1. How We Collect Personal Information
“Personal information” or “personal data” is any information about an individual which can be used to identify them. We may collect personal information from you in the following circumstances:
- When you interact with us electronically or access the Voltaire website (e.g. by signing up to our subscription page or newsletter, requesting a demonstration of our products, using our products, clicking links, or completing a form or survey);
- When your employer uses our products and/or services, they may provide your personal information to us on your behalf (e.g. when you are registered as a user of our products and services for the purposes of setting you up with account access);
- When you contact our support team or make an enquiry about our products and services;
- If you are an employee or prospective employee of Voltaire we may collect personal information from you or other third parties (e.g. recruiters);
- Voltaire’s website also collects certain information automatically and stores it in log files. The information may include internet protocol (IP) addresses, the region or general location where your computer or device is accessing the internet, browser type, operating system and other usage information about the use of Voltaire’s website, including a history of the pages you view. We use this information to help us design our site to better suit our users’ needs. We may also use your IP address to help diagnose problems with our server and to administer our website, analyse trends, track visitor movements, to help protect against data breaches caused by malicious bots and gather broad demographic information that assists us in identifying visitor preferences.
We may also receive personal information about you from third parties. If we do, we will handle and protect it as set out in this Privacy Policy.
The Voltaire website and our products and services are not intended for or targeted at persons under 16 years of age and we do not knowingly or intentionally collect information about persons under 16 years of age.
2. The Kinds of Personal Information We Collect
The personal information we collect may include your name, email address, business name, phone number and any other contact information you provide us, information about your legal and personal affairs and any other information requested by us and provided by you.
We do not generally collect sensitive information about you. Sensitive information includes things like information or opinions about your racial or ethnic origin, political opinion, religious beliefs and sexual orientation.
3. How We May Use Personal Information
We may use personal information collected from you to:
- Contact you or to provide you with information, updates and our services;
- Improve our products and services and better understand your needs and improve your browsing experience of the Voltaire website;
- Promote our services and products and share promotional information and content with you in accordance with your preferences. We only use the information we collect in a manner consistent with your relationship with us and in compliance with this Privacy Policy.
4. Disclosure of Personal Information
We may disclose your personal information to our employees. We will only disclose your personal information to third parties if you have authorised us to do so, if our businesses or assets (or part thereof) are transferred to that third party, or if it is required, authorised, or permitted by law. We do not otherwise reveal your personal data to third parties for their independent use unless:
- You request or authorise it;
- The information is provided to comply with the law (for example, compelled by law enforcement to comply with a search warrant, subpoena, or court order), enforce an agreement we have with you, or to protect our rights, property or safety, or the rights, property or safety of our employees or others;
- The information is provided to our agents, vendors or service providers who perform functions on our behalf;
- To address emergencies or acts of God;
- To address disputes, claims, or to persons demonstrating legal authority to act on your behalf; or
- We may also gather aggregated data about our services and website visitors and disclose the results of such aggregated (but not personally identifiable) information to our partners, service providers, advertisers, and/or other third parties for product and services improvement and/or marketing or promotional purposes.
5. How We Hold Personal Information
Information that we collect is stored on the servers of the cloud-based database management services Voltaire engages.
6. How We Protect Personal Information
We are committed to ensuring that the information you provide to us is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical and managerial procedures to safeguard and secure information. However, we cannot guarantee the security of any information that you transmit to us, or receive from us. The transmission and exchange of information is carried out at your own risk.
7. Retention of Personal Information
How long we keep information we collect about you depends on the type of information and what it is used for. We retain personal information that you provide to us where we have an ongoing legitimate business need to do so (for example, as needed to comply with our legal obligations, resolve disputes and enforce our agreements).
We retain service data for the duration of your business relationship with us and for a period of time thereafter, to analyse the data for our own operations, and for historical and archiving purposes associated with our services. When we have no ongoing legitimate business need to process your personal information, we will securely delete or anonymise it or, if this is not possible, securely store your personal information until deletion is possible. You have certain rights regarding the deletion of your personal information as described below.
8. Sharing of Personal Information
To provide our products or services, we may need to disclose your personal information to third parties, including to:
- Payment service providers;
- Your employer if they are our client;
- Where we are required by law to do so (e.g. to enforcement agencies, and government agency, regulatory bodies); and
- Third parties such as our suppliers, subcontractors, professional advisors, courts of law, and our insurers who help us to deliver and support our products and services and related activities such as product usage analytics data storage and back-up, hosting our servers and website and providing IT services.
If this occurs, the third party’s privacy policy will apply to processing, storage, retention and protection your personal information.
We may also enter into data processing agreements and model clauses with our vendors whenever feasible and appropriate.
9. Direct Marketing
We do not sell or trade your personal information. However, we may from time to time send direct marketing communications to you about our activities, products and services and other content which we think you may find interesting. If you do not wish to receive such direct marketing, you may opt out of receiving this material at any time.
10. Cookies
We may from time to time use cookies on the Voltaire website, and on our products and services. Cookies are very small files which a website uses to identify you when you come back to the site and to store details about your use of the site. Cookies are not malicious programs that access or damage your computer. Most web browsers automatically accept cookies but you can choose to reject cookies by changing your browser settings. However, this may prevent you from taking full advantage of our website.
Our website may from time to time use cookies to analyse website traffic and help us provide a better website visitor experience. In addition, cookies may be used to serve relevant ads to website visitors through third party services such as Google Adwords. These ads may appear on this website or other websites you visit.
Data collected by us through cookies may include personal information, in which case, that personal information will be regulated by the applicable privacy laws and handled by us in accordance with this Privacy Policy.
11. Sharing Information with Third Parties
A list of our third party sub processors can be provided on request.
12. Your Rights
You have certain rights under law regarding your personal information, including:
- A right to request access, rectification, correction, update or deletion of your personal information;
- A right to object to processing of your personal information or withdraw your consent to our processing of your personal information at any time;
- A right to request information about the purpose of the processing, the categories of data concerned, how long the data will be stored and to restrict our processing of your personal information or request that we provide you with a copy of your personal information;
- A right to request information about who else outside Voltaire might have received the data from us;
- A right to know what the source of the information was, if you didn’t provide it directly to us;
- A right related to automated decision making including profiling;
- The right to lodge a complaint with a supervisory authority if you think our processing of your personal information infringes applicable laws.
If you wish to confirm that we are processing your personal data, to have access to the personal data we may have about you, or to exercise any of your other rights, you can contact info@voltairelegal.com.
Reasonable access to your personal data will be provided at no cost. If access cannot be provided within a reasonable time frame, Voltaire will provide you with a date when the information will be provided. If for some reason access is denied, Voltaire will provide an explanation as to why access has been denied.
13. Questions, Concerns or Complaints
We take your questions, concerns and complaints seriously. If you have any inquiries or concerns about our privacy practices, or wish to make a complaint, you can contact us at any time by emailing details to info@voltairelegal.com. We are committed to addressing your communication promptly and will respond as soon as possible. If we are unable to answer your questions or resolve your concern or complaint to your satisfaction, you have the right to lodge a formal complaint.
For residents in Australia, you can lodge your complaint with the Office of the Australian Information Commissioner at: https://www.oaic.gov.au/privacy/privacy-complaints/.
