At Doodle, we’re serious about the security of the data on our servers and the protection of the privacy of our users. We employ several security professionals that work exclusively on technical and organizational security during operations and further development of the product. You can meet them on our team page. We continually take steps to protect your information against loss, misuse, unauthorized access, unauthorized disclosure, manipulation, or destruction.
As a basic principle, the Swiss Federal Data Protection Act (FADP) applies to the processing of your personal data. In certain circumstances, for example if you access our offers from a Member State of the European Union, the European Data Protection Regulation 2016/679 (GDPR) may also apply.
Your data at Doodle
When you use Doodle, you send pieces of data to Doodle; this can be a name, an e-mail address, or information relating to your appointment. Other data is generated implicitly by your use of Doodle, e.g. log data. We use this information for internal analytical purposes to improve the product for you. Furthermore we employ other companies to perform tasks on our behalf and may need to share this information with them to provide services to you. We do not sell your data to third parties.
Doodle records certain requests and transactions in log files. This log data is used for troubleshooting, statistics, analytics, quality assurance, and to monitor system security and can be analyzed to that end. Doodle can publish anonymous statistics under the condition that no personally identifiable information can be derived from such statistics.
Doodle also uses Google Analytics and Google Firebase Analytics (for iOS and Android apps) to compile usage statistics. These services are provided by Space Pencil, Inc. and by Google, Inc., respectively. Their privacy policies can be found at http://www.google.com/privacy and https://firebase.google.com/terms/analytics. Doodle anonymizes IP addresses before they are sent to Google Analytics.
Doodle also employs NET-Metrix and AGOF to certify its traffic statistics in Switzerland and Germany. Detailed information (in German) on how this certification works and what information is collected can be found here: NET-Metrix and AGOF. An appendix at the end of the German version of this policy also provides further information on how information is collected for web traffic that originates from Germany.
Most Internet browsers automatically accept cookies. You may however configure your browser at any time in such a manner that no cookies are saved on your computer or that an indication always appears when you receive a new cookie.
Doodle’s services may in principle be used without accepting cookies, although individual functions may thereby be limited.
You can choose to disable cookies but this may limit your ability to use Doodle’s service.
Doodle’s paid services (Premium Doodle) are ad-free.
Outdated and completed polls
You can delete outdated or completed (or, in fact, any) polls manually at any time using the admin link. When deleting a poll, that poll’s information will be deleted from the Doodle application databases but may be archived in some other form for internal analytical purposes to improve the product for you. Log data will not be deleted. Furthermore, outdated polls are automatically deleted from time to time, but no earlier than 30 days after the last date in the poll, or 30 days after the last access to a poll without dates. Polls created with premium accounts will not be deleted automatically as long as the subscription remains active. Should the subscription expire, the deletion rules mentioned above apply to all polls associated to the account after 30 days of expiry.
Doodle can delete user-accounts if they remain inactive (i.e. not accessed) for 1 year or longer.
Doodle implements several mechanisms to prevent unauthorized access to polls, accounts, or other data.
To access a poll, you use the unique link which Doodle provides and which contains a random access code. This link is an important element to prevent unauthorized access to a poll. You should send this link only to authorized people, i.e., the people you wish to participate in your poll.
User-accounts are protected by passwords. You should choose a secure password and ensure its confidentiality to prevent unauthorized access to your account.
Inviting from Doodle
As an option, you can contact and invite people to participate in a poll from Doodle. In this case, Doodle needs to know the e-mail addresses of the people to be contacted. You can enter these e-mail addresses in the corresponding form. Doodle stores these e-mail addresses in your user-account for your convenience; Doodle will be able to offer you the same contacts again next time you use the service. You can have Doodle delete all stored e-mail addresses any time using the corresponding function in your user-account.
General remark: Like all other personal information, Doodle will not share participants’ e-mail addresses with third parties. Doodle will not send any e-mail communication to participants’ e-mail addresses without a without a lawful ground.
As an alternative (or complement) to the Doodle contacts, you can use your existing Google contacts to gain access to the e-mail addresses of the people to be contacted. In this case, you authorize Doodle to access your Google contacts. Your Google contacts will still be stored at Google. Please note also: The process of accessing your Google contacts is set up (thanks to OAuth) to make sure that Doodle at no time has access to your Google password.
