Table of Contents
- How we collect and use your personal information
- Use of our websites
- How we use your personal information
- How we share your personal information
- International Data Transfers
- Data subject rights
- Security of your personal information
- Data storage and retention
- Children’s privacy
- Contacting us & how to make a complaint
- Personal information you give to us
- When you use our websites
- Personal information you give to us
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.
- 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.
If you are the technical support representative for your organization, we collect personal information about you including (but not limited to) your name, your employer’s name, your work address (including your country location), your phone number and your email address. We may also collect your personal email address, a personal mailing address, and a mobile phone number. We ask members to voluntarily provide additional personal information in their profile. You may edit your profile at any time to change, add, or remove personal information.
We process your personal information in order to provide you and your organization with technical support and to provide notices related to you and your organization’s use of our products and services. We may also use this personal information to help us understand our users’ needs and interests to better tailor our products and services to meet your needs.
If you participate in training, you may sign up directly with us in which case we collect your name and contact information directly from you. You may, alternatively, sign up for training – or be signed up for training – by or through a third party such as one of our training partners, or your own employer. We may also use independent contractors to conduct the training and third parties to provide the training venue. Your personal information will be stored in our database and may also be shared with our training partners, trainers, and/or the venue hosting the event (to verify your identity when you arrive). Our training 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.
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.
- 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 firstname.lastname@example.org.
- 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.
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 email@example.com.
- Personal information we get from third parties
From time to time, we receive personal information about individuals from third parties. This may happen if your employer is a user of our services and signs you up for training, certification, support, or an event. One of our third-party partners may also share your personal information with us when you sign up for services through that partner.
We also collect personal information from publicly or commercially available sources that are deemed credible. Such personal information may include your name, address, email address, preferences, interests, and demographic/profile data. The personal information we collect from public or commercial sources may be used along with the personal information we collect when you visit our websites. For example, we may compare the geographic information acquired from commercial sources with the IP address collected by data collection tools to derive your general geographic area.
- What happens if you don’t give us your personal information
You can enjoy many of our services without giving us your personal information. Much of the information on our websites is available even to those who are not our users. Some personal information is necessary so that we can supply you with the products or services you have purchased or requested, and to authenticate you so that we know it is you and not someone else. You may manage your subscriptions and you may opt-out of receiving marketing communication at any time.
- Purposes for processing
As explained above, we process your personal information to provide you with the products or services you have requested or purchased from us, including cloud services, software, events, publications and other content, certification, and training. We use this personal information to refine our products and services to better tailor them to your needs and to communicate with you about other services we offer.
The following sections provide additional information about commonly-used web technology tools.
A “cookie” is a small data file transferred by a website to your computer’s hard drive. The iManage companies and/or our service providers send cookies when you surf our site or sites where our ads appear, make purchases, request or personalize information, or register yourself for certain services. Accepting the cookies used on our site or sites where our ads appear may give us access to information about your browsing behavior, which we may use to personalize your experience. Cookies are typically classified as either “session” cookies or “persistent” cookies.
Session cookies do not stay on your computer after you close your browser.
You can find information on popular browsers and how to adjust your cookie preferences in the help and support section of your browser.
From time to time, we will use Flash local shared objects (LSOs) to store Flash content information and preferences. LSOs perform similar functions to HTML browser cookies and deposit small files on your computer, which are commonly called Flash cookies. Flash cookies are different from browser cookies and cookie management tools provided by your browser may not remove Flash cookies.
- Web beacons
Our websites and third-party web pages, applications, and HTML-formatted email use web beacons alone or in conjunction with cookies to compile information about your website usage and your interaction with email, as well as to measure performance on our websites and applications. A web beacon is an electronic image, called a single-pixel (1×1) or clear GIF. Web beacons can recognize certain types of information on your computer such as cookies, the time and date of a page viewed, and a description of the page where the web beacon is placed. Depending on the context, web beacons may also refer to content on a third-party server, and may be used by service providers to deliver relevant advertising to you.
You may be able to disable web beacons in email messages by not downloading images contained in the message you receive (this feature varies depending on the email software used on your personal computer). However, doing this may not always disable a web beacon or other automatic data collection tools in the email message due to specific email software capabilities.
If you choose to receive marketing emails or newsletters from us, we may automatically collect personal information about you. For example, through web beacons and personalized URLs embedded in these emails or newsletters, we can track whether you’ve opened those messages and whether you’ve clicked on links contained within those messages.
- Embedded Web links
Emails from us often use links designed to lead you to a relevant area on the web, after redirection through our servers. The redirection system allows us to change the destination URL of these links, if necessary, and to determine the effectiveness of our marketing initiatives.
In emails, such web links may also allow us to determine whether you have clicked a link in an email, and this information about the interaction may be connected to your personal identity. If you do not want us to collect information about the links that you click, you can choose not to click links in an email that we send.
- “Do Not Track” disclosures
Currently, various browsers – including Internet Explorer, Firefox, and Safari – offer a “do not track” or “DNT” option that relies on a technology known as a DNT header, which sends a signal to web sites visited by the user about the user’s browser DNT preference setting. We do not currently commit to responding to browsers’ DNT signals with respect to the iManage websites and/or services, in part, because no common industry standard for DNT has been adopted by industry groups, technology companies or regulators, including no consistent standard of interpreting user intent. We take privacy and meaningful choice seriously and will make efforts to continue to monitor developments around DNT browser technology and the implementation of a standard.
- 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;
- To analyze use of our websites for trend monitoring, marketing and advertising purposes;
- 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; and
- As part of our efforts to keep our websites safe and secure.
- We will use the personal information we collect via our websites:
- We may use the personal information we collect from our customers and their users in connection with the services we provide for a range of reasons, including to:
- 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.
- Other use of your personal information
We may also use the personal information you send to us via our websites and/or services, to communicate with you via email and, possibly, other means, regarding products, services, offers, promotions and events we think may be of interest to you or to send you our newsletter, if this is in accordance with your marketing preferences.
We will give you the opportunity to choose your privacy preferences regarding the marketing communications we send.
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.
The European Union’s General Data Protection Regulation and other countries’ privacy laws provide certain rights for data subjects. A good explanation of them (in English) is available on the website of the United Kingdom’s Information Commissioner’s Office.
If you wish to confirm that we are processing your personal information, or to have access to the personal information we may have about you, please contact us at firstname.lastname@example.org.
You may also request information about: the purpose of the processing; the categories of personal information concerned; who else outside the iManage companies might have received the data from us; what the source of the personal information was (if you didn’t provide it directly to us); and how long it will be stored. You have a right to correct (rectify) the record of your personal information maintained by us if it is inaccurate. You may request that we erase that data or cease processing it, subject to certain exceptions. You may also request that we cease using your data for direct marketing purposes. In many countries, you have a right to lodge a complaint with the appropriate data protection authority if you have concerns about how we process your personal information. When technically feasible, we will—at your request—provide your personal information to you or transmit it directly to another controller.
Reasonable access to your personal information will be provided upon request made to us at email@example.com. If access cannot be provided within a reasonable time frame, we will provide you with a date when the personal information will be provided. If for some reason access is denied, we will provide an explanation as to why access has been denied.
California residents are entitled to ask us for a notice identifying the categories of personal information which we share with our affiliates and/or third parties for marketing purposes and providing contact information for such affiliates and/or third parties. If you are a California resident and would like a copy of this notice, please submit a written request to firstname.lastname@example.org.
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.
For personal information that we process on behalf of our customers, we will retain such personal information in accordance with the terms of our agreement with them, subject to applicable law.
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 email@example.com.
540 West Madison, Suite 300
Chicago, IL 60661