Showcase Workshop Privacy Policy

Updated May 21, 2018

This Policy applies to our public website (, to our subscription services (, and to our associated mobile applications (“Apps”), collectively referred to as The Services (“Services”). All are developed, maintained and owned by Showcase Software Limited, a New Zealand registered company, doing business as “Showcase Workshop”.

We are committed to protecting the personal data you entrust with us and following are the key facts about how we handle personal data processing within our Services.

If you do not agree with the data practices described in this Privacy Policy and the associated Terms of Use, you should not use our Services.

We will notify you by email of any material changes to this Privacy Policy and we encourage you to review this Privacy Policy periodically.

We are GDPR ready and compliant

GDPR is the REGULATION (EU) 2016/679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).

Data Protection Officer

Showcase Software Limited, Level 1, 19 Blair Street, Te Aro, Wellington 6011, New Zealand is a data controller and a processor of personal data provided in our Services.

Showcase Workshop has its headquarters in New Zealand and we have appointed an internal data protection officer (“DPO”) for you to contact if you have any questions or concerns about Showcase Workshop’s personal data policies or practices.

The DPO may change from time to time but will always be a suitably qualified senior member of our team who reports directly to the CEO. You can reach the appointed representative via email:

If you have any questions about this Policy or our treatment of the personal information you provide us, please write to us by email at or by mail to Showcase Software Limited, PO Box 1, Greytown, South Wairarapa 5712, New Zealand.

What do we do

We provide web and mobile applications for file management and file sharing. The main activity of Showcase Workshop is providing you with a web portal to upload, organise and distribute your sales, marketing and retail operations materials to your own sales team and customer service representatives.

In order to perform the Services we process data:

  • (as a data controller) the personal data of our customers (users of the Services acting as Administrators, Editors and Viewers - jointly referred to as (“You”);

  • (as a data processor) personal data of Your customers or potential customers on Your behalf.

How do we collect personal data

Your personal data

As a data controller, Showcase Workshop collects personal data (name, email) during the registration process and when You add or invite new users (Administrators, Editors or Viewers).

Showcase Workshop also collects the following personal data when You use our Services:

  • Showcase App from which activity occurs;
  • Device type, model, operating system, version, and language;
  • Browser type, and version
  • IP address;
  • Date, time and timezone of all events in the Apps.

Your customer data

We process Your customers’ personal data (name, email) on Your behalf using our Shared Content and Email Pitch features. You have collected and explicitly provided this data to the Services. All this data belongs to You, we store it on our servers to support the Services’ features and remove them whenever You instruct us to.

We also provide You with features that enable You to track when Your customers open Your emails and track when Your customers download files you shared with them.

What kind of data do we process

Your personal data

As a data processor, Showcase Workshop collects the following personal data when You use the Services:

  • Name;
  • Email address;
  • Billing information - which we do not store ourselves, we use Chargify for this purpose to ensure best security of Your billing information;

We also collect information about how You use our Services, such as which pages and files You visit, changes that You make in the Services, etc. You can see all the information we have collected about how You use the Services by logging in and visiting the Activity Log:

Your customer data

This category is the customer data (name, email) You give us access to in order for us to execute Sharing requests and then store and present to You reports in a user-friendly way.

Showcase Workshop also controls the following personal data about Your customers when they access Your content via our Services:

  • Browser type
  • Operating system
  • Screen size
  • Device language
  • Date, time and timezone of events

If anything is unclear or you have questions please contact our DPO at

Your personal data

We process Your data either on contractual grounds (processing is necessary for the fulfillment of a contract or in order to take steps at Your request prior to entering into a contract) or when You have given us explicit consent.

Your customer data

We process Your customer data as processor on your behalf pursuant to our Data Processing Agreement. The Data Processing Agreement also applies to the personal data of Employees, Contractors and Third Parties of Your company that You add to the Services were we are processing their personal data on your behalf.

