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Privacy policy

Effective Starting Date: January 25, 2018

Introduction

This Privacy Policy was developed by Controlant ehf. and its related entities (“Controlant”, “we”, “us” or “our”) and applies to visitors and registered users of our Websites, our cloud software products, our services (collectively “Controlant Services”). This Policy describes the information we collect, how it is collected, for what purposes it is collected, how we share it, how we handle the content you place in our products and services, and the steps we take to secure this information.

By using or registering for any of the Controlant Services you consent to the collection, transfer, processing, storage, disclosure and other uses described in this Privacy Policy.

Scope of Privacy Policy

This Privacy Policy applies to the information that we obtain through your use of or interaction with Controlant Services, but does not apply to Controlant products or services for which a separate privacy policy is provided.

Definitions

Content: any information or data that you upload, submit, post, create, transmit, store or display in a Controlant Service.

Hardware Products: Controlant hardware products that are used to collect and transmit data to the Controlant SaaS Products.

Information: all of the different forms of data, content, and information collected by us as described in this Privacy Policy.

Personal Information: information that may be used to readily identify or contact you as an individual person, such as: name, address, email address, or phone number. Personal Information does not include information that has been anonymized such that it does not allow for the ready identification of specific individuals.

SaaS Products: Controlant’s “Cloud” hosted solutions. For the avoidance of doubt, if a Controlant hosted solution displays a link to a different privacy policy, then that other privacy policy shall apply.

Controlant Websites: Controlant websites, including but not limited to Controlant.com, Controlant.io, and any related websites.

Changes to our Privacy Policy

We may change this Privacy Policy from time to time. If we make any changes, we will notify you by revising the “Effective Starting” date at the top of this Privacy Policy and, in some cases, where appropriate we may provide you with additional notice (such as adding a statement to the login screen or sending you an email notification). We encourage you to review our Privacy Policy whenever you use Controlant Services to stay informed about our information practices and the ways you can help protect your privacy. Your continued use of the Service after any changes to this Privacy Policy will constitute your acceptance of such modification. If you disagree with any changes to this Privacy Policy, you will need to stop using Controlant and deactivate your account(s).

Information you provide to us

We collect the following information:

Account and Profile Information: We collect information about you and your company as you register for an account, create or modify your profile, make purchases through, use, access, or interact with Controlant Services. Information we collect includes but is not limited to your name, company name, company address, email address, phone number, and job title. You may provide this information directly when you enter it in Controlant Services, or in some cases another user (such as a system administrator) creating an account on your behalf may provide it (most commonly when your company requests that you use our products). If you are providing information (including Personal Information) about someone else, you confirm that you have the authority to act for them and to consent to the collection and use of their Personal Information as described in this Privacy Policy.

Content: We collect and store Content that you create, input, submit, post, upload, transmit, store or display in the process of using our SaaS Products or Websites. Such Content includes any Personal Information or other sensitive information that you choose to include (“passively-collected Personal Information”).

Other submissions: We collect other data that you submit to our Websites or as you participate in any interactive features of the Controlant Services, participate in a survey, contest, promotion, activity or event, apply for a job, request customer support, communicate with us via third party social media sites or otherwise communicate with us. For example, information regarding a problem you are experiencing with a Controlant product could be submitted to our Support Services or posted in our public forums. Any information, including Personal Information, that you submit to our Websites could be visible to the public unless submitted to a secure area in the Website.

Information we collect from your use of Controlant Services

Web Logs: As is true with most websites and services delivered over the Internet, we gather certain information and store it in log files when you interact with our Websites and SaaS Products. This information includes internet protocol (IP) addresses as well as browser type, internet service provider, URLs of referring/exit pages, operating system, date/time stamp, information you search for, locale and language preferences, identification numbers associated with your Devices, your mobile carrier, and system configuration information. In the case of our SaaS Product, the URLs you accessed (and therefore included in our log files) include usernames as well as elements of Content as necessary for the SaaS Product to perform the requested operations. Occasionally, we connect Personal Information to information gathered in our log files as necessary to improve Controlant Services for individual customers.

