Legal Privacy - EnKonversations

Who this statement applies to and what it covers

This Statement applies to individuals who use any website, application, including mobile application (“app”), product, software or service of ours that hyperlinks to this Statement (we call these our “Services”).

It does not generally apply to individuals whose personal information forms part of the content included within our products, although you can find further information on that topic here.

EnKonversations provides information solutions for professionals and our Services are generally not aimed at children.

Depending on the Service, we may provide additional or different privacy statements or notices for specific interactions you have with us or to highlight how we use your personal information for specific Services. Where we do this, it will be clear which statements apply to which interactions and Services. For example, if you use one of our mobile apps, we provide you a separate notice in relation to a particular data type collected through that app.
Within our Services, there may be links to third-party websites or applications. We are not responsible for the content or privacy compliance of third party websites or applications. You should check those websites or applications for their privacy statements and terms that apply to them.

Children’s Privacy. Our Services are not generally aimed at children. In the limited circumstances where we may collect and use personal information about children, for example to develop an educational resource, we will comply with industry guidelines and applicable laws.

Sources of personal information

We collect personal information about you from your interactions with us and from certain third parties and other sources (such as your employer or the subscriber providing access to our Services or from publicly available sources where permissible).

We obtain personal information from you:

through your interactions with us and our Services, such as, when you purchase or use our Services, register for an event, request information or call us for support (please note that we may record or monitor our telephone calls for compliance and quality assurance purposes)
through your system/device and use of our Services. Our servers, logs and other technologies automatically collect system/device and usage information to help us administer, protect and improve our Services, analyze usage and improve users’ experience
through cookies and similar technologies included on our Services. More information relating to cookies, and how to control their use can be found here and information related to Interest-Based and Mobile Advertising can be found here.

We also collect personal information about you from third parties such as:

the person(s) arranging for you to access our Services (e.g., your employer or our subscriber) in order to set up a user account
an organization to which you belong where that organization provides you access to our Services (such as a library providing you access to certain of our Services, like our legal information products)
partners and service providers who work with us in relation to your Service
publicly available sources such as public websites, open government databases or other data in the public domain, to help us maintain data accuracy and provide and enhance the Services

What types of personal information we collect

The type of personal information we collect depends on how you are interacting with us and which Services you are purchasing or using.

In many cases, you can choose whether or not to provide us with personal information, but if you choose not to, you may not get full functionality from the Services.

The personal information we collect consists of the following:

Name and contact data, such as, first and last name, email address, postal address, phone number, and other similar contact data
Account Credentials, such as, passwords and other security information for authentication and access
User content, such as, communications and files provided by you in relation to your use of the Services
Payment information, such as, payment card number (credit or debit card), and the security code associated with your payment instrument, if you make a payment
Device information, such as, information about your device, such as IP address, location or provider
Usage information and browsing history, such as, information about how you navigate within our Services, your browsing history and which elements of our Services you use the most
Location data, for Services with location-enhanced features. If we need your consent to collect geo-location data, we will collect this separately
Demographic information, such as, your country, and preferred language
CCTV, if you visit us or attend a EnKonversations event

How we use personal information

This section includes details of the purposes for which we use personal information and also the different legal grounds upon which we process that personal information. We use personal information to provide and improve Services and for other purposes that are in our legitimate interests, as well as for compliance purposes. Further information is set out below.

Some laws require us to explain our lawful reason for processing your personal information. We process personal information about you on the basis that it is:

necessary for the performance of a contract: where we have a contract with you, we will process your personal information in order to fulfil that contract (i.e., to provide you with Services)
in our or a third parties’ legitimate interests: details of those legitimate interests are set out in more detail below (e.g., provision of Services that we are contractually obliged by a third party, such as your employer or our subscriber, to deliver to you)
where you give us your consent: we only ask for your consent in relation to specific uses of personal information
where we need to and, if we need it, we will collect it separately and make it clear that we are asking for consent
for compliance with a legal obligation (e.g., to respond to a court order or a regulator)
You are welcome to contact us for further information on the legal grounds that we rely on in relation to any specific processing of your personal information.

