Privacy Policy

Last Modified November 29, 2014 (Style edits)

 

 

Accountability

SceneDoc has designated a Privacy Officer who is responsible for the creation, oversight and implementation of our Privacy Policy and procedures to protect Personal Information, for receiving your privacy-related questions, and for providing you with information about our privacy practices. Our Privacy Officer is also responsible for notifying you of any material changes to our privacy practices, by posting updated information on our Site.

By “Personal Information”, we mean information about an identifiable individual such as a person’s name, email address, residential address, telephone number, social media addresses, and in some cases, more sensitive information such as but not limited to gender, demographic information, family status, investment particulars, consumption preferences, business expenditures, credit score, accounting data, social security or social insurance numbers, bank account information, and payment card information.

You can contact our Privacy Officer:

Alex Kottoor
privacy@scenedoc.com
Phone: 855.400.0948
Attention: Privacy Officer

 

 

Identifying Purposes

SceneDoc collects, uses, and discloses Personal Information only for the purposes of providing you with our Services and for such other ancillary purposes consented to by you as a user of the SceneDoc Platform.

 

 

Personal Information

More specifically, SceneDoc collects, uses and discloses information (which may include Personal Information) for the following purposes:

  • SceneDoc will never sell your contact details to a third party.
  • To monitor system usage, server and software performance, to improve system design, to create benchmarks and to conduct trending analyses. However, SceneDoc will only use nonidentifiable, aggregate information (e.g. number of users and transactions) for these purposes.
  • To assist you with technical support issues. It is important to remember that most technical issues can be resolved without a SceneDoc customer service representative viewing your Personal Information.
  • To comply with any laws, regulation, court orders, subpoenas or other legal process or investigation and to protect ourselves and other individuals from harm.
  • To assist in due diligence relating to any corporate action such as a financing, merger, amalgamation, sale or divestiture, provided that reasonable safeguards are taken to protect the confidentiality of Personal Information in our possession.

 

 

Consent

SceneDoc takes a consent-based approach to the collection, use and disclosure of Personal Information. We collect Personal Information directly from you and only obtain Personal Information from other organizations (e.g., your bank or other third party service providers) when you provide us with the account numbers, passwords or other credentials required to retrieve the Personal Information and for the purpose of providing you with our Services. We use and disclose the Personal Information only as described in this policy and our Terms of Use.

At any time and without penalty, SceneDoc users can withdraw their consent and close their SceneDoc account by taking the following actions:

  1. Emailing us at support@scenedoc.com

Once your account is closed, all Personal Information relating to your account will be deleted from our databases. However, anonymous transactional data (which does not personally identify you or any of your employees, agents, contractors and representatives) will be retained in our database.

At any time, SceneDoc users can opt-out of most email communication from us by clicking on the unsubscribe link at the bottom of our emails, or by emailing us at support@scenedoc.com. However, we may still contact you for administrative purposes (e.g. if we need to notify you of a change to our service, changes to our terms of use or privacy policy, there is a problem with your account or an anticipated service interruption, etc.).

Withdrawing your consent will not apply to actions SceneDoc has already taken based on your prior consent.

In order to use certain Services, you may be required to provide personal information relating to yourself and your employees, agents, contractors and representatives from time to time. You acknowledge, and represent to us that you only collect, use and disclose personal information in compliance with applicable privacy laws. You further represent and warrant to us that you have obtained all required consents from your employees, agents, contractors and representatives whose personal information will be disclosed to us or to our third party service providers in connection with the Services. You further agree to indemnify and hold SceneDoc, its affiliates, subsidiaries, partners, service providers, suppliers and contractors and each of their respective officers, directors, agents, and employees (collectively, the ” SceneDoc Parties”), harmless for any loss, cost, complaint, damage, claim or liability whatsoever arising from your collection, use and disclosure of personal information relating to your employees, agents, contractors and representatives.

 

 

Limiting Collection

SceneDoc limits the collection of Personal Information by collecting only the information required to fulfill the identified purposes. We will collect only the minimum amount of information required to facilitate the Services. However, we provide you with the option of sharing additional information (e.g. your name or address) to enhance your use of the Services.

