Privacy Policy

Privacy Policy

 

This Privacy Policy which includes California Residents is an adaptation of the general Privacy Policy for compliance with the California Consumer Privacy Act ("CCPA").

 

This Privacy Policy statement is made by RyanTech Cloud Services, LLC (“RYANTECH”) and is made effective as of 1st January 2020.

 

Our Privacy Commitment

 

RYANTECH has protected customer and user privacy for more than 20 years, long before it became fashionable, politically correct, or legally binding to take such a position. We ask for only the least amount of information necessary, gathering only what we believe is essential for doing business, or for the specific transaction at hand. We let customers know the information we have on them and allow them to opt out of specific engagements. But, by far, our biggest commitment is that we do not make a single dollar from advertising revenue—never have, never will—even from the free editions of our products. This means we avoid the fundamental conflict of interest between gathering customer information and fueling advertising revenue, and the unavoidable compromises in customer privacy that it brings.

 

The goal of this policy is to make explicit the information we gather on our customers and users, how we will use it, and how we will not. We will try and keep the language simple and direct as much as possible.

 

Scope of this Privacy Policy

 

This Privacy Policy applies to all RYANTECH websites that link to it. It also applies to the products and services provided by us through these websites, our mobile applications, and applications posted by us on any online marketplace. This Privacy Policy does not apply to any of the websites, products or services that we do not own that you may choose to use.  An example of a website or service that you might choose to use could be a Customer Relationship Management (“CRM”) that accesses email, data or other information as you see fit and holds the information in a separate location or product and then has control over the use of your private information.

 

This Privacy Policy is divided into three parts:

 

Part I – Information RYANTECH collects and processes as a business

 

This part deals with how RYANTECH collects and uses information about website visitors, potential customers, users of our products and services, and others who contact us through forms or email addresses published on or linked to our websites.

 

Part II – Information that RYANTECH processes as a service provider

 

This part deals with how RYANTECH handles data that you entrust to us when you use our products and services, or when you share any personal or confidential information with us while requesting customer support.

 

Part III – General

 

This part deals with topics that are relevant to both Parts I and II, and other general topics such as our security commitments and how we will inform you when we change this Privacy Policy.

 

Part I – Information RYANTECH collects and processes as a business

 

For purposes of data collection:

                RYANTECH does collect and has collected in the past 12 months the following;

                                Identifiers, Categories of PI described in Section 1798.80(e), Commercial Information, Biometric Information, Internet or other electronic network activity information, Geolocation data, Audio and/or visual and/or similar information, Professional or employment related information.

                RYANTECH does NOT collect and has NOT collected in the past 12 months the following;

                                Characteristics of protected classifications under California or federal law, Non-public education information (as per the Family Educational Rights and Privacy Act (20 U.S.C. Sec. 1232g; 34 C.F.R. Part 99)), Inferences drawn from other personal information to create a profile about a consumer

 

For purposes of data disclosure:

                RYANTECH does collect and has collected in the past 12 months the following;

                                Identifiers, Categories of PI described in Section 1798.80(e), Commercial Information, Internet or other electronic network activity information, Geolocation data, Audio and/or visual and/or similar information, Professional or employment related information.

                RYANTECH does NOT collect and has NOT collected in the past 12 months the following;

                                Biometric Information, Characteristics of protected classifications under California or federal law, Non-public education information (as per the Family Educational Rights and Privacy Act (20 U.S.C. Sec. 1232g; 34 C.F.R. Part 99)), Inferences drawn from other personal information to create a profile about a consumer

 

For purposes of sale and/or resale:

                RYANTECH does collect and has collected in the past 12 months the following;

                                NO INFORMATION

                RYANTECH does NOT collect and has NOT collected in the past 12 months the following;

                                ANY INFORMATION

 

What information RYANTECH collects

 

We collect information about you only if we need the information for some legitimate purpose. RYANTECH will have information about you only if (a) you have provided the information yourself, (b) RYANTECH has automatically collected the information, or (c) RYANTECH has obtained the information from a third party. Below we describe the various scenarios that fall under each of those three categories and the information collected in each one. Personal information collected by us in the 12 months preceding this Privacy Policy's last update are also consistent with the following.

 

Information that you provide us

 

i. Account signup : When you sign up for an account to access one or more of our services, we ask for information like your name, contact number, email address, company name and country to complete the account signup process. You'll also be required to choose a unique username and a password for accessing the created account. You may also provide us with more information such as your photo, time zone and language, but we don't require that information to sign up for an account.

