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Privacy Policy - Digicon

Digicon Information Inc. (“we” or “us” in this policy) respects your privacy and will do its best to safeguard your personal information. This privacy policy discloses our practices and the practices of Hubexo North America, LLC regarding the processing of personal information of individuals who engage with us.

We sometimes need to collect and hold personal information so that we can deliver our services and products to you and/or your employer. If we do not collect such personal information, then we may be unable to provide you with the services and products you have requested or need to use in the course of your work.

This privacy policy tells you about our collection, use, disclosure or other processing of any personal information you give to us including via phone, by email, in letters, in web form or by using our services, products or online content or by applying for a vacancy with Digicon. This policy also tells you about personal information we may obtain from sources other than directly from you.

Any changes we may make to our privacy policy in the future will be posted on this page (and, where appropriate, notified to you by email). Please check back frequently to see any updates or changes to our privacy policy.

How to contact us about this policy

We hope that we can resolve any query or concern you may raise about our use of your information.

If you have any questions about how we may use your personal information, or have any concerns or wish to make a complaint about our handling of your personal information, please contact our Privacy Officer at the following address:

Digicon Information Inc.
3206 61 ST
Beaumont, AB, T4X1T5
Canada

or by email to privacycanada@hubexo.com.

We will investigate any complaints you notify to us and we will aim to ensure that any complaint and any queries you submit to us are resolved in a timely and appropriate manner.

You have the right to make a complaint at any time to the relevant data protection authority, but we hope that you will contact us first to discuss your concerns and give us an opportunity to resolve the issue as quickly as possible.

1. Who we are
Digicon is leading the built environment with powerfully connected knowledge, products and services around the world. Please see “How to contact us” above for our full company details and who to contact if you have any concerns about how we collect and process your personal information.

2. What personal information we collect
Personal information means any information that identifies or can be used to identify an individual directly or indirectly. In certain jurisdictions, personal information does not include information that is used solely for the purpose of communicating or facilitating communication with an individual in relation to their employment, business, or profession. When you use any of our services, products or online content, whether on your own behalf or your employer’s behalf, we may receive personal information about you.

The kind of information we collect and hold includes, but is not limited to:

  • Your name (first and last name)
  • Email address
  • Telephone number and
  • Company name
  • Your profession and/or job title
  • CV and your right to work in Canada (if applying for a vacancy with Digicon or an affiliate company).

We may also keep information about your use and payment for our services, products and online interactions with us.

3. Information about other people

Should you provide information to us about any person other than yourself, such as your employees, your suppliers, or your counter parties you must ensure that such third parties have been informed and understand how their personal information will be used and that they have given their consent to you disclosing it to us and for you to allow us to use it lawfully and in the ways outlined in this privacy policy.

4. How we obtain personal information

Directly by you

Most personal information we hold will be collected by us directly from you. For example you may provide personal information to us when you:

  • Set up a Digicon ID account
  • Provide personal information on a subscription order form
  • Complete a web form on our website
  • Provide personal information to us via telephone, email, letter or your CV

Not directly by you

There are certain circumstances where we may obtain your personal information without you providing that information to us directly. For example, if a recruiter provides your CV to us for consideration as part of a job application, or from third party providing documentation relating to your right to work in Canada. Or where your employer provides your email address to us in order to obtain user access for you to one of our subscription products, services or content.

We may also receive your contact information from one of the following third party lead providers:

Provider Information Provided Privacy Policy
Solid Caddgroup Inc. t/a SolidCAD
  • Name
  • Employer Company and Company Details
  • Office Location (Country and City)
  • Business Telephone Number
  • Business Email Address
  • Job Title
https://www.solidcad.ca/privacy-policy
Seamless.AI
  • Email
  • Name
  • Business Phone
  • Employer
  • Job Title
  • Office Location
  • Company details
  • https://seamless.ai/policies/privacy-policy
    Waypoint
  • Email address
  • Name (first and surname)
  • Position
  • Telephone Number
  • Company Name
  • https://www.waypoint.ca/privacy-policy
    Navacord
  • Email address
  • Name (first and surname)
  • Position
  • Telephone Number
  • Company Name
  • https://navacord.com/navacord-privacy-policy
    Royal Architecture Institute of Canada
  • Email address
  • Name (first and surname)
  • Position
  • Telephone Number
  • Company Name
  • https://raic.org/raic/privacy-policy

