Latest Update: May 15, 2018
Personal Data describes any information about you. This information can often be used or combined with other information to identify you, contact you, or locate you and includes information such as your name, company name, email address, billing address, payment information, or any other personal information that is provided to us by you, whether mandatory or voluntary.
2. COLLECTION AND USE
The following sections cover the specifics of each of the groups from which data is collected: (1) Website Visitors and (2) Kudos Platform and Kudos Application Users.
2.1 Website Visitors
If you are a Visitor to our website only (“Visitor”), and not a user of the Kudos Platform or Kudos Application, then this section applies to you. By visiting this Website, you consent to the collection and use of your Personal Data as described herein. If you do not agree with the terms set out herein, please do not visit this Website. If required by applicable law, we will seek your explicit consent to process Personal Data collected on this Website or volunteered by you. Kindly note that any consent will be entirely voluntary. However, if you do not grant the requested consent to the processing of your Personal Data, the use of certain sections of this Website may not be possible.
2.1.1 Data collected
Collected Personal Data may include your IP address, first and last name, your postal and email address, your telephone number, your job title, department, data for social networks, your areas of interest, interest in Kudos products, and certain information about the company you are working for (company name and address), as well as information as to the type of relationship that exists between Kudos and yourself.
Kudos also gathers data about visits to the Website, including numbers of Visitors and visits, Geo-location data, length of time spent on the site, pages clicked on or where Visitors have come.
2.1.2 Purpose of processing personal data
Kudos uses the collected data to communicate with Visitors, to provide information requested by Visitors, to show ads on other websites to Visitors, and to improve its Website by analyzing how Visitors navigate its Website.
Kudos also collects Personal Data submitted through our Website for the following purposes:
- Remembering who you are on the Website in order to prevent you from needing to fill in multiple forms over and over again (such as when requesting white papers)
- Identifying potential new clients who have interacted with us on our Website
- If you have subscribed to receive emails from us, contacting you with educational and informational materials related to the employee engagement and recognition space
2.1.3 How long does Kudos hold my information?
Information submitted on the Kudos Website for the purposes of inquiring about Kudos services, requesting a white paper, or subscribing to receive email updates will be held indefinitely. You may request deletion of your data from Kudos’ marketing databases by contacting privacy@KudosNow.com.
2.1.4 How can I manage my personal information held by Kudos?
If you wish to update, remove, or add to the information collected by our Website, you may submit your request to email@example.com. Alternatively, if you only wish to view and update your own contact information held by the Kudos Marketing team, you can do so by visiting www2.kudosnow.com/my-data.
2.2 Platform and Application Users
If you are registered user with the Kudos Platform or Kudos Application (“User”), then this section applies to you. By using the Kudos Platform and/or the Kudos Application, you consent to the collection and use of your Personal Data as described herein. If you do not agree with the terms set out herein, please do not use the Kudos Platform and/or the Kudos Application. Your Employer is responsible for collecting your explicit consent to process Personal Data collected and used on the Kudos Platform and/or Kudos Application. If you do not grant the requested consent to the processing of your Personal Data, use of the Kudos Platform and/or Kudos Application may not be possible. If you do not grant consent to store or process your personal data on Kudos, please contact your Employer.
2.2.1 Data collected
When opening your account or creating a new user profile on the Kudos Application, you submit certain personal information to us which is associated with your account or user. Mandatory data required for your personal account setup collected includes your first & last name, email address, job title, company, and birthday. Additional, optional data collected for the purposes of making your profile more interesting and social includes Yammer User ID (if applicable), Zendesk URL (if applicable), location and addresses, profile image, accreditations, personal website and favourites (eg. favourite movie, musician, etc.), education, family member names, home phone number, cell phone number, hometown and biography.
2.2.2 Purpose of processing personal data
Kudos uses data collected from the creation and use of a Kudos account to improve use of various features of our service, to collect and report use metrics for your employer to determine overall application adoption within your company, to troubleshoot and debugging the service, to notify you about changes to the Kudos service relevant to your account or user profile, gather feedback on the Application, and to identify users who submit support tickets in order to provide direct and effective customer support.
Kudos periodically posts customer and user testimonials on our Website which may contain Personal Data such as the customer or user’s name. We always obtain customers’ consent prior to posting the testimonial and their name along with their testimonial. If you want to remove your personal information that is being displayed on our website under public pages please send your request to Privacy@KudosNow.com.
The content of the comments or messages sent by a user through Kudos will be provided and disclosed to that user’s Employer to enable the Employer to identify the user for the purposes of rewards and recognition, performance reviews and coaching. Information that is made public at a User’s discretion by posting to the Team Wall is accessible by all Users within your organization.
We further gather information about the location, device, and operating system used by users of the Kudos Application in order to guide future development of the service.
2.2.3 How long does Kudos hold my information?
Data held in the Kudos Platform and/or Kudos Application will be stored until an authorized Administrator or Super Administrator from your company initiates data anonymization of your User account. Once your personal data has been anonymized, your first and last name will be the only pieces of personal information that will remain. This information is held to ensure that any post that you may have sent to others within Kudos will still be associated with a name as well as to ensure administrator reporting on rewards redemptions is accurate. If you wish to have your first and last name removed as well, please notify your Administrator or Super Administrator when you request the anonymization that you would like this data anonymized as well.
