Privacy Policy

1. 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:

1. WHAT THIS POLICY COVERS

2. WHAT INFORMATION WE COLLECT ABOUT YOU

3. HOW WE USE INFORMATION WE COLLECT

4. HOW WE SHARE INFORMATION WE COLLECT

5. HOW WE STORE AND SECURE INFORMATION WE COLLECT

6. HOW TO ACCESS AND CONTROL YOUR INFORMATION

7. OTHER IMPORTANT PRIVACY INFORMATION

This Privacy Policy covers the information we collect about you when you use our products and services, or otherwise interact with us for example, by attending our website, unless a different policy is displayed. We and us refers to Innomis S.A. and any of our corporate affiliates. We offer a range of professional and cloud based services, referred to 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.

2. What information we collect about you

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

2.1. Information you provide to us

We collect information about you when you input it into the Services or otherwise provide it directly to us.

2.1.1. Information you provide through our products and website

The Services include the Innomis products you use, where we collect and store information that you create, receive and share. This information includes any information about you that you may choose to include.

2.1.2. User Account and User Profile Information

We collect information about you when you register for a user account, create or modify your user profile, make purchases, including payment and billing information needed.

2.2. Information we collect when you use the Services

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

2.2.1. Your use of the Services

We collect information about you when you visit and interact with any of our Services. This information includes the information objects you create, access and use, and the groups and users you collaborate and share with.

2.2.2.Device and Connection Information

We collect information about your computer device you use to access the Services. This device information includes your connection type and settings such as information about your operating system, browser type and IP address.

2.2.3. Cookies and identifying Technologies in our Services

We use non-persistent session cookies as identifying technology to provide functionality and to recognize you across different Services. In case you use the “Stay logged in” function, we create a persistent session cookie. You can delete cookies at any time via the corresponding browser function. This may affect the function of the Services.

2.3. Information we receive from other sources

We receive information about you from other Service users, from our related companies, and from our business partners.

2.3.1. Other users of the Services

Other users of our Services may provide information about you when they submit information through the Services.

2.3.2. Other services linked to your account

We receive information about you when you or your administrator integrate an authentication (SSO) service with our Services. For example, if you log into the Services using idendity provider credentials, we receive your name and email address in order to authenticate you.

2.3.3. Innomis Partners

We work with partners who provide consulting, implementation and other functions around our Services. We receive information from these partners, such as billing and contact information and what Innomis Services you have purchased or may be interested in.

3. How we use information we collect

How we use the information we collect depends in part on which Services you use and how you use them. Below are specific purposes for which we use the information.

3.1. To provide and personalize the Services

We use information about you to provide the Services to you, including to process transactions with you, authenticate you, provide support, operate and maintain the Services. Your contact information is needed to send transactional communications via email and within the Services, including contract information, responding to your questions and requests, providing customer support, and sending you technical notices, and administrative messages. 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 itself or in your account settings.

3.2. To provide user and customer support

We use your information to resolve technical issues, to respond to your requests for assistance, and to improve the Services.

3.3. To secure and improve safety and security

We use information about you and your Service use to verify accounts and activity, to monitor suspicious or fraudulent activity and to identify violations of Service policies.

3.4. To protect our legitimate 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 use information about you in connection with legal claims, compliance, regulatory, and audit functions.

3.5. To promote and drive engagement with the Services

We use your contact information and information about how you use the Services to send communications that may be of specific interest to you. These communications are aimed at maximizing your Services benefits, including information about new features, products, newsletters, and events we think may be of interest to you. You can control whether you receive these communications within the communication itself or in your account settings.

3.6. 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, customer testimonials or use cases.

3.7. Legal bases for processing

We collect and process personal information under applicable EU laws. 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, marketing and promotion, and to protect our legal rights and interests.
• You give us consent to do so for a specific purpose.
• 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.

4. How we share information we collect

We provide shared and collaborative information and management solutions, and we want them to work efficiently for you. This means sharing information through the Services. We share information we collect about you in the ways discussed below. We are not in the business of selling information about you to advertisers or other third parties.

4.1. Sharing with other Service users

When you use the Services, we share certain information about you with other Service users.

4.1.1. For collaboration

You can create information, which may contain information about you, and grant permission to others to view, edit, copy and use that content based on settings you or your administrator. Some of the collaboration features of the Services display some of your profile information to other Service users when you share or interact with specific information. When you create and publish an object, your name is displayed as the author of that object, and Service users with permission to view the object can view your profile information as well.

