FILEMAP PRIVACY POLICY
Last Updated: 01/23/2025
Filemap, Inc. (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the FileMap application (the “Software”) and related services. By using the Software, you agree to the collection and use of your information in accordance with this Privacy Policy. If you do not agree, please do not install or use the Software.
1. Scope & Applicability
1.1 Services Covered
This Privacy Policy applies to the FileMap desktop application and any related websites, APIs, or services we provide (collectively, the “Services”).
1.2 Users
This Policy applies to all users of the Software, including those who connect their Google Drive and/or OneDrive accounts to FileMap.
2. Information We Collect
We collect various types of information, including personal data (information that identifies you) and usage data (information about how you interact with our Software).
2.1 User Profile & Account Data
Email Address, Name & Profile Photo: When you sign in via Google or OneDrive (or other methods), we collect your email address, first and last name and profile photo (if available) to identify you within the Software.
2.2 File & Folder Data
Names, Hashes, Timestamps, Layout & Hierarchy: We store metadata (e.g., file names, folder names, hashes, file size and last update time) and hierarchical structure for the files and folders you grant us access to.
Preview Data (Derived Content): For visual collaboration, we generate and store derived previews (e.g., thumbnails, text extracts, image sequences from 3D models, or PDF previews). We do not store the original file content—only preview or derived data needed to display or sync the file in the Software.
File Creation, Modification & Temporary Storage: In order to provide core functionality, FileMap may:
Create, modify, or delete files in the folders you explicitly grant us access to.
Generate temporary or cache files in your device’s OS application data directory (or equivalent system folder), which may store previews, logs, or session data to improve performance and user experience.
These operations occur only as needed for normal application functions or at your direct request. We do not otherwise modify or delete files without user authorization, and you can remove FileMap’s access at any time through your operating system or third-party drive settings.
2.3 Workspace & Collaboration Data
We collect and store certain workspace and collaboration details to facilitate sharing and teamwork within FileMap, including:
Collaborators & Roles: Names, emails, and assigned roles for each person participating in a workspace.
Invitations & Status: Records of collaboration invitations (e.g., which emails were invited) and the status of those invites (accepted, rejected, or pending).
Workspace Layout & Item Data: Information about the visual layout, arrangement of items, and custom structures you create within the FileMap interface.
Chats, Sketches & Colors: Messages exchanged between collaborators, any sketches or drawings created on items, and chosen panel colors within a workspace.
This data helps us manage collaboration features, track who has access to specific files or workspaces, and ensure an accurate representation of your workspace’s structure.
2.4 Third-Party Drive Access
FileMap integrates with Google Drive and OneDrive to synchronize your files and folders, but only within the scope you grant. The specifics differ for each service:
2.4.1 Google Drive
A. Collaborator Account
FileMap-Owned Account: Instead of using your personal Google credentials, FileMap uses its own Google account (or service account).
User Sharing: You explicitly add this account as a collaborator on chosen files/folders, which grants FileMap permissions (read, write, modify, delete) to those shared items.
B. User-Initiated Actions
Your Requests: All modifications—such as creating, renaming, or deleting files/folders—are performed only when you instruct the Software to do so.
No Unprompted Changes: FileMap will not alter or delete any files unless you direct it through the app.
C. Scope of Access
Limited to Shared Items: FileMap’s collaborator account can only access the files/folders you specifically share with it.
No Additional Content: It does not view or modify anything outside of what you explicitly provide access to.
D. Revoking Access
Manage in Google Drive: You can remove or change FileMap’s collaborator permissions at any time within your Google Drive settings.
Immediate Effect: Once removed, FileMap immediately loses the ability to access or modify those files/folders.
E. Data Handling
Metadata & Previews: FileMap stores only metadata (file/folder names, hashes, timestamps, hierarchy) and derived previews (e.g., thumbnails) on our servers.
Original Content: The actual file content stays in Google Drive.
2.4.2 OneDrive
A. User-Based Permissions
Your Credentials: FileMap requests permission under your own OneDrive account (e.g., via OAuth).
Explicit Scopes: You grant the software specific abilities (read, write, modify, delete) over the files/folders you choose.
B. Limited to Shared Folders
Authorized Items Only: FileMap can only see or modify the folders/files you approve in OneDrive’s permission flow.
No Full Account Access: We do not gain system-wide privileges beyond what you explicitly grant.
C. Modification & Sync
User Commands: As with Google Drive, FileMap acts only on your instructions—uploading, renaming, deleting, or moving files.
Previews & Metadata: We store derived data (like thumbnails or metadata) rather than the full file content.
D. Revoking Access
Manage in Microsoft Account: You can revoke or adjust FileMap’s permissions at any time in your OneDrive settings.
Instant Removal: Once access is revoked, FileMap can no longer view or alter your OneDrive content.
2.5 Logs & Event Tracking
We track various events and logs for debugging, improvements, and usage analytics (collectively, “FM data”). These include (but are not limited to):
User Action Logs: e.g., sign in, sign out, send invitation, create workspace, etc.
System Logs: error logs, crash reports, CPU and memory usage, environment variables (if relevant for troubleshooting), and other diagnostic information.
Sync Engine Logs: events under sync engine category, such as drive upload/download failure/success, etc.
Renderer Logs: events under renderer, preview errors, reloads, etc..
Main Process Logs: events under main, such as main windows closing, resource stats, etc.
These logs may be sent to our servers (e.g., AWS) to help us monitor performance, diagnose technical issues, and understand feature usage.
2.6 Automatically Collected Usage Data
In addition to specific event tracking, we may automatically collect certain information when you run the Software, such as:
Technical Data: operating system version, application version, IP address, timestamps of usage.
Device & Performance Metrics: memory usage, CPU usage, or any relevant diagnostic data to ensure stability and performance.