Note that the Kudos Platform and Kudos Application retain 6 months of backup data which will still contain your Personal Data. In the event that the Kudos Platform or Kudos Application require a data backup, your user information will automatically be re-anonymized upon recovery. After six months have passed, your data will no longer be held in any versions of the backup data stored by the Kudos Platform and/or Kudos Application.
2.2.4 How can I manage my personal information held by Kudos?
You may update your Personal Data collected by making corresponding changes within the Kudos Platform or the Kudos Application. However, you may alternatively send a request to firstname.lastname@example.org with the information that you wish updated, added, or removed. We will require verification of your identity before making any changes to your account.
2.2.5 What happens to my Kudos account if I leave my company?
The Kudos Platform and/or Kudos Application have a built-in function for businesses to delete all Personal Data of employees that have left the company or otherwise do not wish to be a part of the Kudos Platform and/or Kudos Application. To request that your data be cleared by your employer for this reason, please reach out to the department in your organization that is responsible for your Kudos Platform and/or Kudos Application account.
2.2.6 What happens if my account is closed by Kudos?
If your account is closed by Kudos due to a violation of the Terms of Service, or at the request of your employer, you may contact us to request the deletion and anonymization of your data stored in the system. Each request of this type will be examined on a case-by-case basis and we will act in accordance with legal requirements.
2.2.7 What happens to my data after acquiring a trial Kudos account?
Upon completion of a trial, if your account is not upgraded to a paid account, and instead downgrades to an unpaid, inactive account, your account and all relevant data will be anonymized and no longer available within six months of the date that it was downgraded.
3. SHARING PERSONAL DATA
Kudos may share such Personal Data with service vendors or contractors in order to provide a requested service or transaction or in order to analyze the Visitor behavior on its Website.
In the event that Kudos is acquired or transfers some or all of its operations and/or assets to another organization or entity, that entity will be bound to the same data-protection commitments outlined in this policy and all related policies at the time of acquisition.
We will reveal an individual’s Personal Data without prior permission only when we have reason to believe that the disclosure of this information is required to establish the identity of, to contact or to initiate legal proceedings against a person or persons who are suspected of infringing rights or property belonging to Kudos or to others who could be harmed by the user’s activities or of persons who could (deliberately or otherwise) transgress upon these rights and property. We are permitted to disclose personal information when we have good reason to believe that this is legally required.
5. LINKS TO OTHER SITES
6. WHERE DOES KUDOS STORE MY PERSONAL INFORMATION?
Data collected in the Kudos Application is stored on cloud-based servers located in Canada. By using Kudos, you acknowledge that your personal information will be transmitted to, stored, and accessed in Canada. The Kudos Website uses third-party & analysis tracking tools and whose servers may be located in any country in which these third parties have their facilities.
7. HOW DOES KUDOS PROTECT MY INFORMATION?
Personal Data submitted to Kudos either through the Kudos Platform, the Kudos Application, or the Website are encrypted using 256-bit SSL-encrypted connections. The Kudos Application is secure in the cloud and running on data storage infrastructure that has achieved ISO 27001 certification. ISO 27001 is a widely adopted global security standard that sets out requirements and best practices for a systematic approach to managing company and customer information. The data centres that run the Kudos infrastructure are equipped with video surveillance, biometric and pin-based locks, strict personnel access controls and detailed entry logs for visitors. Finally, Servers that store customer data are physically and logically separated from the Kudos web application servers.
8. WHO PROCESSES AND WHO CONTROLS MY DATA?
Certain data protection regulations require a distinction between a “Data Controller” and “Data Processor.” With regard to the Kudos Platform and Kudos Application, the customer is considered the Data Controller and Kudos is the processor. For data collected on the Kudos Website, Kudos is the Data Controller, and the Processor, except in circumstances where the Data Processor is another third party service.
9. EUROPEAN DATA PROTECTION AND OWNERSHIP
Individuals located in the European Union have a legislated right to change, request deletion of, or know the extent of personal information collected by organizations. Unless required to do otherwise by law, we will honour requests to update, correct, change, or delete personal data following successful identity verification.
For Users and Visitors from the European Union, all processing and transferring of Personal Data is performed in accordance with privacy rights and regulations following the General Data Protection Regulation (GDPR), and Kudos’ processing will take place in accordance with the GDPR. Kudos has adopted reasonable physical, technical and organizational safeguards which substantially mirror the EU safeguards against accidental, unauthorized or unlawful destruction, loss, alteration, disclosure, access, use or processing of the personal data in Kudos’ possession. Kudos will promptly notify the User in the event of any known unauthorized access to, or use of personal data.
10. DATA PROTECTION OFFICER
Kudos has a “Data Protection Officer” who is responsible for matters relating to privacy and data protection. This Data Protection Officer can be reached at the following address:
Privacy@KudosNow.com Attn: Privacy Officer
11. CHANGES TO THIS POLICY
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