You can connect Doodle with your calendar to make the scheduling process even easier and more efficient. There are two types of calendars: online and offline.
Online calendars like Google calendar are constantly accessible via their respective interfaces. Doodle can store certain calendar data temporarily to improve performance (caching).
In either case, calendar data on Doodle can be deleted at any time.
Communication between you and Doodle
If you send Doodle a message, this message can be stored to process it, to compile statistical information, to improve our services and support, or to get in touch with you.
Location of data
The Doodle databases are located on cloud servers in Ireland and Frankfurt.
Transfer of Personal Data abroad
We are entitled to transfer your Personal Data abroad, including to third party companies (designated service providers) insofar as this is expedient for the Data Processing described in this Privacy Statement. The recipients will be obliged to protect Your Data to the same extent as ourselves. If the level of data protection in a particular country is lower than that applicable in Switzerland, we will ensure under contract that the level of protection for your Personal Data is equivalent to that applicable in Switzerland. We shall ensure this through one or more of the following measures:
- by concluding EU Model Clauses with the appointed service providers, cf. https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/model-contracts-transfer-personal-data-third-countries_de
- by ensuring that the appointed service providers are certified under the Swiss-US or EU-US Privacy Shield (where the data recipient is based in the USA or stores the data there), cf. https://www.privacyshield.gov/
- through the appointed service providers having in place Binding Corporate Rules (BCR) that are recognised by a European data protection authority, cf. https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/binding-corporate-rules_en
Sharing personal information
Doodle may share personal information with other companies or individuals only in the following limited circumstances: (i) Doodle has your consent; (ii) Doodle has good faith that there is a legal obligation to share the data; (iii) Doodle needs to access or share the data to protect the security of the service or of others users’ data; (iv) Doodle needs to access or share the data to protect Doodle’s rights and property or to enforce the Terms of Service.
We shall only retain Your Data for as long as is legally necessary or in accordance with the purpose for which they were Processed. If we carry out analyses, we shall store Your Data until the analysis has been concluded. If we store Your Data on the basis of a contractual relationship with you, these data will remain stored for at least the duration of the contractual relationship and at most for the duration of the limitation periods within which any claims may be brought by or against us, or for the duration of statutory or contractual duties of retention.
We shall only process your Personal Data in accordance with principles of data protection and if there is a legal basis to do so. If in furtherance of the establishment or implementation of our contract, it shall serve as the legal basis. Otherwise, we have an interest in continuously improving our Offers, adjusting our Offers in line with your needs and showing you advertising that may be of interest to you. This is necessary in order to develop our Offers further, as well as to be able to finance and guarantee the security of our Offers. We act on the presumption that our interests are predominant. If you have consented to data Processing, this consent will apply.
Right of erasure
In accordance with applicable European legislation you can delete your account and the events you own from the system in the account section of Sites. It is however possible that another user invites, or informs, you about an event again in the future. If you don’t want this either we can block your email address.
You have the right to exercise Your Data protection rights at any time and to request information as to whether and which Personal Data relating to you has been processed by us. You may also arrange for your Personal Data to be corrected, blocked or cancelled at any time in writing, enclosing appropriate proof of your identity, by contacting the following address:
We reserve the right to exchange correspondence with you in this regard.
Please note that we may be required to retain your Personal Data in part even after a request for blocking or cancellation under the terms of our statutory or contractual retention requirements (such as for accounting purposes) and in such an eventuality will only block your Personal Data insofar as necessary for this purpose. In addition, the cancellation of your Personal Data may have the effect that you are no longer able to acquire or use the services registered by you. Under certain circumstances, you have the right to require us to provide you or a third party specified by you with your personal data in a commonly used format.
You may object at any time by email to the processing of Your Data for marketing and advertising purposes.
In addition, you have the right to make a complaint concerning the data processing in question with the competent supervisory authority. You can do this with the supervisory authority at your place of residence, at your place of work or at the place of the alleged data breach.
If you have questions regarding data protection, need information or want your data to be deleted please contact our data protection office via email: firstname.lastname@example.org
The contact details for our Data Protection Officer are as follows:
Data Protection Officer
Werdstrasse 21, 8004 Zürich