Maintaining your trust in ROOK Connect and our affiliates (“ROOK”, “we”, “us”, “our”) is our top priority. This document, the ROOK Connect Privacy Policy, explains how we process your personal information when you for example visit our website, use our software services or ask us for help through support requests. Personal information is information that can be traced back directly or indirectly to and identifies you as an individual, such as your name, address, email, physical location or phone number (“Personal Information”).
We may change this Privacy Policy from time to time, and we reserve the right to do so. Any changes we may make to our Privacy Policy in the future will be posted, please revisit this page periodically to stay informed.
If you have any concerns about providing information to us or having such information used in any manner permitted in this Privacy Policy, you should not provide us with any Personal Information, and you should not visit our website or use our services.
ROOK Connect is the data controller of the information monitored, collected, used, stored or otherwise processed in accordance with this Privacy Policy. Please note that this Privacy Policy only concerns the processing of Personal Information for which ROOK Connect is the data controller (i.e. where we have decided the means and purposes of the processing of Personal Information).
For the avoidance of doubt, this Privacy Policy does not concern any processing of Personal Information that we may conduct as a data processor as a result of your and your organization’s use of our services. This includes, but is not limited to, Personal Information that you and/or other members of your organization provide when using ROOK Connect software, Customer Relationship Management, Enterprise Resource Planning and Business Intelligence services.
We may collect both Personal Information (as defined above) and Non-Personal Information (information which is not Personal).
If we have collected information, which consists of both Personal and Non-Personal (“Combined Information”), we will treat the Combined Information as Personal Information.
We will handle your Personal Information in order to comply with the contractual obligations we have under the agreement with you. We may also rely on our legitimate interest to handle your Personal Information (e.g. when necessary for internal administrative purposes, service improvement or to maintain a high level of security) or as required by law.
Personal Information will be requested when you engage in the following activities:
ROOK Connect Application tracks, monitors and reports on the location of all users logged in to the Application by utilizing GPS tracking. With the background location turned on, ROOK Connect Application uses the location information from your mobile device or browser (e.g. Latitudes and Longitudes) to track and report on each individual’s current location, tailored to match the specific customer we’re tracking GPS locations for. This includes but is not limited to check-in, find location events, time tracking, speed tracking, time on site, total KM/Miles travelled, etc. No data at any time will be shared with or sold to third parties, the ROOK Connect Application tracks location information for the sole purpose of the licensee of the software specific reporting.
ROOK Connect Application users acknowledge and accept that all tracking will be continual regardless of active interaction with the Application. Any user not wishing to be tracked can avoid ROOK Connect Application’s tracking by turning “background location” off. ROOK Connect reserves the right to use various technologies to determine the location, including but not limited to IP address, GPS and other sensors that may for example provide Google GPS tracking with information on nearby devices and GeoFences. ROOK Connect reserves the right to track and monitor all location specific activity collected from your mobile device while logged in to the ROOK Connect Application.
The main purpose of processing your Personal Information is to provide you with information, products and/or services that you request from us or to carry out our obligations arising from any agreements entered into between us. ROOK Connect may at any time reach out to any contact that has access to the ROOK Connect software.
ROOK Connect has developed its own algorithm for cryptography, an encryption process for encoding plaintext information into ciphertext. Utilizing our proprietary security applications, encrypted fields will only be accessible to users who have been granted access. Access to encrypted data may be requested when providing support or processing billing information. For all encrypted fields, the encryption will reinitialize once viewed and triggered again.
We do not rent, share or sell Personal Information about you to a third party without your prior consent, unless it is reasonably necessary in order to: (1) comply with a legal requirement or process, including, but not limited to, civil and criminal subpoenas, court orders or other disclosures in accordance with mandatory law; (2) enforce this Privacy Policy or any agreement you and ROOK Connect have entered into; (3) respond to claims of a violation of the rights of third parties; (4) respond to customer service inquiries; (5) protect the rights, property or safety of ROOK Connect, our customers or the public; (6) facilitate the merger or sale of any of our business or assets, in which case we may disclose your Personal Information to the prospective buyer of such business or asset; (7) work with trusted partners, agents and service providers who work on behalf of or with ROOK Connect under confidentiality and data processing agreements as outlined below.
We may share aggregated and non-personally identifiable information with our partners or others for business or research purposes. This will not include any Personal or Private Information.
ROOK Connect, in our capacity as the data controller, will at all times remain responsible for your Personal Information being processed in accordance with this Privacy Policy and any other agreement in place between you and us from time to time.
We collaborate with third parties, agents and service providers to be able to offer our services and fulfill our obligations to our customers. For example, we may share billing information with our service providers for the purpose of processing invoices, or share data with a security consultant to help us get better at preventing unauthorized access or with an email vendor to send messages on our behalf. We may also share data with hosting providers, payment processors, marketing vendors and other consultants who work on our behalf and under contractual promises of confidentiality.
