Effective date: April 20th 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.
This document strives to give you an overview of the personal data being processed when you use our website(s), 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.
Whenever we are using the terms “we”, “us”, “our” or “SciNote”, we are referring to our company SciNote LLC, registered at 3000 Parmenter Street, Middleton, Wisconsin, USA and all Our corporate affiliates, employees, contractors, agents and consultants (“Affiliates”).
Whenever We are using the terms “you” “your”or “visitor(s)”, we are referring to the data subject, whose data we are processing due to visiting and potentially engaging on our Website.
Whenever we are using any other capitalized terms not defined here, please refer to definitions and meaning given to them in SciNote Terms of Service.
Who is this document for?
2. DATA CONTROLLER– Who are we and how can you contact us?
When it comes to processing of your personal data collected from our website, 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
Data Protection Officer:
Designated e-mail address for privacy related matters is , which is managed by Our Data Protection Officer identified below.
Principal Quality Engineer & DPO
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,
If there is a registered SciNote subsidiary in the EU, such subsidiary shall act as a representative instead.
3. COLLECTING PERSONAL DATA
We use our Website to perform different services to you – from informing you about the products and Services we offer, to providing you educational material in various forms and communicating with you. Below you can find information about which personal data is collected from you as a Website visitor, in what way and for what purpose in terms of types of processing and their legal basis. We have divided them into several different categories to provide you with a better overview.
3.1 WEBSITE FORMS
On our website, we usually collect personal information through our available website forms. Each form has a unique purpose, usually depending on the product or service it relates to and the general action wishing to be achieved by the visitor when submitting the form. For that reason, each form has a unique set of fields (including personal data) either required or suggested to be filled out by visitors before submitting the form.
Each time you submit a form, we also use Hubspot cookies to identify and connect your website actions (such as webpage visits) with your personal data provided in the form. In case you use the forms for techincal support, Zendesk cookies are used.
For easier understanding of the personal data collection via such forms, they are divided and presented in separate categories based on their main purpose below:
- Newsletter forms
You can choose to subscribe to our newsletter if you want us to send you materials and information we think might be of interest to you.
- Content download forms
You can choose to get different types of educational content that we offer on our website, such as .pdf documents, infographics, power point presentations, e-books, whitepapers and other similiar formats.
- Communication forms
Some forms on our website are there to make it easier for you to reach out to us and provide us with relevant information for such communication in the future (e.g. requests for information about are products or services, request to receive a quote, meeting, demo etc.) – in this way, if you want to reach out to us for a specific purpose, you can do so via such designated forms and provide us with information we need to better communicate with you when responding to such request.
- Feedback forms
Sometimes we ask for your feedback and it may be provided through forms as well.
- Services forms
We also collect personal information on forms where you can reach out to us in relation to the Service we provide to you (purchase services, use support etc.)
The forms on our website are regularly added or removed, but the logic behing the processing of personal data collected with the forms stays the same. All the personal data that we collect via forms are visible to you before submission. Personal data that are processed through submission of such forms include, but are not limited to: e-mail, full name, location, information about your work and organization your work for, your needs and requests etc. We do not collect any special categories of personal data.
3.2 E-mail correspondence
We have several e-mail addresses published online where you can reach out to us and we process that data you provide with such communication in the same way as it if was collected directly on the website via forms.
We also process the data related to your response to our communication (which e-mails you opened, which links you clicked etc.), which helps us optimize our future communications.
Since it’s impossible to predict the information (including personal data) you share with us when we are corresponding by e-mail or any other similar way, we handle such cases individually. In general, the analogy from the form submissions on our website is used for processing personal data in all such cases. Please keep that in mind before decising on what type of information you want to disclose to us.
4. PERSONAL DATA PROCESSING
Some personal data is processed based on your consent, while some are processed on the basis of a legitimate interest – providing our website services, optimize our business and services or direct marketing. Sometimes the same personal data can be processed for different purposes, each such purpose having a different legal basis.
For example, if you give us your e-mail address when we you download some free educational content, we may use this e-mail address (and any other personal data) for sending you such content, but also for communication about are products and services we believe might interest you.
Please keep in mind that We use 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 such direct marketing purpose includes: communication regarding tips and tricks that help you use our products, educational content, invitations to events, market research engagement and 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 e-mails based on the forms you submitted or send you different content and use different communication channels based on the information you have provided to us or based on the information we have on the basis of performance of a contract (e.g. data about Users).
Sometimes personal data is needed for us to provide a service to you – please keep in mind that we might not be able to perform such a service if you do not provide us the data or request to execute some rights for such data later on (e.g. we cannot send you a quote you requested if you execute your right to deletion of all personal data).
The duration of processing depends on the legal basis and purpose that it was collected for. 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 personal data that were used for marketing communication in the tools we used for processing such data even after you unsubscribe from such communication – this is due to our business optimization purposes. Regardless, you can always choose to exercise your right to deletion granted to you under GDPR.
Personal data processing which is based (solely) 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 (e.g. CRM tool, web-ticketing system etc.)
– 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 .
5. YOUR RIGHTS
You have control over your personal data with the help of rights granted to you under GDPR (not applicable for individuals that do not have these right granted by legislation applicable to them):
- The right to lodge a complaint with a supervisory authority designated for your EU 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, if applicable.
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 and We will make it Our priority to respond in the shortest possible time.