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Optimalex Privacy Notice

December 22nd, 2023 

Optimalex designs, develops, and markets legal analytics cloud-based software solutions and provides its Customers with innovative software technology leveraging natural language processing, machine learning and statistical techniques to offer advanced intelligence from more than millions of legal documents and data points.
This Optimalex Privacy Notice (the “Privacy Notice”), together with the Optimalex Terms of Service (the “Terms of Service”) and any documents referenced to therein, shall govern the relationship between Optimalex and Customer regarding the access, use, and license of the Optimalex Solutions, related software, and websites.


RECITALS
At Optimalex, we know just how valuable data is. This is why we work to protect your personal information and ensure a high standard of protection for everyone. 

The Optimalex Privacy Notice applies when the User (also referred to as “you”) accesses or uses the Optimalex Solutions (also referred to as “Solutions”), related software, and websites that refer to this Privacy Notice. In addition to this Privacy Notice, additional terms may be provided to the User for the use of specific Solutions. 

The Optimalex Privacy Notice does not apply to any third-party services embedded within the Optimalex Solutions. 

The controller of the personal information provided or collected during use of our services is Optimalex. Optimalex is a Delaware Corporation with offices registered at 838 Walker Road Suite 21-2, Dover, DE, 19904, County of Kent. Its registered agent at such address is: Registered Agent Solutions, Inc. 

You may also contact us, via email, for matters related to this privacy notice at security@optimalexsolutions.com.

1. COLLECTED INFORMATION
Optimalex may collect information, depending on the service used, from three types of sources: directly from the user’s input, from third parties, and through automated techniques. 
Data provided through the user’s input may consist of:
Identity/profile (employment, professional and educational history) and contact information (name, email and postal addresses, name of organization and identification within organization, phone number);
Credentials and security details necessary to access the Solutions (username and password);
Billing and payment information (card or bank account information);
Communications addressed to us or data resulting from the usage of our services (types of services used, frequency and duration of use, etc.);
Communication information (email preferences, language, etc.). 
 
This information may also be obtained indirectly, through the user’s organization. 

Data obtained from third parties may come from Internet Service Providers, which may provide us with your location, and public sources used to validate the veracity of the information. 

Data obtained from the use of the Solutions through automated techniques may include technical information, including device and connection information (type of machine and browser, IP address), and usage data, including features used, settings selected, URL clickstream data, date and time stamp and referring and exit pages, and pages visited or searched for on the Solutions. 

Such information is collected using cookies and other technologies. 

Cookies are small text files which are stored on your computer by your web browser. There are two types of Cookies: Session Cookies and Persistent Cookies. A Session Cookie is a temporary file which is stored in your computer for the duration of your visit to a website. The Session Cookie is deleted when you leave the site. A Persistent Cookie is saved to your computer and will remain there for the duration set within the Persistent Cookie. 

Cookies are used to save user’s preferences and settings, assist the user and provide service activity feedback. The user can control cookies through browser’s settings and other specialized tools. Blocking cookies may, however, result in reduced or blocked service.  

We only use first party cookies which means that we do not use third party cookies. 


2. INFORMATION USAGE
The information may be used: 
For purposes related to the functioning and access to our Solutions (account management, technical information to keep the product working securely);
For contact purposes to allow us to process your requests, orders, comments and communications as well as communicate about changes to the service; 
For development purposes, to allow us to improve or customize existing Solutions as well as develop new products or features. Data may thus be used for research, audit and internal evaluation purposes; 
For promotional purposes to offer targeted advertising about new products or features from Optimalex or third parties; 
For contract and/or legal obligations, including but not limited to mandatory disclosure, dispute resolution, and contractual enforcement.
If you are an administrator of an organization with a subscription to the Solutions, we will use your details to communicate with you about your organization’s subscription and related services. If you supply us contact information of your colleagues, we may contact those individuals with communications about the Solutions that may include reference to you.


