Privacy Notice

Table of Contents

• Scope of this Privacy Notice
• How we collect and use your personal information
• Use of our website
• How and why we use your personal information
• How we share your personal information
• International data transfers
• Data subject rights
• Security of your personal information

Scope of this Privacy Notice

iManage LLC, our parent companies, subsidiaries, and affiliates (collectively, the “iManage companies” or “we”, “us” or “our”) respect your privacy. This “Privacy Notice” informs you of our privacy practices and of the choices you can make about the way personal information about you, including from your online activity is collected and how that personal information is used by the iManage companies.

This Privacy Notice is readily available on our home page found at https://imanage.com and at the bottom of our other web pages.

How we collect and use your personal information

Personal information you give to us

1. 1. When you use our websites. We may collect any personal information that you choose to send to us or provide to us, for example, on our “Contact Us,” “Request a Demo” or similar online form. If you contact us through our websites, we will keep a record of our correspondence.
   2. When you use our services. When you use our services, we collect personal information, such as names, e-mail addresses, postal addresses, phone numbers, and job titles, in order to provide you with the services. We also collect information related to the actions you have taken in our applications.
   3. Support/Professional Services/Training If you engage us for support, professional services or participate in training, you may request such services directly from us in which case we collect your name and contact information directly from you. You may, alternatively, sign up for such services – or be signed up for such services – by or through a third party such as one of our certified partners, or your own employer. We may also use independent contractors to conduct the services and third parties to provide the training venues. Your personal information will be stored in our database and may also be shared with our certified partners, trainers, and/or the venue hosting the event (to verify your identity when you arrive). Our certified partners, trainers, and training venue hosts have agreed not to share your personal information with others and not to use your personal information other than to provide you with our products and services.
   4. Certification When you sign up to take one of our certification exams, we will collect your name and contact information. We will also collect and store personal information you provide to us about your need for special accommodations. This personal information may be shared with our computer-based exam hosting service. The computer-based exam hosting service may also share with us personal information you provide to them to verify your identity in taking the exam. We will collect your exam results and, in conjunction with maintaining your certification(s), your record of participation in continuing privacy education. Only authorized employees within the iManage companies have access to your certification exam scores and personal information pertaining to any special accommodations you may request.
   5. Correspondence with the iManage companies (including job applicants) If you correspond with us by email, the postal service, or other form of communication, we may retain such correspondence and the personal information contained in it and use it to respond to your inquiry (including job applications); to notify you of conferences, publications, or other services; or to keep a record of your complaint, accommodation request, and the like. As always, if you wish to have us refrain from communicating with you, please contact us at privacy@imanage.com.
   6. Live events and web conferences We host many in-person conferences and live web conferences throughout the year (collectively, “events”). We will collect your name and contact information, which we will store in our database(s) and use to provide you with information and services associated with the event.
   7. Publications You may wish to subscribe to our publications without becoming a user of our services. To receive our newsletters by email, you will need to create a “profile” with us which involves providing us with at least your first name and last name and email address. We do not share this personal information with any third party other than to store the personal information in our databases.You may manage your subscriptions by subscribing or unsubscribing at any time. If you have any difficulties managing your email or other communication preferences with us, please contact us at privacy@imanage.com.
      
      

Personal information we get from third parties 

Use of our websites

Our websites collect certain information automatically and stores it in log files. The information may include internet protocol (IP) addresses, the region or general location where your computer or device is accessing the internet, browser type, operating system and other usage information about the use of our websites, including a history of the pages you view. We use this information to help us design our site to better suit our users’ needs.

We may also use your IP address to help diagnose problems with our server and to administer our websites, analyze trends, track visitor movements, and gather broad demographic information that assists us in identifying visitor preferences.

Our websites also use cookies and web beacons. Our websites do not track users when they cross to third party websites, do not provide targeted advertising to them, and therefore do not respond to Do Not Track (DNT) signals.

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How and why we use your personal information

We will use the personal information we collect via our websites: 

• To administer our websites, our events and for internal operations, including troubleshooting, data analysis, testing, statistical and survey purposes;
• To improve our websites to ensure that content is presented in the most effective manner for you and for your computer; and
• As part of our efforts to keep our websites safe and secure.

The legal basis we rely on to process your personal information in this specific situation is Article 6(1)(f) of the GDPR, which allows us to process personal information when it is necessary for the purposes of our legitimate interests. When we use the legitimate interest legal basis, we need to provide a rationale and assess the proportionality and necessity of the processing and the balance between our legitimate interests and your rights and interests. Our legitimate interest in this situation lies in ascertaining the number and type of visitors on our website, as well as understanding the use made of it and any potential issues to be resolved. As the information processed does not identify you, the processing in this specific situation does not materially impact your rights, freedom or interests. This information can be retained for up to 36 months from your last action on our website. Please note that you have a right to object to the processing based on legitimate interests. Please contact us at privacy@imanage.com if you wish to object. Our websites may contain links to other sites. If you click on a third-party link, you will be directed to that site. Please note that any external site is not operated by iManage. Therefore, we strongly advise you to review the privacy policy of any external site. iManage has no control over, and assumes no responsibility for, the content, privacy policies, or practices of any third-party sites or services.

