PRIVACY

Effective May 31, 2018

What this policy covers

Your privacy is important to us, and so is being transparent about how we collect, use, and share information about you. This policy is intended to help you understand:

What information we collect about you

How we use the information we collect 

How we share information we collect 

How we store and secure the information we collect 

How to access and control your information 

How we transfer information we collect internationally 

Other important privacy information


This Privacy Policy covers the information we collect about you when you use our products or services, or otherwise interact with us (for example, by using our software), unless a different policy is displayed. We and us refer to RiskTool Technologies, LLC. and any of our corporate affiliates. We offer a wide range of products, including our cloud-hosted services. We refer to all of these products, together with our other services and websites as "Services" in this policy.    

This policy also explains your choices about how we use information about you. Your choices include how you can object to certain uses of information about you and how you can access and update certain information about you. If you do not agree with this policy, do not access or use our Services or interact with any other aspect of our business.  

Where we provide the Services under contract with an organization (for example your employer) that organization controls the information processed by the Services. For more information, please see Notice to End Users below. 

What information we collect about you

We collect information about you when you (or your employer) provide it to us, when you use our Services, and when other sources provide it to us, as further described below.  

The information you provide to us

We collect information about you when you (or your employer) inputs it into the Service (RiskTool) or otherwise provides it directly to us.

    

Account and Profile Information: 

We collect information about you when you register for an account, create or modify your profile, set preferences or sign-up for the Services. For example, you provide your contact information and, in some cases, billing information when you register for the Services. You also have the option of adding a display name, job title, and other details to your profile information to be displayed in our Services. We keep track of your preferences when you select settings within the Services.
 

The content you provide through our products: 
The Services include the RiskTool Technologies services you use, where we collect and store content that you post, send, receive and share. This content includes any information about you that you may choose to include. Examples of content we collect and store include user names, passwords, and email addresses. Content also includes the files and links you upload to the Services. If you use a server or data center version of the Services, we do not host, store, transmit, receive or collect information about you (including your content), except in limited cases, where permitted by your administrator. Server and data center administrators can disable our collection of this information from the Services via the administrator settings or prevent this information from being shared with us by blocking transmission at the local network level. 
 

The content you provide through our websites: 
The Services also include our websites owned or operated by us. We collect other content that you submit to these websites, which include social media or social networking websites operated by us. For example, you provide content to us when you provide feedback or when you participate in any interactive features, surveys, contests, promotions, sweepstakes, activities or events.  
 

The information you provide through our support channels: 
The Services also include customer support, where you may choose to submit information regarding a problem you are experiencing with a Service. Whether you designate yourself as a technical contact, open a support ticket, speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue.
 

Payment Information:
We collect certain payment and billing information when you register for certain paid Services. For example, we ask you to designate a billing representative, including name and contact information, upon registration. You might also provide payment information, such as payment card details, which we collect via secure payment processing services.
 

Information we collect automatically when you use the Services

We collect information about you when you use the Services, including browsing websites and taking certain actions within the Service.          

Your use of the Services: 
We keep track of certain information about you when you visit and interact with any of our Services. This information includes the features you use; the links you click on; the type, size, and filenames of attachments you upload to the Services; in addition to content-related information described in "Content you provide through our products," above. Server and data center administrators can disable our collection of this information from the Services via the administrator settings or prevent this information from being shared with us by blocking transmission at the local network level. 
  

Information we receive from other sources

We could receive information about you from other Service users, from third-party services, from our related companies, and from our business and channel partners.   
 

Other users of the Services:
Other users of our Services may provide information about you when they submit content through the Services. For example, you may be mentioned in a support issue opened by someone else.  We also receive your email address from your employer in order to invite you to the Services or to be assigned a task. Similarly, an administrator may provide your contact information when they designate you as the billing or technical contact on your company's account. 

 

Other services you link to your account:
We receive information about you when you or your administrator integrate or link a third-party service with our Services. For example, if you create an account or log into the Services using your credentials, we receive your name and email address as permitted by your profile settings in order to authenticate you. You or your administrator may also integrate our Services with other services you use, such as to allow you to access, store, share and edit certain content from a third-party through our Services. For example, you may authorize our Services to access, display and store files from a third-party document-sharing service within the Services interface. The information we receive when you link or integrate our Services with a third-party service depends on the settings, permissions and privacy policy controlled by that third-party service. You should always check the privacy settings and notices in these third-party services to understand what data may be disclosed to us or shared with our Services.

 

RiskTool Technologies Partners:
We work with a network of partners who provide consulting, implementation, training and other services around our products. Some of these partners also help us to market and promote our products, generate leads for us, and resell our products. We receive information from these partners, such as billing information, billing and technical contact information, company name, what RiskTool Technologies products you have purchased or may be interested in, evaluation information you have provided, what events you have attended, and what country you are in. 

 

How we use the information we collect

How we use the information we collect depends in part on which Services you use, how you use them, and any preferences (user types) you or your employer have selected. Below are the specific purposes for which we use the information we collect about you.

