Last Updated: April 14, 2021
Privacy and Security of our Customers’ Data and Information are very important to us. We take it very seriously
There are two primary ways in which ComplianceCow collects Information from Customers.
When you interact online or offline with ComplianceCow, visit our website, download materials through our website, or register for events, ComplianceCow may receive your Information, including your Personal Data. For example, we receive your Information when you:
- Visit and use ComplianceCow’s websites
- Provide or update account information via our websites
- Register or attend ComplianceCow-hosted or sponsored events (such as promotional events, webcasts, contests or hackathons)
We also collect Information, about you from third-party sources such as through public databases, joint marketing partners, social media platforms, conference hosts, event companies, partners, and other like parties when you interact with them.
If you log into a ComplianceCow account using your social media login credentials (e.g., LinkedIn), we may receive from you the categories of Personal Data listed below. We may also receive Personal Data from you when you use your social media account to provide your contact information to ComplianceCow.
We refer collectively to these contacts as “Interactions” and we explain below how we use the Information we collect through them.
We also collect Information, including Personal Data, when we provide our ComplianceCow Offerings to you (or a third party with which you work) to service your account. We may ask you for this data directly, or in some cases we may collect it when certain features are enabled in our ComplianceCow Offerings. For example, we collect your Information when you:
- Order any of our ComplianceCow Offerings
- Interact with ComplianceCow online or offline, including when you request support services for your ComplianceCow Offerings, whether they are installed on your premises or in the cloud
- If you (or a third party for whom you work) uses ComplianceCow Offerings to process information, we may collect metadata about the use of our ComplianceCow Offerings (e.g., usage, performance, deployment environment, and analytic data) which may include elements of Personal Data, such as IP address or User ID as further described below.
What We Collect Via Our Interactions
We (or third parties acting on our behalf) may collect your Information, including your Personal Data, through the Interactions described above. Categories of Personal Data we collect include such things as:
- Email address
- Azure Subscription ID
- Physical address
- Phone number
- IP address
How We Use Information Collected From Interactions
ComplianceCow uses the Information it collects from your Interactions to satisfy different legitimate business interests, to deliver services to you in accordance with our terms, or to satisfy our legal obligations. We take seriously the need to balance our legitimate business interests with your privacy rights, and summarize for you below how we use your Information, including Personal Data.
We use your Information to:
Fulfill your orders or respond to your requests for information (e.g., marketing materials from our website such as white papers)
To satisfy these requests, we need to collect and use your name and email address.
Improve and develop the website services
Issue ComplianceCow accounts for access to online communities and forums
We offer online communities and forums through our website services and other platforms where users can share their experiences. When you choose to participate in these communications, we collect the categories of Personal Data listed above pursuant to our Website Terms and Conditions.
Send administrative information, such as changes to contract terms or policies
Where we make updates to our terms or policies, we may be required under certain laws, and sometimes under our contract terms, to notify you of these changes. Likewise, we may need to notify you of changes in how we administer our website services either by the terms of our agreement with you, legal requirements, or simply to let you know of a change affecting how you use the website services. We will use your name and email address to send these notices to you.
Manage your ComplianceCow account
In order to perform the website services under the contract between you and ComplianceCow, we need to collect certain Information from you like your contact and payment details. Without this Information, we may not be able to deliver the services or comply with our legal obligations.
Send marketing communications
Where we have your consent to do so, we use your email to send you product announcements, educational materials or information about special offers or upcoming online or offline events. We may also invite you to participate in various promotional activities, contests, webcasts, sweepstakes, hackathons, campaigns, and the like. We do these to generate interest in our ComplianceCow Offerings and grow our business. We carry out our marketing campaigns in accordance with applicable laws and provide you with options to “opt-out” of receiving these materials should you so choose. Those options are detailed below.
