At RecordPoint, we are committed to meeting our obligations to meet the privacy standards and legal requirements in the jurisdictions in which we operate. We have a number of safeguards in place for the management of Personal Information both within the Records365 platform and more generally within the RecordPoint business.
RecordPoint may collect Personal Information as part of providing the Records365 service to you. For the purposes of the European General Data Protection Regulations (GDPR) and other relevant privacy regulations, the Records365 collection of Personal Information is covered by our Records365 Data Protection and Collection Policy and GDPR Statement.
This policy covers RecordPoint’s collection and management of Personal Information outside of the Records365 service.
What is Personal Information and why do we collect it?
Personal Information is information that identifies an individual. Examples of Personal Information we collect may include names, addresses, email addresses, phone or other contact details.
The primary purpose for collecting personal information is to:
- Exchange information with customers as part of a commercial relationship or project; and
- Provide information and marketing to prospective customers.
We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use.
When we collect Personal Information, we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.
Direct Marketing and Mailing Lists
You may elect not to receive further contact from us and unsubscribe from our mailing/marketing lists at any time by contacting us in writing or using the automated unsubscribe facility provided.
We will not use or disclose Personal Information for the purpose of our direct marketing to you unless:
- you have consented to receive direct marketing;
- you would reasonably expect us to use your personal details for marketing; or
- we believe you may be interested in the material but it is impractical for us to obtain your consent.
You may opt out of any marketing materials we send to you through an unsubscribe mechanism or by contacting us directly at firstname.lastname@example.org. If you have requested not to receive further direct marketing messages, we may continue to provide you with messages that are not regarded as “direct marketing”, including changes to our terms, system alerts, and other information related to your use of our services.
Website tracking and Cookies
Where we collect Personal Information of our website visitors, the Personal Information we ask you to provide will be information that is reasonably necessary for, or directly related to, providing you with information relating to our services.
RecordPoint also uses analytic tools such as Google Analytics to track and monitor the use of our website.
- Sensitive information
RecordPoint will not knowingly collect particularly sensitive information relating to a person’s race, ethnic origin, politics, religion, trade union membership, genetics, health, sex life or sexual orientation.
Please note, however, that this type of data may be collected within the Records365 service at the discretion of the Customer. See the Records365 Data Collection Policy for how data is collected and managed within the Records365 service.
- Retention of your Personal Information
- Disclosure of your information to Third parties
RecordPoint does not share your personal information with third parties with the following exceptions:
- Law enforcement – Under certain circumstances, RecordPoint may be required to disclose your Personal Information if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
- Other legal requirements – RecordPoint may disclose your Personal Information if required to:
- Comply with a legal obligation
- Protect or defend the rights or property of RecordPoint
- Prevent or investigate possible breaches of our Terms of Service or applicable laws
- Protect against legal liability
Processing of Personal Information
We may process Personal Information outside of Records365 under the following conditions:
- Consent: You have given your consent for processing Personal Information for one or more specific purposes.
- Performance of a contract: Provision of Personal Information is necessary for the performance of an agreement with you and/or for any pre-contractual obligations e.g. for the purposes of a consulting engagement.
- Legal obligations: Processing Personal Information is necessary for compliance with a legal obligation of RecordPoint.
- Vital interests: Processing Personal Information is necessary in order to protect your vital interests or of another natural person.
- Public interests: Processing Personal Information is related to a task that is carried out in the public interest.
- Legitimate interests: Processing Personal Information is necessary for the purposes of the legitimate interests pursued by RecordPoint.
Please note that if you do not provide us with your Personal Information or if you withdraw your consent for us to collect, use and disclose your Personal Information, we may be unable to provide the agreed services to you.
We may also share your Personal Information to our business operations in other countries. While it is not practicable for us to specify in advance each country where your Personal Information may be disclosed, typically we may disclose your Personal Information to our operations in Australia, the United States, Canada and the United Kingdom.
In any case, RecordPoint will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Information is a statutory or contractual requirement, or a requirement necessary to enter into a contract.
RecordPoint undertakes to respect the confidentiality of your Personal Information and to guarantee that you can exercise your rights.
- Request access to your Personal Information. The right to access, update or delete the information We have on You. Whenever made possible, you can access, update or request deletion of Your Personal Information by contacting us at email@example.com. This also enables you to receive a copy of the Personal Information we hold about you. We will respond to all requests for access within a reasonable time.
- Request correction of the Personal Information that we hold about you. You have the right to have any incomplete or inaccurate information we hold about you corrected.
- Object to processing of your Personal Information. This right exists where we are relying on a legitimate interest as the legal basis for our processing but there are legitimate reasons for you to object to our processing of your Personal Information on this ground. You also have the right to object where we are processing your Personal Information for direct marketing purposes.
- Request erasure of your Personal Information. You have the right to ask us to delete or remove Personal Information when there is no good reason for us to continue processing it.
- Request the transfer of your Personal Information. We will provide to you, or to a third-party you have chosen, your Personal Information in a structured, commonly used, machine-readable format. Please note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw your consent. You have the right to withdraw your consent on using your Personal Information. If you withdraw your consent, we may not be able to provide you with access to certain aspects of our services (Records365 or consulting or other services).
Exercising your Data Protection Rights
You may exercise your rights of access, rectification, cancellation and opposition by contacting us. Please note that we may ask you to verify your identity before responding to such requests. If you make a request, we will try our best to respond to you as soon as possible.
If you are dissatisfied with our response to a privacy matter, you may consult either an independent advisor (at your own cost) or contact the local data protection or privacy authorities for additional help. We will provide our full cooperation if you pursue this course of action.
If you choose to exercise your rights under this policy or under local laws, we won’t charge you different prices or provide you a different quality of services. If we ever offer a financial incentive or product enhancement that is contingent upon you providing your Personal Information, we will not do so unless the benefits to you are reasonably related to the value of the Personal Information that you provide to us.
Access to your Personal Information
Should you have a query about this policy or wish to contact us to request details of the Personal Information we hold on you please email firstname.lastname@example.org. We will require proof of identity before providing any information.