This privacy policy is only for clients. The privacy policy for website users can be found here.


(hereinafter “Client Privacy Notice“)

Unaric Software Limited

Last update: September 2024
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Definitions

‍”Unaric Software Limited” means a limited liability company with its registered office at 9th Floor, 107 Cheapside, London, United Kingdom EC2V 6DN, identification number: 15750292 (referred to as “Unaric”).

“Controller” means a controller or data controller (as defined in the Data Protection Legislation).

“Processor” means a data processor or processor (as defined in the Data Protection Legislation).

“‍Processing” means any operation or set of operations on Personal Data (manual or automated) such as collection, recording, structuring, storage, use, disclosure, restriction, erasure or destruction (as further defined in the Data Protection Legislation).‍

“Data Protection Legislation” means the following legislation to the extent applicable from time to time: (a) national laws implementing the GDPR, in particular Data Protection Act 2018 (DPA 2018) (b) the Directive on Privacy and Electronic Communications (2002/58/EC) and national laws implementing it; (c) the EU and UK GDPR; and (d) any other similar national privacy law.

‍”GDPR” means the General Data Protection Regulation (EU) (2016/679).

‍”Personal Data” means any personal data (as defined in the Data Protection Legislation) Processed in connection with or as part of the Services provided to our clients or in relation of the contractual relationships with our vendors or sub-contractors or as necessary for activities that are part of our standard business operations.

‍“Recipient” means a natural or legal person, public authority, agency or another body, to which the Personal Data are disclosed (as further defined in the Data Protection Legislation).

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Purpose of the Personal Data Processing

‍‍The Personal Data provided by clients of Unaric (“clients”), suppliers to Unaric (“vendors”) or subcontractors to Unaric on a project by project basis (“subcontractors”) or obtained directly from their staff members and representatives are Unaric, an entity that is in contractual relationship with the respective client, vendor and/or subcontractor, for the purpose of, or in connection with the following:

‍1.     provision of the services/receipt of the services as agreed in the respective contract with the client, vendor or subcontractor;

2.     compliance with the applicable legal, regulatory or professional requirements;

3.     addressing requests and communications from competent authorities;

‍4.     contract administration, financial accounting, internal compliance and risk analysis, and client, subcontractor or vendor relationship purposes;

5.     general client, vendor or sub-contractor relationship purposes (including the feedback and complaints, as well as assessment and development of business opportunities);

6.     utilization of systems applications (hosted or internal) for information technology and information system services (e-mail/archiving and similar) – this may also include cloud hosted applications provided that the data security and data transfer obligations as set by the applicable Data Protection Legislation are met.

7.     as another Controller, subject to the agreement between each client, vendor or sub-contractor as a Controller and Unaric as another controller and for the period of the duration of the legitimate interest of Unaric,  for the statistical, future business operations and benchmarking purposes, provided that such Personal Data being in an aggregate format (anonymized) and the results and any outcomes thereof being used by Unaric for the purpose of its future business operations without any restrictions, including for business purposes (the "Purposes").

The Personal Data may include data regarding the client’s, vendor’s or subcontractor’s representatives, personnel, project team members, suppliers and contractors (“Personal Data subjects”), as well as the Personal Data included in the information obtained in relation to the contract.

‍Please note that this Information on Processing of Personal Data in client, vendor and subcontractor relationships does not include the information on Processing of Personal Data for the purposes of marketing, direct mailing and recruitment. The Processing of Personal Data for such purposes is described in the specific privacy statements that may be also part of an individual consent with such Personal Data Processing (where relevant). Unaric does not Process the Personal Data for direct mailing and marketing purposes without an explicit consent. However, we may ask you for such consent in the course of Personal Data Processing for the Purposes.

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Personal data categories

(a) basic identification data – name, surname, job position;

(b) contact information –work or home address, telephone number and e-mail address;

(c) invoicing and transaction data – this primarily means information that appears on invoices, about invoicing conditions agreed upon and about accepted payments;

(d) Personal data of Unaric clients’ vendors’ and subcontractors’  employees;

(e) Personal data of Unaric clients’, vendors’ and subcontractors’ customers, suppliers, and trading partners;

(f) history and details of clients’ vendors’ and subcontractors’ business contacts with Unaric

(g) IP address;

(i) bank account number (in case that our client/ vendor and sub-contractor is a natural person).

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Legal basis for your data Processing:

Unaric Processes Personal Data only when the Processing is necessary in the following cases:

  • to administer the contract, we have with you personally or to take steps to enter into the contract with you;
  • for compliance with a legal obligation we are subject to;
  • for the Purposes of our legitimate interest which might be:some text
    • to execute and fulfil contracts with our clients, vendors or sub-contractors,
    • to protect our business interests (including to conduct our risk and quality assessments);
    • to ensure that the complaints or requests delivered to us are properly addressed.

Controller

‍The Controller is primarily Unaric.

