1. INTRODUCTION
AITHENTIC is a cloud-based IT Asset Management software operated by AITHENTIC, Inc. (“we”, “us”, “our”).
We are committed to protecting privacy of individuals, and this Privacy Policy describes how we collect, use, disclose and otherwise process Personal Information when you visit www.aithentic.com (the “Website”), communicate with us, or register to use AITHENTIC (the “Service”).
This Privacy Policy is updated periodically. If any significant changes are posted, we will provide a prompt notice through email notification, or through announcements on our Website or via the online web portal.
By using our Service or visiting our Website, you agree to the practices outlined under this Privacy Policy.
2. SOME DEFINITIONS
“Authorized User” shall refer to the person authorized by Customer to access the Customer’s account in our Service.
“Affiliate” shall refer to an entity under our common control or ownership.
“CCPA” means the California Consumer Privacy Act, 2018.
“Customer” refers to a user registered to use our Service for a free trial period or for a paid subscription period.
“GDPR” means the EU General Data Protection Regulation 2016/679.
“Personal Information” refers to any data or information which relates to an identified or identifiable natural person and is subject to applicable data protection laws such as GDPR and CCPA.
“Visitors” mean individuals who visit our Website or request to contact us via online webforms.
3. WHAT THIS PRIVACY POLICY COVERS
This Privacy Policy applies to the Website and the Service made available through this Website. Note that the Website or the web portal which allows access to Service may contain links to third party websites or services. The Privacy Policy does not apply to such third-party services. You are requested to review the relevant information practices and privacy statements of third-party products or services before using them.
This Privacy Policy describes:
WHAT PERSONAL INFORMATION DO WE COLLECT AND HOW WE COLLECT IT
WHY WE COLLECT PERSONAL INFORMATION
HOW WE SHARE YOUR PERSONAL INFORMATION
YOUR RIGHTS AND CHOICES
DATA RETENTION
SECURITY MEASURES
ADDITIONAL INFORMATION FOR RESIDENTS OF EEA, UK AND SWITZERLAND
ADDITIONAL INFORMATION ABOUT CALIFORNIA RESIDENTS
INFORMATION ABOUT CHILDREN
COOKIES
CHANGES TO THE PRIVACY POLICY
4. WHAT PERSONAL INFORMATION DO WE COLLECT AND HOW WE COLLECT IT
Information that you provide us directly:
We collect Personal Information that you voluntarily chose to provide us when you express interest in our Service, communicate with us via email or online forms, subscribe to our newsletters, take part in our online surveys, register for an event with us or contact us for any other purpose. This may include your name, email, contact details, address or other information that you chose to provide us.
If you create an account to use our Service, we require you to provide your name, email, passwords, contact number and company name. Your login credentials are stored with us to enable access to the Service.
When an account is created, you may feed further information into the Service for operating the account (“Service Data”). This may include your designation, profile photos or Personal Information related to any person that you either control or process for a particular purpose. Such information is provided voluntarily and is in no way required by us. However, we store all Service Data, and process any Personal Information contained in Service Data in accordance with your instructions.
If a Customer signs up for a trial account, we do not collect any payment information. However, as soon as a Customer switches to a paid subscription, we may require credit card or other payment account information. For those providing card information we store the billing address of the cardholder and the last four digits of the card number. All Customer payments by card are processed directly through our trusted third party payment gateway Stripe, which commits to complying with the payment card industry standards. Stripe processes Personal Information it collects in accordance with its own privacy policy accessible at https://stripe.com/privacy.
Information automatically collected:
Certain information is automatically collected, when you visit our Website or use our Service. This does not reveal your specific identity, but may include Device Data and Log and Usage Data.
Device Data means information we collect about your computer, phone or similar device that you use to access the Website or use the Service. This may include your IP Address, device identification numbers, location, browser type, operating system, device manufacturer information and mobile network information.
Log and Usage Data means general information about usage and performance when you access our Website or use our Service. This includes Internet Protocol (IP) Address, URLs, date/time stamps, time zones, language preferences, searches made, errors reported, pages and content viewed when you visit our Website or use the Service.
Like many businesses, we also use cookies and similar devices for collecting information regarding the usage of the Service and the Website. For further details please review Cookies.
Personal Information collected from other sources:
You can log into our Service using supported authentication service providers such as Google. This will authenticate your identity and give you the option to share certain personal information with us such as your name and email address.
In case you wish to remove your Personal Information from our databases, please contact us at [email protected].
5. WHY WE COLLECT PERSONAL INFORMATION
We use your Personal Information for the following purposes:
– To provide necessary information and answer queries related to our Service.
– To enable access to the Service if you sign up for an account, and resolve any defects or errors faced during the use of Service.