We may use the personal information we collect from you when contacting us, when enquiring about using our services, or from our customers and their users in connection with the services we provide for a range of reasons, including to:

• For purposes made clear to you at the time you submit your personal information – for example, to fulfill your request for a demo, to provide you with access to one of our webinar’s or whitepaper’s or to provide you with information you have requested about our services;
• To set up a user account
• Provide, operate and maintain the services
• Process and complete transactions, and send related information, including transaction confirmations and invoices;
• Manage our customers’ use of the services, respond to enquiries and comments and provide customer service and support;
• Send customers technical alerts, updates, security notifications, and administrative communications;
• Investigate and prevent fraudulent activities, unauthorized access to the services, and other illegal activities; and
• For any other purposes about which we notify customers and users.

The legal basis we rely on to process your personal information is Article 6(1)(b) of the GDPR, which relates to processing necessary to enter into a contract or to perform it once concluded. Not providing us with this information may prevent us from properly identifying you as our client and providing you with efficient services or answers tailored to your requests.

We will only retain your personal information for as long as reasonably necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. Regulatory provisions such as the Limitation Act 1980 or the VAT Act 1994 require us to keep some basic information, such as contracts concluded with our clients or service delivery records for six (6) years after the end of a contract. We may retain your personal information for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation with respect to our relationship with you.

Applying for a job When you apply for a job with us, we may process the personal data necessary to assess your suitability for the job you apply for. The data collected may include identity and contact details, previous experience, education and references. Depending on stage of the recruiting process, other information may be required such as criminal records.The legal basis we rely on for processing your personal data in this context is Article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request before entering a contract. This information is necessary for us to decide if we want to hire you and to enter into an employment contract with you.If your application is unsuccessful, the data will be retained for 1 year from the end of the recruitment process. If the application is successful, the data, as well as additional human resources data, will be retained for at least the period of employment. In this case, your employee file will be retained for 6 years from the end of employment.

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How we share your personal information

We do not rent or sell your personal information. We may share and disclose information, including personal information in limited circumstances as described below.

Vendors, consultants and other service providers 

We transfer personal information to third parties such as vendors and service providers who perform tasks on our behalf such as for processing and storage purposes. These companies include, for example, our payment processing providers, website analytics companies (e.g., Google Analytics), product feedback or help desk software providers (e.g., Zendesk), CRM service providers (e.g., Salesforce), marketing service providers, and email service providers.

If we have received your personal information and subsequently transfer that personal information to a third-party agent or service provider for processing, we will remain responsible by executing contracts requiring them to protect the privacy and confidentiality of the personal information provided to them for purposes of performing their functions for us. Unless we tell you differently and you consent, our agents do not have any right to use the personal information we share with them beyond what is necessary to assist us.

International Data Transfers

We have our headquarters in the United States and we also have a presence in Canada, the European Economic Area (“EEA”), the United Kingdom, Australia and India. Personal information we collect from you will be primarily processed in the United States, the United Kingdom, and the EEA. To facilitate our global operations, we may transfer and access such personal information from around the world, including from other countries in which any member of the iManage companies has operations for the purposes described in this Privacy Policy. When we do, we will ensure that an adequate level of protection is provided for the information by using one or more of the following approaches:

Data subject rights

Under data protection laws, you have various rights, such as the right of access, that gives you the right to ask us for copies of any of your personal information that is in our possession; the right to rectification that allows you to rectify and complete information that you think is inaccurate or incomplete; and the right to erasure that gives you the right to ask us to erase your personal information in certain circumstances. You also have the right to restriction of processing, to object to processing and to data portability.

These rights available to you may depend on our reason for processing your information and the circumstances. You are not required to pay any charge for exercising your rights, unless your request is clearly unfounded, repetitive or excessive. We will respond to any legitimate requests within one month. In the event that your request is clearly unfounded, repetitive or excessive or if we are not in a position to identify you, we are entitled to refuse to act on your request.

Security of your personal information

To help protect the privacy of personal information you transmit to us, we maintain physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis. We restrict access to your personal information to those employees who need to know that personal information to provide benefits or services to you. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your personal information. We commit to taking appropriate disciplinary measures to enforce our employees’ privacy responsibilities.

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Children’s privacy

We do not knowingly collect or solicit personal information from anyone under the age of 13. If you are under 13, please do not attempt to register for the services or send any personal information about yourself to us. If we learn that we have collected personal information from a child under age 13, we will delete that information as quickly as possible. If you believe that a child under 13 may have provided us personal information, please contact us at privacy@imanage.com.

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