Privacy policy

Prolinks’ Privacy Policy

At Prolinks (www.prolinks.id), we are committed to protecting any personal data or information we collect from Users who access our site. This Privacy Policy outlines how we collect, use, disclose, store, process, and manage personal information.

By visiting or using our website (www.prolinks.id), subscribing to services, or entering into and signing an agreement with us, Users are considered to have read and agreed to the collection, use, disclosure, storage, processing, and handling of their personal information in accordance with this Privacy Policy.

Understanding Our Privacy Practices

This Privacy Policy, along with our Terms of Use, Cookie Policy, and any other referenced documents, is designed to help Users understand how we collect, use, disclose, and/or process the Personal Data provided to us. It aims to assist Users in making informed decisions before providing their Personal Data to us.

Information We Collect

We may collect personal details like your name, email address, phone number, and other information related to your use of our website and services, including the Prolinks Virtual Data Room (VDR).

Use of Information

We use your personal information to:

  • Provide and improve our Services
  • Communicate with you
  • Ensure security
  • Comply with legal obligations

We don’t sell or rent your personal information without your explicit consent.

Third-Party Links

Our website may contain links to third-party sites. We’re not responsible for their privacy practices. Review their privacy policies before providing your personal information.

Your Rights

Depending on your location, you may have rights under privacy laws. To exercise these rights, contact us at support@prolinks.id.

Changes to This Policy

We may update this policy. Any changes will be posted on this page.

Scope of this Privacy Policy

This policy applies to:

  • Visitors to the Prolinks website.
  • Users of Prolinks services, including our Virtual Data Room (VDR) platform and other digital solutions.

By accessing our website or using our services, you agree to the terms outlined in this Privacy Policy.

Website Privacy Policy

Prolinks collects personal information through our website when you submit it via email, forms, or features like "Contact Us" or "Chat with Sales." This can include your name, email address, phone number, and other details.

We use this information to:

  • Respond to your service inquiries
  • Address any concerns you raise
  • Monitor communication quality
  • Enhance and personalize our services

Providing this information is optional, but it helps us respond to your inquiries.

We collect this data to understand customer feedback and respond effectively. We retain it as long as you have a relationship with us and for a reasonable period afterward to analyze interactions.

Visitors to Our Website

Prolinks logs certain information about visitors, including:

  • IP address
  • Source website
  • Web browser type
  • Device type
  • Pages viewed

This information may be treated as Personal Information under local laws. You’re not required to provide it, and you may be able to restrict its collection by contacting us.

We use this information to:

  • Monitor website access and usage
  • Identify and fix technical issues

We rely on this data to understand website usage, improve functionality, and address technical problems. This data is retained for a reasonable period for analysis and problem-solving.

Marketing

If we have your permission, we may use your Personal Information collected through our website or other channels (e.g., contact info from Sales representatives, partners, or event registration forms) to:

  • Inform you about Prolinks services and products that may interest you
  • Gather feedback about your experience with our website and Services

We use this information to promote Prolinks' products and services effectively. Your Personal Information will be retained for a reasonable period to help us understand user engagement and evaluate our marketing efforts.

Cookies

Prolinks collects information about website users through "cookies." These are small data files sent by a web server to a web browser, allowing the server to uniquely identify the browser on each page.

For more details about how we use cookies, please refer to our Cookies section further down.

Service Privacy Policy

This section is for users of the Prolinks Service. It does not apply if you only visit our public website.

When you, your employer, or a third party uses our Service, we collect and use your Personal Information to provide it effectively. This includes:

  • Managing access to the Prolinks Virtual Data Room (VDR) and its features
  • Sharing your information with trusted partners and affiliates (e.g., database providers, data analytics providers, technical support)

We use this information to fulfill our contractual obligations in providing, managing, and administering the Service.

Setting Up the Service

A "Data Room" is a secure area in the Prolinks Service where authorized users can access, share, and manage information. Your employer, affiliate, or partner may add you to a Data Room, providing your name, company, email, and phone number.

When you register, Prolinks gives you a user ID (typically your email) and an account activation email. You can create and update a profile with your provided information. Use business-related contact info unless your home is also your workplace.

Your profile information will appear in the participant list for each authorized Data Room, visible to other participants. You may receive Service-related emails to the addresses listed in your profile.

Prolinks may create contact lists for authorized users in client-managed Data Rooms. Your information might be included in these for Service management.

We use your Personal Information to provide, manage, and facilitate the Service based on our legitimate business interest. Your information is retained as long as you have a Prolinks account.

Reports and Analytics

As part of the Prolinks Service, we track your access and activities, including:

  • Access to Data Rooms and documents, with timestamps and duration
  • User IP addresses
  • Websites from which users accessed the Service
  • Web browser types and settings

This "Usage Log Information" is combined with data from other users to provide an overview of how the Data Room is used. It is recorded and used internally at Prolinks and may be shared with Data Room managers, Service licensees, your employer, or the entity on whose behalf you access the Service.

We use this information to:

  • Understand how the Service is accessed and used
  • Identify and fix security issues

This data helps us analyze and improve Service functionality. We retain it for a reasonable period to support Service provision, meet contractual obligations, and enhance user experience.

Support

Prolinks may share Usage Log Information and details about your browser and computer settings with Data Room managers and owners to troubleshoot or prevent access issues. We also use this information, along with your contact details, to respond to support requests made via phone, email, or our "Chat with Us" function.

If necessary, we may disclose this information to trusted support providers who help Prolinks deliver effective support services.

This information is used to:

  • Address and resolve technical issues
  • Ensure seamless access and functionality of the Service

We rely on this information to provide efficient and reliable support. Prolinks retains this information for a reasonable period to analyze and resolve technical problems.