    We may also receive your contact information from the following partner organisations with whom we collaborate in order to provide a service to you:

    S&P Global, Inc.
  • Email address
  • Name (first and surname)
  • Position
  • Telephone Number
  • Company Name
  • https://www.spglobal.com/en/privacy/privacy-policy-english

    5. How we protect your personal information

    We take appropriate and reasonable technical and organisational measures designed to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, and destruction and to comply with our obligations under applicable data protection legislation.

    We provide services to you from data centres with 24/7 physical security. Our data centres have international security accreditation including ISO 27001:2013 and ISO 9001:2015. Our data centres are based within Canada, the United States, the UK and EEA. We secure your connections to our services with TLS encryption.

    Your personal information is logically separated from others' to ensure data segregation.

    Digicon ID accounts need a username and password to log in. You must keep your username and password secure, and never disclose it to a third party. Digicon ID passwords are hashed, which means we cannot see your password. We cannot resend forgotten passwords; we will only provide instructions on how to reset them.

    We restrict our access to your personal information by job role and limit staff access to your personal information to those individuals who have a genuine business need to access it. All employees receive regular security training and sign our information security policy annually. We have an ongoing programme to raise security awareness.

    Although we make all reasonable efforts to prevent the loss or misuse of your personal information, we cannot guarantee your personal information will not be intercepted while being transmitted over the internet. Therefore, you acknowledge and agree that we assume no liability regarding the theft, loss, alteration, or misuse of your personal information during transmission.

    6. How long your personal information will be kept
    We will keep your personal information while you have an account with us or we are providing products and services to you.

    Thereafter, we will keep your personal information for as long as is reasonable in the circumstances to ensure we can:

    • respond to any questions, complaints or claims made by you or on your behalf;
    • show that we treated you fairly; and
    • keep records required by applicable laws or regulations.

    We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information and we can make available more detailed information on our retention and deletion policies upon request.

    When it is no longer necessary to retain your personal information, we will securely delete or anonymise it.

    Personal information from a CV or employment application

    We will hold such data for a maximum of 6 months for unsuccessful candidates but for successful candidates we will hold such data for at least the duration of employment and usually for a period of 7 years thereafter (the length of time being determined by our regulatory and legal obligations, and any potential for legal claims).

    7. How we use your personal information
    We use your personal information in the following ways:

    • To provide you with our services and products and online content
    • To deal with your requests and enquiries
    • To provide you with information about our services, activities or online content.
    • To provide essential updates to you e.g. terms and conditions change
    • To personalise the way our content is presented to you.
    • To assess your use of our services and products and content (Analytics Data).
    • To block malicious users and prevent software piracy and fraud
    • Conducting market research, including by sending questionnaires and surveys to gather customer feedback. We may use third party software providers to send these out, for more information please see section 8 of this privacy policy.
    • For insurance and accounting purposes. We may need to share some of your information with professional advisers, accountants, auditors and insurers who provide consultancy, banking, insurance and accounting services
    • To exercise or defend our legal rights. We may need to share this information with third party professional advisers including lawyers who provide legal services.
    • Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies including external audits. We may also need to share this information with professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
    • A potential buyer (and its agents and advisors) in the case of a sale, amalgamation, merger, consolidation, liquidation, reorganization, or acquisition. In this type of event, any acquirer will be subject to this privacy policy. Usually information will be anonymized so you can no longer be personally identified from the data being shared but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.