4.1.2. Managed accounts and administrators

If you 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 instance, certain information about you including your name and contact info, content and past use of your account may become accessible to that organization’s administrator and other Service users. If you are an administrator for a particular instance or group of users within the Services, we may share your contact information with current or past Service users, for the purpose of facilitating Service related requests.

4.2. Sharing with third parties

We share information with third parties that help us operate, provide and improve Services.

4.2.1. Service Providers

We work with a data centre service provider to provide hosting, maintenance, backup, storage, and cloud infrastructure services. Information about you is stored in the data centre. Our service providers work under close instruction from us, including procedures designed to protect your information.

4.2.2. Common Partners

We work with third parties who provide data and information on behalf of you (common partners) to deliver customized system solutions. We may share your information with these third parties, based on your contractual agreement with them.

4.2.3. Affiliated companies

We share information we collect with affiliated companies and, in some cases, with prospective affiliates. Affiliated companies are cooperating with us on a contractual basis. The protections of this privacy policy apply to the information we share in these circumstances.

4.2.4. With your consent

We share information about you with third parties when you give us consent to do so.

4.2.5. Compliance with Enforcement Requests and Applicable Laws

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 us, 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.

5. How we store and secure information we collect

We use a data hosting service provider in Germany to host the information we collect, and we use technical measures to secure your data. 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 delete 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.

5.1. 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 legal obligations, to resolve disputes, to enforce our agreements, to support business operations, and to continue to develop our Services.

5.2. Information you share on the Services

If your account is deactivated, some of your information and the information you have provided will remain in order to allow your organization to make full use of the Services.

5.3. Organizational 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.

5.4. Marketing information

If you have chosen to receive marketing emails from us, we retain information about your marketing preferences 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 Innomis account. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.

6. 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.

6.1. Your Choices

You have the right to request a copy of your information, to object to our use of your information, to request the deletion or restriction of your information, or to request your information in a structured, electronic format. Below, we describe the functions 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 of your account. Where the Services are administered for you by an administrator, 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 or have legitimate interests to keep.

6.1.1. Access and update your information

Our Services give you the ability to access and update certain information about you from within the Service. In your user account profile, you can access and edit your profile information and search for your information objects.

6.1.2. Deactivate your account

If you no longer wish to use our Services, you must contact us or your administrator to deactivate your Services account. If you are an administrator and are unable to deactivate an account through your administrator settings, please contact our 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.

6.1.3. Delete your information

Our Services give you the ability to delete certain information about you from within the Service. For example, you can remove information that contains information about you using editing functions associated with that information, and you can remove optional 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 our legal obligations.

6.1.4. 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. 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. When you make such requests, we may need time to investigate and facilitate your request. If there is 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 fulfilled or the dispute is resolved, provided your administrator does not object.

6.1.5. Opt out of communications

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

7. Other important privacy information

7.1. Notice to End Users

Our products are intended for use by organisations. Where the Services are made available to you through an organisation, e.g. your employer, that organisation is the administrator of the Services and is responsible for the accounts and Service sites over which it has control. If this is the case, please direct your data privacy questions to your administrator, as your use of the Services is subject to that organisation’s policies. We are not responsible for the privacy or security practices of an administrator’s organisation, which may be different than this policy.

Administrators are able to:

• Create a Services account for you.
• Restrict, suspend or terminate your access to the Services.
• Access information in and about your account.
• Access or retain information stored as part of your account.

In some cases, administrators can also:

• Restrict, suspend or terminate your account access.
• Change your account information, including profile information.
• Restrict your ability to edit, restrict, modify or delete information.

Please contact your organisation or refer to your administrator’s organisational policies for more information.

7.2. Changes to our Privacy Policy

We may change this privacy policy from time to time. We will provide information about policy changes by adding a notice inside the Services platform, login screen, or by sending you an email notification. We encourage you to review our privacy policy whenever you use the Services to stay informed about our information practices and the ways you can help protect your privacy.

If you disagree with any changes to this privacy policy, you will need to stop using the Services and deactivate your account, as outlined above.

7.3. Contact Us

Your information is controlled by Innomis S.A.

If you have questions or concerns about how your information is handled, please direct your inquiry to Innomis representatives.

INNOMIS S.A.
44 Rue Gabriel Lippmann, L 6947 Niederanven, Luxembourg