What are the purposes of processing

Your personal data

  • Service performance and development - email, name, billing information, internet protocol (IP address), device type, device model, device operating system, device version, anonymous device ID, device language, browser type, browser version, date and time of activity inside the Services
  • Marketing - email addresses, name

Service performance and development purposes means all data processing relevant to providing You with the Services. This is information which we need for creating an account for You (name, e-mail address, billing information) but also to develop and maintain the Services. Showcase Workshop analyzes trends and tracks Your movements so we can adjust and further develop the Services to Your needs.

Marketing purposes means that we want to inform You about our new features, products and news and send You newsletters regarding this information via email. You can withdraw Your consent for processing Your data for marketing at any time. To do so just contact us at or unsubscribe from the link at the bottom of any of our marketing emails.

Your customer data

We process Your customer data on Your behalf so that you can use the Shared Content and Email Pitch features of our Services.

We provide You with features that enable You to profile the behaviour of Your customers - tracking opened emails, tracking downloaded files, tracking movement within your materials if you share your entire Showcase.

Tracking and Profiling

Your personal data

We use online tracking which means Showcase Workshop collects certain information automatically and stores it in log files and databases. The collected information includes internet protocol (IP), browser type, operating system and other usage information about the use of the Services, including a history of the pages You visit and files you share (“Collected Data”). Showcase Workshop analyzes trends, tracks Your movements, and gathers this information in order to make better decisions in terms of product development, so it better suits Your needs and also for assisting us in debugging issues You report to us via our support channels.

Although online tracking is an automated process in which we collect personal data (Your movements within the Services) Showcase Workshop does not make any predictions and draws no conclusion about an individual – You – on that account. We use online tracking only for Service development and to assist with any debugging issues you bring to us. We don’t create any profiles nor do we make any decisions concerning You that are made based on our online tracking. Showcase Workshop is not profiling You.

Showcase Workshop does provide Administrator Users and Editor Users at Your company with access to reports concerning the Collected Data. Your company determines the purposes and means of processing the personal data available in the reports. Alone, or jointly with others, Admin Users and Editor Users may use these reports to make predictions or draw conclusions about Your performance at work. You may be profiled by Your company or employer.

Your customer data

We use email read receipt tracking as a feature of the Services, as a part of providing the Shared Content and Email Pitch features of our Services. Your customers can be tracked while accessing content you send to them via Shared Content and Email Pitch. We collect their internet protocol (IP address), their browser type, operating system, screen size, device language and the date and time of their activity (“Customer Collected Data”). We use cookies to track Your customers interactions with Shared Content and Email Pitch online. Based on the Customer Collected Data, Showcase Workshop provides You with access to reports. You may make predictions or draw conclusions about Your customers. Your customers are being profiled on Your behalf.

If you are a customer please contact your data controller – this is the entity you interact with directly. If in doubt, contact the company representative listed at the bottom of your Email Pitch or Shared Content email.

In case of any doubts please contact our DPO:


Cookies are small text files sent by us to your computer or mobile device. They are an anonymous unique identifier for your account or your browser and is stored on Your computers hard drive.

Session cookies are required to use Showcase Workshop in order to uniquely identify Your browser and user preferences while logged in. We also use persistent cookies which last until you or your browser delete them or until they expire.

Cookies can be used to recognize you when you visit a Site or use our Services, remember your preferences, and give you a personalized experience that’s consistent with your settings. We use cookies to make your interactions with Showcase Workshop faster.

You can control and/or delete cookies as You wish using Your browser preferences. You can delete all cookies that are already on Your computer and You can set most browsers to prevent them from being placed. If You do this, however, You may have to manually adjust some preferences every time You visit Showcase Workshop and some services and functionalities may not work.

Consult your browser manufacturers help pages if you need help with cookie management in their products. Use the search term ‘Cookie’ for specific information related to your browser.

Who do we disclose Your data to

We do not disclose any personal data to Third Parties except for the Subprocessors listed below.

Where and to whom do we transfer Your data

In order to maintain and deliver the Services, Showcase Workshop engages other entities as Subprocessors.

Subprocessors are services we use for performing various operations in order to bring you the best features and assure the most secure service to you.

