Nature, Subject Matter, Purpose, and Duration of Processing:
Nature and Subject Matter - We are a member of the Litera group, which is a provider of document technology services and solutions. We have contracted with the Customer to provide certain of our document technology services and solutions to the Customer.
Purpose - In respect of each Customer Contract, we will process Personal Information only to the extent necessary for the purpose of the provision of our technology services and solutions to the Customer and in performing all other obligations under and in accordance with the terms and conditions of the Customer Contract. As part of these arrangements, we will process Personal Information controlled by the Customer. The Personal Information that we process (i) when we access the Customer's systems in relation to the provision of support or when Personal Information is included in the document provided by the Customer through Support; or (ii) when the Customer uses our technology services and solutions which allows them to store and otherwise process data, will be determined by the Customer. We do not monitor or access the documents that are transmitted through Customer's software by Customer.
Duration - In respect of each Customer, we will process such Personal Information (i) for the duration of the Customer Contract; and (ii) for the period after the termination or expiry of the Customer Contract during which we have surviving obligations that require us to process such Personal Information or the Customer continues to store such information on our systems.
Categories and types of Personal Information:
Non-special categories of Personal Information - Personal details including first name, last name and email address; family, lifestyle and social circumstances; education and training details; employment details; location details including IP addresses and browser details; Personal Information relating to goods or services provided; or Personal Information relating to civil proceedings; any information about Data Subject that user uploads or adds and/or a Data Subject provides a response to a survey. For Concep Send, the following types of Non-special categories of Personal Information may be Processed:
Contact data: email addresses plus any other information about a Data Subject that an End User uploads or adds and/or a Data Subject provides in response to a survey, such as first name, last name, company. The information recorded in relation to each Data Subject is determined by Users and the Data Subject.
Contact campaign tracking data: system generated data that Concep Send tracks against a recipient of an email campaign, including views, repeat views, clicks (including the exact link that the use clicked on), replies, opt-outs, bounces and their types and reasons (e.g. hard bounce for an invalid email address) for the purpose of email campaign reporting, location data based on IP addresses, device details such as the type of device and the user version. There is a setting which allows tracking to be disabled for a recipient, and if the recipient selects this, no contact campaign tracking data will be stored. There is also an additional setting which masks an email address in the reporting (e.g., r********r@litera.com).
Contact survey tracking data: system generated data that Concep Send surveys collect, including recipients' IP addresses, locations and browser details. If a survey is linked to an email campaign, then the contact data will pull through into the survey reporting.
Special categories of Personal Information - Personal Information revealing racial or ethnic origin; Personal Information revealing political opinions; Personal Information revealing religious or philosophical beliefs; Personal Information revealing trade union membership; Personal Information revealing genetic data; biometric data (where used for identification purposes); data concerning health; data concerning a person's sex life; or data concerning a person's sexual orientation.
Criminal convictions information - Criminal convictions information – including (alleged) offences, outcomes and sentences.
Categories of Data Subjects:
It will include staff such as partners, directors, employees, volunteers, agents, Customer's clients, event attendees, temporary and casual workers and other personnel engaged by the Customer.
It will include any person whose Personal Information is included in the documents and other materials in respect of which the Customer uses our document technology services and solutions. For example (and where used by a Customer), Personal Information of a data subject that is set out in a document (i) stored by the Customer in our software-as-a-service secure end-to-end portal; or (ii) that the Customer compares using our software-as-a-service document comparison service.
Example categories of data subject may include: Staff including volunteers, agents, temporary and casual workers; suppliers; members or supporters; complainants, correspondents and enquiries; relatives, guardians and associates of data subjects; patients and persons participating in treatment, trials and research; students and pupils; offenders and suspected offenders; persons involved in litigation, court proceedings and the criminal and civil justice systems; investors, shareholders and beneficial owners; experts and witnesses; or advisers, consultants and other professional experts.
Processing Activities & Storage:
All Personal Information is stored and processed on Company's cloud applications.
Access: Company does not monitor the Personal Information that is stored and processed on Company's cloud applications. Company may have limited access to Personal Information when Customer open a support ticket.
Dissemination: This is controlled by the Customer.
Alternation: This is controlled by the Customer.
Combination: This is controlled by the Customer.
Consultation (viewing): only in limited instances when a support ticket is opened by Customer.
Deletion: Deletion of any Customer Content or Customer Data provided through the Product may be controlled by the Customer. The company deletes such Customer Content or Customer Data upon expiration of the Subscription Term (as defined in the Customer Contract).