 

ii. Event registrations and other form submissions: We record information that you submit when you (i) register for any event, including webinars or seminars, (ii) subscribe to our newsletter or any other mailing list, (iii) submit a form in order to download any product, whitepaper, or other materials, (iv) participate in contests or respond to surveys, or (v) submit a form to request customer support or to contact RYANTECH for any other purpose.

 

iii. Payment processing : When you buy something from us, we ask you to provide your name, contact information, and credit card information or other payment account information. When you submit your card information, we store the name and address of the cardholder, the expiry date and the last four digits of the credit card number. We do not store the actual credit card number. For quick processing of future payments, if you have given us your approval, we may store your credit card information or other payment information in an encrypted format in the secured servers of our Payment Gateway Service Providers.  RYANTECH has no access to the information in any way.

 

iv. Testimonials : When you authorize us to post testimonials about our products and services on websites, we may include your name and other personal information in the testimonial. You will be given an opportunity to review and approve the testimonial before we post it. If you wish to update or delete your testimonial, you can contact our support team(s).

 

v. Interactions with RYANTECH : We may record, analyze and use your interactions with us, including email, telephone, and chat conversations with our sales and customer support professionals, for improving our interactions with you and other customers.

 

Information that we collect automatically

 

i. Information from browsers, devices and servers : When you visit our websites, we collect information that web browsers, mobile devices and servers make available, such as the internet protocol address, browser type, language preference, time zone, referring URL, date and time of access, operating system, mobile device manufacturer and mobile network information. We include these in our log files to understand more about visitors to our websites.

 

ii. Information from first party cookies and tracking technologies : We use temporary and permanent cookies to identify users of our services and to enhance user experience. We embed unique identifiers in our downloadable products to track usage of the products. We also use cookies, beacons, tags, scripts, and other similar technologies to identify visitors, track website navigation, gather demographic information about visitors and users, understand email campaign effectiveness and for targeted visitor and user engagement by tracking your activities on our websites. We only use first-party cookies and do not use third-party cookies or other third-party tracking technologies on our websites. We also use first-party Local Storage Objects (LSOs) such as HTML5 to store content information and preferences to provide certain features.

 

iii. Information from application logs and mobile analytics : We collect information about your use of our products, services and mobile applications from application logs and in-house usage analytics tools, and use it to understand how your business use and needs can improve our products. This information includes clicks, scrolls, features accessed, access time and frequency, errors generated, performance data, storage utilized, user settings and configurations, and devices used to access and their locations.

 

Information that we collect from third parties

 

i. Signups using federated authentication service providers : You can log in to some RYANTECH Services using supported federated authentication service providers such as LinkedIn, Microsoft and Google. These services will authenticate your identity and give you the option to share certain personal information with us, such as your name and email address.

 

ii. Referrals : If someone has referred any of our products or services to you through any of our referral programs, that person may have provided us your name, email address and other personal information. You may contact our support team to request that we remove your information from our database. If you provide us information about another person, or if another person gives us your information, we will only use that information for the specific reason for which it was provided to us.

 

iii. Information from our reselling partners and service providers : If you contact any of our reselling partners, or otherwise express interest in any of our products or services to them, the reselling partner may pass your name, email address, company name and other information to RYANTECH. If you register for or attend an event that is sponsored by RYANTECH, the event organizer may share your information with us. RYANTECH may also receive information about you from review sites if you comment on any review of our products and services, and from other third-party service providers that we engage for marketing our products and services.

 

iv. Information from social media sites and other publicly available sources : When you interact or engage with us on social media sites such as Facebook, Twitter, Google+ and Instagram through posts, comments, questions and other interactions, we may collect such publicly accessible information, including profile information, to allow us to connect with you, improve our products, or better understand user reactions and issues. We must tell you that once collected, this information may remain with us even if you delete it from the social media sites. RYANTECH may also add and update information about you within our systems, from other publicly available sources.

