Fluxicon BV Privacy Policy

Fluxicon is the maker of the process mining software Disco. We sell software licenses for Disco and we provide process mining trainings, education and community events around process mining.

This Privacy Policy has been compiled to help our clients and prospective clients understand how their data is collected, used, and stored in compliance with GDPR regulations to be introduced on 25 May 2018.

GDPR regulations ensure the fair, lawful and transparent, collection, accuracy and processing of individual’s data.

The data collected and processed by Fluxicon is for a specified and explicit purpose. It is not further processed in a manner that is incompatible with those purposes; we hold only the information required to run our business as well as associated accounting and logistical communications.

We never purchase or sell personal data and we are not using people’s data in ways they would find intrusive or which could cause them harm.

The data we collect is processed under legitimate interest or through the personally requested and agreed consent of each individual.

What personal information do we collect when and why?

Personal Information is information that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context.

1. When you visit our website

When you visit our website, we automatically collect certain information about your device, including information about your web browser, IP address, and time zone. This is standard information that is collected by any web server.

We do not use cookies for tracking purposes.

We do not allow third-party behavioral tracking.

2. When you contact us

When you contact us, either via a form on the website or directly per email, we keep track of the name, email address, phone number and other details that you provide to us. We use this information to answer questions, help you try Disco, and fulfill orders for our process mining software, trainings, or events.

3. When you register Disco

When you register Disco, you are asked to provide an email address. Your Disco license is attached to this email address and you can change the email address that you use in Disco anytime as explained in the user guide here. We also collect information like your IP address and some technical information like the operating system and your Disco version number for support purposes.

There is no password needed to use Disco.

4. When you use Disco

Disco is not a cloud-based but a desktop software (Java-based Windows or macOS application) that guarantees privacy due to the local analysis of your data. The data remains on the computer on which you are using Disco, which ensures that confidential data remains in your organization.

Furthermore, Disco can be used in complete offline environments, which is one of its advantages. Some of our customers (for example, some banks and insurance companies, and some government institutions) use Disco to analyze very sensitive data on computers that are completely disconnected from the internet and the rest of the network for security reasons.

4.1 Optional: Internet connection for convenience purposes

If there is a connection with our servers it is for convenience only. The advantages of using Disco with an internet connection are:

  • Updates are released regularly (sometimes once or several times per week) and automatically downloaded in the background. You will have to manually install updates if you use Disco in offline mode.
  • You can download a sandbox project that comes with Disco to play around with the functionality before you start working on your own data.
  • You can give direct feedback about problems, or ask questions, right from within Disco while you are working, using the feedback button.
  • If you have a problem with Disco and we fix it, then the change will be pushed automatically to you. We just let you know about it and you get the new version of Disco with the new update.

Note again that we never see any of the data that you are analyzing. The guaranteed privacy due to local analysis of your process mining data, which ensures that confidential data remains in your organization, is one of the big advantages of Disco.

4.2 Detailed information on the type of information transmitted

Disco connects to our servers at fluxicon.com over HTTPS / SSL-secured and -encrypted connections. As mentioned before, for every functionality provided by Disco connecting to Fluxicon servers, there exist working alternatives to install, register, license, and run Disco in a completely offline environment.

Connections to our servers are triggered for five purposes, i.e. on five distinct occasions. Details are given below.

4.2.1 Registration.

  • Frequency:
    • On the first startup of Disco, the user needs to register with their email address, enabling future automatic license update and in-app feedback.
    • When triggered manually by the user, i.e. when switching email addresses used from within Disco.
  • Information transmitted:
    • Email address of the user to be registered in Disco.
    • Host name of the machine Disco is executed on (i.e., the name of the computer on the network).
    • Indication, whether the user to be registered wishes to be subscribed to the Fluxicon mailing list (boolean flag).
    • Verification key, received via email from Fluxicon, to complete registration.

4.2.2 Checking for the availability of a license and, if present, downloading the license.

  • Frequency:
    • On every Disco application startup.
    • After that, every 24 hours after startup.
    • When triggered manually by the user, i.e. when clicking on the license badge in the toolbar.
  • Information transmitted:
    • Email address of the user registered in Disco (licenses are bound to email addresses).

