Privacy Policy of VK WorkSpace Services
1. General Provisions
1.1. Subject matter of this Privacy Policy (hereinafter, the Privacy Policy) shall be relationships between VK Digital Technologies LLC (OGRN 5177746017158, Leningradsky Prospekt 39, bldg. 79, floor 17, Moscow, 125167, Russia), hereinafter, the Company, that grants an ordinary (non-exclusive) license for the Platform Services (hereinafter, the Services, and individually — the Service) at biz.mail.ru, and You, hereinafter, the User, in what refers to processing of information, including personal and other data, during use of VK WorkSpace Services by the User (hereinafter, the Information).
1.2. This Policy is an integral part of the VK Services Privacy Policy published at help.mail.ru/legal/terms/common/privacy. This Policy contains specific rules that describe terms of use of the information about Service Users, and shall prevail over the rules that govern a specific Service.
1.3. Should this Policy lack any provisions that determine (disclose) conditions of processing information of the Service Users in full scope, provisions of the VK Services Privacy Policy shall apply. A number of terms used herein have the meaning as defined in the VK Services Privacy Policy published at help.mail.ru/legal/terms/common/privacy, in particular, Account Data and Other Data.
1.4. Information processing relations, including, but not limited to, collection, use, storage, distribution and protection of information about Users of VK WorkSpace Services, shall be governed by this Policy, Terms of Use of VK WorkSpace Platform (hereinafter, the Platform), specific Service Agreements, and the existing laws of the Russian Federation. Before the User starts using the Services, the User shall review terms and conditions of this Policy, as well as terms and conditions of the agreements, provisions, and rules of the Services they use.
1.5. Every time the User signs up, accesses, and/or actually uses any of the Platform Services, the User agrees with the terms and conditions of this Policy, as well as conditions of the agreements, provisions, and rules of the Services they use, as published on web-pages (in sections) of the respective Services in revisions in effect at the time such Services were actually used.
All terms and definitions not specified herein are contained, respectively, in the Terms of Use and/or License Agreement granting the rights to use specific Services.
2. Data Processed by the Company when Providing Access to the Platform and Services
2.1. By accepting the terms and conditions hereof, as well as by using the Platform and/or any of the Platform Services, Users acknowledge and agree to processing of the following Information the Company gains access to when Users use the Platform depending on the functional need of either of its Services, including:
2.1.1. Account Data that mean:
(a) User data provided to create a user account during Platform signup. Users may sign up the Platform either by creating or signing in VK WorkMail Service, or by signing in through third-party resources. With the User's consent, during such signup the Company gains access to and may process the following data: first name, surname, gender, e-mail address, date of birth depending on the resource functionality and functional need of the Service.
(b) additional data the User provides upon the Company's request for the Company to fulfill its obligations to the User arising out of the respective Service agreement, for example: first name, last name, date of birth, mobile phone number, etc.;
The Account Data obtained by the Company in the scope that is required and sufficient to refer them to personal data in compliance with the laws of the Russian Federation shall be processed by the Company as personal data on conditions hereof.
2.1.2. Other data required for the specific Service, namely:
(a) data about hardware (devices), technology-based interaction with the Service (including host IP address, a type of the operating system, web-browser type, geolocation, ISP);
(b) information obtained automatically when accessing the Service using cookies;
(c) information created by users in the Service outside "Edit account" section (if applicable);
(d) information resulting from User's actions in the Service, in particular, information of adding the content (if applicable);
(d) information resulting from actions of other Users in the Service (if applicable);
(e) summary insights on how Internet services are used.
2.1.3. Features of the Services allow Platform Users to enter the following details of end Users of their Project: surname, first name; patronymic; date of birth; title; position (employee/manager); department; phone; mobile phone; personal email, location. The Platform User shall collect, specify, change, delete and carry out other operations with data of end Users of the Project on its own and shall be held liable to an end User for such actions being legal. The Company does not process such information of end Users, does not initiate or affect collection, change, or deletion of this information by the Platform User.
