TermSet Privacy Policy

You can download this policy here

TermSet (registered as ‘Document Insights’) offers software tools on multiple platforms to enhance
document management using the latest AI technology with enriched metadata and PII info to help
organisations comply with the new GDPR legislation which comes into effect May,2018. TermSet
understands the importance of protecting personal information. For this reason, TermSet strives to
have business procedures and security safeguards in place to protect personal information under its
control.

Application and Scope:

This Privacy Policy (“Policy”) is intended to establish responsible and transparent practices for the
management of personal information and to satisfy the relevant and applicable legal requirements.
This Policy sets out the standards, responsibilities and obligations of TermSet in respect of any
personal information collected, accessed or processed by TermSet in the course of its business
operations and specifies the obligations of TermSet that arise from the End user license,
maintenance and support agreement (the “EULA”) governing the use of TermSet Product and from
the Terms of Service (the “Terms”) governing the use of SGO Product, entered into between
TermSet and its corporate customers (each, a “Customer”), whereby TermSet might handle or have
access to personal information.

This Policy also governs personal information collected about TermSet’s website users and explains
how TermSet uses and discloses personal information collected from people who visit its website
and otherwise interact with TermSet through https://www.termset.com (the “website”). It also
explains how TermSet uses cookies and similar technologies.

International Compliance:

TermSet complies with: (i) data protection laws applicable to TermSet; and (ii) applicable industry
standards concerning data protection, confidentiality or information security. TermSet has no global
operations and therefore information managed by Termset is not at risk of being transferred,
processed and stored in other countries., although at all times, TermSet will ensure that personal
information is protected by confidentiality and security procedures and protections that are, at a
minimum, equivalent to those employed by TermSet itself.

Definition of Personal Information:

Personal information is defined as “any information about an identifiable individual”. This may
include, for example, email addresses and contact details and any similar information provided to
TermSet in the course of its business operations, or which TermSet may receive from business
inquiries. Personal information that is aggregated and cannot be associated with an identifiable
individual is not considered to be personal information.

Collection and Use of Personal Information through the Products and Services:

When providing products and services, TermSet only processes personal information in accordance
with the EULA, the Terms and applicable laws. TermSet generally uses personal information from or
about its Customers or which is received from Customers and belongs to their own customers or end
users (hereinafter referred to as “Customer’s Personal Information”) for the following purposes:

  • to create, establish and administer Customer’s subscription to TermSet products and services,
  • to respond to Customer inquiries related to its subscription and to contact Customer about TermSet’s
    products and services or subscription -related matters;
  • to provide products, including to provide Customer with TermSet Product and customer support
    related to TermSet Products;
  • to measure and analyse user behaviour in order to, among others, monitor, maintain and improve
    TermSet’s products, services or features and to create new products, services or features;
  • to meet legal and regulatory requirements and to allow TermSet to meet contractual requirements
    relating to the products and services provided to Customer;
  • to conduct surveys on the quality of TermSet products and services or to collect feedbacks on the
    products and services;
  • to provide Customer with offers for additional products and services that TermSet believes may be
    of interest to Customer.

Unless required or authorised by law, when providing products and services, TermSet will not use
personal information for any other or new purpose without obtaining its Customers’ consent.

Collection and Use of Personal Information through the Website:

TermSet generally collects and uses personal information from or about its website users as follows:

Information provided by users: In many cases, TermSet collects personal information directly from
users when they visit or use the website. For instance, TermSet may collect the following types of
information:

Enquiries: TermSet may collect users’ name, contact information, e-mail address and any
information provided when users make an enquiry or contact TermSet through the website,
download documentation or gated content from the website, sign up for a webinar through the
website and/or sign up to receive TermSet’s newsletter/blog updates. TermSet will only use this
information to process and answer users’ request or to manage TermSet everyday business needs in
connection with such request.

Requests for a Trial and/or Product and/or Service: TermSet may collect users’ name, contact
information, e-mail address and any other information provided to TermSet when users submit a
request or an order for a TermSet trial and/or product and/or service. TermSet will only use this
information to process and answer users’ request or to manage TermSet everyday business needs in
connection with such request.

