Privacy Statement

Last Updated: 13 October 2021

Scope

Hyland UK Operations Limited ("Alfresco", "we", "us" or "our") is committed to respecting your privacy. This Privacy Statement is intended to describe our privacy practices and provide information about how and why we collect, use and share your Personal Information when you:

  • visit www.alfresco.com and any of its subdomains ("our sites"); and / or
  • purchase or otherwise use our solutions and services ("services"). 

Information We Collect and How We Use Such Information

This Privacy Statement applies to all Personal Information which you give to us and / or which we collect automatically from you, either via our sites and / or our services and / or which we receive about you from third parties. 

For purposes of this Privacy Policy, "Personal Information" means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with an individual or household.

Information we collect from you and use when you use our sites and / or our services and interact with us.

In the course of operating our business and our sites and delivering our products and services, we collect Personal Information that you provide to us by completing forms on our sites such as requests for quotes or online applications for free trials of our products / services. We also collect Personal Information when you purchase a product / service via our sites or by other means such as telephone or email. This Personal Information may include your name, email address, phone number, company name, job title, job role, country, city/state (or similar designation) and IP address.

We use this Personal Information for typical business and commercial purposes (including providing and improving our products and services, marketing, compliance with legal obligations and use for auditing, security, and anti-fraud purposes) and as described more specifically below:

Information we automatically collect when you use our sites and / or our services

We and our third-party partners, including analytics providers, may automatically collect categories of Personal Information using cookies and similar technologies when you use our sites and emails. For more information about our use of cookies, please see our Cookie Statement. We use this information to provide and improve our products and services, tailor your experience on the sites and our marketing efforts, and create aggregate internal reports on site usage activity, such as views of certain pages as content.

Anonymous or Aggregated Information

We de-identify or aggregate data we receive and may use and disclose it for any business purpose. De-identified data is data that has had identifiable elements removed, and cannot reasonably identify, relate to, describe, be capable of being associated with, or be linked, directly or indirectly, to a particular individual. Aggregate data relates to a group or category of individuals, from which individual identities have been removed.

Information we receive about you from third parties

We receive Personal Information relating to your activity with our sites, including IP addresses, search terms, basic technical usage data (i.e., browser type and/or versions, OS type, platform type (e.g., mobile device browser, mobile app, etc.)), pages viewed, web page entry (URL page landed on), source of traffic (i.e., direct, organic, paid advertising etc.), from third party systems used to operate our sites, third party data providers and third party search engines related to your search activity, which we use to improve our products and services and tailor our marketing efforts.

Users Located Outside the United States

If you are visiting this site or using our services from outside the United States, please be aware that information we collect will be transferred to, and processed in, the United States and other countries. By using this site or our services, you acknowledge and consent to the transfer and processing of your Personal Information as described in this Privacy Statement.
Users Located in the European Economic Areas, United Kingdom, or Switzerland (Collectively the “EEA”)
Obligation to Provide Personal Information and Automated Decision-Making.  Individuals in the EEA (“EEA Individuals”) are not required by statute or by contract to provide Personal Information. We will not use an EEA Individual’s Personal Information submitted through the site or services for automated decision-making, including for profiling, that produces legal effects or similarly significantly affects an EEA Individual.
Data Retention. We retain the Personal Information as stated in the Data Retention section below. You may request that we delete your Personal Information as described in this Privacy Statement. 
Cross-Border Data Transfers:  The Personal Information collected through the site and services will be transferred to a database in the United States controlled by Alfresco’ s ultimate parent company, Hyland Software, Inc., located at 28500 Clemens Road, Westlake, Ohio 44145 in the United States.  Hyland Software, Inc. will use the Personal Information for the purposes described above and to forward any requests you submit through the site to the affiliated company applicable to you and, as needed to respond to your requests, to other affiliated companies.  Hyland companies are located as described here https://www.hyland.com/en/company/location. Hyland Software, Inc. and all affiliated companies have agreed to process your Personal Information in accordance with the Standard Contractual Clauses for data controllers approved by the European Commission. You can obtain a copy of the Standard Contractual Clauses by submitting a request to [email protected].
Before transferring your Personal Information to a third party recipient located outside the EEA, Alfresco, or Hyland Software, Inc. on  Alfresco’ s behalf, will: (a) execute Standard Contractual Clauses, approved by the European Commission, to ensure an adequate level of protection for the transfer of your Personal Data to those entities outside the EU or (b) otherwise ensure adequate protection for your Personal Information. You can obtain a copy of the relevant Standard Contractual Clauses by contacting [email protected].
Legal Bases For Processing:  Alfresco processes your Personal Information with your consent and as required by law.  Alfresco also processes Personal Information as necessary for its legitimate interests as follows:

Business Operations: We use your Personal Information for our legitimate business purposes, including to develop new products and services, to improve existing products and services, and to personalize communications. 

Marketing and Advertising: We use your Personal Information to provide you information about the products and services that we think might interest you in accordance with applicable law.  We also use this data to conduct market research and to improve our marketing strategies.

Investigations: In the event of fraud, a security incident, or a suspected criminal act, we would examine Personal Information that appeared to be linked to the incident as necessary to investigate and remediate the incident as well as to report the incident to authorities, and prevent a recurrence.

Right to Object to Processing for Legitimate Interests:  EEA Individuals have the right to object to the processing of their Personal Information for purposes of Alfresco’s direct marketing or other legitimate interests by contacting [email protected].

Individual Rights: EEA Individuals have the right to access their Personal Information collected by the site or services.  EEA Individuals’ right to access Personal Information includes their right to receive a copy of all, or a portion, of their Personal Information in Alfresco’s possession as long as Alfresco’s providing the Personal Information would not adversely affect the rights and freedoms of others.  EEA Individuals also have the right to request that Alfresco update, correct or delete their Personal Information and to restrict Alfresco’s processing of their Personal Information, as provided by applicable law.

EEA Individuals also have the right to data portability concerning their Personal Information.  Subject to certain limitations, the right to data portability allows EEA Individuals to obtain from Alfresco, or to ask Alfresco to send to a third party, a digital copy of the Personal Information that they provided via the site or service, 

Sharing Information

We may share and disclose your Personal Information to third parties under any of the following circumstances:

We may share your Personal Information with our third party service providers. We are responsible for and maintain contracts with third party service providers restricting their access, use, and disclosure of Personal Information in compliance with our legal obligations, and we may be liable if they fail to meet those contractual obligations.

We may share your Personal Information in the course of any reorganization process including, but not limited to, mergers, acquisitions, and sales of all or substantially all of our assets.

We may share your Personal Information with our parent organization, Hyland Software, Inc. and with its affiliate companies. Personal Information may be shared with Hyland Software, Inc. and its affiliate companies for any of the purposes set forth in this Privacy Statement.

We may disclose your Personal Information to law enforcement, government agencies, and other related third parties, in order to comply with the law, enforce our policies, or protect our or others’ rights, property or safety. This may include disclosure in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.

How We Protect Information

We use reasonable technical, organizational and administrative measures to protect any Personal Information we process about you with measures being designed to provide a level of security appropriate to the risk of processing the Personal Information. Personal Information you provide to us is stored on secure servers operated by us or our third-party providers. Any payment transactions will be encrypted using Secure Socket Layer (SSL) technology. In addition, we enter into confidentiality agreements which require that care and precautions be taken to prevent loss, misuse, or disclosure of your Personal Information.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our sites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Although we will do our best to protect your Personal Information, we cannot guarantee the security of your Personal Information transmitted to our sites; any transmission is at your own risk. Once we have received your Personal Information, we will use reasonable security measures to prevent unauthorized access, use and disclosure.

Cookies

Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. For further information on how we use cookies, please see our Cookie Statement.

Your Rights; How to Update and Access Information

We may send you e-mails about the products / services you have purchased, your account, to remind you about a webcast for which you have registered, or in response to your questions. We may also send you e-mails with information and / or special offers about products and services that may be of interest to you, in accordance with your e-mail preferences.

You may at any time ask us to remove you from any marketing mailing list on which you previously asked us to include you, or object to our use of your Personal Information, by sending us an e-mail at [email protected], or by clicking "Unsubscribe" in any e-mail communications we send you. You may also update your preferences by visiting our Preference Center. We may request identifying information from you to confirm your identity and ensure your right to exercise any of these rights.  Alfresco will respond to such requests in accordance with applicable data protection law. 