 

Purposes for using information

 

In addition to the purposes mentioned above, we may use your information for the following purposes:

 

To communicate with you (such as through email) about products that you have downloaded and services that you have signed up for, changes to this Privacy Policy, changes to the Terms of Service, or important notices;

To keep you posted on new products and services, upcoming events, offers, promotions and other information that we think will be of interest to you;

To ask you to participate in surveys, or to solicit feedback on our products and services;

To set up and maintain your account, and to do all other things required for providing our services, such as enabling collaboration, providing website and mail hosting, and backing up and restoring your data;

To understand how users use our products and services, to monitor and prevent problems, and to improve our products and services;

To provide customer support, and to analyze and improve our interactions with customers;

To detect and prevent fraudulent transactions and other illegal activities, to report spam, and to protect the rights and interests of RYANTECH, our users, third parties and the public;

To update, expand and analyze our records, identify new customers, and provide products and services that may be of interest to you;

To analyze trends, administer our websites, and track visitor navigations on our websites to understand what visitors are looking for and to better help them;

To monitor and improve marketing campaigns and make suggestions relevant to the user.

 

Your choice in information use

 

Opt out of non-essential electronic communications : You may opt out of receiving newsletters and other non-essential messages by using the ‘unsubscribe' function included in all such messages. However, you will continue to receive notices and essential transactional emails.

 

Disable cookies : You can disable browser cookies before visiting our websites. However, if you do so, you may not be able to use certain features of the websites properly.   In addition, disabling cookies does not necessarily disable any and all tracking technologies.

 

Optional information : You can choose not to provide optional profile information such as your photo. You can also delete or change your optional profile information. You can always choose not to fill in non-mandatory fields when you submit any form linked to our websites.

 

Who we share your information with

 

All authorized RYANTECH personnel have access to the information covered in Part I. We do not sell any personal information. We share your information only in the ways that are described in this Privacy Policy, and only with parties who adopt appropriate confidentiality and security measures.

 

Employees and independent contractors : Authorized employees and independent contractors of all RYANTECH entities have access to the information covered in Part I on a need-to-know basis. We require all employees and independent contractors of RYANTECH entities to follow this Privacy Policy for personal information that we share with them and/or they have access to in the use of our tools.

 

Third-party service providers : We may need to share your personal information and aggregated or de-identified information with third-party service providers that we engage, such as marketing and advertising partners, event organizers, web analytics providers and payment processors. These service providers are authorized to use your personal information only as necessary to provide these services to us.

 

Reselling partners : We may share your personal information with our authorized reselling partners in your region, solely for the purpose of contacting you about products that you have downloaded or services that you have signed up for. We will give you an option to opt out of continuing to work with that partner.

 

Other cases : Other scenarios in which we may share the same information covered under Parts I and II are described in Part III.

 

Your rights with respect to information we hold about you as a business

 

You have the following rights with respect to information that RYANTECH holds about you. RYANTECH commits to provide you the same rights no matter where you choose to live.

 

Right to access : You have the right to access (and obtain a copy of, if required) the categories of personal information that we hold about you, including the information's source, purpose and period of processing, and the persons to whom the information is shared.

 

Right to rectification : You have the right to update the information we hold about you or to rectify any inaccuracies. Based on the purpose for which we use your information, you can instruct us to add supplemental information about you in our database.

 

Right to erasure : You have the right to request that we delete your personal information in certain circumstances, such as when it is no longer necessary for the purpose for which it was originally collected.

 

Right to restriction of processing : You may also have the right to request to restrict the use of your information in certain circumstances, such as when you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

 

Right to data portability : You have the right to transfer your information to a third party in a structured, commonly used and machine-readable format, in circumstances where the information is processed with your consent or by automated means.   Upon doing so, you are responsible for the data once it leaves any RYANTECH platform or service.

 

Right to object : You have the right to object to the use of your information in certain circumstances, such as the use of your personal information for direct marketing.

 

Your rights under CCPA

 

CCPA provides you five rights, of which two are covered as part of the rights listed above. These two are: right to access of personal information and right to request deletion of personal information. The third is the right to opt-out of sale, which is redundant since we promise not to sell or monetize your data in any way. The fourth right available to you under CCPA is the right against discrimination because you exercised the rights available to you and the fifth is the right to protection against waiver of rights.

 

You can exercise the rights described above, by contacting our support team(s).

 

We cannot respond to your request if, (i) we cannot verify your identity; or (ii) your request lacks sufficient details to help us handle the request. We can expect to comply with a request within 45 days of its receipt. If we require more time (up to 90 days), we will inform you, in writing, the reason for the delay.

 

Any information we provide will only cover the 12-month period preceding the request's receipt. We do not charge a fee to process or respond to your request unless it is excessive, repetitive, or manifestly unfounded. If we determine that the request warrants a fee, we will tell you why we made that decision and provide you with a cost estimate before completing your request.

