Last updated: February 27, 2018

1. General

The privacy and personal data protection of all Customers and Users of the products and services made available or provided, at any given moment, by PINGPOST are fundamental for its operation and organisation.

Our intention is to ensure that our Customers and Users, at any given moment, know and are familiar with the rules and principles related to the protection and processing of personal data; and every effort is therefore made to guarantee and assure the security of such data, in accordance with the standards and procedures set out in the applicable law, namely the Personal Data Protection Act.

PINGPOST follows the best technical and organisational practices to protect the personal data of its Customers and Users against loss, unintentional or unlawful deletion and wrongful alteration, as well as against breaches of integrity and unauthorised access or disclosure.

The purpose of this Privacy Policy is to enable Customers and Users to understand how PINGPOST collects, processes and, especially, protects the personal information submitted by all those who use our services or browse our website.

Therefore, please read this Privacy Policy, as well as the Terms and Conditions of each service provided by our company.

If you have any questions about the Privacy Policy, please contact us by email geral@pingpost.pt or by letter addressed to PINGPOST, at Rua Manuel António Rodrigues, nº 6-A Alto dos Barronhos, 2790-099 Carnaxide.

This Privacy Policy may, at any time, be subject to changes or revisions which will be duly posted and announced on our company’s website.

Privacy and Personal Data
Personal Data shall mean any information of any type, irrespective of the type of medium involved, including sound and image, relating to an identified or identifiable natural person; an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identification number or one or more factors specific to his physical, physiological, mental, economic, cultural or social identity. Personal data can be divided into the following categories:

Basic data: information on the Customers and Users which allows their identification (e.g. name, address, telephone number or email address, subscribed services, etc.);

Traffic data: information on the use of communications services (e.g., the telephone numbers of origin and destination of calls made, date/time of communication, duration of communication, etc.);

Location data: information on the geographic location of the mobile device at a particular time or while using the services.

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2. Liability for personal data collection and processing

Liability of the Company
PINGPOST shall be liable for personal data collection and processing.

Liability of Customers and Users
In order to assure protection of personal data of Customers and Users, the company shall restrict access to certain services and require a password or access code to reinforce the control and security mechanisms. Passwords and access codes, made available by the company to its Customers and Users, are personal and non-transferable; and said Customers and Users must ensure their confidentiality and not allow their use by a third party.

Data on the Internet is not fully protected against possible breaches, and Customers and Users shall be exclusively liable for supplying and using passwords, access codes, secret codes and all confidential information.

We advise our Customers and Users to adopt additional security measures, including keeping equipment (PCs, tablets or smartphones) and programmes properly updated and configured, using malware protection (e.g. anti-virus) and firewalls, and refraining from browsing websites with questionable reputation or for which they have not obtained the appropriate authenticity guarantees. Our Customers and Users must also be especially careful to physically protect their equipment and avoid placing access credentials on publicly accessible computers (e.g. Internet cafés, hotels, etc.).

Liability regarding data supplied to a third party
PINGPOST may, in the performance of its functions and within the scope of the services provided, subcontract a third party for the performance of such services, the fulfilment of the aforementioned purposes and the development and management of its computer systems.
The subcontractors employed by the company shall be required to take the appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, accidental loss, alteration, unauthorised disclosure or access and against any other form of unlawful processing.

In addition to this case, PINGPOST shall only supply the personal data of its Customers and Users to a third party where (i) by reason of a legal provision and only to the exact extent of its duties, or (ii) in cases permitted by law, if the Customer or User authorises such transmission and has been properly informed about the receivers of the personal data and the purposes for which the transmitted data is to be processed.

Liability regarding third party services and websites
The company’s websites, products or applications may contain links to third party websites, products and services which bear no relation to the company or are not covered by this Privacy Policy.

The collection or the processing of personal data requested by a third party shall be their sole responsibility; the company shall not be held liable, in any event, for the content, accuracy, or veracity and legitimacy of such websites or the misuse of the data collected or processed by its intermediary.

