Privacy

Personal information we collect

Information you choose to provide to us

WHEN
We may ask you to provide personal information when:

  • You use the Website to download articles, data sheets or eBooks
  • You request a free trial or demo
  • You refer a friend to us
  • You connect with us directly via phone calls or video conferencing platforms
  • We or Client account administrators grant you access to the Application
  • You or Client account administrators upload or enter personal information into the Application
  • You participate in a marketing/sales promotion
  • You attend trade events and other industry networking events
  • You register or attend a webinar or other event;
  • You participate in programs we may offer from time to time
  • You participate in chats and post in our Support site.
  • You pay for our Services. Please note we use Quickbooks Payments for processing payments and do not hold any credit card data.

If you choose to provide us with a third party’s Personal Information (the person’s name, email and company) when taking part in our Referral Program, you represent that you have the third party’s permission to do so.

WHAT
The personal information we collect may include first and last name, business email address, phone number, and company name.

As an End User of the Application, we collect your name, business email address and any comments you make in the Application and in our Support site.

In addition, we may collect data uploaded by you, to use certain features of the application. We expect all users to follow their organization’s privacy policy and any applicable regulatory requirements when uploading, accessing and using personal information into our Application.


Information we collect automatically

WHEN
We collect information about your visits to the Website and to the Application when you land on any of our web pages through cookies and similar tracking technology.

WHAT
The information collected includes:

  • access times
  • the pages you view
  • the links you click on
  • the search terms you enter
  • actions you take in connection with any of the visited pages
  • your device information such as IP address, location, browser type and language
  • the Uniform Resource Locator (URL) of the website that referred you to our website and
  • the URL you browse away from our pages, if you click on an external link

We may also collect information when you open email messages from us or click on links within those email messages.


Information we may collect from third parties

WHEN
We may combine the information we collect as a result of your direct interactions with us with information obtained through other third-party sources. We also obtain and/or purchase lists from third parties about individuals and companies that may be interested in our products. WHAT
The personal information collected includes your name, email address, business address, job title, company name, and telephone number.


How we use personal information

We use your Personal Information to:

  • Deliver the contracted Services and allow full use of the Application functionality as purchased by the Clients
  • Deliver training and support to our Application End Users and/or carry out the transactions you have requested
  • To communicate with you directly through emails, calls, chats, video conferencing
  • Process payments for Application subscriptions
  • Send communications to you about:
    • new Application features and upgrades
    • our services and offerings
    • event announcements
    • product notices and changes to our terms and policies
    • particular programs in which you have chosen to participate
    • promotional offers and surveys
    • scheduling demos and managing free trials
  • Advertise and market our products and services.
  • Carry out market research to understand how to improve our Services and their delivery
  • Create and manage marketing campaigns
  • Generate sales leads and increase our market share
  • Post comments and manage our Support site.
  • Analyze user clicks and usage of the Application and Website to improve user experience and maximize usage of our Services
  • Manage our Website and Application to maintain and deliver the contracted functionality and services,
  • Enforce our Website and Application Terms and/or separate contracts (if applicable) with you
  • Prevent fraud and other prohibited or illegal activities
  • Protect the security or integrity of the Website, Application, our business or Services; or
  • Otherwise, as disclosed to you at the point of collection or as required or permitted by law.

Please note that sometimes we may record the video conferencing call in which you participate in order to analyze and improve our staff’s communication skills. If we do so, we will be announcing it at the beginning of the conference call as well as in the meeting invite and we will be providing a link to our Privacy Policy in the meeting invites and on the registration page.

We do not sell your information to any third party.


How we share personal information Our Application and Services

If you are an End User of our Application, your personal information may be viewed by other users in your organization with access to the Application.


Service Providers

We use third parties to help us provide our Services. They will have access to your information as collected by the Website or the Application, as reasonably necessary to perform the contracted tasks on our behalf. We sign contractual agreements to obligate them to protect the personal information, to only use it to deliver the contracted services to us, to prohibit them from selling it and not to disclose it without our knowledge and permission.


Service Provider Business Purpose Information collected by service provider Data location
Microsoft Azure Application hosting Names, email address, job titles, company, application usage data CAN
Microsoft Office 365 Email, productivity Names, email address, company name, messages content, file storage for account related documents CAN
Mixpanel Business, user analytics, marketing Names, email address, company name, IP address, browser types CAN
Nuday Networks Server hosting Names, email address, job titles, company, application usage data CAN
PandaDoc Sales orders, eSignatures Customer names, email addresses, contact info, products subscribed, eSignature record USA
Quickbooks Accounting Customer names, address, product subscribed CAN
Quickbooks Payments Accounting IP address, browser types, customer names, transactions information CAN
Sentry Application monitoring Email USA
UserPilot Product training, marketing Names, email address, company name, IP address, browser types USA
Zoho CRM, marketing, support, web analytics Names, emails, job titles, company, contact details, IP addresses, geo location USA
Legal disclosures

It is possible that we may need to disclose personal information when required by law, subpoena, or other legal process as identified in the applicable legislation.

We attempt to notify our clients about legal demands for their personal data when appropriate in our judgment, unless prohibited by law or court order or when the request is an emergency.


Change in Control

We can also share your personal data as part of a sale, merger or change in control, or in preparation for any of these events.

Any other entity which buys us or part of our business will have the right to continue to use your data, but only in the manner set out in this Privacy Policy unless you agree otherwise.


