1. Information We Collect and Receive
We collect Personal Data that (a) you actively submit to us when you use our Services, (b) we receive from our Corporate Clients, (c) we obtain for marketing purposes for potential customers and their representatives, and (d) we obtain from other sources. We may process your Personal Data with or without automatic means, including collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction of your Personal Data. We do not sell Personal Data we collect to other parties. 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.
a) Actively Submitted Data
i) When you visit a Company website, log in to a Company application as a registered user, or provide your information in a form on a Company website, we will collect and store that information. You may submit Personal Data to us when you register an account with us through our websites, use our Services, or engage in other interactions or communications with our organization. Personal Data generally includes but is not limited to name, physical address, telephone number, and email address. We may also process information related to your employment, such as employer address, your job title and role, location on a floor plan, and scheduling information assigned to you and the tasks you perform.
ii) As the Services include the websites owned or operated by us, we collect other content that you submit to these websites. This content includes content submitted to social media or social networking websites operated by us. For example, you provide content to us when you provide feedback or when you participate in any interactive features, surveys, contests, promotions, sweepstakes, activities or events.
iii) Where appropriate, we collect Personal Data and payment information to process a financial transaction that you have requested, including your purchase of the Services (generally, to meet our contractual obligations to you). For example, we may ask you to designate a billing representative, including name and contact information, upon registration. You might also provide payment information, such as payment card details, which we collect via secure payment processing services.
iv) If you are a visitor or guest at a facility that uses the Services, you or your host may provide Personal Information about you, including but not limited to your first and last name, email address, and phone number. Whether provided by you or your host, this information is used to protect against fraud, abuse, or harm, verify your identity and the purpose of your visit, and provide you with a digital or physical access badge. We may also use this information to contact you, including to respond to inquiries or troubleshooting requests and to deliver notifications and other operational communications (generally, to meet our legal obligations or to meet our legitimate interests).
v) We collect Device and Usage Information to provide the Services, process data or files that you input, upload, or store with the Services, better tailor and provide the Services, and help us improve our products and Services.
b) Data Received from Corporate Clients
i) Our Corporate Clients who license our Services are granted administration rights to enable them to create user accounts for their employees, representatives, or others they designate. The Personal Data collected generally includes the name, physical address and phone number of an assigned user, but may also include information related to employment, such as job title and role, scheduling information assigned to an individual and maintenance tasks performed by an individual. Our Corporate Clients act as Controllers in the use of the Services and the collection and processing of personal data they provide to us. In such cases, our role in processing the Personal Data provided by Corporate Clients is as a Processor, where we process data on behalf of the Controller (who is the customer). As a Processor, we are bound to process this personal data as directed by the Agreement entered with the Corporate Client. Processing of this personal data is performed on behalf of the Corporate Client and for the purpose of providing the services requested by the Corporate Client. “Controller” and “Processor” have the meanings given to such terms in the EU General Data Protection Regulation (“GDPR”).
ii) When purchasing the Services, Company may require you to provide financial qualification and billing information, such as billing name and address, contact and purchasing information, and the size of the company real estate portfolio, the number of assets to be stored by services along with the number of employees within the organization that will be using the Services (“Billing Information”).
iii) Our Corporate Clients may collect and process Personal Information by integrating with the Services or by integrating third-party tools with the Services. Our Corporate Clients are subject to their separate and independent privacy policies. We cannot control or be held responsible for their privacy practices.
c) Data Obtained for Marketing Purposes
i) As you navigate the Company’s websites, we collect information through the use of commonly used information-gathering tools, such as Cookies and Web beacons (“Web Site Navigational Information”). Web Site Navigational Information includes standard information from your Web browser (such as browser type and browser language), your Internet Protocol (“IP”) address, and the actions you take on the Company’s Web sites (such as the Web pages viewed, and the links clicked). Company does not currently respond to Do-Not-Track signals. You may, however, adjust your preferences for certain tracking, for example, by disabling cookies or using ‘private’ or ‘incognito’ browsing modes. For more information about the cookies we use and opt-out methods, refer to our Cookies & Tracking Policy.
ii) We obtain marketing data that we use to reach out to inform potential customers and others of the services offered by our organization. The personal data collected generally includes the email address of a potential customer or other and may also include their name and phone number. We use the contact information provided to us by our customers to also communicate our Education and Information services, which may include a marketing purpose, especially in relation to available modules.
d) Data Obtained from Other Sources
i) Other users of our Services may provide information about you when they submit content through the Services. For example, you may be mentioned in a work order opened by someone else. We also receive your email address from other Service users when they provide it in order to invite you to the Services. Similarly, an administrator may provide your contact information when they designate you as the billing or technical contact on your company’s account.
iii) We use a tool called “Google Analytics” to collect information about the use of our Company websites (e.g., Google Analytics collects information such as how often users visit the Company website, what pages they visit when they do so, and what other sites they used prior to coming to the Company website). Google Analytics collects only the IP address assigned to you on the date that you visit the Company website, rather than your name or other identifying information. The information collected through the use of Google Analytics is not combined with your Personal Data. You can learn more about how Google Analytics collects and processes data and opt-out options at http://www.google.com/policies/privacy/partners/. We also may use other third-party analytics tools to collect similar information about use of certain online Services.
iv) We work with a global network of partners who provide consulting, implementation, training and other services around our products. Some of these partners also help us to market and promote our products, generate leads for us, and resell our products. We receive information from these partners, such as billing information, billing and technical contact information, company name, what Services you have purchased or may be interested in, evaluation information you have provided, what events you have attended, and what country you are in.