Legitimate interests for use

We use personal information for a number of legitimate interests, including to provide and improve Services, administer our relationship with you and our business, for marketing and in order to exercise our rights and responsibilities. More detailed information about these legitimate interests is set out below.

to set up and administer your account, provide technical and customer support and training, verify your identity, and send important account, subscription and Service information
to administer our relationship with you, our business and our third-party providers (e.g., to send invoices)
to deliver and suggest tailored content such as news, research, reports and business information. We analyze the way you use our Services to make suggestions to you for features or Services that we believe you will also be interested in, and so that we can make our Services more user-friendly
to personalize your experience with our Services. We may retain your browsing and usage information to make your searches within our Services more relevant and use those insights to target advertising to you online on our websites and apps. Your choices in relation to marketing are explained here.
We may sometimes share your personal information across our Services so that we can make all of the Services we deliver to you more intuitive (e.g., rather than requiring you to enter the same data many times)
to contact you in relation to, and conduct, surveys or polls you choose to take part in and to analyze the data collected for market research purposes
to display information you choose to post, share, upload or make available in chat rooms, messaging services, and community and event forums (including in community and event profiles) and for related collaboration, peer connection, games and information exchange
to provide any third party, who has made our Services available to you (e.g., your employer or our subscriber), insights about use of the Services
for internal research and development purposes and to improve, test and enhance the features and functions of our Services
to provide you with marketing as permitted by law
to meet our internal and external audit requirements, including our information security obligations (and if your employer or our subscriber provides for your access to our Services, to meet their internal and external audit requirements)
to enforce our terms and conditions
to protect our rights, privacy, safety, networks, systems and property, or those of other persons
for the prevention, detection or investigation of a crime or other breach of law or requirement, loss prevention or fraud
to comply with requests from courts, law enforcement agencies, regulatory agencies, and other public and government authorities, including where they are outside your country of residence
in order to exercise our rights, and to defend ourselves from claims and to comply with laws and regulations that apply to us or third parties with whom we work
in order to participate in, or be the subject of, any sale, merger, acquisition, restructure, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock (including in connection with any bankruptcy or similar proceedings)

Where we rely on legitimate interests as a lawful ground for processing your personal information, we balance those interests against your interests, fundamental rights and freedoms. For more information on how this balancing exercise has been carried out, please contact our Privacy Team.

Marketing

We deliver marketing and event communications to you across various platforms such as email, telephone, text messaging, direct mail and online. Where required by law, we will ask you to explicitly opt in to receive marketing from us. If we send you a marketing communication it will include instructions on how to opt out of receiving these communications in the future.

Honoring your marketing preferences is important to us. You have the right to opt out of receiving direct marketing and targeted online advertising.

How to Opt Out of Email Marketing

Where we send marketing emails, we provide unsubscribe options for your use within our emails. To update your email marketing preferences, please visit the applicable email preference center, a link to which will normally be included in emails you receive from us. In addition, you can also use the “Contact Us” feature of a particular Service, discuss with your EnKonversations contact or contact our Privacy Team.

Even if you opt out of receiving marketing communications by email, we may still send you service communications or important transactional information related to your accounts and subscriptions (for purposes such as providing customer support).

Interest-based advertising (IBA)

Interest-based advertising (IBA) allows us to deliver targeted advertising to users of our Services. IBA works by showing you advertisements, or sending you marketing emails, that are based on the type of content you access or read. For example, as you browse our Services, one of the cookies placed on your device will be an advertising cookie so we can better understand what sort of pages or content you are interested in. The information collected about your device enables us to group you with other devices that have shown similar interests. We can then display advertising to categories of users that is based on common interests.

