Privacy Policy
This is the Privacy and Cookies policy for the Retain sites hosted at www.retain.io, and any affiliated sites, (“Sites”). These Sites are operated by Retain Technologies, Inc. (“Retain“, “we”, “us”, “our”). We are committed to protecting and respecting your privacy.This Policy explains who we are, why and how we process your personal information (also referred to here as personal data) and your rights and how to contact us if you need to.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.By engaging with our Site, you acknowledge you have read and understood this privacy policy.For the purposes of applicable data protection law, (the “Data Protection Law“), Retain Technologies, Inc. is the processor in relation to the personal data processed in accordance with this policy (except where this policy explains otherwise). Our contact details are set out at the end of this policy.
1. Information we collect about you
We may collect and process your personal data if:You or the company you work for are a customer or a supplier of ours. You or the company you work for use our Site.You are someone (or you work for someone) to whom we want to advertise or market our Site or services.
Information we collect from you or from a third party
We may process your personal data that we have either obtained from you, or obtained from somewhere else. Personal data which is not collected directly from you may be collected:From your employer in connection with your role and its relation to our provision of the Site.If you use any websites operated by us.From third parties we work closely with (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, and search information providers). We will notify you when we receive information about you from them and the purposes for which we intend to use that information.
Personal data relating to you that we process may include:
Your name. Who you work for, and your job function or department. Your address, phone number, email address or other contact details (these details may relate to your work or to you personally, depending on the nature of our relationship with you or the company that you work for). Information about you that you give us by communicating with us by phone, by e-mail, via our website, via social media or otherwise. It includes information you give us or that we obtain when you use our website, obtain or subscribe to communications from our Site, supply us with goods or services, enquire about a product, place an order, enter a competition, promotion or survey, or contact our Customer Success team to report a problem, or do any of these things on behalf of the person that you work for.Information relating to transactions with us involving you or the company you work for (for example, details of goods or services that we have supplied to, or obtained from, you or the person you work for).
Information that we obtain from you when you use our website may include:
Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platformInformation about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our website (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call our customer service number or social media handle used to connect with our customer service team.
2. Cookies and other technologies
Our Site uses cookies and other similar technologies such as device-IDs to collect and store certain information. These typically involve pieces of information or code that a website transfers to or accesses from your computer hard drive or mobile device to store and sometimes track information about you. Cookies and similar technologies enable you to be remembered when using that computer or device to interact with websites and online services and can be used to manage a range of features and content as well as storing searches and presenting personalised content.Our Site uses cookies and similar technologies to distinguish you from other users of our Site. This helps us to provide you with a good experience when you use our Site and also allows us to improve our Site. Most web browsers automatically accept cookies and similar technologies, but if you prefer, you can change your browser to prevent that and your help screen or manual will tell you how to do this. We also give you information about how to disable cookies below. However, you may not be able to take full advantage of our Site if you do so. A number of cookies and similar technologies we use last only for the duration of your session and expire when you stop using our Site. Others are used to remember you when you return to the Site and will last for longer .We use these cookies and other technologies on the basis that they are necessary for the performance of a contract with you, or because using them is in our legitimate interests (where we have considered that these are not overridden by your rights), and, in some cases, where required by law, where you have consented to their use.
3. How we use your information
Information you give to us
We will use this information to: Take steps in order to enter into any contract or carry out our obligations arising from any contract entered into between you or the company you work for and us including: providing our Site to you or the company you work for, as the case may be; administering you/your company’s account with us, including billing; verifying and carrying out financial transactions in relation to payments you make in your own capacity or on behalf of your company, notifying you about changes to our service, providing you with information about our products or services we feel may interest you or the company you work for, if you have given your consent to receiving marketing material from us at the point we collected your information, where required by law or otherwise in our legitimate interests provided these interests do not override your right to object to such communications. See ‘Our promotional updates and communications‘.
Ensuring in our legitimate interests that content on our Site is presented in the most effective manner for you and for your device; we provide you or the company you work for with the information, products and services you request from us.
We will use this information in our legitimate interests, where we have considered these are not overridden by your rights:To administer and support our Site and for internal operations, including troubleshooting, data analysis, internal reporting and analytics (metadata only) testing, research, statistical and survey purposes. To keep our Site safe and secure. For measuring or understanding the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you. To improve our Site to ensure that content is presented in the most effective manner for you and for your computer. To allow you to participate in interactive features of our service, when you choose to do so.
Information we receive from other sources
We will combine this information with information you give to us and information we collect about you in our legitimate interests (where we have considered that these are not overridden by your rights). We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).
4. Our promotional updates and communications
Where permitted in our legitimate interest or with your prior consent where required by law, we will use your personal information for marketing analysis and to provide you with promotional update communications by email/SMS about our Site. You can object to further marketing at any time by following the “unsubscribe” link at the end of all our marketing and promotional update communications to you. You can also request that we send marketing material to a non-personal email address instead of one which identifies you as an individual.