2.1.4. The detailed list of the processed User's Account Data and Other Data as applied to the specific Service is provided in the tables below.
| The Information Collected | Processing Purpose |
|---|---|
| VK WorkMail | |
| Account Data, namely 1) User Data provided by the User to create the account during Service signup as specified in point 2.1.1 hereof | To perform the Service agreement with the User. In particular, to confirm that the account is owned by the applicant, who submitted a request to restore account access; to manage and administer the service, etc. |
| Other Data, namely: 2) Information of the User activity while using the Service, such as, clicks and click-throughs in the Service interface; 3) Data that become available to the Company, when the User uses the Service (IP address, details of the User's web-browser (including interface language, screen size, information about cookies (enabled/disabled), etc.), cookies information, User Agent of the web-browser etc.), screen size and supported colors of the User's personal device, time zone, system language, information about the operating system, support of some technologies and protocols (Retina, WebSocket, HTTP2) by the User's device, some software (not) installed on the User's device. | In particular, in case of internal control, in order to improve and maintain the Service, to prevent and eliminate any errors that can arise when using the Service, when it's necessary to notify the User of any changes in the Service and to customize Service use. |
| VK WorkDisk | |
| Account Data, namely 1) User Data provided by the User to create the account during Service signup as specified in point 2.1.1 hereof | To perform the Service agreement with the User. In particular, to confirm that the account is owned by the applicant, who submitted a request to restore account access; to manage and administer the service, etc. |
| 2) Other User-related data, data that become available to the Company when a User interacts with the Service, including, but not limited to the following data: IP address, details of the User's web-browser (including interface language, screen size, information about cookies (enabled/disabled), etc.), cookies information, User Agent of the web-browser etc.), screen size and supported colors of the User's personal device, time zone, system language, information about the operating system, support of some technologies and protocols (Retina, WebSocket, HTTP2) by the User's device, some software (not) installed on the User's device. Information of the User activity while using the Service, such as clicks and click-throughs in the Service interface. | To perform the Service agreement with the User. In particular, in case of internal control, in order to improve and maintain the Service, to prevent and eliminate any errors that can arise when using the Service, when it's necessary to notify the User of any changes in the Service and to customize Service use. |
| VK Teams | |
| General information Collected across the Service Platform | |
| Account Data, namely 1) User Data provided by the User to create the account during Service signup as specified in point 2.1.1 hereof | To perform the Service agreement with the User. In particular, to confirm that the account is owned by the applicant, who submitted a request to restore account access; to manage and administer the service, etc. |
| VK Teams Web Version | |
| Other Data, namely: 2) The data that become available to the Company, when a User uses the Service, including IP address, details of the User web-browser (including interface language, screen size, User Agent of the web-browser, etc.), time zone, system language, information of the operating system, etc. 3) information about cookies. | To perform the Service agreement with the User. In particular, in case of internal control, in order to improve and maintain the Service, to prevent and eliminate any errors that can arise when using the Service, when it's necessary to notify the User of any changes in the Service and to customize Service use. |
| VK Teams Application for Android and iOS | |
| Other Data, namely: 4) Data that become available to the Company, when a User uses the Service, including the device type, device name, OpenUDID, IDFA, GAID, Apps Flyer UID, OS version, device model, the year the mobile device was released, time zone, preferred language, geo, Device ID ForVendor, Wi-Fi network name, MAC of the Wi-Fi access point, mobile operator name, mobile network code (MNC), OS name, a type of Internet connection, screen resolution, etc. | To perform the Service agreement with the User. In particular, in order to improve and maintain the Service, to prevent and eliminate any errors that can arise when using the Service and to customize Service use. |
| VK Teams desktop application for Windows, macOS, Ubuntu | |
| Other Data, namely: 5) Data that become available to the Company, when the User uses the Application, including IP and MAC address, CPU id, RAM, serial number of the device, OS version, information about the file system used, a list of audio / video devices (mic, cam, speakers), time zone, preferred language, screen resolution, etc. | To perform the Service agreement with the User. In particular, in order to improve and maintain the Service, to prevent and eliminate any errors that can arise when using the Service and to customize Service use. |
2.2. Depending on functionality and rules of specific Services, the User may place in the Services any other information (if applicable) in addition to that specified in point 2.1. hereof, unless it is contrary to requirements of the existing laws. The User agrees that such information can be available to other Users of the respective Service and/or other Internet users, depending on the existing Service functionality.
2.3. If features of the used Service support displaying the User information in their Account that can be viewed by other Users of this Service or by Internet users, then the User agrees to displaying information about them in their Account. The User agrees that the Information, including the Account and Other Data, as well as other information can be available to other Users of such Service and/or to Internet users depending on the existing Service functionality (that can be modified by the Company from time to time).