Invite you to participate in surveys and usability studies, and to assess their effectiveness
Personalize your experience
Diagnose and fix technical issues, monitor the security of our environments, and otherwise protect our property
We need to be able to anticipate and recognize potential threats to the operation and security of our website services to help keep them online and secure. We may process your Personal Data, in particular your IP address, for this purpose. We do this to satisfy our legitimate business interest in helping ensure the security of our website services and our legal obligations.
- To comply with any applicable law, regulation, legal process, or governmental request, or to protect our legal rights
- For any other purpose disclosed to you in connection with our website services from time to time
If we intend to process your Personal Data for a purpose other than that set out above, we will provide you with information prior to such processing.
Exercising Your Rights
You have the right to request access to and correction of your Personal Data. You may also have the right to request your Personal Data be “forgotten” (technically erased) or object to ComplianceCow processing it.
If you would like to request to access, correct, erase, or object to the processing of your Personal Data, contact us at: firstname.lastname@example.org. Please describe the nature of your request and the Personal Data it relates to and we will comply as soon as reasonably practicable, consistent with applicable law.
If we process your Personal Data based on your consent, you may withdraw your consent at any time. We will let you know if we are seeking to rely on your consent at the time, we collect your information.
If you no longer want to receive marketing-related emails from ComplianceCow on a go-forward basis, you may also contact us at: email@example.com. Please make clear in your request that your Personal Data be removed from marketing-related emails. Alternatively, you may use the “unsubscribe” feature in our email messages.
What We Collect Via Our ComplianceCow Offerings and How We Use It
We collect and process different types of usage data when you use the ComplianceCow Offerings to serve our legitimate business interest of improving our products and services for the benefit of our customers. We work hard to help ensure a balance between our legitimate business interests and your privacy rights.
License Usage Data
s information pertaining to your particular ComplianceCow Offerings. Each license is assigned a random, numeric identifier (License ID) that allows us to identify your account entitlements, such as native license group and subgroup, total license stack quota, total license stack consumption, license stack type, license pool quota, license pool consumption, etc., in our systems. License IDs also help ComplianceCow analyze how different ComplianceCow products are being deployed across user populations.
Aggregated Usage Data
is information pertaining to your ComplianceCow Offerings’ operating environment, including performance and session information. It may include such things as number of cores by type (virtual/physical), CPU architecture, memory size, storage (partition) capacity, OS/version, hardware identification, ComplianceCow application version, number of active users, number of searches by type, number of page loads, distribution of concurrent searches, app names, page names, and page views.
This information is aggregated and used by ComplianceCow to analyze usage patterns so that ComplianceCow can improve its products and benefit customers. License IDs are collected initially to verify that data is received from a valid ComplianceCow product. After the validation step is complete, License IDs are discarded from and not transferred to the collected data set used to improve the products. Likewise, User IDs are collected in connection with page view activity, but are hashed before being sent back to ComplianceCow. ComplianceCow uses Aggregated Usage Data extensively to help us better understand how our ComplianceCow Offerings are being used, make improvements to them, and develop new features, or ComplianceCow Offerings. For example, we may use this data to:
- Better understand how our users configure and use ComplianceCow Offerings
- Determine which configurations or practices optimize performance (e.g., best practices)
- Benchmark key performance indicators (“KPIs”)
- Perform data analysis and audits
- Identify, understand, and anticipate performance issues and the environmental factors that affect them
- Improve the operation of the ComplianceCow Offerings and develop new features and functionality
We use Aggregated Usage Data for the purposes described above to fulfill our legitimate business interests to develop, expand and improve the ComplianceCow Offerings. See further below on how you can opt-out of participation in the Aggregated Usage Data program.
Support Usage Data
is the same as Aggregated Usage Data, but the License ID persists so that the Information can be linked to your account for ComplianceCow to analyze the performance information you send when you ask for help in troubleshooting your ComplianceCow Offerings or to personalize your experience.
is data we collect in certain ComplianceCow Offerings that associates your end users’ mobile device with an identifier for your app to help us improve the user experience. Depending on your configuration of the ComplianceCow Offerings, it may be that location information on your end users may be shared with ComplianceCow, however, you can disable this function should you choose, or advise your end users on how to disable the location setting on their mobile device.