You may access, review, modify and delete your account profile information by going to your account and editing your information. However, if you want to update, delete, limit the use or disclosure of, or access the Personal Information we hold about you (or request portability of your Personal Information) in our systems, you will need to email your request to [email protected]. Where applicable you can contact us at [email protected], to withdraw consent for the processing of your Personal Information where Alfresco requires your consent as a legal basis for processing your Personal Information.  Any withdrawal will apply only prospectively, and Alfresco will continue to retain the Personal Information provided before you withdrew your consent for as long as allowed or required by applicable law.

If your Personal Information was submitted to us through the services by an Alfresco customer, please provide the name of the Alfresco customer that submitted your data, so we can forward your request to that customer. We do not have the ability to access data submitted by customers through the services, and we will not be able to respond to your requests directly.

You have the right to complain to a data protection authority about our collection and use of your Personal Information. For more information, please contact your local data protection authority. (Contact details for data protection authorities in the European Economic Area, Switzerland and certain non-European countries (including the US and Canada) are available here, here, here and here.)

California Privacy Rights

We do not share the personal information of our customers (as defined by California Civil Code §1798.83) with other people or non-affiliated businesses for their direct marketing purposes. Additionally, our sites do not respond to browser do-not-track signals.

Under the California Consumer Privacy Act of 2018, California residents have additional rights and are entitled to additional information.  In the preceding 12 months, we have collected information within the following defined categories of Personal Information:

 

CategoriesSourcesBusiness or
Commercial Purposes
Disclosure or Sale
to Third Parties

 

Identifiers, such as name, unique personal identifier, online identifier, Internet Protocol address, email address, or other similar identifiersDirectly from you, and/or automatically from your interaction with our sites and servicesProviding and improving our products and services, compliance with legal obligations and/or use for auditing, security, and anti-fraud purposesDisclosure for business purposes to third party service providers
Personal information categories listed in the California Customer Records statute (Cal. Civ. Code § 1798.80(e)), such as name and telephone numberDirectly from you, and/or automatically from your interaction with our sites and servicesProviding and improving our products and services, compliance with legal obligations and/or use for auditing, security, and anti-fraud purposesDisclosure for business purposes to third party service providers
Commercial information, such as records of products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendenciesDirectly from you, and/or automatically from your interaction with our sites and servicesProviding and improving our products and services, compliance with legal obligations and/or use for auditing, security, and anti-fraud purposesDisclosure for business purposes to third party service providers
Internet or other similar network activity, such as your search terms and information on your interaction with a website, application or advertisementDirectly from you, automatically from your interaction with our sites and services, and/or from third partiesProviding and improving our products and services, tailoring your experience on the sites and our marketing efforts, and/or creating aggregate internal reports on site usage activityDisclosure for business purposes to third party service providers
Geolocation data, such as your physical location or movementsDirectly from you, and/or automatically from your interaction with our sites and servicesProviding and improving our products and services, and/or creating aggregate internal reports on site usage activityDisclosure for business purposes to third party service providers

 

The CCPA grants California residents the right to request:

  • the deletion of the Personal Information we have about them
  • to know additional information about whether and how we have collected, used, disclosed, and sold Personal Information about them
  • to know specific pieces of Personal Information we have about them
  • that we opt them out of the "sale" of their Personal Information (“Right to Opt Out”), which can be done at the below “Do Not Sell My Personal Information” link. 

We do not currently engage in any activity that would constitute the “sale” of Personal Information.  However, we appreciate that the CCPA grants California residents the right to ensure that companies opt them out of any "sale" of their Personal Information (“Right to Opt Out”).  Should you want any confirmation that no sale of your Personal Information has occurred, please reach out to [email protected]com.  We will be glad to answer any questions you may have on this matter.  

California residents also have the right not to receive discriminatory treatment if they exercise the rights listed above.