Advertising on mobile devices

Mobile devices have an identifier that gives companies the ability to serve targeted ads to a specific mobile device. In many cases, you can turn off mobile device ad tracking or you can reset the advertising identifier at any time within your mobile device privacy settings. You may also choose to turn off location tracking on your mobile device. If you turn off ad tracking or location tracking, we will no longer use information collected from your device’s advertising identifier for the purposes of advertising. You may still see the same number of ads but they may be less relevant because they will not be based on your interests. Where we need your consent to gather information about your location we will obtain this from you.

How we share personal information

We share personal information within the EnKonversations group, with our business partners and third party service providers, the person providing for your access to our Services (if that is not you) and in accordance with law. Our third-party service providers are not permitted to share or use personal information we make available to them for any purpose other than to provide services to us.

We share your information for the purposes set out in this Statement, with the following categories of recipients:

EnKonversations group companies

the person providing your access to our Services (e.g., your employer or our subscriber)
business partners with whom we deliver co-branded Services, provide content, or to host events, conferences and seminars
third parties that help us deliver Services or act on our behalf
third parties where we have a duty to or are permitted to disclose your personal information by law (e.g., government agencies, law enforcement, courts and other public authorities)
third parties in order to participate in, or be the subject of, any sale, merger, acquisition, restructure, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock (including in connection with any bankruptcy or similar proceedings), in which case we may disclose your personal data to prospective buyers, sellers, advisers or partners and your data may be a transferred asset in a business sale
third parties where reasonably required to protect our rights, users, systems and Services (e.g., legal counsel and information security professionals)
any person you have asked us to share information with (e.g., if you upload information into a public forum it is shared publicly)

International transfers

EnKonversations is a global organization and your personal information may be stored and processed outside of your home country, including in countries that may not offer the same level of protection for your personal information as your home country. We have measures in place to ensure that when your personal information is transferred internationally, it is subject to appropriate safeguards in accordance with data protection laws. Often, these include contractual safeguards. More information about these safeguards (including copies, where relevant) can be obtained by contacting us here.

EnKonversations has networks, databases, servers, systems, support and helpdesks around the world. We collaborate with third parties like cloud hosting services, suppliers and technology support located around the world to serve the needs of our business, workforce and customers. We take appropriate steps to ensure that personal information is processed, secured and transferred according to applicable law. In some cases, we may need to disclose or transfer your personal information within EnKonversations or to third parties in areas outside of your home country, including to countries that have not been declared adequate for the purposes of data protection by the European Commission.
The areas in which these recipients are located will vary from time to time, but include the United States, Europe, Canada, Asia (including Australia and India), and other countries where EnKonversations has a presence or uses contractors.

When we transfer personal information internationally, we put in place safeguards in accordance with applicable law (including Articles 44 to 50 of the EU General Data Protection Regulation). If you would like to know more about our data transfer practices and obtain copies of any relevant safeguarding measures, please contact our Privacy Team.

How we secure personal information

EnKonversations takes the security of personal information seriously and we use appropriate technologies and procedures to protect personal information (including administrative, technical and physical safeguards) according to the risk level and the service provided.

We have in place a global Information Security and Risk Management team, led by our Chief Information Security Officer, which is responsible for implementing secure data handling practices at EnKonversations.
Our information security policies and procedures are closely aligned with widely accepted international standards and are reviewed regularly and updated as necessary to meet the sensitivity of the personal information we handle, our business needs, changes in technology and regulatory requirements. We have implemented appropriate information security controls.

How long we keep personal information

We retain your information in accordance with our enterprise records retention schedule. You can find more information on the criteria used to calculate the retention periods set out below.

EnKonversations has a Records and Information Governance team that works in conjunction with our Privacy Team to implement policies and rules relating to the retention of personal information. We have an enterprise records retention schedule that is based upon a classification scheme consisting of business functions, record classes, and record types.

