Privacy Policy

Personal information we collect

We may collect personal information about individuals who interact with Code Ocean, such as users of our Site.

We may collect personal information:

• Directly from individuals
• From users of the Site
• From third parties, such as data repositories, reseller and referral partners, universities and Publishers
• From your organization and others with whom you have a relationship that provide or publish personal information related to you, such as from our customers when they arrange access to our Site for you
• Through the Site
• From third party vendors, data brokers or business partners

The types of personal information we collect include:

• Personal and Business Contact Information. We collect contract information, such as your name, email address, job title, and employer or institutional affiliation.
• Registration & Social Sign-On Information. We collect the username and password that you may select in connection with establishing an account on the Site. We may collect information from your social media accounts when you use your social media credentials to log in to the Site, such as your name and email address, in accordance with your social media account settings.
• User Content. We collect any User Content that you Post on the Site, such as Code that you Post on the Site.
• Payment Information. If you make a purchase on the Site, then our payment processor will process your payment information. We do not collect or store any payment information.
• Information from Third Parties. We may obtain information about you from third parties, such as data repositories, universities and Publishers, including your name and email address. We may combine that information with the information that we collect about you on the Site, including Usage Information.
• Customer Support. We collect information that you provide to us through your communications with our customer-support team.
• Cookies, Automatic Data Collection, and Related Technologies. The Site collects and stores information that is generated automatically as you use it, as further described below in the section titled “Cookies and Other Information Collected by Automated Means”.

Code Ocean’s cloud-based computational reproducibility platform provides researchers and developers an easy way to share, discover and run code within their lab, university, or organization, and that which is published in academic journals and conferences. When using the code uploaded to our platform, our users may upload data to be analyzed by the code (“User Datasets”). We do not control the content of User Datasets that any user may choose to upload. We do not process any User Datasets except at the direction of the user who uploaded that User Dataset. 

When you visit the Site, we, our business partners, and our third party service providers may receive and record information about the use of our websites by automated means, including via cookies, web beacons and other technologies (“Automated Information”). Cookies are small text files placed on your computer when you visit a website. A “web beacon,” also known as an Internet tag, pixel tag or clear GIF, is used to transmit information back to a web server. Please see our Cookies Policy for more information on cookies. We and our service providers and business partners may collect Automated Information about your online activities over time and across our own and third-party websites when you use our Site. In jurisdictions where Automated Information is considered Personal Information, or if we associate Automated Information with personal information, we will treat Automated Information as personal information in accordance with this Privacy Policy.

The information that may be collected by automated means may include:

• IP address, browser characteristics, device IDs and characteristics, operating system version, language preferences, referring URLs, and information about the usage of our Site.
• Details about the devices that are used to access our Site (such as the IP address, and type of operating system and web browser)
• Dates and times of visits to, and use of, our websites and mobile applications
• Information about how our websites and mobile applications are used (such as the content that is viewed on our websites and how users navigate on or between our webpages)
• URLs that refer visitors to our websites
• Search terms used to reach our websites or locate our mobile applications
• Our service providers may collect information about your online activities over time and across different online services if those online services also use the same service providers. For instance, we may use Google Analytics. To learn more about Google Analytics and how to opt out, please visit www.google.com/policies/privacy/partners/.

Web browsers may offer users of our websites the ability to disable receiving certain types of cookies; however, if cookies are disabled, some features or functionality of our websites may not function correctly. The “help” menu on most internet browsers contains information on how to disable cookies, or you can visit www.aboutcookies.org/how-to-control-cookies/.

‍How Code Ocean uses your information

We may use personal information for the following purposes:

• Internal and Site-Related Usage.  We may use and retain any information that we collect to provide, maintain and improve the Site and our products and services and to otherwise conduct our business (including to research and develop new products and services or in connection with the performance of a contract).  

• Communications.  We use your information to communicate with you, including to provide you with updates about Code Ocean and/or the Site and for operational purposes, such as account management, customer service, or system maintenance.  
• Enhancement of Communications and Strategies. We may use information to analyze and enhance our communications and strategies, including by identifying when emails sent to you have been received and read, and which links on our emails are clicked.
• Performance of a Contract. We may use information where the processing is necessary for the performance of the contract.
• Customization. We may use information to tailor the content we display in our communications and on the Site.
• Legal Reasons. We may use information to comply with legal or regulatory requirements, judicial process, and our company policies; and to protect against, identify, investigate, and respond to fraud, illegal activity (such as incidents of hacking or misuse of our websites and mobile applications), and claims and other liabilities, including by enforcing the terms and conditions that govern the services we provide.
• Recruiting. We may use information to facilitate our recruitment activities (such as processing employment applications, evaluating a job candidate for an employment activity, and monitoring recruitment statistics).
• To send you marketing and promotional communications.  We, or our partners, may send you Code Ocean-related marketing communications as permitted by law. You will have the ability to opt-out of our marketing and promotional communications as described in the Opt out of marketing section below.
• Aggregate Data.  We may de-identify and aggregate data collected through the Site, such that the information no longer identifies any specific individual. We may use, disclose, and otherwise process it for any lawful purpose, including historical and statistical analysis and business planning, without restriction.

