Last updated: December 23, 2021
Define Database Inc. (“Define Database”, “we”, “us”, “our” and terms of similar meaning) take your privacy rights very seriously. We are committed to transparently describing our privacy practices, including how we collect, use and disclose (a) your personal or personally identifiable information (“Information”); and (b) data we obtain from your activity on the Services (as defined below) (“Data”) as part of providing the Define Database software (the “Software) including web-access to the Software (collectively, the “Services”).
1. What Information Do We Collect?
Our primary purpose in collecting Information and Data from you voluntarily is to provide you with a secure, efficient and customized experience when using the Services. We will only ask for and collect Information and Data that we consider necessary to ensure a positive experience.
b. Information and Data
(i) When accessing and using the Services, Clients, Users and end-customers, must provide the Information as requested or where indicated. Where possible, on these forms we indicate which fields are required and which fields are optional. Our primary purpose in collecting Data from you voluntarily is to provide a secure experience. When using the Services, we may collect, without limitation, Information and Data including: your first and last name, company name, email, address, phone number, other information inputted by you and Data generated from your use of the Services.
(ii) As you use the Services, you can, or may be required, from time to time enter or send to us Information, which may include, without limitation, Information that you share on your account as a User or Client.
(iii) You represent that you have the right and authority or have obtained all necessary consents and approvals to provide any Information, including any Information of another individual or entity, that is provided by you to Define Database through the Services or otherwise.
c. Information and Data Collected Automatically
2. How Do We Use Your Information and Data
We may use your Information to determine your eligibility to be a Client or to continue to have a User account on the Service or otherwise access the Services. We may also use your Information and Data to provide to you the license for the Services; to provide you with the Services; to communicate with you, either directly or through one of our partners, including for marketing and promotional purposes; to improve our marketing and promotional efforts; to advise of pricing and Service updates; to facilitate transactions and payments (if and as applicable); to resolve service disputes; troubleshoot problems; to analyze usage of our Services; to improve our content and product offerings; to deliver information to you that, in some cases, is relevant to your interests; customize your experience, the content, layout and services; to detect and protect us against error, fraud and other criminal activity; enforce our Terms; to provide you with system or administrative messages; and/or as otherwise described to you at the time of collection. These uses improve the Services and better tailor it to meet your needs, so as to provide you with a secure, efficient and customized experience while using the Services.
3. Our Disclosure of Your Information and Data
a. General Disclosure
b. Anonymized Aggregated Data
We may aggregate and anonymize your Data and use and disclose it for a variety of purposes, including analytics, to improve our algorithms, measure service usage, publish summaries and develop new features. We will not display or otherwise disclose information where a User or end-customer can be identified.
c. Subsidiaries, Affiliates & Service Providers
We may use the services of subsidiaries, affiliates and third party service providers (collectively, “Third Parties”) in connection with our provision of the Services, including, without limitation, for the processing of payments, off-premise data hosting, communication services, account hosting, and Information collecting and analysis services. We may disclose your Information and Data to the Third Parties in the course of our use of their services. We take care to use Third Parties that we believe are reputable and capable of performing the services we require of them, including, without limitation, the handling of confidential information and Information and Data and the compliance with all applicable laws.
d. Laws and Jurisdictions
e. Sale of Business
We may disclose Information and Data to the acquiror or its agents in the course of the sale of our business. If we do this, the disclosure will be subject to confidentiality arrangements customary in such transactions.
f. Storing and Processing Your Information and Data
In some cases, Information and Data that we collect may be stored or processed outside of the jurisdiction it is received. When that occurs, we continue to protect the Information and Data with appropriate safeguards and data export requirements, but it may be subject to the legal jurisdiction of those countries and governmental authorities in those countries.
4. Communication Preferences
You can always unsubscribe from our commercial and promotional emails, but we may still send you communications relating to your status as a Client and your Users and end-customers and your use of the Services in accordance with applicable anti-spam legislation.
5. Information and Data Retention
a. General Retention Policy
We will periodically de-identify (a) Information from collected Data in unused User Accounts or from end-customers; and (b) unnecessary Information from Data collected elsewhere on and/or through the Services.
b. Termination of User Account
6. Your Information and Data Rights
In accordance with the applicable privacy laws, you may have the following rights with respect to your Information and Data:
a. Right of Access and Portability
You may ask for an overview or copy of your Information and/or Data to be provided to you; and/or transferred to another organization.
b. Right to Rectification
You may review your Information and delete and/or update it through your User Account or by contacting us, to ensure it is accurate and complete on the Services.
c. Right to Erasure and Restriction
d. Right to Withdraw Consent
Please contact us here if you would like to exercise any of the above rights.
We strive to protect your Information and Data by putting in place a range of technical and organizational measures to safeguard and secure the Information and Data we receive from you, including without limitation, security technologies. We are continuously utilizing security measures to protect your Information and Data from unauthorized access or against loss, misuse or alteration. Despite our efforts, we cannot guarantee the security of your Information and Data. Unauthorized entry or use, hardware or application failure and other factors, may compromise the security of your Information and Data at any time. We reserve the right, without any limitation, to investigate any suspected breaches of the Services’ security or information technology or other systems or networks.
It is our goal to make our privacy practices easy to understand. If you have questions, concerns or if you would like more detailed information, please email our data controller using this form.