Effective date: May 15th, 2023
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 by SciNote when You visit or otherwise interact with the Website(s), as well as the rights granted to You under the GDPR and California Privacy Act, if applicable. These rights give You the possibility to have control over Your Personal Data, therefore it is important that You are aware of their existence and application.
Important notice: The Website(s), SciNote ELN and Services are intended to be used as professional service and are not meant for children, therefore You should not use Our Website(s) or Services if You are not at least 16 years of age (or at least 13 if the legislation that applies in Visitor’s country has a lower age limit). If You are visiting the Website(s), We will regard You as being compliant with the aforementioned age restriction.
2. Contact Information
3000 Parmenter Street
Middleton, Wisconsin 53562, USA
Since SciNote is a limited liability company registered and operating in the United States of America, Visitors and data protection supervisory authorities in the EEA and UK may contact Our data protection representative with Personal Data related matters:
Železna cesta 18
1000 Ljubljana, SLOVENIA
3. Personal Data
We use Our Website(s) to inform You about the products and Services We offer, to provide You with educational material in various forms (e.g. documents, webinars, etc.), to communicate with You, etc.
In this section You can find information about which Personal Data is collected from You from Your interaction with the Website(s).
3.1. Website Forms
On the Website(s), We usually collect Personal Data through the use of website forms. Each form has a unique purpose, usually depending on the 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 the Visitor when submitting the form.
Each time You submit a form, We also use HubSpot cookies (or similar) to identify and connect Your Website actions (such as Website visits) with Your Personal Data provided in the form. In case You use the forms for technical support, Zendesk cookies (or similar) are used.
For easier understanding on processing of Personal Data through Your use of the website forms, We have divided the forms into several categories:
3.1.1. Newsletter forms:
You can choose to subscribe to Our newsletter if You want to receive news, promotional materials and information We think might be of interest to You.
3.1.2. Content download forms:
You can choose to receive or download different types of educational content that We offer on the Website(s), such as .pdf documents, infographics, power point presentations, e-books, whitepapers and other similar documents, recordings of webinars and similar.
3.1.3. Communication forms:
Some forms on the Website(s) (including live chat or similar) are there to make it easier for You to reach out to Us and provide Us with information You deem relevant (e.g. requests for information about 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 available forms and provide Us with information We need to better communicate with You when responding to such request.
3.1.4. Feedback forms:
Sometimes We use form to ask for Your feedback regarding Our Website(s), Services etc.
3.1.5. Services forms:
We also collect Personal Data on forms where You can reach out to Us in relation to the Services (e.g. to enquire about Services, support etc.)
3.1.6. Registration forms:
When We organize webinars or live events, We require that the participants register for the webinar or live event in advance.
The forms on Website(s) are regularly added or removed, but the logic behind the processing of Personal Data collected with the forms stays the same. All the Personal Data that We collect via forms are known 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 (e.g. position) and organization You 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 Personal 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 Personal Data related to Your interaction 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(s) is used for processing personal data in all such cases. Please keep that in mind before deciding on what type of Personal Data You want to disclose to Us.
3.3. Webinars and Other Live Events
Webinars and other live events may be recorded, filmed or photographed. By attending the webinar or other live event You agree to be recorded, filmed or photographed. If You do not agree to being recorded, filmed or photographed Your only option is to not attend the webinar or other live event.
The recordings, videos and photos may be posted on-line on the Website(s) or elsewhere and may be shared with other persons.
3.4. Third-party Providers
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, optimizing Our business and Services, direct marketing, documenting webinars and other live events, etc. 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 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 Our 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 Services, 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 (e.g. contacting you via LinkedIn based on Your name and employer) 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 Our Services – please keep in mind that We might not be able to perform certain Services if You do not provide us the Personal 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).
SciNote may combine and process Your Personal Data with the assistance of third party services, such as business directories or similar.
5. Duration of Personal Data Processing
SciNote will process the Personal Data as long as necessary for the purposes for which it was collected and/or is processed. The duration depends on the legal basis based on which the Personal Data is processed:
Legitimate Interests: SciNote will generally retain Personal Data processed on the basis of legitimate interest for a reasonable period of time based on the particular legitimate interest, taking into account the interests as well as rights and freedoms of Visitors as data subjects.