We do not use User Datasets for our own purposes. We do not process User Datasets except at the direction of the user who uploaded that User Dataset.

How Code Ocean may disclose your information

Code Ocean may share personal information for the purposes described in this Privacy Policy. We may share personal information as follows:

• We Use Vendors and Service Providers.  We may share any information that we receive through the Site with vendors, service providers and partners retained in connection with the provision of the Site, including for the purposes of data analytics, customer service and support, technology support, email and web hosting, marketing and email communication.  We require our vendors and service providers by contract to only use or disclose the information they process on our behalf as necessary to perform certain services on our behalf or comply with legal requirements.

• Payments processor. We use a third party payments processor to process payments made to us. Currently, we use Stripe to process our payments. Stripe may use personal information it collects when processing our payments as directed by us and for certain additional purposes. The information that Stripe obtains in connection with processing our payments is subject to Stripe’s Privacy Policy.
• Our affiliates and subsidiaries.  We may share your information with any members of our business group, which includes our affiliates, subsidiaries and branch offices, to which it is reasonably necessary or desirable for us to disclose your information in order to carry out the above-mentioned information processing purposes.
• Your Organization. We may share your personal information with your organization and others with whom you have a relationship in order to fulfill or perform a contract or other legal obligation, including with our customer that arranges access to our Site for you and pays us in connection with your access.
• Social Networking Websites.  The Site may allow you to export and share information to social media websites.  We do not share your information with these sites unless you direct the Site to do so.  Their use of any information that you share with them will be governed by their privacy policies, and you may be able to modify your privacy settings on their website.
• User Content.  We will disclose your User Content to other Users when you facilitate such disclosures through the functionality available on the Site.  For example, we will disclose to other Users your Software Content and other User Content when you Publish. Your contact information (such as your name and institutional affiliation, if provided) will be displayed with your User Content that you disclose through the Site.
• Usage Information.  We may share de-identified Usage Information with third parties, such as Publishers, investors, universities and readers of publications that we may publish about Site usage.
• As Required By Law and Similar Disclosures.  We may access, preserve, and disclose your information to comply with legal and regulatory requirements, and protect against and prevent fraud, illegal activity (such as identifying and responding to incidents of hacking or misuse of our Site), and claims and other liabilities,.
• Merger, Sale, or Other Asset Transfers.  If we are involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of assets, or transition of service to another provider, unless prohibited by applicable, your information may be sold or transferred as part of such a transaction. If we engage in such a sale or transfer, we will – where required by applicable law – make reasonable efforts to direct the recipient to use your personal information in a manner that is consistent with this Privacy Policy. After such a sale or transfer, you may contact the recipient with any inquiries concerning the processing of your personal information.
• With Your Consent.  We may also disclose your information with your consent.

We do not rent, sell, or share personal information (as defined by California Civil Code § 1798.83) with other people or nonaffiliated companies for their direct marketing purposes, unless we have your permission, except to our agents, reseller partners, contractors who may use it on our behalf in connection with their relationship with use (for example, we may use third parties to help us with the marketing and sale of our services through our Site).

We do not disclose User Datasets for our own purposes. We do not process User Datasets except at the direction of the user who uploaded that User Dataset. 

We will retain your information only for as long as necessary to fulfill the purpose(s) for which the information was collected, depending on the purpose(s) for which the information was collected, the nature of the information, any contractual relationship that may governs the retention of the data, and our legal or regulatory obligations. We will then destroy your information or anonymize the information, in accordance with applicable law.

We maintain administrative, technical and physical safeguards designed to protect the personal information we maintain against accidental, unlawful or unauthorized destruction, loss, alteration, access, disclosure or use.  However, we cannot guarantee that the measures we maintain will ensure the security of the personal information.

Our Site is not intended for individuals under 18 years of age. We do not knowingly collect, maintain, or use personal information from children under 13 years of age, and no part of the Site is directed to children under the age of 13.  If you learn that your child has provided us with personal information without your consent, you may alert us at privacy@codeocean.com.  If we learn that we have collected any personal information from children under 13, then we will promptly take steps to delete such information.