Our Customers and Users are hereby warned of this fact and of the need, before they use such websites, products or applications, to read and accept the personal data processing rules established by these third parties.

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3. Personal data processing for specific purposes

Purpose of personal data collection and processing
The company shall only conduct the processing of basic data under the terms set out in the applicable law.

After obtaining prior express consent from Customers or Users, which may be withdrawn at any time, the company shall process the basic data to the extent and for the duration necessary for the proper functioning of the room presence digital platform and/or to share with the user’s company.

Conditions for the collection of personal data
The personal data of Customers and Users shall only be collected with their consent. The collection of personal data shall be performed when the Customers or Users subscribe to a specific service or acquire a specific product, in writing, by telephone, or through the forms made available on the company’s website.

TThere is some personal data which is essential for the provision of services or the purchase of goods or products; in which case, the company shall inform the Customers and Users in advance. If such essential data are not provided or prove insufficient or incorrect, the company cannot provide the service, nor provide the goods or products, and the Customers and Users shall be held exclusively liable for the insufficiency or incorrectness of the data supplied.

All personal data collected by the company will be processed in accordance with the applicable legal standards in force at any given time and only for the purposes outlined by the company, when the Customers and Users have granted their consent, assuring that the data will always be processed in accordance with strict security rules that guarantee its protection and confidentiality.

Retention period of personal data
Personal data shall be kept for a period that is no longer than is strictly necessary to enable (i) the provision of the service or of the goods or products, (ii) the compliance with the legal obligations which the company has undertaken, (iii) the fulfilment of the purposes of the collection or processing and (iv) the exercise of Customers’ and Users’ rights and the compliance with the corresponding obligations.

After this period has elapsed, the personal data shall be deleted by the company.

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4. Customers’ and users’ rights to personal data

Access, correction and deletion of personal data
According to the applicable law, the Customer or User, as the owner of the personal data, is guaranteed the right to access his or her personal data and to correct and/or delete the same.

In any of these events, the Customer or User may get in touch with us by e-mail geral@pingpost.pt or by letter addressed to PINGPOST, at Rua Manuel António Rodrigues, nº 6-A Alto dos Barronhos, 2790-099 Carnaxide.

Authorisation or opposition
The company shall only proceed to process the Customers’ or Users’ personal data after they have authorised such processing.
The Customer or User also has the right to oppose the use, and require the deletion, of personal data provided for marketing purposes, for the sending of information, or included in lists or information services.

In any of these events, the Customer or User may get in touch with us by e-mail geral@pingpost.pt or by letter addressed to PINGPOST, at Rua Manuel António Rodrigues, nº 6-A Alto dos Barronhos, 2790-099 Carnaxide.

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5. Cookie data

Cookies are small text files stored in the Customer’s or User’s computer when they browse certain websites. In some cases, they are deleted after such access. Others are kept for subsequent visits. The use of cookies in accessing websites is a common practice, and the various browsers allow each Customer or User to refuse their use, as well as delete those that have already been created.

The website of PINGPOST, roompresence and some of its applications may use cookies to improve Customers’ or Users’ browsing (including the restricted-access Customer area), as well as to better understand their behaviour, tastes and interests (in general). For example, on certain websites the Customer or User can select a background or a city and such preferences will be remembered in subsequent visits. Thus, it is possible to improve the use and visualisation of websites, making it simpler and faster and providing a more interesting browsing experience.

Cookies used by the company adhere to the principles of anonymity and confidentiality and their only purpose is to identify the Customer or User; they shall not be used, under any circumstances, for the collection of personal data by the company nor for marketing purposes.

You can learn how to disable cookies in your browser and learn more details about how they are used by the company by clicking on below link. Please note that important features of the company’s website and applications will stop working when cookies are blocked.

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6. Security measures for personal data protection

The protection and safeguarding of the personal data of Customers and Users are essential to how the service is provided by our company.