Consent: SciNote will retain the Personal Data processed based on consent until the Visitor withdraws the consent.
Performance of a Contract: SciNote will generally retain Personal Data processed on the basis of performance of a Contract for the duration of the Contract plus some additional limited period of time after termination or expiry of the Contract that is necessary to comply with law or that represents the statute of limitations for legal claims that could arise from the contractual relationship.
Legal Obligation: SciNote will generally retain Personal Data processed on the basis of complying with a legal obligation for the period of time necessary to fulfil the legal obligation.
SciNote reserves the right to retain Personal Data beyond the typical retention period in cases where SciNote faces threats of legal claims. In such cases the retention period will last until the claim or threat of claim has been resolved.
6. Categories of Recipients of Personal Data
SciNote process Personal Data with the help of Our corporate affiliates, contractors, external service providers and consultants, as well as with the help of some third-party services and tools (jointly referred to as “Recipients”). SciNote will share Personal Data with the following categories of Recipients:
- Recipients that provide services to SciNote, such as sales services, cloud infrastructure providers, data analytics providers, customer support service providers, IT security providers, legal, accounting and other professional service providers, business directories etc.;
- Recipients that are corporate affiliates of SciNote.
When SciNote is complying with a legal obligation the recipients of Personal Data may include supervisory authorities, inspectors, courts, investigators, etc.
7. Visitor’s Rights
Visitors from EEA and UK and other Visitors for whom GDPR applies have the following rights granted to them under GDPR (subject to certain limitations provided by law):
- Right of Access (Article 15 of GDPR);
- Right to Rectification (Article 16 of GDPR);
- Right to Erasure (Article 17 of GDPR);
- Right to Restriction of Processing (Article 18 of GDPR);
- Right to Data Portability (Article 20 of GDPR), if applicable;
- Right to Withdraw Consent (Article 7 of GDPR) at any time, without affecting the lawfulness of processing based on consent before its withdrawal;
- Right to Lodge a Complaint with a Supervisory Authority (Article 77 of GDPR).
8. Visitors – Residents of California
Visitors who are residents of California, may be able to exercise the following rights (subject to certain limitations provided by law):
- Right to Know any or all of the following information relating to Visitor’s Personal Data SciNote collected and disclosed in the last 12 months, upon verification of Visitor’s identity:
- Personal Data SciNote collected about the Visitor;
- categories of Personal Data SciNote collected about the Visitor;
- categories of sources of Personal Data;
- categories of Personal Data that SciNote disclosed to third parties for a business purpose, and the categories of recipients to whom this information was disclosed;
- categories of Personal Data SciNote has sold and the categories of third parties to whom the Personal Data was sold; and
- business or commercial purposes for collecting or selling the Personal Data.
- Right to Request Deletion of Personal Data SciNote collected from Visitor, subject to certain exceptions.
- Right to Opt Out of Personal Data sales to third parties now or in the future.
Visitor have the right to be free from discrimination for exercising these rights.
9. International Personal Data Transfers
SciNote is registered and operates primarily in the United States of America. By interacting with the Website(s) Visitor’s Personal Data will be transferred to, stored, or processed in the United States of America (or in other countries where the privacy laws may not be as protective as those in Visitor’s country) and maintained on computers or servers located outside of Visitor’s state, province, country, or other jurisdiction where the privacy laws may not be as protective as those in Visitor’s jurisdiction.
SciNote employs technical, organizational and physical safeguards designed to protect the Personal Data under its control. However, security risk is inherent in all internet and information technologies, and SciNote cannot guarantee the absolute security of Your Personal Data.
SciNote has the right to process Personal Data to detect, prevent, or investigate security incidents, fraud, or abuse and misuse of the Services.
“GDPR” means the REGULATION (EU) 2016/679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)
“Personal Data” means personal data as defined by GDPR.
“SciNote”, “We”, “Us”, “Our” means SciNote LLC, registered at 3000 Parmenter Street, Middleton, Wisconsin, USA.
“Visitor(s)”, “You”, “Your” means a natural person, the data subject, whose Personal Data is processed by Us due to visiting and interacting with the Website(s).
“Website(s)” means the website https://www.scinote.net/ together with all subdomains.