Analytics Information from our Website: We collect analytics information when you use our Website to help us improve our products and services. Analytics information we collect includes elements of Content related to the function the user is performing. As such, the analytics information we collect may include Personal Information or sensitive business information that the user has included in Content that the user chose to upload, submit, post, create, transmit, store or display in a Controlant Service.

As of the date this policy went into effect, we use Google Analytics as our primary analytics providers. To learn more about the privacy policy of Google Analytics, refer to Google’s Policies and Principles.

Analytics Information Derived from Content. Analytics information also consists of data we collect as a result of running queries against Content across our user base for the purposes of generating Usage Data. “Usage Data” is aggregated data about a group or category of services, features or users that does not contain Personal Information.

Though we may happen upon sensitive or Personal Information as we compile Usage Data from Content across user instances, this is a byproduct of our efforts to understand broader patterns and trends. It is not a concerted effort by us to examine the Content of any particular customer.

Analytics Information from SaaS Products: We collect analytics information when you use our SaaS Products to help us improve our products and services. As with Website information we collect, the analytics information we collect includes elements of Content related to the function the user is performing to help us improve our products and services. This analytics information consists of the feature and function of the Controlant Service being used, the domain name, the username and IP address of the individual who is using the feature or function (which will include Personal Information if the Personal Information was incorporated into the username), the sizes and original filenames of attachments, and additional information required to detail the operation of the function and which parts of the Controlant Services are being affected.

Cookies and Other Tracking Technologies: We use various technologies to collect information, including cookies that we save to your computer or mobile device. Cookies are small data files stored on your hard drive or in device memory. We use cookies to improve and customize Controlant Services and your experience; to allow you to access and use the Websites or SaaS Products without re-entering your username or password; and to count visits and understand which areas and features of the Websites and SaaS Products are most popular. You can instruct your browser, by changing its options, to stop accepting cookies or to prompt you before accepting a cookie from websites you visit. If you do not accept cookies, however, you may not be able to use all aspects of our Websites or SaaS Products. We also collect information using web beacons (also known as “tracking pixels”). Web beacons are electronic images that may be used in our Websites or SaaS Products or in emails that help us to deliver cookies, count visits, understand usage and campaign effectiveness and determine whether an email has been opened and acted upon.

How we use Information we collect

General Uses. We use the information we collect about you (including Personal Information to the extent applicable) for a variety of purposes, including to:

  • Provide, operate, maintain, improve, and promote Controlant Services;
  • Enable you to access and use Controlant Services;
  • Process and complete transactions, and send you related information, including purchase confirmations and invoices;
  • Communicate with you, including responding to your comments, questions, and requests; providing customer service and support; providing you with information about services, features, surveys, newsletters, offers, promotions, contests and events; providing other news or information about us and our select partners; and sending you technical notices, updates, security alerts, and support and administrative messages. Generally, you have the ability to opt out of receiving any promotional communications as described below under “Your Choices”;
  • Process and deliver promotions and rewards;
  • Monitor and analyze trends, usage, and activities in connection with Controlant Services and for marketing or advertising purposes;
  • Investigate and prevent fraudulent transactions, unauthorized access to Controlant Services, and other illegal activities;
  • Personalize Controlant Services, including by providing content, features, or advertisements that match your interests and preferences;
  • Enable you to communicate, collaborate, and share Content with users you designate; and
  • For other purposes about which we notify you.
  • Notwithstanding the foregoing, we will not use Personal Information appearing in our Analytics Logs or Web Logs for any purpose.

Compiling aggregate analytics information: We make extensive use of analytics information to understand how our products are being configured and used, how they can be improved for the benefit of all of our users, and to develop new products and services. As such we generate Usage Data (as defined above) from the web logs and analytics logs described above, including the Content elements captured in such logs, as well as from the Content stored in the Websites and SaaS Products.

Information sharing and disclosure

We will not share or disclose any of your Personal Information or Content with third parties except as described in this policy. We do not sell your Personal Information or Content.

Collaboration: As a natural result of using Controlant Services, you may create Content and grant permission to other Controlant users to access it for the purposes of collaboration. Some of the collaboration features of Controlant Services display your profile information, including Personal Information included in your profile, to users with whom you have shared your Content. Where this information is sensitive, we urge you to use the various security and privacy features of the Controlant Services to limit those who can access such information.