Personalisation of Website: When users visit the website, they may, from time to time, be invited to
provide information such as user’s title and company size to help TermSet personalise or customise
the users experience when using the website.

Technical information: When users visit the website, TermSet may collect, using electronic means
such as cookies, technical information. This information may include information about visits to the
website, including IP address of the users’ computer and which browser was used to view the
website, the users’ operating system, resolution of screen, location, language settings in browsers,
the site the user came from, keywords searched (if arriving from a search engine), the number of
page views, information entered, advertisements seen, etc. This data is used to measure and
improve the effectiveness of the website or enhance the experience for users. While most of the
time this information is depersonalised, if this information relates to an identifiable individual,
TermSet will treat this information as personal information. TermSet may also, without limitations,
collect and use the following type of information when users visit and/or interact with TermSet on
the website:

Google Analytics: TermSet uses Google Analytics which allows it to see information on user website
activities including, but not limited to, page views, source and time spent on our website. This
information is depersonalised and is displayed as numbers, meaning that it cannot be tracked back
to individuals. Users may opt-out of TermSet’s use of Google Analytics by visiting the Google
Analytics opt-out page.

HubSpot: TermSet uses Hubspot which allows it to see information on user website activities
including, but not limited to, page views, source and time spent on our website. However, this
information is not depersonalised and users may not opt-out of TermSet’s use of Hubspot.
Google AdWords: TermSet uses Google AdWords Remarketing to advertise TermSet across the
Internet and to advertise on third party websites (including Google) to previous visitors to the
website. AdWords remarketing will display ads to users based on what parts of the TermSet website
they have viewed by placing a cookie on the users’ web browser. It could mean that TermSet
advertises to previous visitors who haven’t completed a task on the site or this could be in the form
of an advertisement on the Google search results page, or a site in the Google Display Network. This
cookie does not in any way identify the user or give access to the users’ computer or mobile device.
The cookie is only used to indicate to other websites that the user has visited a particular page on
the website, so that they may show the user ads relating to that page. If users do not wish to
participate in Google AdWords Remarketing, they can opt out by visiting Google’s Ads Preferences
Manager.

Interest-based Advertising: TermSet may also allow a limited number of trusted third parties to
install cookies on users’ hard drive from the website. The website may include third-party
advertising and links to other websites which may be used to generate personalised advertisements.
Personalised ads, sometimes referred to as interest-based or behavioural ads, are ads based upon
information about users, such as page views on the website, information requests or purchases on
the website. TermSet does not provide any personal information to advertisers or to third party sites
that display interest-based ads on the website. However, advertisers and other third-parties
(including the ad networks, ad-serving companies, and other service providers they may use) may
assume that users who interact with or click on a personalised ad or content displayed on the
website are part of the group that the ad or content is directed towards. Advertisers or ad
companies working on their behalf sometimes use technology to serve the ads that appear on the
website directly to users’ browser. They may also use cookies to measure the effectiveness of their
ads and to personalize ad content. TermSet does not have access to or control over cookies or other
features that advertisers and third-party sites may use, and the information practices of these
advertisers and third-party websites are not covered by this Policy. Please contact them directly for
more information about their privacy practices.

Choice with Cookies: Users can block the use of cookies by activating the settings in their browser.
The “Help” feature on most browsers will tell users how to prevent their browser from accepting
new cookies, how to have the browser notify the users when they receive a new cookie, or how to
disable cookies altogether. If users choose to withhold consent, or subsequently block cookies, they
may not be able to access all or part of the content of the website. Additionally, users can disable or
delete similar data used by browser add-ons, by changing the add-on’s settings or visiting the
website of its manufacturer.

Privacy Policies of other Websites: This Policy only addresses the use and disclosure of information
by TermSet. Other websites that may be accessible through the website have their own privacy
policies and data collection, use and disclosure practices.

