Privacy Policy

Wikifactory Ltd., with registered office at 2nd Floor, Windsor House, 40/41 Great Castle Street, London W1W 8LU, United Kingdom (“Wikifactory” or “we” or “us”), acts as Data Controller (the ‘Controller’) under the General Data Protection Regulation (EU) N. 2016/679, (‘GDPR’) and relevant national legal frameworks (together “Privacy Law”). This Privacy Policy applies to the collection, use, and processing of Users’ Personal Data (“Personal Data”) in connection with our CAD Rooms (the “Platform”), a collaborative environment for product data management and innovation.

In accordance with Articles 13-14 of GDPR, Wikifactory informs you of how we collect, process, use, and share your Personal Data that you provide us when using the CAD Rooms Platform.

Please read this Privacy Policy carefully before using the Platform.

1. What Personal Data Wikifactory Obtains from You as a Result of Your Use of the Platform

Wikifactory collects various types of Personal Data during your interactions with CAD Rooms, which includes:

1.1 Browsing Data:
When you use CAD Rooms but are not registered, Wikifactory collects browsing data, including browser type, IP address, screen size, and referral sites. Once registered, we also collect data related to the User’s actions, such as session duration, returning visits, page visits, and more. This data is anonymized where possible and used to provide services, improve functionality, and protect the Platform against security threats.

1.2 Personal Data Provided During Registration:
To create an account, Users may need to provide:

• Name and surname

• Email address

• Username and password

• Company Name and Job Title

Additional optional data may be provided, such as links to social media or personal websites.

1.3 User-Generated Content and Actions:
Depending on how you use CAD Rooms, Wikifactory may collect content you upload (e.g., CAD files, comments, posts), data regarding your interactions (e.g., following or starring items), and other metadata associated with your activities.

2. How Wikifactory Uses Your Personal Data and For What Purposes

CAD Rooms processes Personal Data to:

• Enable Platform registration and User participation.

• Send marketing communications where consent is provided.

• Improve Platform functionality and ensure security.

• Report on Platform performance anonymously to stakeholders.

3. Data Retention and Deletion Protocols

3.1 Data Retention Period:
Wikifactory retains User Personal Data only for as long as necessary to fulfill the purposes for which it was collected or to comply with applicable legal obligations. Personal Data associated with an inactive User account will be retained until the account is deleted by the User or upon request.

3.2 Data Deletion After Service Cancellation:
Upon User cancellation of their CAD Rooms subscription, Personal Data will be handled as follows:

• Access Period: Users will have seventy-two (72) hours from the effective date of cancellation to access and download their data. After this period, all files and data uploaded to CAD Rooms will be permanently deleted from active servers.

• Backup and Retention: Wikifactory maintains encrypted backups of all data hosted on CAD Rooms for a maximum of 90 days post-termination for compliance and recovery purposes. Backup data is not accessible to Users after service cancellation and will be automatically deleted at the end of the retention period.

• Anonymized Metadata: Anonymized metadata may be retained for statistical purposes or to comply with applicable legal obligations. This data will not be used to identify any individual User.

3.3 Extended Retention Requests:
Enterprise Users may request an extension for data retention, subject to approval. Requests must be submitted in writing before service termination. Extensions are granted solely at Wikifactory’s discretion, ensuring data security compliance.

4. Legal Basis for Processing Personal Data

Wikifactory processes Personal Data under various legal bases:

• Performance of Contract: Necessary for providing CAD Rooms services.

• Consent: For marketing communications and profiling, when consent is provided.

• Legitimate Interest: Protecting and improving the Platform, ensuring security, and meeting business needs.

5. Sharing Your Personal Data

Wikifactory may share Personal Data with:

• Affiliates and Controlled Entities: To fulfill contractual obligations or improve services.

• Third-Party Service Providers: Only those acting on behalf of Wikifactory, such as IT service providers or marketing advisors.

• Legal Authorities: When required to comply with laws or defend against legal claims.

6. Security of Personal Data

Wikifactory implements technical and organizational security measures to protect Personal Data from unauthorized access. Measures include SSL encryption, employee confidentiality agreements, and regular security audits. Despite these efforts, no system is entirely secure, and Wikifactory cannot guarantee absolute protection against all security breaches.

7. Users’ Rights Under GDPR

Users have the right to access, correct, delete, or restrict the processing of their Personal Data. Users may also withdraw consent for data processing at any time without affecting the lawfulness of processing prior to withdrawal. Any request regarding Personal Data can be made to privacy-cadrooms@wikifactory.com.

8. International Data Transfers

Where international transfers of User data occur, Wikifactory will implement GDPR-approved mechanisms (e.g., Standard Contractual Clauses or Binding Corporate Rules) to ensure compliance. For U.S. transfers, Wikifactory adheres to the EU-U.S. Data Privacy Framework or equivalent mechanisms, ensuring data protection standards are met across jurisdictions.

9. Accountability and Audits

Wikifactory will conduct regular compliance audits to ensure that all data handling practices meet this Privacy Policy and applicable data protection laws. Users may request copies of these compliance reports where applicable to verify that their data is being handled in compliance with privacy regulations.

10. Changes to the Privacy Policy

Wikifactory may update CAD Rooms' Privacy Policy from time to time. Any significant changes will be communicated to Users through Platform notifications or email.

Contact Us
For questions about this Privacy Policy or to exercise your rights, please contact us at privacy-cadrooms@wikifactory.com.