To provide the Services and personalize your experience: 
We use information about you (user type) to provide the Services to you, including to process transactions with you, authenticate you when you log in, provide customer support, and operate and maintain the Services. Our Services also include tailored features that personalize your experience, enhance your productivity, and improve your ability to collaborate effectively with others by automatically displaying the features of your user type to provide search results, activity feeds, notifications, connections and content that are most relevant for you and your user type. We also use information about you to connect you with other team members seeking your subject matter expertise.

 

For research and development: 
We are always looking for ways to make our Services smarter, faster, secure, integrated, and useful to you. We use collective statistics about how customers use our Services and feedback provided directly to us to troubleshoot and to identify trends, usage, activity patterns and areas for integration and improvement of the Services. We automatically analyze and aggregate frequently used search terms to improve the accuracy and relevance of suggested topics that auto-populate when you use the search feature. In some cases, we apply these statistics across our Services to improve and develop similar features or to better integrate the services you use. We also test and analyze certain new features with some users before rolling the feature out to all users. 

 

To communicate with you about the Services:
We use your contact information to send transactional communications via email and within the Services, including confirming your purchases, reminding you of assignment expirations, responding to your comments, questions, and requests, providing customer support, and sending you technical notices, updates, security alerts, and administrative messages. We send you email notifications when you or others interact with you on the Services. We also may provide tailored communications based on your activity and interactions with us. For example, certain actions you take in the Services may automatically trigger a feature or third-party suggestion within the Services that would make that task easier or your role easier. We also send you communications as you onboard to a particular Service to help you become more proficient in using that Service. These communications are part of the Services and in most cases, you cannot opt-out of them. If an opt-out is available, you will find that option within the communication or in your account settings. These communications are aimed at driving engagement and maximizing what you get out of the Services, including information about new features, assignments, survey requests, newsletters, and services we think may be of interest to you. We may also communicate with you about new product offers, promotions, and contests. You can control whether you receive these communications as described below under "Opt-out of communications."

 

Customer support: 
We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyze information, and to repair and improve the Services.

To protect our legitimate business interests and legal rights: Where required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we may use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with insurance carriers.

With your consent: We use information about you where you have given us consent to do so for a specific purpose not listed above. For example, we may publish testimonials or featured customer stories to promote the Services, with your permission. 
   

Legal bases for processing (for EEA users): 

If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have legal bases for doing so under applicable EU laws. The legal bases depend on the Services you use and how you use them. This means we collect and use your information only where:

  • We need it to provide you the Services, including to operate the Services, provide customer support and personalized features and to protect the safety and security of the Services;

  • It satisfies a legitimate interest (which is not overridden by your data protection interests), such as for research and development, to market and promote the Services and to protect our legal rights and interests;

  • You give us consent to do so for a specific purpose; or

  • We need to process your data to comply with a legal obligation.

If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your information because we or a third party (e.g. your employer) have a legitimate interest to do so, you have the right to object to that use though, in some cases, this may mean no longer using the Services. 
 

How we share information we collect
We make collaboration tools, and we want them to work well for you. This means sharing information through the Services and with certain third parties. We share information we collect about you in the ways discussed below, including in connection with possible business transfers, but we are not in the business of selling information about you to advertisers or other third parties.

 

Sharing with other Service users; 

For collaboration: You can create content, which may contain information about you, and grant permission to others to see, share, edit, copy and download that content based on settings you or your administrator (if applicable) select.  Some of the collaboration features of the Services can display some of your profile information (such as email address) to other Service Users when you share or interact with specific content.  Service users with permission to view the page can view your profile information as well. 

 

Managed accounts and administrators: 
If you register or access the Services using an email address with a domain that is owned by your employer or organization, and such organization wishes to establish an account or site, certain information about you including your name, contact info, content and past use of your account may become accessible to that organization’s administrator and other Service users sharing the same user role.  If you are an administrator for a particular site or group of users within the Service, we may share your contact information with current or past Service users, for the purpose of facilitating Service-related requests.  


Sharing with third parties:

We may share information with third parties (channel partners) that help us operate, provide, improve, integrate, customize, support and market our Service.
 

Service Providers:
We work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, payment processing, analysis, and other services for us, which may require them to access or use information about you.  If a service provider needs to access information about you to perform services on our behalf, they do so under close instruction from us, including policies and procedures designed to protect your information.

 

RiskTool Technologies Partners:
We work with third parties who provide consulting, sales, and technical services to deliver and implement customer solutions around the Services. We may share your information with these third parties in connection with their services, such as to assist with billing and collections, to provide localized support, and to provide customizations. 

 

Links to Third Party Sites:
The Services may include links that direct you to other websites or services whose privacy practices may differ from ours. If you submit information to any of those third party sites, your information is governed by their privacy policies, not ours. We encourage you to carefully read the privacy policy of any website you visit.

 

Compliance with Enforcement Requests and Applicable Laws;
Enforcement of Our Rights:
In exceptional circumstances, we may share information about you with a third party if we believe that sharing is reasonably necessary to (a) comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements, (b) enforce our agreements, policies and terms of service, (c) protect the security or integrity of our products and services, (d) protect RiskTool Technologies, our customers or the public from harm or illegal activities, or (e) respond to an emergency which we believe in 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 information we collect under this privacy policy in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. You may be notified via email and/or a prominent notice on the Services if a transaction takes place, as well as any choices you may have regarding your information.