Requests for Deletion and to Know About Information Collected

If you make a request for deletion of Personal Information or a request to know about Personal Information we have collected, we may require that you provide information and follow procedures so that we can verify the request, your identity, and your jurisdiction before responding to it. The verification steps we take may differ depending on the request you make. We will match the information that you provide in your request to information we already have on file to verify your identity. If we are able to verify your request, we will process it. If we cannot verify your request, we may ask you for additional information to help us verify your request.

California residents will be required to submit their first and last name and email address and may also be asked to provide their telephone number or address so that we can verify the request. Please provide as much of the requested information as possible to help us verify the request. We will only use the information received in a request for the purposes of responding to the request.

California law permits California residents to use an authorized agent to make privacy rights requests. We require the authorized agent to provide proof of the California resident’s written permission (for example, a power of attorney) that shows the authorized agent has the authority to submit a request for the California resident. An authorized agent must follow the process described below to make a request. We will additionally require the authorized agent to verify his/her own identity.

You may submit a request to us by:

California residents may exercise their right to opt out by:

You may submit a request to opt out through an authorized agent. If you do so, we will follow the same verification procedures as described above for requests for deletion and requests to know about information collected.

Nevada Privacy Rights

We do not sell consumers’ covered information for monetary consideration (as defined in Chapter 603A of the Nevada Revised Statutes). However, if you are a Nevada resident, you have the right to submit a request directing us not to sell your Personal Information. To submit such a request, please contact us using the information in the “How to Contact Us” section below.

Where Information Is Stored

Your information is stored on our servers in Ireland, the United Kingdom and the United States, and potentially in other countries whose data protection laws may be different to the laws in your country. We will protect your Personal Information in accordance with this Privacy Statement wherever it is processed.

Public Forums Reminder

The sites often make chat rooms, forums, message boards, and/or news groups available to you. Please remember that any information that is disclosed in these areas becomes public information. Exercise caution when deciding to disclose your Personal Information. WE ARE NOT RESPONSIBLE FOR THE USE BY OTHERS OF THE INFORMATION THAT YOU DISCLOSURE IN THESE PUBLIC POSTING AREAS.

Children’s Online Privacy

Note: You must be 16 years or older to register as a Member or use the Alfresco website. We do not knowingly accept online Personal Information from children under the age of 16. We do not knowingly allow children under the age of 16 to become registered members of our sites or buy products and services on our sites. We do not knowingly collect or solicit Personal Information about children under 16.

In the event that we ever decide to expand our intended site audience to include children under the age of 16, those specific web pages will, in accordance with the requirements of applicable law (including the Children's Online Privacy Protection Act (COPPA)), be clearly identified and provide an explicit privacy notice addressed to children under 16. In addition, we will provide an appropriate mechanism to obtain parental approval, allow parents to subsequently make changes to or request removal of their children's Personal Information, and provide access to any other information as required by law.

Data Retention

We retain Personal Information we collect from you where we have an ongoing legitimate business need or legal obligation to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements).

When we have no ongoing legitimate business need to process your Personal Information, we will either delete, de-identify or anonymize it or, if this is not possible (for example, because your Personal Information has been stored in backup archives), then we will securely store your Personal Information and isolate it from any further processing until deletion is possible.

Links to Other Sites

This site contains links to other sites that are not controlled or operated by us. We do not control the information collection of sites that can be reached through these links from our sites. If you have questions about the data collection procedures of linked sites, please contact those companies directly.

English Language Controls

This Privacy Statement is executed in English and may be translated into other languages. In the event of any conflict or discrepancy between the English language and a translated version, the English language version shall control to the fullest extent permitted by applicable law.

Changes to This Statement

We may change this Privacy Statement from time to time. If we make any changes, we will post these on this page and change the “Last Updated” date above. If we make material changes to this Privacy Statement, we will notify you more directly, for example by posting a notification or message on our sites or by emailing you prior to such changes taking effect. We encourage you to check this Privacy Statement frequently to stay informed of the latest modifications.

How to Contact Us

To contact us regarding this Privacy Statement or with questions about our privacy practices, you may email us at [email protected](please include “Privacy Inquiry” in the subject line of your email), call us at 1-877-251-9504, or send postal mail to:  

Hyland UK Operations Limited
Attn: ONLINE PRIVACY POLICY
Legal Department
28500 Clemens Road 
Westlake OH, 44145
USA