2.4. The Company doesn't verify the Account Data submitted by the User, and cannot judge, if they are true, and whether the User has sufficient legal capacity to provide the Account Data. Nevertheless, the Company takes as a premise that the User provides reliable and sufficient Account Data, and updates them in due time. When signing up to the respective Service or accessing it without signup, the User confirms that they reached the legal age of using the Service.
3. Conditions of Information Processing
3.1. The Company processes the User Information in accordance with the following principles:
3.1.1. legitimate purposes and methods of Information processing;
3.1.2. good faith of the Company;
3.1.3. purposes of Information processing correspond to the predefined purposes stated when collecting the Information, and to the Company’s authorities;
3.1.4. the scope and character of the processed Information, as well as methods of its processing shall comply with the Information processing purposes;
3.1.5. it is not allowed to consolidate databases that contain User Information and were created for inconsistent purposes.
3.2. Information Processing Purposes
The Company shall process the Account Data (including personal data) and Other Data of the Service Users to perform the Platform Service Agreements concluded with Users.
3.3. Collection of Information
The User's Account Data are collected, when the User signs up to the respective Service by filling in the registration form, and further when the User edits the Information submitted earlier, or amends the Account Data on their own initiative (if applicable) with the toolkit of the respective Service.
The Company collects Other Data on its own, when the User is using the Service. In some cases, collection of the User's Other Data begins from the time the User gets access to the Service (for example, when loading a webpage or launching the application) before the User signs up to the respective Service.
3.4. Information Processing and Transfer
User's Account and Other Data are not transferred to any third parties except for the cases expressly provided for by this Policy, other applicable rules, as well as applicable laws. In particular, the User's Account and Other Data may be transferred upon request of the state bodies (local governments) in the order provided for by the applicable laws.
To provide high-quality, multi-functional, easy-to-use Services designed to meet personal needs and interests of the Service Users, the Company develops, improves, optimizes the current functionality of the Services and implements new functionality (for information, communications, advertisement, education, entertainment and other goals), inter alia, engaging its affiliates and/or partners.
In consideration of the foregoing premises, and taking into account Company's compliance with the processing purposes as specified in point 3.2 hereof, the User agrees and instructs the Company to process, and to instruct its affiliates and partners to process information, including collection, recording, classification, accumulation, storage, specifying (update, modification), comparison, retrieval, use, lock, deletion and destruction of the User's Account and Other Data, to instruct affiliates and partners to use the above methods for processing the data in their disposal as required to achieve the above purposes, including automated processing results, inter alia, in the form of the integer and/or text values and identifiers, the User agrees that the Company may transfer the Account and Other Data to its affiliates and/or partners that fulfill such processing instructions, and that the Company may collect (obtain) the User's Account and Other Data from affiliates and/or partners and jointly process them, as well as data obtained from affiliates and partners as a result of the above instruction fulfilled.
In what refers to this point of the Policy, affiliates and partners mean entities and individuals that fulfill contractual obligations of the Company to the Users and/or entities and individuals that render their own Services to the Users and provide legal grounds for processing of User Data to perform agreements concluded with the Company.
To provide user support related to the Services, the Company is entitled to transfer the User's Account and Other Data to VK Limited Liability Company (OGRN: 1027739850962, location address: Leningradsky Avenue, house 39, bldg. 79, Moscow, 125167).
The Company instructs VK LLC to process the User's Account and Other Data in the scope listed herein, inter alia, to process them jointly with the User data VK LLC has at its disposal, in the scope listed in privacy policy(ies) of VK LLC Service(s) used by the User in order to improve quality of the services provided by the Company, namely: to meet the User's interests through displaying the information, which is relevant to User's interests, advertising targeting (displaying the information, which is relevant to User's interests), generating high-level statistics / analytics.
In some cases, certain Service features may be provided not by the Company, but by third parties that operate independently of the Company and do not act on behalf or under instructions of the Company. In this case, Users shall independently review the rules of providing the services and information protection / privacy policy of these third parties before they start using the Service features in question.
The Company is entitled to allow the User to transfer Account Data to third parties by means of dedicated technologies, provided the User has agreed to such transfer. The Company does not guarantee the User that the Account Data will be transferred in a complete and correct manner, and shall not be held liable for data safety during transfer.