Recipients

For the Purposes indicated above, the Personal Data may be disclosed/transferred to and Processed by the following Recipients of Personal Data:

‍Unaric group of entities: Unaric Holding Limited, Unaric Limited, Unaric Inc.‍

In line with the Purposes specified here-above and to the extent necessary for the performance of Services, the Personal Data may be disclosed to another Controller within the corporate group of companies i.e.: Unaric Holding Limited, Unaric Limited, Unaric Inc.‍

If the transfer of Personal Data across country borders (including the territories outside of the European Union) is also required as another Controller, then the transfer will take place only in the case that the obligations as stipulated by the Data Protection Legislation for such transfers are fulfilled.

Processors

The following Processors Process the Personal Data on behalf of the Controller in line with the Purposes: 

Subcontractors (approved by the client in the contract or otherwise)

EU and Non-EU based service suppliers:

Our main subcontractors used for creation, operation and implementation  of OrgChart (the “Product”) that may become Personal Data Processors and/or subprocessor in some cases are:

  • Microsoft Ireland Operations Limited, 70 Sir Rogerson’s Quay, Dublin 2, Ireland, Microsoft Privacy
  • Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, Google Privacy Terms
  • Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA Google Privacy Terms
  • MIXPANEL, Inc., One Front Street, 28th Floor, San Francisco, CA 94111, USA, Privacy Program
  • Hotjar Ltd, Level 2, St Julians Business Centre, 3, Elia Zammit Street, St Julians STJ 3155, Malta, Europe, Privacy Policy
  • Intercom R&D Unlimited Company, 18-21 Stephen’s Green Street, Dublin 2, Ireland, Intercom Privacy Policy
  • Salesforce.com Inc., Salesforce Tower, 415 Mission Street, 3rd Floor, San Francisco, California 94105, USA, Privacy Overview (CRM solution)
  • Zapier Inc., 548 Market Street #62411, San Francisco, CA 94104-5401, USA, Zapier Privacy Policy
  • Auth0, Inc., 10800 Northeast 8th Street, Suite 600, Bellevue, WA 98004, USA, Auth0 Privacy& Cookie Policy
  • Webflow, Inc., 398 11th Street, San Francisco, CA 94103, USA, Webflow Global Privacy Policy
  • ‍The Rocket Science Group LLC d/b/a MailChimp, a State of Georgia, US limited liability company, Privacy Policy and Terms (used as marketing platform of Unaric)
  • DocuSign, Inc., 221 Main Street, Suite 1000, San Francisco, CA 94105, USA, DocuSign Privacy Policy
  • Elasticsearch Inc. 800 W. El Camino Real, Suite 350, Mountain View, CA 940 40, USA, Privacy Statement
  • Seyfor, a.s., Drobného 555/49, Ponava, Brano 602 00 Czech Republic, Privacy Policy
  • Slack Technologies Limited, One Park Place, 4th Floor, Hatch Street Dublin 2, Ireland, Privacy Policy.
  • Paddle.com Market Limited (company number 08172165), Judd House, 18-29 Mora Street, London, EC1V 8BT, England, Privacy policy | Paddle
  • Stripe Technology Europe, Limited, 25-28 NORTH WALL QUAY, DUBLIN 1, Dublin, IE-D, D01H 104, IE, Privacy Policy (stripe.com)
  • Aiven Ltd, Antinkatu 1, 00100 Helsinki, Finland, Privacy Policy
  • Intuit Inc., 2535 Garcia Avenue, Mountain View, California, 94043, USA, Privacy Policy
  • ZenLeads, Inc., 440 N BARRANCA AVE #4750 COVINA, CA 91723-1722, Privacy Policy
  • Calendly, LLC ,271 17th St NW Ste 1000, Atlanta, Georgia, 30363, United States, Privacy Policy
  • WEB Project, s.r.o, Dlouhá 730/35, Prague 1 - Old Town, 110 00, the Czech Republic, Privacy Policy
  • Mango Technologies, Inc. DBA ClickUp, 350 10th Ave Ste 500, San Diego, California, 92101, United States, Privacy Policy.

‍The personal data controller(s) and data processor(s) are required to provide technical, physical, organisational and procedural safeguards in compliance with industry standards to prevent unauthorised access to, breach of confidentiality, breach of security, loss, unauthorised destruction or alteration of the processed Personal Data (“security incident”), all in accordance with the Controller’s instructions and internal policies and the applicable data protection laws.

The processing of Personal Data is necessary for the provision of services under the contract.

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Period of the processing period for the Personal Data

‍Personal Data will be Processed as long as it is necessary for the above-mentioned Purposes (i.e. for the duration of the contract or as long as the Controller’s legal obligation exists, i.e. for 10 years after the expiration of the contract).

‍After this period expires, all data will be irreversibly destroyed. The Controller will retain Personal Data to the extent necessary to demonstrate its compliance with the applicable legislation or for the Unaric legitimate interest.

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The rights of Personal Data Subjects

The Controller takes all steps needed to ensure that the Processing of your data is performed properly and above all securely. You are guaranteed the rights described in this article, which you can exercise towards the Controller.

