1. Important information and who we are
- Purpose of this
privacy policyThis privacy policy aims to give you information on how we, Quantum eMotion, collect and process your personal data through your use of our websites, including any data you may provide through our websites when you sign up to our newsletter, contact us, or interact with us in any way.
Our websites and services are primarily intended for other businesses rather than consumers. This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy policy together with any other privacy policy or fair processing notices we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other such notices and privacy policies and is not intended to override them.
- Changes to the privacy policy and your duty to inform us of changes
We keep our privacy policy under regular review. We encourage users to frequently check this page for any changes to stay informed about how we are helping to protect the personal data we collect. This version was last updated on the date specified at the top of this page.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
- Third-party links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
2. The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes your name, username or similar identifier, title and gender.
- Contact Data includes your address, email address and telephone numbers.
- Financial Data includes bank account and payment card details.
- Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
- Profile Data includes your username and password, purchases or orders made by you, your interests, preferences and feedback.
- Usage Data includes information about how you use our website, products and services.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
We do not routinely collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your
health, and genetic and biometric data), unless strictly required (for example, dietary or access requirements in relation to an event). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may break the law, or we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your Identity, Contact, Financial and Marketing and Communications Data by filling in forms, placing an order, subscribing to our newsletters & whitepapers, registering for an event, webinar, seminar or workshop or by responding to a survey or by corresponding with us by post, phone, email or otherwise.
- Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our Cookie Policy for further details.
- Third parties We will receive personal data about you from various third parties as set out below:
- Technical Data from analytics providers such as Google LLC and Permutive Inc based outside QUEBEC
- Contact Data from specialized compaanies, who resolve a company name from your IP address when possible.
- Contact Data from publicly available sources (such as your organisation’s website) in connection with business opportunities which might be relevant to you.
- Contact Data and Identity Data from your employer in order that we can provide you with access to a service we are providing to your employer.
- From time to time, we may work with third parties (for example, marketing agents) to identify individuals who may be interested in our products and services or in some cases our clients’ or partners’ products and services. These third parties may give us access to your Contact Data, where they are lawfully permitted to do so.
We also use Google LLC (based outside QUEBEC) to serve advertisements and use cookies for ad personalization.
If it is not disproportionate or prejudicial, we’ll contact you to let you know we are processing your personal data and, if we have obtained your personal data from a third party, we will let you know where we obtained your personal data from.
4. How We Use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal obligation.
Purposes for which we will use your personal data
If you place an order with us
If you have placed an order with us, we will use the Identity, Contact, Financial and Profile Data supplied to perform our obligations under our contract with you (for example, to set up individual user accounts to enable such users to access our services). You warrant that you are lawfully permitted to submit any third-party data to us.
We might also use Identity, Contact, Financial and Transaction Data to process the order where necessary for the performance of the contract (for example, to manage payments, fees and charges), or where it is necessary for our legitimate interests (for example, to recover debts owed to us, and/or to administer and protect our business).
If you access or use our subscription or consultancy services
If you access or use our services, we may use Identity, Contact, Profile, Technical, Usage, Profile and Marketing and Communications Data in order to manage our relationship with you. For example, to monitor how our services are being used, to contact you in connection with our services with advice and assistance, or to ask you to complete a review or take a survey. We will only do this where it is in our legitimate interest to do so (for example, to study how our services are being used to make improvements), or where it is necessary in connection with our performance of a contract with you.
From time to time, we might also make suggestions and recommendations to you about additional services that may be of interest to you based on the services you are using and/or to contact you in connection with potential business opportunities that may be of interest to you. We will only do this where it is necessary for our legitimate interests in order to develop our products/services and to grow our business and our relationship with you.
If you access one of our websites
We may use your Identity, Contact, Profile, Usage, Marketing and Communications and Technical Data to deliver relevant website content and advertisements to you and to measure or understand the effectiveness of the advertising we serve to you. We will only do this where you have given consent, or where it is necessary for our legitimate interests (please also refer to the Cookies section below).
We may use data analytics to improve our website, products/services, marketing, customer relationships and experiences. This may involve us using Technical and Usage Data where it is necessary for our legitimate interests, for example, to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy.
We might also use Identity, Contact and Technical Data to administer and protect our websites (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data). We will only do this when it is necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganization or group restructuring exercise), or necessary to comply with a legal obligation.
If you subscribe to our newsletter(s) or updates, or if you request to receive free content via one of our websites (for example, a white paper)
We will use your Identity, Contact, Transaction, Profile, and Marketing and Communications Data in order to set up your account (if applicable) and to provide you with content which might be of interest to you. If you have requested specific content, the lawful basis will be your consent.
We may also use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you in order to decide which content may be relevant for you. We will do this only for corporate subscribers with a corporate e-mail address and/or contact number where it is in our legitimate interests to do so and your interests and fundamental rights do not override those interests.
If you have requested content provided by a third party, we may share your details with that third party where you have consented to us doing so, or where it is in our or that third party’s legitimate interests to do so. We will notify you if we intend to share your personal data with the relevant third-party content provider(s) at the point of collecting your personal data and you can withhold consent, or alternatively opt-out of us sharing your personal data by emailing us at dpo@quantumemotion.com at that point.
From time to time we may also share your details with other carefully selected third parties
who operate within your industry, and who may be able to provide additional content and services to help grow or provide value to your and/or that third party’s business. Such third parties may contact you via your corporate email address with business-to-business related correspondence, which you can opt-out of at any time. We will only share your information in accordance with the above where we have determined that it is in our or that third party’s legitimate interests to do so and your interests and fundamental rights do not override those interests, and we ensure appropriate safeguards are in place to protect your personal data.