Personal Information from other Sources: TermSet may obtain from third parties additional personal
information about a website user if such user gave permission to those third parties to share its
information.

Sharing of Personal Information:

TermSet will not sell, rent or trade personal information to any third party. However, TermSet may
share personal information when authorised and/or required by law or as follows:
Service providers: TermSet may grant access to personal information to third party services
providers in connection with the performance or the improvement of its website, services and
products. Before sharing any personal information with any of its third-party service providers,
TermSet will ensure that the third party maintains reasonable data management practices for
maintaining the confidentiality and security of personal information and preventing unauthprised
access.

As permitted or required by law: TermSet may disclose personal information as required by
applicable law or by proper legal or governmental authority. TermSet may also disclose information
to its accountants, auditors, agents and lawyers in connection with the enforcement or protection of
its legal rights. TermSet may also release certain personal information when it has reasonable
grounds to believe that such release is reasonably necessary to protect the rights, property and
safety of others and itself, in accordance with or as authprised by law. In the event TermSet receives
a governmental or other regulatory request for any Customer’s Personal Information, it agrees to
immediately notify Customer in order that Customer shall have the option to defend such action.
TermSet shall reasonably cooperate with Customer in such defence.
Business transaction: TermSet may disclose personal information to a third party in connection with
a sale or transfer of business or assets, an amalgamation, re-organization or financing of parts of our
business. However, in the event the transaction is completed, personal information will remain
protected by applicable data protection laws. In the event the transaction is not completed, TermSet
will require the other party not to use or disclose the personal information received in any manner
whatsoever and to delete such information.

Security of Personal Information:

TermSet will store and process the personal information in a manner consistent with industry
security standards. TermSet has implemented technical, organizational and administrative systems,
policies, and procedures to help ensure the security, integrity and confidentiality of personal
information and to mitigate the risk of unauthprised access to or use of personal information,
including (i) appropriate administrative, technical and physical safeguards and other security
measures designed to ensure the security and confidentiality of the personal information it
manages; (ii) a security design intended to prevent any compromise of its own information systems,
computer networks or data files by unauthorised users, viruses or malicious computer programs; (iii)
appropriate internal practices including, but not limited to, encryption of data in transit or at rest;
using appropriate firewall and antivirus software; maintaining these countermeasures, operating
systems and other applications with up-to-date virus definitions and security patches so as to avoid
any adverse impact to the personal information that it manages; appropriate logging and alerts to
monitor access controls and to assure data integrity and confidentiality; permitting only authorised
users access to systems and applications; and (iv) all persons with authorised access to personal
information must have a genuine business need-to-know prior to access (“Security Program”).

Training and Supervision:

TermSet maintains adequate training programs to ensure that its employees and any others acting
on its behalf are aware of and adhere to its Security Program. TermSet shall exercise necessary and
appropriate supervision over its relevant employees to maintain appropriate confidentiality and
security of the personal information it manages.

Data Incidents involving Customer’s Personal Information:

TermSet shall immediately notify Customer of any reasonably suspected or actual loss of data or
breach or compromise of its Security Program which has or may result in the loss or unauthorised
access, disclosure, use or acquisition of Customer’s Personal Information (including hard copy
records) or otherwise presents a potential threat to such information (“Data Incident”). While the
initial notice may be in summary form, a comprehensive written notice shall be given within 48
hours to Customer. The notice shall summarize in reasonable detail the nature and scope of the Data
Incident (including each data element type) and the corrective action already taken or to be taken by
TermSet. TermSet shall promptly take all necessary and advisable corrective actions, and shall
cooperate fully with Customer in all reasonable efforts to mitigate the adverse effects of Data
Incident and to prevent its recurrence.

How to Contact Us

Any questions or complaints regarding this Policy or TermSet handling of personal information can
be addressed by sending an email to: hello@termset.com.

Change of Privacy Policy:

TermSet will review and update its policies and procedures as required to keep current with rules
and regulations, new technologies, standards and customer concerns. This Policy may therefore
change from time to time.

This Policy was last updated on 31 August, 2017