    8. How we share personal information
    In certain circumstances, we may share your personal information with the following third parties:

    • Members of our corporate group – group members and their employees may process your personal information and make use of it as described in section 7 and will abide by this Privacy Policy when they do so.
    • Service providers who we rely on in order to provide our service or to perform other functions associated with our business. We only allow our service providers to process your personal information if we are satisfied they take appropriate measures to protect your personal information. We also ensure there are written contractual obligations with such parties to ensure they can only use your personal information to provide services to us and to you, and to comply with the requirements of applicable data protection legislation for written processing agreements.
    • Partner organisations with whom we collaborate in order to provide a service to you. Our contracts with these organisations allow them to make use of your personal information in line with their own privacy policies and applicable data protection legislation. In such a case, we will obtain your consent before disclosing your personal information.

    Third parties providing email sending services

    We currently use third party software and/or service providers, such as Pardot, to provide email sending and email list management services. We do this to ensure data is up to date and to send you emails about our products, services, events, training, surveys and notifications from time to time.

    Third Party Processor Activity undertaken by third party processor How information is shared Types of data processed
    Cognism Ltd Email sending services and data list management services; to send you emails about our products, services, events, training and notifications. From Cognism’s systems into our Salesforce instance and manually from us to Cognism. Email address
    Hubspot, Inc. Email sending services and data list management services; to send you emails about our products, services, events, training and notifications. Within Hubspot’s online systems to manage the sending of emails and managing an individual’s privacy preferences. Email address
    Clavio Email sending services and data list management services; to send you emails about our products, services, events, training and notifications. Within Clavio’s online systems to manage the sending of emails and managing an individual’s privacy preferences. Email address

    Third parties providing supplemental services

    We currently use third parties to offer services to supplement Digicon products and services that we offer to you. You will typically access these services via a link which will take you away from our website and to the third party providers website or portal. For example:

    Third Party Processor Activity undertaken by third party processor How information is shared Types of data processed
    Freshdesk
    (Freshworks)
    Online support software portal (used with Digicon Chorus)
    support.theNBS.com
    Within Digicon Chorus users will be able to access a support portal which is hosted by the third party. Email address
    Name (first and surname)
    Company (all passed from Digicon ID)
    Support tickets, chats, support emails and telephone calls.
    Zoom Video Communications, Inc. Online webinar conferencing software We share information on who will be attending our webinars with Zoom. Email address
    Name (first and surname)
    Address
    Telephone Number
    Company Name
    Eventbrite, Inc. Self-service ticketing platform for live events Eventbrite collects attendee information when they register to attend one of our events and shares it with us. Name (first and surname)
    Email address
    Job title
    Company
    Work address
    Work phone number

    Manufacturers

    We do not share your name, email address or any other direct identifiers with manufacturers. Instead, we provide to manufacturers that you interact with the following information relating to your Digicon ID account:

    • Your company name
    • Your role
    • Usage analytics concerning your interaction with manufacturers e.g. number of downloads of a manufacturer’s products

    The exception to this is if you register for a webinar or event which has been sponsored by a manufacturer, in which case we will share the following information so they can contact you to provide you with information about their products and/or services:

    • Your company name,
    • Your name,
    • Your company e-mail address,
    • Your company telephone number.

    Analytics

    We may collect data about your use of our products and services to improve workflows in the software, improving efficiency, and driving recommendation engines (‘Analytics Data’).

    We may use third party tools to obtain Analytics Data with whom we may share your personal information in order to identify any issues with usability and engagement with the features of our products and services.

    We may share this Analytics Data with other third parties but where we do so the Analytics Data will be anonymized so that it is not possible to identify you or any other individual from the data. We may share anonymized Analytics Data about use of our products and services with third parties such as manufacturers.

    9. Content we show to you from third parties

    We may also provide you with access to third party content and websites (not controlled by us), via our products, services and content. We are not responsible for such third party content. The user is responsible for ensuring the contents are suitable for the intended purpose. Please refer to our Terms and Conditions for more information on third party content.