– To assess performance and improve the quality of our Website and Service based on your usage, and any feedback that you provide.
– To operate and maintain our Website and Service.
– To ensure the security of our Website and the Service.
– To comply with the applicable laws, lawful requests, and legal processes such as to respond to requests from government authorities.
– To perform our contract with the Customer, receive fees and carry out incidental tasks such as using payment information for generating invoices, billing, and accounting purposes.
– To sync and enable integration features of our Service with third party services.
– To send marketing information including information about our products, services and promotions as permitted by law, or to the extent that you have provided prior consent.
– To analyze Personal Information in aggregate form to improve marketing campaigns and make relevant suggestions.
Legal Basis
Our legal basis for collecting Personal Information depends on the context in which it has been collected. Generally, we only process Personal Information for:
– performance of our contract with a Customer,
– with your consent (which can be withdrawn at anytime), or
– where we have a legitimate interest (as described above) in storing and using Personal Information that does not override your data protection interests.
6. HOW WE SHARE YOUR PERSONAL INFORMATION
Affiliates: We may share your Personal Information with our Affiliates that work with us to identify, analyze, and fix errors in the Service, develop new features, provide customer support and perform business support functions for us. Personal Information is only provided on a need to know basis, and in compliance with the terms of this Privacy Policy.
Third-party Service Providers: We share Personal Information with third party service providers that help us maintain, operate and promote the Service. Some examples of tasks that third-party service providers carry out for us include hosting of our Service, processing payments, and directing queries and complaints for providing support. Where we engage with third parties to provide us marketing assistance, or perform statistical analysis regarding the use of our Website and Service, Personal Information is only processed in aggregate, generic, de-identified or anonymized form. Personal Information is only shared with third parties to the extent necessary for the service they provide us.
Integrations that you have enabled: Our Service allows you to integrate with third-party products and services. If a third-party integration has been enabled during the use of our Service, you may be allowing the third party to access your Personal Information. We encourage you to review the privacy practices of such third parties before enabling an integration with them.
Compliance with laws and legal authorities: We may share and disclose Personal Information in order to; (i) comply with the applicable laws, regulations, court order and subpoenas; (ii) protect and enforce our or any other person(s) legal rights under the applicable laws or any agreed terms and conditions.
Business Transfers: We retain the right to sell or transfer all or substantial portions of our business assets and assign any parts of our rights as a result of merger, acquisition, consolidation, reorganization or sale of business. In such a case, the acquirer will be subject to the obligations of this Privacy Policy. In case of a change, we will notify you via email, or by posting a notice on our Website.
With consent: We may share your Personal Information with others where we have your consent.
7. YOUR RIGHTS AND CHOICES
Your Data Protection Rights:
We recognize that depending on the country of your residence, you may have the following data protection rights:
– To access Personal Information that we store and be informed about what Personal Information we store about you.
– To raise an objection to our legal basis for processing Personal Information.
– To update or correct the inaccuracies in Personal Information that we collect from you.
– To transfer a copy of the Personal Information that we collect.
– To restrict the processing and disclosure of Personal Information by withdrawing consent.
– To delete Personal Information that we collect from you.
– To raise a complaint to appropriate supervisory authority if you have any grievance against the way we collect, use or share your Personal Information. You can contact your relevant data protection authorities here.
Your Choices:
– You can choose not to provide information not marked as mandatory in any online forms linked to our Website or in your user account, such as a photo on your account profile information.
– If you are a Customer or an Authorized User of our Service, you can access, review and change certain Personal Information by logging into your account. However, in some cases you may not be able to delete your Personal Information without deleting your user account.
– We allow all Visitors, Customers and Authorized Users to opt out of direct marketing communications by unsubscribing through the link provided in the email. Customers may also opt out other Authorized Users from our direct marketing communication by sending us names/email addresses of Authorized Users that they would like to be removed from our marketing lists. Please Contact Us for setting specific marketing preferences.
– You can always disable cookies through your browser setting before you access our Website. However, note that certain service features may not function properly if you do so. For further details on how we use cookies, please see Cookies.
– You can also Contact Us to exercise any of your data protection rights, and we will be happy to assist.
– We do not charge for any data protection requests until the requests become excessive and repetitive.
– Your data protection request is expected to contain sufficient information for understanding, evaluating, and responding to the request. We cannot act upon any request that does not provide complete information.
– Our standard response time for responding to a valid request shall be seven (7) days.
If you are someone who does not have a relationship with us, but your Personal Information has been entered into the Service as part of the Service Data, or in any online forms linked to our Websites, you should contact that Authorized User or Customer if you have any questions related to your Personal Information, or you wish to exercise any of your data protection rights. Any data protection requests that we receive in such cases shall be sent to the relevant Authorized User or Customer controlling your Personal Information.