If you sign in or sign up to ROOK Connect with Google, Microsoft, Amazon Web Services or GitHub, we will use your email address to verify your identity, name and profile picture so that users know who they are collaborating with.
If you integrate ROOK Connect with G-Suite or Microsoft Calendar, you thereby grant us permission to manage your G-Suite or Microsoft Calendars and share data with G-Suite or Microsoft. We will use this information to create calendar events from cards in ROOK Connect.
When you integrate ROOK Connect with any third-party Drive, you will thereby grant us permission to view the files in your drive. We will use this information so that you can attach drive files to cards in ROOK Connect.
The information we collect from you may be transferred to, and stored at, various locations depending on where our company’s systems are hosted. The data may be processed by employees who work for us or by our suppliers who may be situated in a country outside of Canada, Europe or the United States of America.
We will take all steps reasonably necessary to ensure that your Personal Information is treated securely and in accordance with applicable privacy laws and this Privacy Policy.
We maintain information about you for as long as we provide services to you, and as long it is required for us to perform any related business activities. After your information is no longer necessary for our business purposes, we destroy the information unless we have agreed with you that we should keep the information, or a court or administrative order is made to preserve the information or if it is otherwise stipulated by law.
We take all reasonable technical and organizational actions to protect your personal data from loss, misuse and unauthorized access or disclosure. If a security breach should occur, which relates to your Personal Information, we will inform you of this as soon as practicable.
We do not respond to Do Not Track requests.
A cookie is a small text file that a website asks to place on your computer, mobile phone or other device when you visit a website. A cookie can help the website provider to recognize your device, either for the duration of your visit (using a “session cookie”) or for repeat visits (using a “persistent cookie”), provide you with access to certain functions on the website and/or register your surf patterns. There are other technologies such as pixel tags, web bugs, web storage, GPS tracking and other similar files and technologies that can do the same thing as cookies. The term “cookies” in this Privacy Policy refers to cookies and all such similar technologies.
There are two main kinds of cookies: session cookies and persistent cookies. Session cookies are deleted from your computer when you close your browser, whereas persistent cookies remain stored on your computer until deleted, or until they reach their expiry date.
ROOK Connect uses the following cookies, for the following purposes:
ROOK Connect uses Google Analytics to analyze usage. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about usage. Google will store and use this information. Use the following link to review their privacy policies and cookie opt-out procedures:
http://www.google.com/analytics/learn/privacy.html
ROOK Connect also uses cookies in our email communications to personalize the email and track whether the email has been opened or read, and whether the recipient has used any website links contained in the email communication. This allows us to monitor and improve our email communications.
Most web browsers allow you to manage your cookie preferences and can be set to refuse cookies or delete certain cookies. Generally, you should also be able to manage similar technologies by using your browser’s preferences. Please note that if you choose to block cookies, this may impair or prevent the functionality of the service. If you don’t consent to our use of cookies, you should either set your browser to refuse or delete cookies or stop using ROOK Connect.
If you have any questions or comments about ROOK Connect’s use of cookies, or if you would like to receive more specific information on what cookies we and our partners use and for what purpose, please contact privacy@ROOKConnect.com.
You have the right to access your Personal Information processed by ROOK Connect and may request a copy. If you have any questions regarding the Privacy Policy or the information we process or any complaints regarding the way we are handling your data, please contact us at privacy@ROOKConnect.com or submit your inquiry through the ROOK Connect website – www.ROOKConnect.com. All emails will be responded to. We will provide you with information about the Personal Information we control and process about you free of charge once per calendar year (provided that you have asked for the information in a written request signed by you or that you have otherwise given proof of identity).
We will on our own initiative, or upon the request of you, rectify, delete or complete any Personal Information in the register which we find is incorrect, unnecessary, inadequate or outdated. You have the right to have incorrect details revised under certain circumstances. Please send such requests to privacy@ROOKConnect.com specifying what you would like to modify.
We will respond and/or implement your preferences within 30 days of receiving your request. In order to provide any Personal Information to you, we will verify your identity and authenticate your access rights before doing so.
You can also object to certain Personal Information about you being processed and request that processing of your Personal Information be limited. Please note that the limitation or deletion of your Personal Information may mean we will be unable to provide you with our services. You also have the right to receive your Personal Information in a machine-readable format and have the data transferred to another party responsible for data processing.
The ROOK Connect website, software, CRM, ERP, BI and services may contain links to and from the websites of third parties, such as any of our partner networks. If you follow the link to any of these websites, please note that these websites may have their own privacy policies and we do not accept any responsibility or liability for the websites or these policies.
ROOK Connect Application Program Interface (API) and File Transfer Protocol (FTP) systems allow our software to seamlessly connect with others. With integrations, partners, API's, FTP's, tunnels and import/export features, there's a variety of ways that ROOK Connect can support your business interfacing with third parties.
