Privacy Notice for Customer Feedback Survey

Modified Date: 12/05/2024

We value your feedback and are committed to safeguarding your data. This survey is conducted by Exostar LLC using SurveyMonkey Inc., integrated with HubSpot, Inc., to collect and analyze your feedback on our products and services.

1. What Data We Collect

In this survey, we may collect the following information:

  • Survey Responses: Feedback you provide in response to the survey questions.
  • Name and Email Address: Collected only if you choose to enter the prize draw (if applicable).
  • IP Addresses: Automatically collected by SurveyMonkey to track participation and prevent duplicate submissions.

Please note: This survey is not anonymous due to the automatic syncing of survey data, including IP addresses, with our HubSpot system.

2. How We Use Your Data

The data collected will be used for:

  • Improving Services: Analyzing feedback to enhance our offerings.
  • Prize Draw Administration: Managing the draw and notifying winners, if applicable.
  • Customer Insights: Syncing survey responses with your contact record in HubSpot to improve our understanding of customer needs.
  • Response Integrity: Using IP addresses to monitor survey participation and detect fraudulent submissions.

Aggregated and anonymized data may also be used for internal analysis and reporting.

3. Why the Survey Is Not Anonymous

Due to the integration with SurveyMonkey and HubSpot:

  • Data Association: Survey responses are linked to your contact record if your email is in our database.
  • New Records: If you are a new contact, your email (collected for the prize draw) will create a new record in HubSpot.
  • IP Address Logging: Ensures one response per individual and detects potential abuse.

4. Data Protection Measures

Your data is protected through:

  • SurveyMonkey: SOC 2-accredited data centers, AES-256 encryption for data at rest, and TLS encryption for data in transit.
  • HubSpot: Secure CRM integration compliant with GDPR and other applicable regulations.

Both platforms use access controls and follow best practices to ensure data security.

5. Your Rights

Under applicable data protection laws (e.g., GDPR), you have the right to:

  • Access: Request a copy of your data.
  • Rectification: Correct inaccuracies in your data.
  • Erasure: Request deletion of your data.
  • Restrict Processing: Limit how your data is used.
  • Object: Object to data processing for legitimate interests.
  • Data Portability: Receive your data in a transferable format.

To exercise your rights, contact us at customersuccess@exostar.com.

6. Data Retention

We retain personal data only as long as necessary for the purposes outlined above. Once data is no longer needed, it will be securely deleted or anonymized.

7. Data Sharing

Your data may be shared with:

  • SurveyMonkey: For survey collection and management.
  • HubSpot: For syncing responses with your contact record

We do not sell or share your data with third parties outside these platforms.

8. Prize Draw

If you opt to enter the prize draw:

  • Use of Data: Your name and email address will be used solely for administering the draw and notifying the winner.
  • Optional Participation: Entering the draw is not required to complete the survey.

9. Breach Notification

In the unlikely event of a security breach, we will promptly notify affected users and provide guidance on protective steps.

10. Contact Us

If you have any questions or concerns about this survey or how your data is handled, please contact us at:

  • Email: customersuccess@exostar.com

By completing this survey, you confirm that you have read and understood this Privacy Notice. If you choose to enter the prize draw, you consent to providing your name and email address for this purpose.