2.7 Geolocation & IP Address
IP Address: We may collect your IP address when you use our Software. While we do not specifically track your precise geolocation, an IP address can sometimes reveal a general geographic area (e.g., city, region, or country).
Usage: We use IP addresses primarily for security, debugging, and analytics purposes—such as detecting unauthorized access, preventing fraudulent activity, or estimating the number of users in different regions.
2.8 Subscription & Payment Data
We collect limited subscription-related information—such as your chosen plan, renewal dates, and billing status—to manage your account. We do not store any credit card details on our servers; all payment credentials are handled by our third-party processor (Stripe).
3. How We Use Your Information
3.1 Providing & Improving the Software
We use your File & Folder Metadata to display a visual hierarchy, allow file preview generation, and maintain collaborative features (e.g., shared workspaces).
We use Event Logs and Usage Data for debugging, internal tracking, fixing errors, and enhancing user experience.
We also use collaborator and workspace information (e.g., emails, invite status, roles, custom layouts) to manage shared workspaces, track access levels, enable item-based communication, display user generated content on items and maintain the visual organization users create within FileMap.
We use your subscription plan details to enable or disable premium features and send billing reminders, renewal notices, or other subscription-related communications.
3.2 Integration with Third-Party Services
We use your Google Drive / OneDrive Credentials to sync files and folders that you explicitly permit FileMap to access.
We use the access you provide on Google Drive or OneDrive only to create, delete, modify, move, and change permissions for files and folders, strictly at your request through FileMap. This access allows us to sync and update your content as you work. You can revoke or adjust these permissions at any time in your Google or Microsoft account settings.
3.3 Analytics & Research
We analyze usage patterns (e.g., user events, logs) to improve functionalities, develop new features, and refine our overall product roadmap.
3.4 Communication
If needed, we may use your Email to send you updates, security alerts, or other important service-related communications.
3.5 Compliance & Legal Obligations
We may use or disclose your information to comply with applicable laws, regulations, or legal processes, or to respond to lawful requests from public authorities.
4. Sharing & Disclosure of Information
4.1 Service Providers
We may share your data with third-party vendors who perform services on our behalf, such as:
Cloud Hosting (AWS): for storing event logs, file preview data, and metadata.
Analytics Providers: to help us process and analyze usage data.
Retool: for building internal dashboards and tools that allow us to view, manage, or analyze user data to improve FileMap’s features and troubleshoot issues more efficiently.
Stripe: We use Stripe to process all payments. Stripe receives limited information from us—such as payment amount, your email address, and subscription plan—solely to complete transactions on our behalf. We do not receive, store, or process your card details; all credit card or payment credentials go directly through Stripe’s secure servers. By making payments through FileMap, you acknowledge and agree to Stripe’s Privacy Policy and terms.
These providers have access to your data only to perform tasks on our behalf and are obligated not to disclose or use it for any other purpose.
4.2 Google Drive & OneDrive
When you connect your account, FileMap integrates with these platforms. Your interactions are governed both by this Privacy Policy and by:
Google’s Privacy Policy (if using Google Drive).
Microsoft’s Privacy Policy (if using OneDrive).
4.3 Legal Requirements
We may disclose user data if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).
4.4 Business Transfers
In the event of a merger, acquisition, or asset sale, user information may be transferred as part of that transaction. We will notify you if your data becomes subject to a different privacy policy.
5. Data Retention
We retain your data as long as it is necessary to:
Provide the functionality of the Software (e.g., keep file previews available).
Comply with legal obligations.
Resolve disputes and enforce our agreements.
Once data is no longer needed for these purposes, we either delete it or anonymize it.
5.1 Deletion Requests
You may request that we delete certain personal data we hold about you. We will make reasonable efforts to remove such data from our active records. However, deletion may not be immediate and could take up to [28 days] to process. Some information may remain in our backups or archives for a limited period—or as required by law—before it is removed or overwritten.
6. Data Security
We employ various safeguards to help protect your data:
Encryption in Transit (TLS): All data transmitted between your device and our servers is secured using Transport Layer Security (TLS), which helps prevent interception during transfer.
Secure Storage Measures: We maintain firewalls, access controls, and monitoring systems to help prevent unauthorized access and protect your data on our servers.
Please note that no security method is entirely secure. However, we continuously review our protocols to maintain a secure environment for your information.
7. International Data Transfers (If Applicable)
If you use FileMap outside the United States, please note that your data may be transferred to and stored on servers in the United States (or other countries) where our service providers operate. By using the Software, you consent to such transfers in accordance with this Privacy Policy.
8. Children’s Privacy
FileMap is not intended for individuals under the age of 13 (or the minimum legal age in your jurisdiction). We do not knowingly collect personal data from children. If you learn that your child has provided us with personal data without your consent, please contact us so we can delete the information.
9. Your Rights & Choices
Depending on your jurisdiction, you may have the right to:
Access and Obtain a Copy of your personal data.
Rectify or Delete your personal data.
Withdraw Consent (if our processing is based on consent).
Object to or Restrict certain forms of data processing.
To exercise these rights, or if you have any questions, email us at [feedback@filemap.com]
10. Third-Party Links & Services
Our Software may link to or integrate with third-party websites or services (e.g., Google Drive, OneDrive). We do not control and are not responsible for the content or privacy practices of these third parties. We encourage you to review their privacy policies.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make significant changes, we will provide notice (e.g., via in-app notifications or on our website). The “Last Updated” date at the top indicates when this Policy was last revised. By continuing to use FileMap, you acknowledge acceptance of any changes.
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at:
Filemap, Inc.
Address: 122 Delaware Street, New Castle, New Castle, DE, 19720
Email: feedback@filemap.com
Website: https://filemap.com/