3. INFORMATION SHARING
3.1 Within your organization 
If you access the Solutions through a subscription administered by your organization, your personal information and certain usage data gathered through the Solutions may be accessed by or shared with the administrators authorized by your organization for the purposes of usage analysis, subscription management and compliance, training course progress, performance and remediation, cost attribution and departmental budgeting.
3.2 With application licensor(s)
If you access a third-party application on the Solutions through a license agreement with the licensor of that application, personal information relevant to that third-party application may be shared with the licensor so that it can provide you access to the application, subject to the terms of its license agreement and privacy policy. 
3.3 With our service providers 
We share information with our service providers, suppliers, agents and representatives, including but not limited to, payment processors, customer support, email service providers, event venues and service providers, IT service providers, marketing service providers, research providers, mailing houses and shipping agents.
This sharing of information is done to process the information as necessary to provide the Solutions, complete a transaction or fulfill your request or otherwise on our behalf based on our instructions and in compliance with this privacy policy and any other appropriate confidentiality and security measures.
3.4 User’s choices
We may also share your personal information with our affiliates and with other third parties, including agents and representatives, licensees or licensors, application hosts or publishers, that wish to send you information about their products and services that may be of interest to you, as determined by your choices in managing your communications preferences and other settings. Regardless of preferences, we reserve the right to contact you to inform you of changes or updates to the Solutions when necessary. 
The Solutions may let you post and share personal information, comments, materials and other content. Any such contributions that you disclose publicly may be collected and used by others. Please be careful when disclosing personal information in these public areas.
3.5 Mandatory sharing
We may also disclose your personal information if we have a good faith belief that such disclosure is necessary (1) to comply with applicable laws, regulation or legal requests, (2) to protect the rights, safety and property of Optimalex and other persons, (3) to prevent, identify and curate fraud and other security and technical issues, (4) as part of a corporate transaction, such as a transfer of assets to or an acquisition by or merger with another company.


4. BASIS FOR PROCESSING
Your personal information may only be collected and processed under, at least, one of three basis:
Where data is processed based on your consent, you may refuse to give such consent or, at any time, retract it; 
Data may be processed based on a contract; 
Where data is processed based on legitimate interest, you may oppose such interest. 


5. LOCATION OF INFORMATION
Optimalex is located in the United States, but entities linked to Optimalex are located around the world. If and when your information is transferred outside of your jurisdiction, we will ensure that such information is handled within the frame of this Privacy Notice and in accordance with applicable laws.


6. INFORMATION SECURITY
Information security is at the core of our concerns. Based on the type of information handled and technical context, we have implemented technical and organizational measures in order to protect the security of your information. 
Even if it is impossible to guarantee 100% security, we take all commercially reasonable measures to protect information as well as possible. 


7. RETENTION OF INFORMATION 
We retain information for a duration set according to company schedules. Such duration may vary depending on the type of information and is calculated based on the objectives described in this Privacy Notice, the recommendations made by regulators and information privacy/security professionals, applicable laws, and other legal obligations. 


8. PRIVACY OF CHILDREN 
Our product is designed for people aged 18 and over. We do not knowingly collect information from people aged under 18 and users disclosing information represent that they are at least 18 years of age.


9. YOUR RIGHTS
Local privacy and data protection laws may grant you certain rights. These rights may (depending on laws applicable to you) may include:
The right to access your personal information;
The right to require rectification or erasure of your personal information;
The right to restrict or object to the processing of your personal information;
The right to data portability.
In the case of a deletion of your account, we will delete all personal data in a reasonable timeframe, to the exception of reasons related to legal obligations, security, fraud prevention and dispute resolution purposes. 
If you are a California resident, you may, under the CCPA have the right, freely, to request access and/or deletion of your data. You may also choose to opt-out of the sale of your personal information to any third party.  
Please note that such rights are never absolutely guaranteed as many exceptions may apply. Please consider privacy laws applicable to you. 
To submit a request, contact us at security@optimalexsolutions.com and specify (a) the right you wish to exercise, (b) the relationship you have with us, and (c) information to help us verify your identity. If you disagree with the outcome of your request, you can contact us again within 60 days of the decision.


10. CHANGES TO THIS PRIVACY NOTICE 
This Privacy Notice may be updated from time-to-time. All changes will be updated on this page and material changes may be notified to you. 


11. CASE LAW AND COURT RECORDS NOTICE
Some of the personal information held by us may originate from case law and court records. Please note that the publication of such information is the consequence of what courts decide to include in the records. As such, it is not a decision over which we may have any influence. Moreover, such publication is done because of the legitimate interest of the public to access a history of case law, which includes certain personal information.
 

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