Governance
The company has a Chief of Personal Data Protection Officer (CPDPO), who is responsible for the enforcement and compliance with applicable legal and regulatory standards regarding personal data processing, as well as the Committee of Governance, Risk and Security Compliance, which is responsible for, among other duties, the maintenance and development of the Information Security Policy, Standards and Procedures, the supervision of the Security Policy and security awareness through training and communication.

To this end, the company has defined and implemented a set of rules and standards applicable to all those who access personal data by legal or contractual means; the purpose of this set of rules and standards is to ensure its effective protection, and such people have committed not to supply such data, by any means, to a third party, nor use them for purposes other than those laid down by law or in the contract.

Procedural and technical security measures
The company has also put into force technical, physical, organisational and security measures, that are sufficient, necessary and appropriate to protect personal data against accidental or unlawful destruction, accidental loss, alteration, unauthorised disclosure or access and against any other form of unlawful processing; in particular, through the use of firewalls and intrusion detection systems, the use of restricted access – physical and logical –, logging and respective auditing and monitoring.

Whenever necessary to supply the personal data of its Customers and Users to third parties, the company shall be held liable for the personal data it has to supply and guarantees that (i) the sharing of personal information complies with the legal standards in force, (ii) the transmission is safely carried out, using, for instance, encryption protocols and (iii) said third parties are contractually obliged to comply with confidentiality and privacy obligations and ensure the safety of personal data which, to that effect, are supplied to them. These third parties cannot use such data for any other purpose, for their own or another third party’s benefit nor correlate them with other data available to them.

TUTORIALS

ENGLISH:



1. 1ST STEPS

The purpose of this tutorial is to help you setup and integrate an existing email service with our meeting rooms’ management software.​ The following steps are as-is in the room presence software and also in Office 365. We are building up on the presumption that, at certain point, you have a system with users and resources available to be synced with RP.

Last updated: February 16, 2018


2. MANUAL FOR THE EVERYDAY USER

Think back to WHEN you want to book a meeting, all the ups and downs that come with it: WHERE it all happens, if everyone else is available and how much TIME you spend from start to finish. We have all been there too. We can go on and describe the feelings that go with it, or we can make you the owner of YOUR time with room presence.​

Last updated: February 16, 2018


3. OUTLOOK - ADD-IN

room presence it’s a last generation software developed with the purpose of help you manage your meetings from any location at any time. Your calendar will automatically sync with all your devices.
The best room and meeting management software NOW AVAILABLE FOR OUTLOOK.

Last updated: March 15, 2018

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PORTUGUESE:



1. PRIMEIROS PASSOS

O objetivo deste tutorial é ajudá-lo a configurar o seu serviço de email​ com o nosso software de gestão de salas de reunião. Os passos que se seguem definem o caminho a seguir. Não há como fugir. Este processo foi desenhado para ​chegar ao fim com um conjunto de utilizadores e recursos prontos a serem utilizados com o RP.​

Última atualização: Fevereiro 16, 2018


2. MANUAL PARA O UTILIZADOR

Lembra-se daqueles MOMENTOS em que tem que marcar uma reunião? Todas as peripécias que advêm com o processo de colocar a reunião: o ONDE é que vai acontecer, se os convidados estão disponíveis e quanto TEMPO vai alocar desde o início ao fim? Já passamos todos por isso.​ Podemos ficar-nos a descrever os sentimentos que este processo despoleta ou, então, faremos com que se sinta o dono do SEU tempo com o room presence.

Última atualização: Fevereiro 16, 2018


3. OUTLOOK - ADD-IN

O room presence é um software de última geração desenvolvido com o objetivo de o ajudar a gerir as suas reuniões em qualquer lado e a qualquer hora. O seu calendário é sincronizado de forma automática com todos os seus dispositivos.
O melhor software de gestão de salas e reuniões AGORA DISPONÍVEL NO OUTLOOK

Última atualização: Março 15, 2018