‍The Controller will provide all communications and statements concerning the rights you exercise free of charge. If, however, your request should show itself to be manifestly unfounded or excessive, in particular due to its being a repeated request, the Controller may charge a reasonable fee based on administrative costs connected with the provision of the information. In the case of repeated application of a request for the provision of a copy of the Personal Data being Processed, the Controller reserves the right to charge a reasonable fee for administrative costs for this reason.

‍The Controller will generally provide you with the statement and any eventual information on measures accepted as soon as possible, but within one month at the latest. However, the Controller is entitled to extend this deadline by two months when needed and with a view to the complexity and quantity of your requests. The Controller will inform you of this extension, including a listing of the reasons for it.

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The right to information on the processing of your Personal Data

You are entitled to request from the Controller information on whether or not your Personal Data is being Processed. If your Personal Data is being Processed, you have the right to request from the Controller information on, in particular, the Controller’s identity and contact information and their representatives and employees responsible for Personal Data protection, on the Purposes of the Processing, on the categories of the Processed Personal Data, on the Recipients or categories of Recipients of Personal Data, on the authorized Controllers, on the list of your rights, on your options for turning to the Czech Office for Personal Data Protection, on the source of the Processed Personal Data and on automated decision-making and profiling.

‍If the Controller intends to Process your Personal Data for a purpose other than that for which it was acquired, the Controller will provide you with information on this further purpose and other relevant information before such further Processing. Information offered to you in the framework of the exercise of this right is contained in this Privacy Notice; this does not, however, prevent you from requesting it again.

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The right to access your Personal Data

You are entitled to request from the Controller information on whether or not your Personal Data is being Processed, and, if it is being Processed, you have access to information on the Purposes of this Processing and the categories of Personal Data in question, on the data’s Recipients or categories of Recipients, its retention period, information on your rights (the right to request from the Controller a rectification or erasure; restriction of Processing; the right to raise an objection to this Processing), on the right to lodge a complaint to the Czech Office for Personal Data Protection, information on the source of the Personal Data, information on whether or not automated decision-making and profiling is taking place and information concerning the procedure used, as well as the significance and expected consequences of such Processing for you, and information and guarantees in the case of the transfer of Personal Data to a third country or international organization. You have the right to be provided with a copy of the Processed Personal Data. However, your right to acquire this copy may not adversely affect other persons’ rights and freedoms.

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The right to rectification

If, on your part, there has been for example a change of residence, telephone number or other fact that can be considered Personal Data, you have the right to request from the Controller a rectification of your Personal Data. You further have the right to have incomplete Personal Data completed, including by means of providing a supplementary statement.

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The right to erasure (the right to be forgotten)

In certain specifically defined cases, you have the right to request that the Controller erase your Personal Data. These cases include for example the case where the Processed data is no longer needed for the Purposes listed above. The Personal Data Controller deletes data after the expiration of its period of necessity automatically; however, you can turn to the Controller with your request at any time. Your request is then subject to individual evaluation (even despite your right to erasure, the Controller may have obligations or legitimate interests in retaining your Personal Data), and you will be informed in detail on the handling of your request.

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The right to restriction of Processing

The Controller Processes your Personal Data only to the extent strictly necessary. If, however, you should feel that the Controller e.g. is acting beyond the above-defined Purposes for which the Personal Data are Processed, you can submit a request for your Personal Data to be Processed solely for the most essential of legal reasons, or for these data to be blocked. Your request is then subject to individual evaluation, and you will be informed in detail on the handing of your request.

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The right to data portability

If you wish for the Controller to provide your Personal Data to another Controller, or to another company, the Controller will transmit the data in an appropriate format to the entity that you define, if no legal or other significant barriers prevent the Controller from doing so.

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The right to object and automated individual decision-making

If you have determined, or believe, that the Controller is Processing your Personal Data in conflict with the protection of your privacy and personal life or in conflict with legislation (upon the assumption that your Personal Data is Processed by the Controller on the basis of a public or legitimate interest or is Processed for the purposes of direct marketing, including profiling, or for statistical purposes or purposes of scientific or historical interest), you can turn to the Controller and request that they provide an explanation or you can also raise an objection directly towards automated decision-making and profiling itself.

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The right to lodge a complaint to the Information Commission's Office for Personal Data Protection

At any time, you can turn to the supervisory authority with any initiative or complaint you may have concerning Personal Data Processing; complaints may be lodged with the relevant EU supervisory authority, in the UK, complaints may be lodged with the Information Commissioner’s Office (ICO) at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or via their website: https://ico.org.uk. 

All of these rights may be exercised via email at the address: privacy@unaric.com.

You have the right to turn to the department responsible for Personal Data protection within Unaric by writing to privacy@unaric.com and, likewise, the right to submit a complaint to the relevant supervisory authority (the Information Commissioner’s Office in the UK for Personal Data Protection).

‍All rights and duties arising from and related to the Processing of the Personal Data are governed by English law, regardless from the Personal Data originate. Any dispute will be resolved by the courts of England and Wales having jurisdiction in accordance with the Unaric registered address.

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