Use Google User Data:
Google user data is accessed solely to provide and improve the functionality of Communications Hub. This includes:
- Composing, sending, and saving draft emails through Gmail.
- Synchronizing emails with your account for operational purposes.
- Managing email communications efficiently.
We do not use your Google user data for advertising, sharing with third parties, or purposes unrelated to the app’s features.
Categories of Personal Data Collected
We may collect, or process on behalf of our customers, the following categories of personal data when you use or interact with our products and services:
- Contact Information:
- Name, email address, phone number, and other contact details.
- Account Information:
- Usernames, passwords, and account settings.
- Communication Data:
- Email content, attachments, metadata (e.g., timestamps, recipients), and any messages sent or received through our services.
- Usage Data:
- Information about how you use our application, including log files, IP addresses, device type, operating system, browser type, and activity timestamps.
- Customer-Specific Data:
- Any additional data processed on behalf of our customers, such as information stored in emails or user accounts, as required to provide our services.
- Support Information:
- Data provided when you contact us for customer support, including any details necessary to resolve your issue.
3. Data Retention and Deletion
Retention of Google User Data:
We retain data only for as long as it is necessary to provide our services. Emails and associated metadata are stored securely in our system for the duration of your usage of Communications Hub.
Deletion of Google User Data:
You may request the deletion of your data at any time. Upon request, we will:
- Permanently delete all stored emails and associated data from our servers.
- Revoke access to your Google account, ensuring no further data is accessed.
Please note that data deletion may limit or disable the app’s functionality.
4. Compliance with Minimum Scope Requirements
Our app uses the https://mail.google.com/ scope to enable IMAP and SMTP access, which is essential for its core functionality. Specifically, this scope allows the app to:
- Synchronize emails between the user’s email account and our application.
- Send emails using the user’s SMTP server.
- Access folders, manage labels, and handle email attachments via IMAP.
This scope is necessary to ensure seamless integration and functionality of the app with Gmail’s email services.
5. Data Security
We implement robust security measures to protect your data from unauthorized access, alteration, or disclosure. These include encryption protocols, secure servers, and regular audits.
6. Your Choices and Rights
You have full control over your data and may:
- Revoke our app’s access to your Google account at any time.
- Request a copy of your data stored on our servers.
- Request data deletion, as outlined above.
7. Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. Any updates will be posted on this page, and significant changes will be communicated to users via email or app notifications.
For any further questions, please feel free to drop an email to support@simplifyem.com.