4.2.3 Checking for the availability of Disco software updates and, if newer version available, downloading the latest available software update.

  • Frequency:
    • On every Disco application startup.
    • After that, every 5 minutes.
  • Information transmitted:
    • Current application version (e.g., “2.0.1”).

4.2.4 Submitting user feedback from within Disco.

  • Frequency:
    • When triggered manually by the user, i.e., when clicking on the feedback button in the Disco toolbar.
  • Information transmitted:
    • Email address of the user registered in Disco (so that Fluxicon is able to reply to feedback).
    • The feedback text entered by the user.
    • Optional: If the option ‘Include diagnostic information’ is selected by the user, then information which is useful for troubleshooting and debugging the application (exception stack traces, etc.) are included as well.

4.2.5 Checking whether Disco is online and can connect to Fluxicon servers.

  • Frequency:
    • On every Disco application startup.
    • When initial check fails, checked before every attempted license or software update.
    • When triggered manually, i.e. when the user changes the internet proxy information in Disco.
  • Information transmitted:
    • No information is transmitted. Disco downloads a small file from fluxicon.com and verifies its contents, to ensure that the internet connection to fluxicon.com servers works as expected.

4.3 Offline use

If you prefer to use Disco offline even though your computer is connected to the internet, you can manually choose to put Disco in offline mode at the bottom of the Control Center.

5. When you subscribe to a newsletter.

We send out periodic emails to people who want to hear from us via our Process Mining News and Process Mining Camp mailing lists. We have used the double-opt-in mechanism for all of our mailing lists from the beginning and you can unsubscribe anytime via a link in the footer of the email. We also use mailing lists to communicate with our academic and consulting partners.

We do not track which links you open in our newsletters.

We do track the open rates of the emails that are sent through these lists to help us improve the relevancy of the emails.

6. When you participate in an event or a training.

When you sign up as a participant at Process Mining Camp or at one of our Process Mining Trainings, we ask you to provide your name, email address, company name, and billing information. For camp, we also ask you to (optionally) provide your t-shirt size and type to order you a fitting camp t-shirt, and your food preferences to ensure that the catering can take any allergies or other food preferences that you may have into account.

The purchase of the tickets is handled by the Tito event management system. You can find their privacy policy here.

Sharing your information.

We do not share your Personal Information with outside parties.

This does not include website hosting partners and other parties who assist us in operating our website, conducting our business, or serving our users, so long as those parties agree to keep this information confidential and are GDPR compliant as well.

We may also release information when its release is appropriate to comply with the law, enforce our site policies, or protect our or others' rights, property or safety.

Removing your information.

To delete all of your information, send an email to support@fluxicon.com. Once we confirm your identity, we will immediately start the process of removing your data from our systems.

Protection of minors.

Fluxicon Offerings are not intended for minors. For that reason, Fluxicon does not knowingly collect or maintain Personal Information from persons under 16 years old, and no part of the Fluxicon Offerings are directed to persons under 16.

Security.

The security of your personal data is important to us. We maintain reasonable administrative, technical and physical safeguards to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction.

If you have found a vulnerability or would like to report a security incident, please send an email to info@fluxicon.com. If Fluxicon learns of a security breach, we will notify you in accordance with applicable law.

California Residents.

California law permits individuals who provide Fluxicon with Personal Information and who are California residents to request certain information regarding our disclosure of Personal Information to third parties for their direct marketing purposes. Fluxicon does not disclose Personal Information to third parties for their direct marketing purposes.

Changes and updates to this Privacy Policy.

We may occasionally update this Privacy Policy to better explain our practices. When we post modifications to this Privacy Policy, we will revise the “Last Revised” date at the bottom of this web page. The modified Privacy Policy will be effective immediately upon posting on the Website. If we make any material changes we will notify you by email or by means of a notice on this website prior to the change becoming effective and we will update the effective date accordingly.

How to contact us.

Please contact Fluxicon with any questions or comments about this Privacy Policy, your Personal Information, or your consent choices at support@fluxicon.com.

Last revised.

This Privacy Policy was last updated on 1 June, 2018.