Privacy Policy – OfficeBridge Global Platform

Effective Date: 25 June 2025

This Privacy Policy (“Policy”) outlines the data protection, confidentiality, and information governance principles adopted by OfficeBridge (“OfficeBridge”, “we”, “our”, or “us”) in connection with the collection, processing, retention, storage, disclosure, and protection of information acquired through the use of our websites, products, applications, systems, and managed cloud services (collectively, the “Services”).

We recognize the importance of privacy and the right of individuals and organizations to transparency and control over their information. This Policy establishes the framework under which OfficeBridge manages personal data and organizational data entrusted to us in a lawful, fair, and responsible manner consistent with the standards expected of global enterprise technology providers.

Summary of Key Points

• OfficeBridge collects and processes information strictly to provide and improve its cloud hosting, collaboration, and technology services.
• Data is managed under rigorous administrative, physical, and technical safeguards to protect confidentiality, integrity, and availability.
• Personal information is not sold, rented, or otherwise disclosed for unrelated commercial gain.
• Users and clients maintain rights to access, correct, delete, or restrict processing of their data subject to applicable service conditions.
• Information may be processed and stored in multiple data centers across regions, subject to equivalent privacy and security protections.
• Cookies, analytics tools, and automated technologies are used to enhance functionality and performance of the Services.
• Our personnel and partners are bound by confidentiality and data protection commitments aligned with this Policy.
• For inquiries or privacy-related concerns, please contact us at privacy@officebridge.io.

1. Introduction

OfficeBridge is committed to maintaining the trust of our customers, partners, and users by ensuring that their personal information and business data are handled responsibly. This Policy sets out how we collect, use, store, and safeguard the information that individuals and organizations share with us through their interactions with our products, websites, and customer support channels.

By using our Services, submitting information, or engaging with OfficeBridge in any digital or physical form, you acknowledge that you have reviewed this Policy and consent to the practices described herein.

2. Definitions

For the purposes of this Policy:

• Personal Information means any data relating to an identified or identifiable individual, including contact details, identification numbers, digital identifiers, or other data elements that can be reasonably linked to a natural person.
• Business Data refers to information and content generated or stored by a customer, client, or user through use of OfficeBridge Services, including configurations, databases, files, and logs.
• Processing denotes any operation performed on data, whether automated or manual, such as collection, recording, structuring, storage, adaptation, retrieval, use, or erasure.
• User means any individual authorized to access OfficeBridge Services, including employees, contractors, representatives, and customers.
• Administrator refers to an individual designated by the client to manage access, permissions, and configurations related to the Services.
• Cookies and Similar Technologies include small data files or scripts used to store information on user devices for analytics, functionality, or personalization.

3. Scope and Applicability

This Policy applies globally to all information collected by OfficeBridge, whether through our primary website, affiliated domains, mobile applications, client portals, or any other platform administered by or on behalf of OfficeBridge. It applies to both corporate and individual users, regardless of geographic location or data origin.

This Policy also extends to OfficeBridge employees, contractors, resellers, affiliates, and service providers engaged in handling data on our behalf. All such entities are bound by internal confidentiality and data protection obligations consistent with this Policy.

4. Categories of Information Collected

OfficeBridge collects information directly from users, automatically through digital interactions, and indirectly via trusted partners or affiliates. The categories of data collected include but are not limited to:

• Identification and contact details (e.g., name, email address, business title, phone number, company affiliation).
• Account credentials, including usernames and password hashes.
• Payment and billing data, where applicable, processed securely through authorized payment systems.
• Usage data such as session duration, login frequency, device identifiers, IP addresses, and browser configurations.
• Operational metadata generated through access logs, diagnostic reports, and audit trails.
• Communication content from support requests, chat interactions, or correspondence with OfficeBridge personnel.
• Information derived from surveys, feedback, or participation in OfficeBridge-sponsored programs.

5. Method of Data Collection

We acquire data through multiple lawful means, including but not limited to:

• Voluntary submission through registration forms, subscriptions, or contact channels.
• Automated system collection through cookies, log analytics, and monitoring tools.
• Integration with third-party platforms or APIs authorized by the client or user.
• Transactional exchanges such as service orders, billing, or contract execution.
• Publicly available information or professional directories where lawful to do so.