 

How we store and secure the information we collect

 

Information storage and security;

We use data hosting service providers in the United States to host the information we collect, and we use technical measures to secure your data. For more information on where we store your information, please see our Cloud hosting page.

While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others.

If you use our server or data center Services, responsibility for securing storage and access to the information you put into the Services rests with you and not RiskTool Technologies. We strongly recommend that server or data center users configure SSL to prevent interception of data transmitted over networks and to restrict access to the databases and other storage points used.


How long we keep information;

How long we keep information we collect about you depends on the type of information, as described in further detail below. After such time, we will either delete or make anonymous your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.  

Account information:
We retain your account information for as long as your account is active and a reasonable period thereafter in case you decide to re-activate the Services. We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations, and to continue to develop and improve our Services. Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyze personal characteristics about you.  

 

Information you share on the Services:
If your account is deactivated or disabled, some of your information and the content you have provided will remain in order to allow your team members or other users to make full use of the Services. 


Managed accounts:
If the Services are made available to you through an organization (e.g., your employer), we retain your information as long as required by the administrator of your account. For more information, see "Managed accounts and administrators" above.


Marketing information:
If you have requested to receive marketing emails from us, we retain information about your marketing interests for a reasonable period of time from the date you last expressed interest in our Services, such as when you last opened an email from us or ceased using your RiskTool Technologies account.   

 

How to access and control your information

You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations.
 

Your Choices: 

You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format. Below, we describe the tools and processes for making these requests. You can exercise some of the choices by logging into the Services and using settings available within the Services or your account. Where the Services are administered for you by an administrator (see "Notice to End Users" below), you may need to contact your administrator to assist with your requests first. For all other requests, you may contact us as provided in the “Contact Us” section below to request assistance.

Your request and choices may be limited in certain cases: for example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we or your administrator are permitted by law to have or have compelling legitimate interests to keep (such as employment interests). If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work or where you feel your rights were infringed.
 

Access and update your information: 
Our Services and related documentation give you the ability to access and update certain information about you from within the Service. For example, you can access your profile information from your account and search for content containing information about you. You can update your profile information within your profile settings and modify content that contains information about you.

 

Deactivate your account:
If you wish to opt-out of our Services, you or your administrator may be able to deactivate your account. If you are an administrator and are unable to deactivate an account through your administrator settings, please contact RiskTool Technologies support. Please be aware that deactivating your account does not delete your information; your information remains visible to other Service users based on your past participation within the Services. For more information on how to delete your information, see below.   

 

Delete your information:
Our Services and related documentation give you the ability to delete certain information about you from within the Service. For example, you can remove content that contains information about you using the keyword search and editing tools associated with that content, and you can remove certain profile information within your profile settings. Please note, however, that we may need to retain certain information for record-keeping purposes, to complete transactions or to comply with legal obligations. 
  

Request that we stop using your information:
In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don't have the appropriate rights to do so.  For example, if you believe a Services account was created for you without your permission or you are no longer an active user, you can request that we delete your account as provided in this policy. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate your request. If there is a delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honored or the dispute is resolved, provided your administrator does not object (where applicable). If you object to information about you being shared with a third-party, please contact your administrator to do so.

 

Opt-out of communications: 
You may opt-out of receiving promotional communications from us by using the unsubscribe link within each email, updating your notification preferences within your Service account settings menu, or by contacting us as provided below to have your contact information removed from a promotional email list or registration database. Even after you opt-out from receiving promotional messages, you will continue to receive transactional messages regarding our Services. You can opt-out of some notification messages in your account settings. 

visit: http://www.aboutads.info, http://optout.networkadvertising.org/, and http://www.youronlinechoices.eu. 
 

Turn off Cookie Controls: 
 

Send "Do Not Track" Signals:
Some browsers have incorporated "Do Not Track" (DNT) features that can send a signal to the websites you visit indicating you do not wish to be tracked. Because there is not yet a common understanding of how to interpret the DNT signal, our Services do not currently respond to browser DNT signals. You can use the range of other tools provided to control data collection and use, including the ability to opt-out of receiving emails from us as described above.

 

Data portability:
Data portability is the ability to obtain some of your information in a format you can move from one service provider to another.  Depending on the context, this applies to some of your information, but not to all of your information. Should you request it, we will provide you with an electronic file of your basic account information and the information you created from assignments under your sole control.

How we transfer information we collect internationally
 

International transfers of information we collect;

We can collect information globally and primarily store that information in the United States. We may transfer, process and store your information outside of your country of residence, to wherever we or our third-party service providers operate for the purpose of providing you the Services. Whenever we transfer your information, we take reasonable steps to protect it.  

International transfers to third parties:
The third parties described in this privacy policy, which provide services to us under contract, are based in the United States. When we share information of customers in the European Economic Area or Switzerland, we make use of the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks, European Commission-approved standard contractual data protection clauses, binding corporate rules for transfers to data processors, or other appropriate legal mechanisms to safeguard the transfer. 

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