SCINOTE PERSONAL DATA PROCESSING INFORMATION
Effective date: August 27th 2020
What is this document about?
At SciNote, we believe that protection of personal data is one of the most important rights of any individual. We also believe that transparency is the first step towards that protection.
Here you can find all the information mentioned in Article 14 of GDPR, which specifies information to be provided (by latest upon first communication), whenever personal data that is being processed was not obtained directly from the data subject – you, if GDPR is applicable to you.
This document strives to give you an overview of the personal data being processed, as well as the rights granted to you under the General Data Protection Regulation (GDPR). These rights give you the chance to have control over your personal data, therefore it is important that you are aware of their existance and application.
It is our goal to provide you with this overview in plain and simple language, avoiding the unnecessary legal jargon usually used in such documents. In places where we fail to do so, we are happy to provide you with additional explanation when needed.
Who is this document for?
This document refers to the processing of personal data which we have obtained either from publicly available information and/or third-parties.
Whenever we use the words us, we or our, we are referring to our company, SciNote LLC.
Whenever we use the words you, your or visitor(s), we are referring to data subjects we are communicating with and processing their personal data, whenever such data has not been obtained from them.
Important notice: Our product and services are not meant for children, therefore we interpret you are at least 16 years of age (or between 13 and 16, if the legislation that applies to you has a lower age limit).
2. DATA CONTROLLER – Who are We and how can you contact us?
When it comes to processing of your personal data, we are the data controller since we define the purposes (why) and means (how) for processing this data.
Company identity and contact details
3000 Parmenter Street, Middleton, Wisconsin 53562, USA
E-mail address for privacy related matters: email@example.com, handled by our data protection officer identified below.
Since we are a company incorporated in the United States, we also have a representative in the European Union for privacy related matters:
Koprska 98, 1000 Ljubljana,
3. PERSONAL DATA PROCESSING
We process your data in order to provide you with information related to our products and/or services, since we have indication that you might find it useful based on publicly available information or other similar actions (e.g. event attendance), mostly about the organization you are associated with, as we believe our products/services might be of interest to your company.
The way we choose to communicate with you may differ based on such information. For example, based on the field or industry you work in or the type of work you do we might send you information regarding a specific topic related to such field.
Regardless of whether you have chosen to share your personal data publicly (company website) or have given consent to a certain vendor (e.g. event organizer), we always base our communication based on your original consent for such general and/or specific purpose.
In the first e-mail we send you, we also disclose (to the extend possible) where exactly we have obtained this information, so you can track back the source of your original consent or potential other lawful basis for processing.
You can choose to remove your consent by opting out of our e-mailing campaigns by clicking the unsubscribe button we provide in every e-mail sent.
We keep your personal information for as long as we have indication that you might be interested in topics we choose to communicate with you and/or until we gain another legal basis for processing (e.g. direct consent in a website form).
If you choose to unsubscribe from communication with us, we only keep you in our CRM for the purposes of identifying “restriction of processing”, so you are no longer contacted from us in the future, unless you chose to give us your consent on another occasion.
Regardless, you can always choose to exercise your right to deletion granted to you under GDPR.
The personal data that will be processed is mostly limited to name, surname, contact information (e.g. e-mail) and data regarding the organization you are associated with.
No specific categories of data are expected to be processed.
4. DATA PROCESSING
All personal data categories that we process may in addition to their primary purpose described in article 3 be used for direct marketing purpose where applicable.
Please keep in mind that We may use your personal data for direct marketing purposes, such as communication related to Our Software(s) and Service(s) we believe may be of interest to you. You are free to opt-out and unsubscribe from such communications at any time.
Processing based on direct marketing purpose includes: communication regarding tips and tricks that help you use SciNote ELN, educational content, invitations to events, market research, user engagement, providing feedback and loyalty programs, market research participation requests, segmentation, as well as promotional content like special offers and discounts or introduction of Plans we believe might interest you. The communication and communication channels might be different based on personal data we process about you. For example, we may provide you with different educational content based on your Account activity or send you different use-cases based on your field of work.
The duration of processing depends on the legal basis and purpose that it was collected for. The data collected and processed solely on the basis of performance of the contract are processed until Contract termination. The data collected on the basis of legitimate interest are processed until we evaluate that the purpose is no longer present. For example, we retain the right to keep your data in the tools we used for processing such data even after you terminate the contract for business optimization purposes (for example, keep the correspondence communication management tools even after you are no longer a User).
Personal data processing which is based on consent, shall be processed until you remove your consent.
4.1 RECEPIENTS OF PERSONAL DATA
We process your personal data with the help of our corporate affiliates, contractors, agents and consultants (“Affiliates”), as well as with the help of some third-party services and tools (“Subcontractors”). Examples of subcontractors are tools and services that include, but are not limited to the following categories:
– subcontracting some of our Services
– managing our support or business and customer relationships
– optimizing our products and websites
– managing business operations
If you are located in the EU, please note that Since both Us and many Our data processors come from outside EU, you are transferring your personal data outside of EU.
Nevertheless, We make sure the same standard for personal data protecting is used by Our data processors with a data processing addendum signed between Us and them when applicable and available, where the latest EU privacy law requirements (GDPR) are addressed. Most of Our data processor are also Privacy Shield Certified, which serves as an additional level of protection when it comes to your personal data. For more information on how to learn more about the appropriate safeguards, you can contact Us on firstname.lastname@example.org.
5. YOUR RIGHTS
You have control over your personal data with the help of rights granted to you under GDPR:
- The right to lodge a complaint with a supervisory designated for your member state
- The right to request from us, the controller access to and rectification or erasure of personal data or restriction of processing
- The right to object to processing as well as the right to data portability;
We are committed to give you our full support regarding all issues and questions that you might have about your personal data. Feel free to address them to email@example.com and we will make it our priority to respond in the shortest possible time.
For any related questions we are always available at firstname.lastname@example.org.