Data Room Managers and Owners

If your organization designates you as a Data Room manager or owner, Prolinks will use your Personal Information to:

  • Perform tasks like adding participants to the Data Room.
  • Interact with you to follow your organization’s instructions.

If your organization has an overdue balance and we can't reach the billing department, we may notify you about the potential suspension of the Data Room.

We use this information to fulfill our contractual obligations with your organization. Prolinks will retain your information as long as your organization maintains a relationship with us.

Marketing

If you're a Prolinks Service user and have given us permission, we may use your Personal Information to contact you about our services and products via email or phone.

We might also use your Usage Log Information to tailor these marketing messages based on your past usage.

You can opt out of marketing emails or calls at any time by clicking the opt-out link in any marketing email we send or by contacting us as detailed in the Managing Your Personal Information and Contact Preferences section.

Sale or Merger of Prolinks

If Prolinks is sold or merged with another company, your Personal Information may be transferred to the new company, a subsidiary, or an affiliate. They must comply with this Privacy Notice.

You can request the removal of your Personal Information from Prolinks' records at any time (see contact details below).

Legal Requirements

Prolinks may disclose your Personal Information in these circumstances:

  • In response to lawful requests from public authorities for national security or law enforcement
  • If necessary for a government or regulatory investigation, or to address a significant threat to a person's health or property
  • To defend against a legal claim

We will not delete Personal Information if it is relevant to an ongoing investigation or legal dispute. It will remain stored until those matters are fully resolved.

Additional Information Collected by Prolinks

Billing If you are designated as a billing contact, Prolinks will use your Personal Information to:

  • Process orders
  • Issue invoices
  • Manage payments (including refunds)

We use this information to fulfill our contract with your organization. Payment-related information will be retained for the duration of the contract and for ten years afterward.

Reviews and Feedback If you provide feedback or reviews, Prolinks will use your Personal Information and feedback to:

  • Understand customer insights
  • Respond to feedback
  • Improve our Services

We do this because we have a legitimate business interest in assessing and improving our Services. We will retain this information for a reasonable period to help us understand and evaluate user experiences.

Protecting the Security of Your Personal Information

Prolinks has a comprehensive information security program with administrative, technical, and physical safeguards to:

  • Ensure the security, confidentiality, and integrity of your Personal Information
  • Protect against potential threats or hazards
  • Prevent unauthorized access, destruction, modification, or misuse
  • Detect and respond to security incidents

Access to your Personal Information is restricted to authorized personnel who need it for legitimate business and customer service purposes, in line with this Privacy Notice.

Legal Disclosures

Prolinks may disclose your Personal Information:

  • In response to legal processes such as subpoenas, search warrants, court orders, or as required by law
  • If necessary for government or regulatory investigations, or to address significant threats to a person's health or property
Transfer of Information to Other Countries – Users in the European Economic Area (EEA)

Prolinks stores your Personal Information on cloud servers in the United States and uses U.S.-based suppliers. These transfers are governed by Standard Contractual Clauses (SCCs) approved by the European Commission.

Managing Your Personal Information and Contact Preferences

You can change or update your Personal Information by logging into your Prolinks account and accessing your profile. For changes to your name, company name, or email address, contact our Customer Support team.

You can request the removal of your Personal Information, but this may result in loss of access to the Service.

To opt out of non-support-related communications, follow the instructions in our communications or contact us directly.

Your Rights Regarding the Use of Your Personal Information

Residents of the European Economic Area (EEA) have specific rights regarding their Personal Information, such as:

  • Consent: Withdraw consent at any time for certain uses.
  • Access: Confirm processing of your data and request access.
  • Correction: Request corrections of incorrect information.
  • Deletion: Ask for deletion under certain conditions.
  • Restriction: Limit the use of your data.
  • Data Portability: Request transfer of your data in a readable format.
  • Objection: Object to data processing in certain cases.

These rights may be limited by ongoing contracts, legal obligations, or relevance to legal disputes. To exercise these rights, contact us using the provided details.

Cookie Usage

Our website uses cookies to distinguish you from other users and to collect information about your preferences. This helps us provide a better user experience and improve our site. By continuing to browse the site, you agree to our use of cookies.

Cookies are small files stored on your browser or computer’s hard drive, and they contain information transferred to your computer.

We use the following types of cookies:

  • Strictly Necessary Cookies: Essential for the operation of our website, such as enabling secure logins.
  • Analytical/Performance Cookies: Collect data on how you use our website to help us improve its functionality and user experience (e.g., through Google Analytics).
  • Functionality Cookies: Remember your choices and preferences to personalize your experience.
  • Targeting Cookies: Collect information about your browsing habits to make advertising more relevant to you and limit the number of times you see an ad.

Third Parties: Third parties, including advertisers or web traffic analytics services, may also place cookies on our website. We have no control over these. You can manage cookie settings through your browser to block or delete cookies, but this may limit certain functionalities on our site.

For more details on cookies, you can visit All About Cookies or Your Online Choices.

Notification of Changes to This Privacy Notice

We may update this Privacy Notice occasionally. We recommend checking this page periodically to stay informed about any changes.

Contacting Prolinks About This Privacy Notice

If you have any questions or concerns about this Privacy Notice or our data practices, please contact us at:

Email:support@prolinks.id

You also have the right to lodge a complaint with your local data protection authority.

References

In managing Personal Data, Prolinks adheres to the applicable laws and regulations, including but not limited to:

  1. Law of the Republic of Indonesia No. 27 of 2022 concerning Personal Data Protection
  2. General Data Protection Regulation (GDPR)