6. Purpose of Information Use

OfficeBridge processes data solely for legitimate business, operational, and technical purposes aligned with the Services, including:

• Delivering and maintaining secure access to hosted cloud environments and software applications.
• Authenticating users, managing accounts, and enabling authorized system access.
• Responding to inquiries, support tickets, and operational requests.
• Customizing user experience and optimizing system performance.
• Managing contractual relationships, billing, invoicing, and account renewals.
• Monitoring platform stability, preventing fraud, and ensuring cybersecurity compliance.
• Analyzing trends, usage behavior, and system efficiency to improve Services.
• Conducting marketing, promotional, or informational communications consistent with user preferences.
• Complying with internal governance and ethical standards.

7. Legal and Contractual Basis for Processing

OfficeBridge processes information on the basis of contractual necessity, legitimate business interests, user consent, or fulfillment of service-related obligations. We ensure that any collection or processing of personal data aligns with the stated purpose, and that such use remains proportionate and relevant to the nature of our Services.

8. Marketing and Communication Preferences

OfficeBridge may contact users to share product updates, feature announcements, and relevant industry communications. All marketing communications include clear options to unsubscribe or modify preferences at any time. We honor all opt-out requests promptly and ensure that transactional communications related to service functionality are not affected by marketing preferences.

9. Data Retention and Disposal

We retain data only as long as necessary to fulfill the purpose for which it was collected, to support operational or legal requirements, or to comply with security retention standards. Data no longer required is securely deleted, anonymized, or archived using industry-approved data destruction methods. Clients have the right to request deletion or export of data following service termination, subject to applicable retention obligations.

10. Information Security Measures

OfficeBridge implements a comprehensive information security management framework that incorporates administrative, physical, and technical controls to protect data from unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encrypted data transmission and storage protocols.
• Multi-factor authentication and identity management systems.
• Firewalls, intrusion detection, and continuous monitoring infrastructure.
• Access control based on least privilege and role-based authorizations.
• Routine security assessments, penetration tests, and risk evaluations.
• Employee awareness training and data handling policies.
• Incident response and breach notification procedures.

11. Cross-Border and International Transfers

OfficeBridge operates a distributed infrastructure with facilities and data centers across various geographic regions. Data may be stored or processed in multiple jurisdictions to ensure service reliability and performance optimization. Regardless of location, all transfers are governed by internal data protection standards ensuring equivalent security and confidentiality across all OfficeBridge operations.

12. Data Sharing and Third-Party Engagements

OfficeBridge does not sell or lease personal or business data. We may, however, share limited information with carefully vetted third parties solely for legitimate business functions, such as:

• Technology and hosting partners supporting infrastructure operations.
• Billing processors and financial institutions handling authorized transactions.
• Professional advisors (legal, accounting, or compliance) bound by confidentiality agreements.
• Subcontractors engaged in system maintenance, analytics, or customer support.
• Affiliates and subsidiaries operating under equivalent privacy safeguards.

All third-party engagements are governed by contractual agreements mandating adherence to security, confidentiality, and limited-use obligations consistent with this Policy.

13. Automated Data Processing and Analytics

We employ automated tools and analytics systems to improve performance, predict system usage, identify errors, and optimize user experiences. These automated processes operate under strict access control and oversight to prevent misuse or unintended profiling. The data analyzed is often aggregated or anonymized to preserve user confidentiality.

14. Cookies and Similar Technologies

OfficeBridge utilizes cookies and tracking technologies to facilitate seamless navigation, enhance functionality, and improve website analytics. Cookies may include session cookies (temporary) and persistent cookies (long-term) stored on user devices. Users can adjust their browser settings to control or disable cookies. However, disabling cookies may affect the functionality of some features within the Services.

15. Confidentiality and Employee Obligations

All OfficeBridge employees, contractors, and affiliates with access to data are required to execute confidentiality and non-disclosure agreements. They are trained to adhere strictly to data privacy standards, follow secure handling procedures, and maintain the trust placed in OfficeBridge by our clients and users.

16. Rights of Individuals

OfficeBridge respects the rights of individuals to access, correct, delete, or restrict processing of their personal data. Requests may be submitted to our privacy team at privacy@officebridge.io. We will evaluate each request in accordance with the principles of fairness, integrity, and legitimate business obligations.