If you wish to object to us sharing your personal data with any third parties as set out above you can do so by emailing us at dpo@quantumemotion.com .
If you sign up to an event, seminar or workshop
If you sign up to an event, seminar or workshop, we will collect your Identity, Contact, and Financial Data so that we can facilitate the event, provide an acceptable service, and respond to you. The lawful basis we rely upon for collecting this information is consent. If relevant for the event, we may also need information about dietary or access requirements, in which case we also need your consent as this type of information is classed as special category data.
Some events may be recorded, in which case presenters may have their image and audio captured in the recording. If you are an attendee and choose to interact with the event your comments may also form part of the recording. If an event is being recorded we will always notify you in advance. Our purpose for collecting this information is so we can facilitate the event and provide wider access to its content. The lawful basis we rely on for processing your personal data is our legitimate interests.
Attendee Contact Data may be shared with event sponsors, with other attendees, and with third parties who run similar events which may be of interest to you. We will only do this where you have given us consent to share your Contact Data, or where it is in our legitimate interests to do so. If you wish to object to us sharing your personal data with any third parties as set out above you can do so by emailing us at dpo@quantumemotion.com.
If you contact us with an enquiry or complaint (for example, via our website, by email, or by telephone)
If you contact us to make an enquiry or complaint, we may collect information, including your personal data, so that we can respond to the enquiry/complaint (as the case may be). We need enough information from you to answer your enquiry or respond to the complaint. If you contact our helpline, we may make an audio recording of the conversation, but will inform you of this at the time. This is so we have an accurate account of the request/complaint so that we can ensure that we are taking appropriate action.
The lawful basis we rely on to process your personal data is our legitimate interests to respond to the enquiry/complaint and to improve our services.
Personal data captured within one of our Information Centers
From time to time, personal data may be captured within one of our Information Centres made available to paying clients. This will typically be publicly available corporate contact information linked to a particular project or business venture. If personal data may be captured, we will undertake a Data Protection Impact Assessment to ensure the personal data is captured and processed lawfully and that appropriate steps are taken to minimize any impact.
When you become a shareholder
If you become a shareholder we may collect your Identity, Contact, and Financial Data to comply with our regulatory and legal obligations in relation to shareholders, to communicate with you and to facilitate the payment of dividends. The lawful basis we rely upon to process your personal data is: (i) necessary to comply with a legal obligation; (ii) performance of a contract with you; and (iii) our legitimate interests (to effectively run our business and keep you informed of developments and provide notice about AGM’s etc.).
If you apply for a job with us
If you apply for a job with us, we may use you Identity and Contact Data and information contained within your CV and application form to consider you for the vacancy. The lawful basis we rely upon to process your personal data is your consent and our legitimate interest (for running and improving our business). Further information is contained within our candidate privacy policy, which is provided to candidates.
Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We do not intend to market to non-corporate subscribers and ask that you provide your corporate subscriber information when
submitting your information to us. As above, we refer to a corporate subscriber as an individual within an organisation that possesses a corporate e-mail address and/or contact telephone number.
Opting out
If you are receiving any marketing messages from us, you can ask us to stop sending you marketing messages or ask us to stop sharing your personal data with any third parties for marketing purposes at any time by emailing us at dpo@quantumemotion.com or by following the opt-out links on any marketing message sent to you. We will process your request as promptly as practical, however you may receive communications for a transitional period whilst we update your records.
Where you opt out of receiving these marketing messages, this will not apply to personal
data provided to us as a result of a product/service purchase, product/service experience or other transactions.
If you are receiving marketing messages from any third party in respect of whom we have shared your personal data, that third party will be the controller in respect of your personal data and you will need to contact that third party in order to unsubscribe to their marketing messages.
Cookies
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive. We use the following cookies:
Strictly necessary cookies
These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
Analytical or performance cookies
These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Functionality cookies
These are used to recognise you when you return to our website. This enables us to personalize our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
Targeting cookies.
These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests.
You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.
Except for essential cookies, we will only place cookies where you have given us consent to do so.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. Disclosures of your personal data
Quantum eMotion engages different types of processors to perform various functions in connection with the services we provide to you as explained below. With regard to all third parties with whom Quantum eMotion shares personal data, we have undertaken a commercially reasonable selection process to evaluate the security, privacy and confidentiality practices of those processors to ensure the integrity, confidentiality and availability of our data (including any personal data). Processors are required to enter into an agreement with us which includes the personal data processing provisions stipulated under Quebec Law 25 & Article 28 of the GDPR. Additional safeguards, such as Standard Contractual Clauses and additional due diligence, is also undertaken if the processor is located in a country which does not have an ‘adequacy’ decision (i.e. the country does not have the benefit of a decision from the EU that is has an ‘essentially equivalent’ level of data protection to that which exists within the EU), but in any event we carry out the required Data Transfer Risk Assessments prior to making a restricted transfer.
Quantum eMotion may share personal data internally with other group companies to assist with the provision of the services (for example, to assist with responding to an IT request) in which case such group companies will be acting as a processor. We will only do this where it is in our legitimate interests to do so, or where it is necessary for the performance of a contract.In addition, if you have requested information or services from a group company, personal data may be shared internally with that group company in order for that group company to respond to the request. In such a scenario, the relevant group company will be operating as a separate controller.
Some of our group companies are located outside of QUEBEC. We have implemented appropriate protections to meet the requirements of transferring personal data to third countries in accordance with applicable data protection laws.