It is not allowed to extract and use the User's Account and Other Data, inter alia, for commercial purpose without the Company's permission.
3.5. Information Storage
Users' Account and Other Data shall be stored in the territory of the Russian Federation, solely on digital media, and shall be processed with automated systems, except for the cases, when non-automated processing of the Account and Other Data is required in compliance with requirements of applicable laws.
Account and Other Data shall be stored until their processing purposes are achieved, unless otherwise is specified in the privacy policy of the respective service.
3.6. Information Retention
The Company shall store the Account and Other Data throughout the Service Agreement concluded between the User and the Company, and after such agreement is terminated – during the period that is necessary and established by the existing laws of the Russian Federation.
3.7. Termination of Information Processing
When achieving the Information processing purposes, the Company shall terminate processing of the Account and Other Data by one of the methods provided for by the Federal Law “About Personal Data”.
4. Rights and Obligations of the Users, whose Information is Processed
Users have the right:
4.1. to get free access to information about themselves by viewing the User's Account in the respective Service;
4.2. with the Service toolkit, to specify the desired confidentiality level (access conditions) for information about themselves considering functionality of the respective Service (if applicable);
4.3. to independently amend and correct information about themselves by editing details in the User's Account, provided such amendments and corrections contain up-to-date and reliable information;
4.4. to delete information about themselves by editing the information in the Account of the respective Service (if applicable); in some Services, the User deleting specific information from their Account can make it impossible for the User to access these Services.
4.5. to request from the Company rectification, lock or destruction of the User information, if such information is incomplete, outdated, unreliable, unduly obtained or is not required for the claimed processing purpose, and if the Service functionality does not allow the User to delete such information on their own;
4.6. based on the request, to receive from the Company the information related to the User information processing.
4.7. to opt out of personal data processing by submitting the proper request to the Company in the order provided for by section 7 hereof.
5. Information Protection Measures
5.1. The Company shall take technical, organizational and legal efforts aimed to protect User information against illegal or accidental access, destruction, modification, lock, copying, distribution, and other wrongful actions.
5.2. The Company implements technical security measures considering requirements of applicable laws, state-of-the-art technology, character of the information processed, and the risks related with information processing.
The information is mainly processed automatically, without being accessed by Company employees and/or contractors. If such access is provided to Company employees and/or contractors, it shall be restricted to the need-to-know access so that such persons could fulfill their job duties or contractual obligations with the Company; such persons are responsible to comply with security requirements when accessing the Information. To protect and keep data confidential, all employees / contractors shall observe the internal rules and procedures of information processing. These persons shall also observe technical and organizational security measures provided for by applicable laws and required to protect User information.
6. Company’s Limitation of Liability
6.1. The Company shall not be held liable for disclosure and distribution of the User information by other Service or Internet Users, if they have accessed this information in accordance with the settings of confidentiality level of the respective Service as chosen by the User, or if the User has violated security of their login and/or password and other credentials.
7. User Requests
7.1. Details of the data processed by the Company, including User's personal data related to the respective Service, shall be provided to the User or their representative upon request.
7.2. Requests shall be submitted in writing to the Company's location address or in another form provided for by the existing laws of the Russian Federation.
7.3. The User has the right to opt out of their personal data processing by submitting a written application to the Company's location address in accordance with requirements of the existing laws.
8. Amendments to the Privacy Policy
8.1. This Policy may be amended by the Company that notifies the User thereof by publishing a new revision of the amended policy at biz.mail.ru/docs/saas/legal/privacy-policy/index.html. Amendments to the Policy made by the Company shall come into effect since the time a new revision of such Policy is published on the Website. It is the User's responsibility to check whether this Policy has been amended. User's failure to check new revisions may not serve as a ground for the User's non-fulfillment of their obligations and non-compliance with the restrictions established by this Agreement and specific Service Agreements.
8.2. The User is entitled not to accept amendments hereto, which means User's refusal to use all and/or specific VK WorkSpace Services and all rights that were previously provided to the User.
8.3. This Policy shall be governed and interpreted in accordance with the laws of the Russian Federation. Issues beyond the scope of this Policy shall be settled in compliance with the laws of the Russian Federation.
Revision dated March 21, 2025