 

Retention of information

 

We retain your personal information for as long as it is required for the purposes stated in this Privacy Policy. Sometimes, we may retain your information for longer periods as permitted or required by law, such as to maintain suppression lists, prevent abuse, if required in connection with a legal claim or proceeding, to enforce our agreements, for tax, accounting, or to comply with other legal obligations. When we no longer have a legitimate need to process your information, we will delete or anonymize your information from our active databases. We will also securely store the information and isolate it from further processing on backup discs until deletion is possible.

 

Part II – Information that RYANTECH processes as a service provider

 

Information entrusted to RYANTECH and purpose

 

Information provided in connection with services : You may entrust information that you or your organization (“you”) control, to RYANTECH in connection with use of our services or for requesting technical support for our products. This includes information regarding your customers and your employees or data that you hold and use on behalf of another person for a specific purpose, such as a customer to whom you provide services. The data may either be stored on our servers when you use our services, or transferred or shared to us as part of a request for technical support or other services.

 

Information from mobile devices : When you elect to allow it, some of our mobile applications have access to the camera, call history, contact information, photo library, and other information stored on your mobile device. Our applications require such access to provide their services. Similarly, when you elect to provide access, location-based information is also collected for purposes including, but not limited to, locating nearby contacts or setting location-based reminders. This information will be exclusively shared with our mapping providers and will be used only for mapping user locations. You may disable the mobile applications' access to this information at any time by editing the settings on your mobile device. The data stored on your mobile device and their location information to which the mobile applications have access will be used in the context of the mobile application, and transferred to and associated with your account in the corresponding services (in which case the data will be stored on our servers) or products (in which case the data will remain with you unless you share it with us).

 

(All the information entrusted to RYANTECH is collectively termed “service data”)

 

Ownership and control of your service data

 

We recognize that you own your service data. We provide you complete control of your service data by providing you the ability to (i) access your service data, (ii) share your service data through supported third-party integrations, and (iii) request export or deletion of your service data.

 

How we use service data

 

We process your service data when you provide us instructions through the various modules of our services. For example, when you generate a ticket, information such as the name and address of your employee may be used to generate the ticket; and when you use our support staff and services this information will be used for sending emails.

 

Push notifications

 

If you have enabled notification on our desktop and mobile applications, we will push notifications through a push notification provider such as Apple Push Notification Service, Google Cloud Messaging or Windows Push Notification Services. You can manage your push notification preferences or deactivate these notifications by turning off notifications in the application or device settings.

 

Who we share service data with

 

RYANTECH and third party sub-contractors : In order to provide services and technical support for our products, the contracting entity within RYANTECH engages other group entities and third parties.

 

Employees and independent contractors : We may provide access to your service data to our employees and individuals who are independent contractors of RYANTECH entities involved in providing the services (collectively our “employees”) so that they can (i) identify, analyze and resolve errors, (ii) manually verify emails reported as spam to improve spam detection, or (iii) manually verify specifics in your tenant. We ensure that access by our employees to your service data is restricted to specific individuals, and is logged and audited. Our employees will also have access to data that you knowingly share with us for technical support or to import data into our products or services. We communicate our privacy and security guidelines to our employees and strictly enforce privacy safeguards within RYANTECH.

 

Collaborators and other users : Some of our products or services allow you to collaborate with other users or third parties. Initiating collaboration may enable other collaborators to view some or all of your profile information. For example, when you edit a document that you have shared with other persons for collaboration, your name and profile picture will be displayed next to your edits to allow your collaborators to know that you made those edits.

 

Third-party integrations you have enabled : Most of our products and services support integrations with third-party products and services. If you choose to enable any third-party integrations, you may be allowing the third party to access your service information and personal information about you. We encourage you to review the privacy practices of the third-party services and products before you enable integrations with them.

 

Other cases : Other scenarios in which we may share information that are common to information covered under Parts I and II are described in Part III.

 

Retention of information

 

We hold the data in your account as long as you choose to use RYANTECH Services. Once you terminate your RYANTECH user account, your data will eventually get deleted from active databases during the next clean-up that occurs usually twice yearly. The data deleted from active databases will be deleted from backups as well.

 

Part III – General

 

Children's personal information

 

Our products and services are not directed to individuals under 16. RYANTECH does not knowingly collect personal information from children who are under 16 years of age. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you believe that a child under 16 years has provided personal information to us, please contact our support team(s) with the details, and we will take the necessary steps to delete the information we hold about that child.