The list of sub-processors are:

  • Amazon Web Services, Inc.
  • Functional Software, Inc. (Sentry)
  • Groove Networks, LLC
  • Chargify, LLC
  • Filestack, Inc.
  • Google Inc (Analytics)

Your rights


You have a right to be informed about Your personal data processing, including source of its collection, purpose of its processing and how long it will be stored.

If You have any question regarding this Policy or Your personal data please contact our DPO at:


You have a right to access and change Your personal data provided during registration or creating an account. You can do this in the Users section of Showcase Workshop and in the Settings > Subscription section of Showcase Workshop for Your Billing Details.

Erasure (“right to be forgotten”)

In line with GDPR enforcement of the right to be forgotten, Showcase Workshop has provided procedures which will streamline this process.

You (as an Administrator) can decide whether You wish to permanently delete a whole account or single user accounts and all the personal data associated with them. If You decide to do so, the process will be irreversible.

Deletion of a user account can be performed by any of Your Administrators by using the “Remove User” function found in User Details on the Showcase Workshop web app.

Deletion of Your entire account can be performed by emailing our support team at:

Showcase Workshop reserves the right to refuse permanent deletion of an entire account for a legitimate reason, in particular but not limited to if current business affairs are not yet finished or if we do not believe that the person requesting account deletion has the necessary authority to do so alone.

Restriction on processing

You have a right to demand ceasing processing your data or restricting its processing with respect to exceptions set forth in art. 18 GDPR.

If You have any question regarding Your restriction rights please contact our DPO at:


If You need to export or import data to the Service in a way which is not available, please contact us at so we can help You with Your custom needs.

However, we have provided the ability to export portable data in a usable way from the Reporting and Users sections of Showcase Workshop.

You always can withdraw Your consent for processing Your data for marketing. To do so just contact us at or unsubscribe from the link at the bottom of any of our marketing emails.

Lodge a complaint

You have a right to lodge a complaint with the appropriate data protection authority if You have concerns about how Showcase Workshop processes Your personal data. For more information please contact our DPO at:

Cross-border NZ/US - EU transfer

Showcase Workshop is established in New Zealand and the United States. Information we collect from You and on Your behalf will be processed in New Zealand and the United States.

The European Commission has recognised both New Zealand and the United States as providing adequate protection.

Showcase Workshop endeavours to apply suitable safeguards to protect the privacy and security of Your and Your customers’ personal data and to use it only consistent with Your relationship with Showcase Workshop and the practices described in this Privacy Policy.

Data storage

Showcase Workshop stores Your and Your customers’ personal data on the servers of the cloud-based database management services Showcase Workshop engages, located in the United States. Showcase Workshop is hosted at AWS which announced compliance with GDPR. For more information on their servers and security, please see AWS security whitepaper (

If you need more information regarding data storage contact our DPO at:


We keep all Your data that You have provided to us for the duration of Your business relationship with us and we remove data:

  • at Your explicit request (either via clicking the ‘Remove User’ button next to a particular user or via an email request to
  • after You cancel Your account, at which point we remove Your data. This process takes up to 30 days to ensure all Your data is expunged from the system.

Most personal data is deleted once You demand it or our business relation is ceased, however we may keep Your name and email address longer until all possible business affairs are finished.

Your Collected Data, as detailed above in “Tracking and Profiling”, is automatically deleted after 3 years on a rolling basis.

Security of data

We are committed to ensuring the best security for You, which means choosing the best hosting providers and data storage solutions, including those having ISO 27001 and PCI Level 1 certifications. We ensure encryption of communication not only between You and our servers but also internally between parts of our Service.

Showcase Workshop restricts access to Your personal data to those employees who need to know that information to provide benefits or services to You. Our employees are aware of the importance of confidentiality and maintaining the privacy and security of Your information. We commit to taking appropriate disciplinary measures to enforce our employees’ privacy responsibilities.

Showcase Workshop discloses personal data we process if necessary for the requirement to disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.

Changes and updates to the Privacy Policy

As Showcase Workshop changes from time to time, this Privacy Policy is expected to change as well. We reserve the right to amend the Privacy Policy at any time, for any reason. We will inform You about that change by sending to You an email.

Contact & Questions

In case of any queries please contact Showcase Workshop’s DPO at