Where applicable, users may also request a copy of their data in a structured, machine-readable format or object to processing for specific purposes, such as marketing or analytics.

17. Data Accuracy and Responsibility

It is the responsibility of each customer or user to ensure that information shared with OfficeBridge is accurate, complete, and current. We encourage periodic review of data stored within our systems and prompt updates where required. Inaccurate or outdated data may affect service performance or communication accuracy.

18. Children’s Information

OfficeBridge does not knowingly collect or process personal information from individuals under the age of sixteen (16). If we become aware that we have inadvertently received such data, we will take reasonable steps to delete it promptly. Parents or guardians who believe their child’s data may have been shared are encouraged to contact us at privacy@officebridge.io.

19. Business Continuity and Data Recovery

To ensure service reliability, OfficeBridge maintains backup and recovery protocols designed to protect against accidental loss, corruption, or unauthorized modification of data. These backups are encrypted, geographically redundant, and tested periodically for effectiveness. Backups are maintained for limited durations consistent with operational recovery objectives.

20. Policy Administration and Amendments

OfficeBridge reserves the right to modify or update this Policy at any time to reflect evolving technology, operational practices, or privacy expectations. Updates will be posted on our official website, and material changes may be communicated through appropriate channels. Users are encouraged to review this Policy periodically to remain informed of any changes.

21. Data Breach and Incident Management

OfficeBridge maintains formal incident management and escalation procedures to address potential data breaches. In the event of an incident, OfficeBridge will assess impact, mitigate risks, and communicate with affected clients or stakeholders where appropriate. Our response includes root cause analysis, containment, remediation, and improvement of control measures to prevent recurrence.

22. Corporate Governance and Oversight

Data privacy at OfficeBridge is overseen by designated data governance officers and compliance personnel responsible for enforcing internal standards, conducting audits, and ensuring accountability. Privacy reviews are incorporated into new product design, vendor selection, and infrastructure expansion processes.

23. Third-Party Links and Integrations

Our website or platform may include links or integrations to third-party websites, APIs, or services. OfficeBridge is not responsible for the content, security, or privacy practices of such external entities. We encourage users to review the privacy notices of any linked or integrated service before engaging with them.

24. Corporate Clients and Data Processors

Where OfficeBridge provides Services to corporate entities, those organizations act as the primary data owners. OfficeBridge functions as a trusted processor or co-controller for operational delivery of services. Clients remain responsible for securing appropriate consents and ensuring lawful usage of personal or business data uploaded to the platform.

25. Employee and Internal Data Handling

OfficeBridge applies equivalent privacy standards to the management of employee and internal stakeholder data. Information relating to personnel, contractors, and applicants is collected and processed solely for human resource administration, compliance, and operational purposes, under the same confidentiality principles.

26. Record Keeping and Audit

All data processing operations are logged and auditable. OfficeBridge retains detailed operational records to demonstrate compliance with its internal data governance framework. These records are periodically reviewed to verify adherence to this Policy and internal security mandates.

27. Global Data Governance Commitment

OfficeBridge recognizes the global nature of digital operations and commits to maintaining a consistent and unified standard of privacy protection across all countries and regions in which it operates. Regardless of geographic boundaries, every dataset entrusted to OfficeBridge receives equal consideration, diligence, and protection.

28. Accountability and Enforcement

Violations of this Policy by any employee, contractor, or partner may result in disciplinary action, termination of engagement, or legal proceedings as appropriate. Clients or users found violating system terms may have service access restricted or terminated to preserve security and integrity.

29. Contact Information

For questions, concerns, or requests relating to this Policy or OfficeBridge’s data handling practices, please contact our Data Protection and Privacy Office at:

Email: privacy@officebridge.io

OfficeBridge endeavors to respond to all legitimate privacy inquiries promptly and to resolve matters in a fair, transparent, and cooperative manner.

30. Effective Date and Revision Control

This Policy is effective as of the date indicated above and supersedes any prior privacy-related statements, notices, or commitments previously issued by OfficeBridge. Continued use of our Services following updates constitutes acknowledgment and acceptance of the revised terms.

© [Insert Year] OfficeBridge. All rights reserved.