Access by your system administrator: You should be aware that the administrator of your instance of Controlant Services may be able to:

  • access information in and about your Controlant Services account;
  • disclose, restrict, or access information that you have provided or that is made available to you when using your Controlant Services account, including your Content; and
  • control how your Controlant Services account may be accessed or deleted.

Controlant Community: Our Websites offer publicly accessible community services such as blogs, forums, bug trackers, and wikis. You should be aware that any Content you provide in these areas may be read, collected, and used by others who access them. Your posts may remain even after you cancel your account.

Service Providers, Business Partners and Others: We work with third party service providers to provide website, application development, hosting, maintenance, back-up, storage, virtual infrastructure, analysis and other services for us. These third parties may have access to or process your Information as part of providing those services for us.

Third party applications: You may choose to make use of third party integrations in conjunction with Controlant Services. Third party integrations are software written by third parties to which you grant access privileges to your Content (which may include your Personal Information). When access is granted, your Content is shared with the third party. Third party integration policies and procedures are not controlled by Controlant even though the third Party integration may be available through Controlant Services. Third parties who have been granted access to your Content through integration could use this data to contact you and market services to you, and could share your data with other third parties. This Privacy Policy does not cover the collection or use of your data by third party integrations, and we urge you to consider the privacy policies governing third party integrations.

Third Party Cookies and Tracking Technologies. When you visit Controlant’s Websites, third parties such as our advertising partners and analytics providers use cookies, web beacons, and other technologies to collect information about your online activities over time and across different websites or online services. You may be able to opt out of receiving personalized advertisements as described below under “Your Choices.” When you use our SaaS Products, we allow our analytics provider to collect the information described above under the heading Analytics Information from Website and SaaS Products. Our analytics provider may collect information about your activities over time and across different online services.

Compliance with Laws and Law Enforcement Requests; Protection of Our Rights: We may disclose your Information (including your Personal Information) to a third party if (a) we believe that disclosure is reasonably necessary to comply with any applicable law, regulation, legal process or governmental request, (b) to enforce our agreements, policies and terms of service, (c) to protect the security or integrity of Controlant’s products and services, (d) to protect Controlant, our customers or the public from harm or illegal activities, or (e) to respond to an emergency which we believe in the good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person.

Business Transfers: We may share or transfer your information (including your Personal Information) in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

Aggregated or Anonymized Data: We may also share aggregated or anonymized information that does not directly identify you with the third parties described above.

With Your Consent. We will share your personal information with third parties when we have your consent to do so.

Information we do not share

We do not share Personal Information about you with third parties for their marketing purposes (including direct marketing purposes) without your permission.

Data storage, transfer and security

Controlant hosts data with hosting service providers in numerous countries including the United States and throughout Europe. The servers on which Personal Information is stored are kept in a controlled environment. While we take reasonable efforts to guard your Personal Information, no security system is impenetrable and due to the inherent nature of the Internet as an open global communications vehicle, we cannot guarantee that information, during transmission through the Internet or while stored on our systems or otherwise in our care, will be absolutely safe from intrusion by others, such as hackers. In addition, we cannot guarantee that any passively-collected Personal Information you choose to store in Websites or SaaS Products are maintained at levels of protection to meet specific needs or obligations you may have relating to that information.

Where data is transferred over the Internet as part of a Website or SaaS Products, the data is encrypted using industry standard SSL (HTTPS).

Your opt-out choices

You may opt out of receiving promotional communications from Controlant by using the unsubscribe link within each email, or emailing us at contact@controlant.io to have your contact information removed from our promotional email list or registration database. Although opt-out requests are usually processed immediately, please allow ten (10) business days for a removal request to be processed. Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding Controlant's Services.

You may opt out of website and in-product data tracking by the following:

Compliance with privacy laws and regulations

You agree not to use Controlant's Services in a manner that would violate laws protecting an individual’s privacy rights, health or financial data.

International users

Please note that you are agreeing to the transfer of your Personal Information to Iceland. By providing your Personal Information, you consent to any transfer and processing in accordance with this Policy.

For questions regarding this Privacy Policy, please contact us at contact@controlant.com.

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