SceneDoc does not knowingly or intentionally collect Personal Information from visitors who are under the age of thirteen (13).

 

 

Limiting Use, Disclosure and Retention

SceneDoc will not use or disclose Personal Information for purposes other than the identified purposes of the Services or such other purposes which we identify from time to time.

We also ensure that only those employees responsible for the Services’ operations have physical or technical access to Personal Information and only where such access is required to perform work authorized by their supervisors.

SceneDoc will retain Personal Information only for the duration of your enrollment as a SceneDoc user and Personal Information will be retained in fully encrypted, secure and segregated databases. If you choose to withdraw from the Services, we will securely destroy your Personal Information in our possession and control within 30 days unless we are required to retain such Personal Information longer to fulfill our obligations to you or to third parties. However, we may retain non-personally identifiable information indefinitely.

We retain all Personal Information provided by you on secure servers in the United States. However some of our third party partners and service providers may store data received from you (including Personal Information) on servers outside Canada. This data will be subject to the laws of those jurisdictions. Our third party service providers, have their own terms of use and privacy policies that will govern your relationship with these third parties. You are responsible for reviewing and agreeing to these terms of use and policies. If you do not agree with these terms of use or privacy policies you should not use the services offered by such third party service providers.

When SceneDoc data is viewed via a mobile device, some data is cached in the memory of the device. That data is deleted when the related application is closed and does not persist. If the application is put in the background without closing, the data may remain in the cache. We take no responsibility for any unauthorized viewing of this data by third parties.

 

 

Accuracy

SceneDoc relies on you to ensure that the Personal Information you provide to us while using the Services is as accurate, complete and up-to-date as necessary for the purposes for which it is to be used. You are welcome to make changes or corrections to Personal Information at any time.

We also make every effort to ensure the accuracy of the information in our reports, displays, articles and support queries. However, you must verify all information created from your use of the Services and we recommend that you consult an accounting professional before completing any government or regulatory filing or otherwise relying upon the information, as the use of this information is at your own risk.

You are responsible for ensuring that that the information you have provided is truthful, accurate, reliable and complete.

 

 

Safeguards

SceneDoc implements industry best practices appropriate to the sensitivity of your Personal Information. We use administrative, technical, and physical safeguards to protect your Personal Information against loss, theft, and unauthorized access, use, disclosure, copying, modification, disposal, or destruction in accordance with applicable legal requirements and industry best practices.

For example, we implement encryption and security controls to protect against unauthorized access to Personal Information during electronic transmission, and we train our employees to follow privacy and security practices specific to the Services. We also undertake security assessments to ensure that we maintain strong security controls.

 

 

Openness

SceneDoc makes clear and transparent notice of its privacy practices publicly available via this policy. Our notices describe the collection, use, disclosure, and protection of Personal Information and provide the contact information of our privacy contact person.

SceneDoc will advise you at the first reasonable opportunity upon discovering or being advised of an incident where your personal information is lost, stolen, accessed, used, disclosed, copied, modified or disposed of by unauthorized persons or in an unauthorized manner.

 

 

Individual Access

Upon request, we will inform you if we hold any personal information about you and provide you with access to this information. If we have any personal information about you, we will also tell you for what purposes it is used or disclosed.

You have a right to update any personal information that we hold about you. Should you wish to see the full contents of your personal information file, you must make a formal written request and mail it to SceneDoc Head Office with the Attention: Privacy Officer. We will respond to you within thirty days, or let you know why there might be a delay.

 

 

Notification of Privacy Statement Changes

We may update this privacy statement to reflect changes to our information practices. If we make any material changes we will notify you by email (sent to the e-mail address specified in your account) or by means of a notice on our website prior to the change becoming effective. We encourage you to periodically review our Privacy Policy for the latest information on our privacy practices.

 

 

Challenging Compliance

SceneDoc’s Privacy Officer is responsible for receiving your privacy-related questions. You may send us your privacy-related questions or challenge our compliance with our Privacy Policy by submitting your concern SceneDoc Head Office with the Attention: Privacy Officer.