8. DATA RETENTION
Where we act as Data Controllers, such as in terms of Personal Information related to our Visitors, Customers and Authorized Users, we may retain Personal Information for longer periods, if we have a legitimate purpose such as to answer queries, fulfil contractual or accounting needs, provide our Service, or comply with applicable law. Where we no longer have a legitimate need to process, we will delete such Personal Information. If deletion is not possible, we will anonymize or isolate Personal Information from further processing.
Where we act as Data Processors, such as in terms of Personal Information contained within Service Data, we will process Personal Information for as long as you use our Service and in accordance with your instructions.
9. SECURITY MEASURES
We use commercially reasonable efforts to keep in place a variety of technical, administrative, and physical security measures to protect Personal Information that we collect. However, no security safeguards can fully secure the privacy of Personal Information. You can review our Security Measures here.
10. ADDITIONAL INFORMATION FOR RESIDENTS OF EEA, UK AND SWITZERLAND
When we share your Personal Information, your Personal Information may be stored or processed within the EEA, the United States and other countries not deemed by the European Commission to provide an adequate level of Personal Information protection.
Rest assured, whenever we transfer Personal Information out of the EEA, the UK or Switzerland to the United States, or other countries not deemed by the European Commission to provide an adequate level of Personal Information protection, the transfer is based on:
– Standard Contractual Clauses approved by the European Commission to impose data protection obligations on the transfer; or
– Other valid safeguards under the GDPR or the applicable data protection law.
Please Contact Us if you would like further information or a copy of our Data Processing Agreement based on Standard Contractual Clauses.
11. ADDITIONAL INFORMATION ABOUT CALIFORNIA RESIDENTS
This section supplements this Privacy Policy for “consumers” who are residents of California as defined under the CCPA.
Within the meaning of the term “sell” as described in the CCPA, we do not sell nor have sold any Personal Information over the last twelve (12) months period.
As a consumer you may have specific rights under the CCPA against businesses that are subject to the CCPA. When offering our Service to Customers that qualify as “business”, AITHENTIC, Inc. may qualify as “service provider” as defined under the CCPA. We collect consumer Personal Information only on behalf of the Customer and in accordance with the instructions of the Customer. Therefore, if you are a consumer, please direct any requests for specific rights granted under the CCPA to the relevant Customer using our Service.
12. INFORMATION ABOUT CHILDREN
The Website or the Service is not targeted towards children below 16. We do not knowingly or intentionally collect Personal Information that relates to children below such age. In case any user believes or has reason to believe that we are doing so, please notify us at [email protected] and we will take all necessary steps to delete the information that we hold about children.
13. COOKIES
What are Cookies?
Cookie is a small amount of data that is sent to the browser from a website’s computer and stored on the computer’s hard drive or mobile devices. These often include anonymous unique identifiers and may contain information that qualifies as Personal Information under data protection laws.
Why do we use Cookies?
We and our authorized partners use cookies for i) gathering information related to the use of our Website and Service, ii) enhancing user experience by remembering preferences and iii) advertising/marketing our Service and related products.
What Cookies do we use?
We use both first party and third-party cookies. First party cookies are served by AITHENTIC, Inc., whereas third-party cookies are used by our authorized service providers most commonly for analytics and advertisements. Cookies that we use are categorized as follows:
Strictly Necessary Cookies
Strictly Necessary Cookies as apparent from the title are essential cookies required for the basic functionality of the Website. Without these cookies, our Service may not be able to function properly.
Functional Cookies
Functional cookies are used for the convenience of our Customers and Authorized Users. They help us store choices and preferences set by users to provide a personalized online user experience. These preferences are remembered so that there is no need to set them again the next time our web pages are visited.
Analytics Cookies
Analytics Cookies are used to track online user behavior including number of visits, content viewed, and the source and destination of the web pages Visitors or users of our Service navigate. We use this information to test web pages and new features, understand the business use of our Service, and make improvements.
Opting Out:
If you do not agree with the use of cookies by us, you can change cookie settings through internet browser settings, where you will have the option to switch off the cookie feature. Depending on your computer browser, you may also be able to adjust the preference. However, please note that if you make any changes in the cookie settings, our Service or the Website may not function properly. You can read more about how to manage and delete cookies at www.allaboutcookies.org.
14. CHANGES TO THE PRIVACY POLICY
We may make changes to this Privacy Policy from time to time considering legal and operational requirements. You are encouraged to review this Privacy Policy often so that you stay informed about changes that affect you. If any material changes are posted, we will inform you via email to the primary address provided to us and the web portal.
15. CONTACT US
If you have any queries or comments regarding our privacy practices, please reach out to us at [email protected].