We calculate retention periods for your personal information in accordance with the following criteria:

the length of time necessary to fulfill the purposes we collected it for
when you or your employer (or other subscriber providing for your access to our Services) cease to use our Services
the length of time it is reasonable to keep records to demonstrate that we have fulfilled our duties and obligations
any limitation periods within which claims might be made
any retention periods prescribed by law or recommended by regulators, professional bodies or associations
the existence of any relevant proceedings

Your rights

You may have rights under European and other laws to have access to your personal information and to ask us to rectify, erase and restrict use of, your personal information. You may also have rights to object to your personal information being used, to ask for the transfer of personal information you have made available to us and to withdraw consent to the use of your personal information. Further information on how to exercise your rights is set out below.

We will honor your rights under applicable data protection laws. You have the following rights under European laws, and may have similar rights under the laws of other countries.

Right of subject access: The right to make a written request for details of your personal information and a copy of that personal information
Right to rectification: The right to have inaccurate information about you corrected or removed
Right to erasure (‘right to be forgotten’): The right to have certain personal information about you erased
Right to restriction of processing: The right to request that your personal information is only used for restricted purposes
Right to opt out of marketing: You can manage your marketing preferences by unsubscribe links found in the communications you receive from us or by visiting the applicable preference center
Right to object: The right to object to processing of your personal information in cases where our processing is based on the performance of a task carried out in the public interest or we have let you know the processing is necessary for our or a third party’s legitimate interests
Right to data portability: The right to ask for the personal information you have made available to us to be transferred to you or a third party in machine-readable format
Right to withdraw consent: The right to withdraw any consent you have previously given us to handle your personal information. If you withdraw your consent, this will not affect the lawfulness of our use of your personal information prior to the withdrawal of your consent

Cookies and similar technologies

EnKonversations and our third-party providers set and use cookies and similar technologies to store and manage user preferences, deliver targeted advertising, enable content, and gather analytic and usage data, for example. The use of cookies and other tracking technologies is standard across websites and apps through which information is collected about your online activities across applications, websites, or other services. More information about how we use cookies and similar technologies and how you can control and manage them is below.

What is a cookie?

A cookie is a small text file that is placed on a computer or other device and is used to identify the user or device and to collect information. Cookies are typically assigned to one of four categories, depending on their function and intended purpose: absolutely necessary cookies, performance cookies, functional cookies, and cookies for marketing purposes.

Types of cookies and why we use them

Absolutely necessary cookies: These cookies are essential to enable you to move around a website and use its features. Without these cookies, Services you have asked for, like adding items to an online shopping cart, cannot be provided.

Performance cookies: These cookies collect information about how you use our websites. Information collected includes, for example, the Internet browsers and operating systems used, the domain name of the website previously visited, the number of visits, average duration of visit, and pages viewed. These cookies only collect information in an aggregated format. Performance cookies are used to improve the user-friendliness of a website and enhance your experience.

Functionality cookies: These cookies allow the website to remember choices you make (such as your username or ID, language preference, or the area or region you are in) and provide enhanced, more personal features. These cookies can also be used to remember changes you have made to text size, fonts, and other customizable parts of web pages. They may also be used to provide Services you have asked for, such as watching a video or commenting on a blog. These cookies cannot track your browsing activity on other websites.

Targeting and advertising cookies: These cookies track browsing habits and are used to deliver targeted (interest-based) advertising. They are also used to limit the number of times you see an ad and to measure the effectiveness of advertising campaigns. They remember that you have visited a website and this information is shared with other organizations, such as advertisers.

Managing cookies

You can manage website cookies in your browser settings, and you always have the choice to change these settings by accepting, rejecting, or deleting cookies. If you choose to change your settings, you may find that certain functions and features will not work as intended on the Services. All browser settings are slightly different, so to manage cookies, you should refer to the relevant settings within your browser.

Updates to this statement

This Statement may be subject to updates. Any material future changes or additions to the processing of personal information as described in this Statement affecting you will be communicated to you through an appropriate channel. For example, we may place a prominent notice on a product site or email you to let you know of an updated Statement.