 

How secure is your information

 

At RYANTECH, we take data security very seriously. That's why we have been awarded multiple competencies in the practice. We have taken steps to implement appropriate administrative, technical & physical safeguards to prevent unauthorized access, use, modification, disclosure or destruction of the information you entrust to us. If you have any concerns regarding the security of your data, we encourage you to contact our support team(s) with any questions.

 

Data Protection Officer

 

We have appointed a Data Protection Officer to oversee our management of your personal information in accordance with this Privacy Policy. If you have any questions or concerns about our privacy practices with respect to your personal information, you can reach out to our Data Protection Officer by contacting our support team(s) and requesting so.

 

Locations and international transfers

 

We share your personal information and service data within RYANTECH. By accessing or using our products and services or otherwise providing personal information or service data to us, you consent to the processing, transfer, and storage of your personal information or Service Data within the United States of America, the European Economic Area (EEA) and other countries where RYANTECH operates.

 

Data processing addendum

 

To enable you to be compliant with the data protection obligations under the CCPA as a business using our services, we are prepared to sign a Data Processing Addendum (DPA). You can request a DPA from RYANTECH by requesting one from our support team(s). Once we get your request, we'll forward the DPA to you for your signature in a timely manner.

 

Do Not Track (DNT) requests

 

Some internet browsers have enabled 'Do Not Track' (DNT) features, which send out a signal (called the DNT signal) to the websites that you visit indicating that you don't wish to be tracked. Currently, there is no standard that governs what websites can or should do when they receive these signals. For now, we do not take action in response to these signals.

 

External links on our websites

 

Some pages of our websites may contain links to websites, articles, blogs and the like that are not linked to this Privacy Policy. If you submit your personal information to any of these third-party sites, your personal information is governed by their privacy policies. As a safety measure, we recommend that you not share any personal information with these third parties unless you've checked their privacy policies and assured yourself of their privacy practices.

 

Blogs and forums

 

We offer publicly accessible blogs and forums on our websites. Please be aware that any information you provide on these blogs and forums may be used to contact you with unsolicited messages. We urge you to be cautious in disclosing personal information in our blogs and forums. RYANTECH is not responsible for the personal information you elect to disclose publicly. Your posts and certain profile information may remain even after you terminate your account with RYANTECH. To request the removal of your information from our blogs and forums, you can contact our support team(s).

 

Social media widgets

 

Our websites may include social media widgets such as Facebook "like" buttons and Twitter "tweet" buttons that let you share articles and other information. These widgets may collect information such as your IP address and the pages you navigate in the website, and may set a cookie to enable the widgets to function properly. Your interactions with these widgets are governed by the privacy policies of the companies providing them.

 

Disclosures in compliance with legal obligations

 

We may be required by law to preserve or disclose your personal information and service data to comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements.

 

Enforcement of our rights

 

We may disclose personal information and service data to a third party if we believe that such disclosure is necessary for preventing fraud, investigating any suspected illegal activity, enforcing our agreements or policies, or protecting the safety of our users.

 

Business Transfers

 

We do not intend to sell our business. However, in the unlikely event that we sell our business or get acquired or merged, we will ensure that the acquiring entity is legally bound to honor our commitments to you. We will notify you via email or through a prominent notice on our website of any change in ownership or in the uses of your personal information and service data. We will also notify you about any choices you may have regarding your personal information and service data.

 

Compliance with this Privacy Policy

 

We make every effort, including periodic reviews, to ensure that personal information you provide is used in conformity with this Privacy Policy. If you have any concerns about our adherence to this Privacy Policy or the manner in which your personal information is used, kindly write to our support team(s).  We'll contact you, and if required, coordinate with the appropriate regulatory authorities to effectively address your concerns.

 

Notification of changes

 

We may modify the Privacy Policy at any time, upon notifying you through a service announcement or by sending an email to your primary email address. If we make significant changes to the Privacy Policy that affect your rights, you will be provided with at least 30 days' advance notice of the changes by email to your primary email address. If you think that the updated Privacy Policy affects your rights with respect to your use of our products or services, you may terminate your use by sending us an email or contacting our support team(s) within 30 days. Your continued use after the effective date of changes to the Privacy Policy will be deemed to be your agreement to the modified Privacy Policy. You will not receive email notification of minor changes to the Privacy Policy.