Usage Sharing Settings
License Usage, Aggregated Usage and Support Usage Data is collected by ComplianceCow as part of offering the Cloud Service. Likewise, ComplianceCow collects this data as part of the free or trial services we offer, but as set forth in the terms of those agreements, we discourage the uploading of production data to those environments.
In addition, on devices that enable location-based services, we may receive location information, if you consent, which you can withdraw at any time by updating your device location setting permissions. We use this information to provide personalized location-based services and content.
Other Collection Practices
We also collect Personal Data from you to fulfill our contractual commitments to you. For example, we collect contact information such as name, address (email and physical) and phone number to enter you into our customer data base systems and manage your account. This may also include Information about billing and payments, customer or support services, or software updates. We share this Information with our affiliates, vendors and partners who help us service your account and with whom we have written agreements protecting the confidentiality and security of your Information. We do not sell this Information.
Data Collection Practices Associated with Apps and Other Third-party Content
How ComplianceCow Shares Your Information
ComplianceCow may disclose Information to third parties in the following ways:
We may disclose Information to our third-party service providers or vendors who help service ComplianceCow’s business operations. This may include such things as infrastructure, data analysis, order fulfillment, IT services, customer service, professional services or audit services, among others.
We may disclose contact and account Information to our partners to permit them to assess your interest in the ComplianceCow Offerings, conduct user research and surveys, or send you marketing communications, subject to the terms of their privacy policies. We may also share License Usage, Aggregated Usage and Support Usage Data with partners who are providing support services to you to assist you with troubleshooting the performance issues you report. Partners are subject to written agreements with ComplianceCow that require them to protect the Information we share with them, including your Personal Data.
Compliance and Safety.
We may disclose Information as necessary or appropriate under applicable laws (including laws outside your country of residence) to: comply with legal process or requirements, including applicable notification obligations; respond to requests from public and government authorities (including public and government authorities outside your country of residence); enforce our terms and conditions; and protect our operations or those of any of our affiliates and our rights, privacy, safety, or property, and/or that of our affiliates, you or others.
Merger, Sale, Etc.
We may disclose Information in the event of a proposed or actual reorganization, merger, sale, joint venture, assignment, transfer, or other disposition of all or any portion of ComplianceCow business, assets or stock (including Information regarding any bankruptcy or similar proceedings).
We may disclose Information to other users of the Service in aggregated format, provided it does not include Personal Data. This may include “best practices” tips, KPIs, benchmark data or other such aggregated information useful to the user community.
How We Secure Your Information
ComplianceCow takes appropriate technical and organizational measures to safeguard Personal Data against loss, theft, and unauthorized access, disclosure, alteration, misuse, or destruction. Unfortunately, no data transmission, software, or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of any account you might have with us has been compromised), please notify us immediately in accordance with the “Contact ComplianceCow” section below. If ComplianceCow learns of a breach of its systems, ComplianceCow may notify you or others consistent with applicable law and/or as agreed in our contract with you. ComplianceCow may communicate with you electronically regarding security, privacy, and administrative issues relating to your use of the ComplianceCow Offerings and the Information you provide to us.
ComplianceCow Also Observes the Following Practices
Use of ComplianceCow Offerings by Minors.
The ComplianceCow Offerings are not directed to individuals under the age of thirteen (13) or those not of the age of majority in your jurisdiction, and we request that these individuals not provide Personal Data through the ComplianceCow Offerings.
Your Personal Information may be stored and processed in any country where we have facilities or in which we engage service providers based in countries outside of your country of residence, including to the United States, which may have different data protection rules than in your country.
Links to Other Parties.
Please note that email communications are not always secure, so please do not include credit card information or other sensitive information in your emails to us.