5. Who we give your information to
We may share your personal data with appropriate third parties including: Any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, who support our processing of personal data under this policy.our business partners, suppliers and sub-contractors for the performance of any contract we enter into or other dealings we have in the normal course of business with you or the person that you work for, including supporting the functionality of our Site, including, but not limited to, FreshDesk, USA – online cloud-based customer service software providing helpdesk support & ticketing, GainSight, USA – works on top of salesforce to manage customer success data, Intacct, USA – financial management, cloud accounting & CRM, Intercom, USA – messaging/chart service for sales, marketing & support, Salesforce Pardot, USA – B2B Marketing Automation, Salesforce, USA (US East Data Centre, Virginia) – Customer Relationship Management (CRM) platform our auditors, legal advisors and other professional advisors or service providers; Payment processing providers who provide secure payment processing services. (note your payment card details are not shared with us by the provider).
In relation to information obtained via our website: analytics and search engine providers that assist us in the improvement and optimisation of our site and subject to the cookie section of this policy.Other disclosures we may make: We will disclose your personal information to third parties: In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets subject to the terms of this privacy policy. If Retain or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets. If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of supply terms and other agreements with you or the company you work for; or to protect the rights, property, or safety of Retain, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction and to prevent cybercrime.
6. Where do we store your information?
The data that we process in relation to you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA“) that may not be subject to equivalent data protection law. It may also be processed by staff situated outside the EEA who work for us or for one of our suppliers. We may transfer your personal information outside the EEA:in order to store it.in order to enable us to provide goods or services to and fulfill our contract with you or the company your work for. This includes order fulfillment, processing of payment details, and the provision of support services, where we are legally required to do so.as part of normal application operation and processing in order to facilitate the operation of our group of businesses, where it is in our legitimate interests and we have concluded these are not overridden by your rights. Where your information is transferred outside the EEA, we will take all steps reasonably necessary to ensure that your data is subject to appropriate safeguards, such as relying on a recognised legal adequacy mechanism, and that it is treated securely and in accordance with this privacy policy. We may transfer your personal information to the following countries outside the EEA in accordance with the following transfer safeguards: United States – Privacy Shield Certification or model clauses
7. How we protect your information
We pride ourselves in our approach to ensuring the data you entrust to us is handled appropriately and subscribe to several standards that should give you the peace of mind that your information is as safe as possible. In the instance of our educational customers, we strictly adhere to FERPA to ensure that our systems, processes and people exceed the minimum standards and perform regular audits to ensure ongoing compliance. In general, we adhere to PCI DSS Level 1 standards despite not storing credit card information in our system. This is done to ensure that no matter what you choose to store in Retain, it will be held to the highest of security standards.All information you provide to us is stored on our secure servers where the data is encrypted at rest. All data exchange transactions are encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access. In addition to our tight system security guidelines, our teams are trained to treat your educational or private institution data with the highest level of security and we have annual training programs that every employee undergoes to ensure currency with PCI, FERPA and other regulation. Our website may, from time to time, contain links to external sites. We are not responsible for the privacy policies or the content of such sites.
8. How long we keep your information
We retain personal data for as long as you have an account with us in order to meet our contractual obligations to you and for six years after that to identify any issues and resolve any legal proceedings OR insert time period for which personal information is stored or, where that is not possible, the criteria used to determine the period. We may also retain aggregate information beyond this time for research purposes and to help us develop and improve our services. You cannot be identified from aggregate information retained or used for these purposes.
9. Your rights
You have the right under certain circumstances to be provided with a copy of your personal data held by us; to request the rectification or erasure of your personal data held by us; to request that we restrict the processing of your personal data (while we verify or investigate your concerns with this information, for example); to object to the further processing of your personal data, including the right to object to marketing as mentioned in ‘Our promotional updates and communications’ section; to request that your provided personal data be moved to a third party.
Your right to withdraw consent: Where the processing of your personal information by us is based on consent, you have the right to withdraw that consent without detriment at any time. You can also change your marketing preferences at any time as described in ‘Our promotional updates and communications’ section.
How to exercise your rights
You can also exercise the rights listed above at any time by contacting the Retain Privacy Officer at support@retain.io. If your request or concern is not satisfactorily resolved by us, you may approach your local data protection authority, (see http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.html ). The Information Commissioner is the supervisory authority in the UK and can provide further information about your rights and our obligations in relation to your personal data, as well as deal with any complaints that you have about our processing of your personal data.
10. Changes to this policy
Any changes we make to our privacy policy in the future will be posted on this page and on our website at www.retain.io and, in relation to substantive changes, will be notified to you by e-mail. 
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