How we secure personal information

We are committed to protecting the security of all of the personal information we collect and use.
We use a variety of physical, administrative and technical safeguards designed to help protect it from unauthorized access, use and disclosure. We have implemented best practice standards and controls in compliance with SOC2 requirements and other internationally recognized frameworks.


Your Rights

We provide the same suite of Services to all of our Clients and End Users worldwide.

We offer the following rights to all individuals regardless of their location or applicable privacy regulations.

For personal information we have about you, you can:


Access your personal information or request a copy.

You have the right to obtain information about what personal information we process about you or to obtain a copy of your personal information.

If you have provided personal information to us, you may contact us to obtain an outline of what information we have about you or a copy of the information.

If you are a End User of the Application, you can log in to see the personal information in the account or approach your employer for more information.


You have the right to be notified of what personal information we collect about you and how we use it, disclose it and protect it.

This Privacy Policy describes what personal information we collect and our privacy practices. We may also have additional privacy notices and statements available to you at the point of providing information to us directly.


Change or correct your personal information.

You have the right to update/correct your personal information or ask us to do it on your behalf.
You can edit your information through the user account in the Application or ask us to change or correct it by sending us an email request at support@avantisai.com.


Delete or erase your personal information.

You have the right to request deletion of your personal information at any time. We will communicate back to you within reasonable timelines the result of your request. We may not be able to delete or erase your personal information but we will inform you of these reasons and any further actions available to you.


Object to the processing of your personal information.

You have the right to object to our processing of your personal information for direct marketing purposes. This means that we will stop using your personal information for these purposes.


Ask us to restrict processing of your personal information.

You may have the right to ask us to limit the way that we use your personal information.


Export your personal data.

You have the right to request that we export to you in a machine-readable format all the personal information we have about you.

We do not process personal information using automated means.

If you would like to exercise any of the rights described above, please contact us at support@avantisai.com

You also have the right to lodge a complaint with the local organizations in charge with enforcing the privacy legislation applicable in your territory.


How long we keep your personal information

We retain information as long as it is necessary to provide the Services to you and our Clients, subject to any legal obligations to further retain such information.

We may also retain information to comply with the law, prevent fraud, collect fees, resolve disputes, troubleshoot problems, assist with investigations, enforce our Terms of Use and take other actions permitted by law.

The information we retain will be handled in accordance with this Privacy Policy.
Information connected to you that is no longer necessary and relevant to provide our Services may be de-identified or aggregated with other non-personal data to provide insights which are commercially valuable to Avantis, such as statistics of the use of the Services.


Other Important Information

We process data in Canada as well as in the United States and rely on legally provided mechanisms to lawfully transfer data across borders, such as contracts incorporating data protection and sharing obligations.

We will only collect and process personal data about you where we have a lawful reason for its collection.

When you visit our Website and provide us with your personal information, we collect and use it with your consent.

As an Application End User, you consent to our collection of your personal information when you log in for the first time. However, your employer has control of the account and may upload and share additional personal information. It is your employer’s responsibility to ensure the collection, use and sharing of the personal information uploaded to the Application complies with all applicable legislation.

You can review the terms and conditions of use here: https://avantisai.com/tou

Where we rely on your consent to process personal data, you have the right to withdraw or decline your consent at any time. If you have any questions about the lawful bases upon which we collect and use your personal data, please contact at support@avantisai.com.


How to select your communications preferences

You may choose to receive or not receive marketing communications from us. To stop receiving marketing communications, please click the “Unsubscribe” link in emails we sent you.

You may choose which information we collect automatically from your device by controlling cookie settings on your browser or by selecting your preferences in the Cookie banner located in the left corner of our website https://www.avantisai.com

Even if you opt out of receiving marketing communications, we may still communicate with you in connection with security and privacy issues, servicing your account, fulfilling your requests, or administering any promotion or any program in which you may have elected to participate.


Contact Information

You may contact us to exercise any of your rights or ask for more information about your personal information and our privacy practices by contacting us at support@avantisai.com.


For individuals based in European Union (EU), European Economic Area (EEA) and Switzerland.

If you are based in one of these jurisdictions, Avantis Inc is the controller of your personal data collected in the following instances:

  • When you visit our Website https://avantisai.com/li>
  • When we process your personal data about for sales and marketing purposes

Avantis is a processor of all personal data processed on the Application, on behalf of our Clients. We only process the personal data under their direction. Please contact your employer or the organization that granted you access to the Application for details on their privacy practices.

We only process personal data if we have a lawful basis to do so. The lawful bases applicable to our processing as controller are:

  • Consent. We will ask for your express and informed consent every time we collect your personal data under this legal basis.
  • Contractual basis. We process the personal data as necessary to fulfill our contractual terms with you or our Clients.
  • Legitimate interest. We process the names, contact details, job titles, companies of our existing and prospective clients for our marketing purposes, including market research and sales leads generation.

You have the following rights under the GDPR:

  • Be informed about the collection and use of your personal data
  • Access your personal data
  • Correct errors in your personal data
  • Erase your personal data
  • Object to the processing of your personal data.
    • This right is also available to individuals whose personal data is processed by us for direct marketing purposes. If you object to processing of your personal data for direct marketing purposes, we shall stop processing within 30 days of receipt of your request.
  • Export your personal data
  • Restrict our processing of your personal data for specific reasons, including any of the purposes supported by the legitimate interest legal bases. (see section above).

We process personal data in Canada and USA and share it with our service providers also located in Canada, USA and other jurisdictions. We use standard contractual clauses as the data transfer mechanism of transferring EU data to countries subject to data transfer requirements. See the table of our service providers above.

You may contact us at support@avantisai.com.