    10. Transferring your personal information out of your jurisdiction
    We may transfer and store your personal information outside of Canada. You acknowledge and agree that, as a result, your personal information may be processed, used, stored or accessed in other jurisdictions and may be subject to the laws of those jurisdictions. For example, information may be disclosed in response to valid demands or requests from government authorities, courts, or law enforcement in other countries.

    If you are an individual resident in the province of Quebec, please note that your personal information may be transferred outside of the province.

    To deliver some of our products and services we use third party providers who may transfer your personal information out of Canada. For example:

    Third Party Processor Activity undertaken by third party processor Location of processing and appropriate safeguards for your personal information Types of data processed
    Freshdesk
    (Freshworks)
    Online support software portal (used with Digicon Chorus)
    support.theDigicon.com
    Frankfurt
    AWS Cloud Server Cluster
    • Email address
    • Name (first and surname)
    • Company (all passed from Digicon ID)
    • support tickets, chats, support emails and telephone calls.

    11. Cookies
    We use cookies on our websites and we collect IP addresses from visitors to our websites. Cookies are small amounts of information that we store on your computer. Our system issues these cookies to your computer when you log on to our websites and have provided your consent to those cookies where appropriate. Cookies make it easier for you to log on to and use our websites during future visits. If you complete a form on our websites with your contact details, cookies will pre-populate the other forms on our websites with that data. Cookies also allow us to monitor website traffic and to personalise the content of our websites for you. Some cookies are automatically deactivated upon your access and use of the website. However, unless you activate cookies, you may be unable to fully utilize and access all areas and features of the website. You may activate cookies by visiting our website and clicking “Activate Cookies”.

    To view the Digicon Cookie Policy https://www.theNBS.com/cookies.

    12. Your rights
    You have the following rights, which you can usually exercise free of charge by writing to us at the details given below:

    Access You have the right to request access to your personal information, which enables you to receive a copy of the personal information we have collected from you.
    Accuracy You have the right to verify the accuracy and completeness of your personal information in our records to request that we correct information that you believe is inaccurate, incomplete or equivocal, or if collecting, communicating or keeping your personal information is not authorized by law.
    Opt-Out You have the right to opt-out of certain information handling practices, including the disclosure of personal information to third parties which is not reasonably necessary for providing the services and goods you’ve requested or as otherwise required by law.
    Transfer/Data Portability In some instances, you may have the right to request the transfer of your personal information to a third party, unless doing so raises serious practical difficulties. In such instances, we will provide your personal information to the third party you have chosen in a structured, commonly used, machine-readable format. This request may only apply to personal information which you provided us.
    Other Canadian residents have the right to receive information that identifies any third-party companies or individuals that we have shared your personal information with, as well as a description of the categories of personal information disclosed to that third party. You may obtain this information once a year and free of charge by our Privacy Officer.

    If you would like to exercise any of those rights, please:

    • email or write to us see above: -‘How to contact us about this policy’;
    • let us have enough information to identify you (e.g. your full name, address and subscriber or matter reference number);
    • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
    • let us know what right you want to exercise and the information to which your request relates.

    13. Right to withdraw consent
    Subject to certain legal and contractual limitations, you have the right to withdraw your consent from us processing your personal information. You may exercise this right at any time by writing to our Privacy Officer at the contact information set out below. This may limit our ability to provide you with our services, act on your behalf or engage with you as you would like. We will inform you of the implications of such withdrawal. Any withdrawal of consent will apply thereafter and not to information handling practices that have been previously undertaken based on prior consent. We may, however, collect, use or disclose personal information without your knowledge or consent in exceptional circumstances where such collection, use or disclosure is permitted or required by law.

    If you are receiving marketing material you no longer wish to receive, you can click the “Manage email preferences” link included on any marketing e-mail we send to you or e-mail us at privacy@thenbs.com.

    Withdrawal of consent to receive marketing communications will not affect the processing of personal information for the provision of our services.