Neocol Inc Privacy Policy

Last Updated: 04/30/2024

Neocol Inc provides services to businesses of all sizes. Neocol Inc cares about the security and privacy of the personal data that is entrusted to us.

This policy describes the Personal Data that we collect, how we use and share it, your rights and choices, and how you can contact us about our privacy practices.

We may collect and use personal data when we do business with you or when you do business with those that use our services. Some of our services may be accessed directly by you, including through our websites that reference this policy (e.g. Neocol.com) (collectively “Sites”). This policy applies to Neocol’s own Services. Websites, products and services of third-parties and some affiliates of Neocol are subject to their own separate privacy policies.

This Privacy Policy includes important information about your Personal Data and we encourage you to read it carefully.

1.  Introduction

Thank you for choosing Neocol Inc. This Privacy Policy outlines our commitment to protecting the privacy of your personally identifiable information (PII). PII refers to any information that can be used to identify an individual. This policy governs the collection, access, storage, and use of PII by Neocol Inc and its affiliated entities.

2.  Information We Collect

We collect various types of PII, including but not limited to:

• When you authorize us to store information about you in connection with services, we collect your name and contact information.
• Demographic Information: location
• When you fill-in our online form to contact our sales team, we ask for your name, contact information, country, and other information about your interest in our Services.
• When you respond to Neocol emails or surveys, we collect your email address, name and any other information you choose to include in the body of your email or responses. If you contact us by phone, we will collect the phone number you use to call Neocol, as well as other information you may provide during the call. If you are a Neocol Customer, when you contact us, we may collect additional information in order to verify your identity.
• If you are a Neocol customer, you will provide your contact details, such as name, postal address, telephone number, and email address. As part of your business relationship with us, we may also collect financial and personal information about you, such as your date of birth and government identifiers associated with you and your organization (such as your tax number, or Employer Identification Number). You may also choose to provide bank account information.
• You may also choose to submit information to us via other methods, including: (i) in response to marketing or other communications, (ii) through social media or online forums, (iii) through participation in an offer, program or promotion, (iv) in connection with an actual or potential business relationship with us, or (v) by giving us your business card or contact details in connection with trade shows or other events.
• From third-party sources, where permissible by law.

3.   How We Use Your Information

We use your PII for the following purposes:

• We rely upon a number of legal grounds to enable our use of your Personal Data. We use Personal Data to facilitate the business relationships we have with our Customers, to comply with our financial regulatory and other legal obligations, and to pursue our legitimate business interests.
• We may send you email marketing communications about Neocol products and services, invite you to participate in our events or surveys, or otherwise communicate with you for marketing purposes, provided that we do so in accordance with applicable law, including any consent requirements. For example, when you submit your contact information to us or when we collect your business contact details through our participation at trade shows or other events, we may use the information to follow-up with you regarding an event, send you information that you have requested on our products and services and, with your permission, include you on our marketing information campaigns.
• To communicate with you about our delivery of our services and projects
• To comply with legal obligations.

4.  Use of AI Tools in Consulting Activities

To enhance the efficiency and quality of our consulting services, we may utilize AI tools during routine activities such as workshops, meetings, and discovery calls. These tools are used to assist with tasks like note-taking, summarization, and analysis. We ensure that all data processed through AI tools is handled in accordance with our strict privacy and security standards, and any sensitive information is safeguarded against unauthorized access or misuse.

5.   Information Sharing

We do not sell, trade, or otherwise transfer your PII to external parties without your explicit consent, except as required by law or to fulfil contractual obligations.

6.   Security and Retention Measures

We make reasonable efforts to provide a level of security appropriate to the risk associated with the processing of Personal Data. We maintain organizational, technical and administrative measures designed to protect Personal Data covered by this Privacy Policy against unauthorized access, destruction, loss, alteration or misuse. Your Personal Data is only accessed by a limited number of personnel who need access to the information to perform their duties. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure (e.g., you feel that the security of your account has been compromised), please contact us immediately.

We retain your Personal Data as long as we are providing the Services to you or our Users (as applicable). We may also keep it to assist with our fraud monitoring, detection and prevention activities. We also keep Personal Data to comply with our tax, accounting, and financial reporting obligations, where we are required to retain the data by our contractual commitments to our financial partners, and where data retention is mandated by the services you used. In all cases where we keep data, we do so in accordance with any limitation periods and records retention obligations that are imposed by applicable law.

7.   Your Rights

You may have choices regarding our collection, use and disclosure of your Personal Data:

     A.   Opting out of receiving electronic communications from us

 If you no longer want to receive marketing-related emails from us, you may opt-out via the unsubscribe link included in such emails. We will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt-out of receiving marketing-related emails from us, we may still send you other messages in connection with providing our Services.

     B.   How you can see or change your account Personal Data

 If you would like to review, correct, or update Personal Data that you have previously disclosed to us, you may do so by contacting us.

     C.   Your data protection rights

 Depending on your location and subject to applicable law, you may have the following rights with regard to the Personal Data we control about you:

• The right to request confirmation of whether Neocol processes Personal Data relating to you, and if so, to request a copy of that Personal Data;
• The right to request that Neocol rectifies or updates your Personal Data that is inaccurate, incomplete or outdated;
• The right to request that Neocol erase your Personal Data in certain circumstances provided by law;
• The right to request that Neocol restrict the use of your Personal Data in certain circumstances, such as while Neocol considers another request that you have submitted (including a request that Neocol make an update to your Personal Data);
• The right to request that we export your Personal Data that we hold to another company, where technically feasible;
• Where the processing of your Personal Data is based on your previously given consent, you have the right to withdraw your consent at any time; and/or
• In some cases, you may also have the right to object to the processing of your Personal Data.

     D.   Process for exercising data protection rights

To exercise your data protection rights please contact Neocol. We will comply with your request to the extent required by applicable law. We will not be able to respond to a request if we no longer hold your Personal Data. If you feel that you have not received a satisfactory response from us, you may have the right under applicable laws to consult with the data protection authority in your country.

For your protection, we may need to verify your identity before responding to your request, such as verifying that the email address from which you send the request matches your email address that we have on file. If we no longer need to process Personal Data about you in order to provide our Services or our Sites, we will not maintain, acquire or process additional information in order to identify you for the purpose of responding to your request.

8.   Changes to this Privacy Policy

We may change this Privacy Policy from time to time to reflect new services, changes in our Personal Data practices or relevant laws. The “Last updated” legend at the top of this Privacy Policy indicates when this Privacy Policy was last revised. Any changes are effective when we post the revised Privacy Policy on the Services.

We may provide you with disclosures and alerts regarding the Privacy Policy or Personal Data collected by posting them on our website, email address and/or the physical address listed in your Neocol account.

If applicable law requires that we obtain your consent or provide notice in a specified manner prior to making any changes to this Privacy Policy applicable to you, we will provide such required notice and will obtain your required consent.

9.   Contact Information

If you have any questions or concerns regarding this Privacy Policy, please contact us at infosecurity@neocol.com.