Privacy Policy

Personal Information.

Helpware may collect personally identifiable information from you such as names, addresses, telephone numbers, physical addresses, email addresses, CVs (in the case of candidates), and, if applicable, company names, addresses, telephone numbers, fax numbers, physical addresses, email addresses, credit card numbers or tax ID numbers as well as similar information concerning technical contacts, marketing contacts, and executive contacts within your company or organization (collectively, “Personal Information”).

Non-Personal Information.

Helpware may collect non-personally identifiable information from you such as the type of browser you use, your operating system, the screen resolution of your browser, your ISP, your IP address, which pages you view on the Site and the time and duration of your visits to the Site (collectively, “Non-Personal Information”). Helpware associates Non-Personal Information with Personal Information if you register with the Site.

User Communications.

If you communicate with us, we may collect information relating to that communication whether it takes the form of email, fax, letter, forum posting, testimonials or any other form of communication between you and Helpware or Submitted by you to the Site (collectively, “User Communications”).

Information from Other Sources.

We may receive personal data about you from other sources to supplement data already collected. This may include publicly available data or data provided by third parties. We may combine this data with the data we already have. We will handle this data in accordance with this Privacy Policy and the purposes outlined when the data was collected. We will notify you if there are any material changes to the way we intend to use this data. Please note that we are not responsible for the accuracy of the data provided by third parties or any consequences arising from the use of such data.

Special Categories of Personal Data

We may also process health-related data as part of our data processing activities:

We rely on explicit consent to be obtained from the data controller in order to process the special categories of data noted above. If there are questions surrounding how this consent is obtained and maintained, or any questions surrounding how consent can be withdrawn, please contact the applicable data controller.

In addition to explicit consent, we may process special categories of personal data when one or more of the following legal bases apply:

• Processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law.
• Processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent.
• Processing is carried out in the course of its legitimate activities with appropriate safeguards by a foundation, association or any other not-for-profit body with a political, philosophical, religious or trade union aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects.
• Processing relates to personal data which are manifestly made public by the data subject.
• Processing is necessary for the establishment, exercise or defense of legal claims or whenever courts are acting in their judicial capacity.
• Processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
• Processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment, or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional and subject to the obligation of professional secrecy.
• Processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of healthcare and of medicinal products or medical devices, on the basis of Union or Member State law which provides for suitable and specific measures to safeguard the rights and freedoms of the data subject, in particular professional secrecy.

Personal Data Relating to Criminal Convictions and Offenses

We may process personal data related to criminal convictions and offenses only under the control of official authority or when the processing is authorized by Union or Member State law providing appropriate safeguards for the rights and freedoms of you as the data subject. Such data includes information about criminal convictions and offenses, including alleged offenses, the disposal of such proceedings (including acquittals and sentences), and the related security measures. We will only process this data if it is necessary for the prevention or detection of crime or the apprehension or prosecution of offenders, provided that we as the data controller are authorized by Union or Member State law.

What do we use your information for?

Any of the information we collect from you may be used in one of the following ways:

To improve customer service

In the context of customer support, your information helps us to more effectively respond to your customer service requests.

To process transactions

Your information, whether public or private, will not be sold, exchanged, transferred, or given to any other company for any reason whatsoever, other than for the express purpose of delivering the purchased product or service requested.

To send periodic emails

The email address you provide in the application may be used to send you information and updates pertaining to your usage, in addition to receiving occasional company news, updates, related product or service information, etc.

To carry out the hiring process

We use identification and contact details, job performance data, and data on your suitability for the purpose of carrying out the selection process, including screening of candidates. After that, personal data is processed under the legal title of performance of the contract, implementation of pre-contract arrangements, i.e. preparation of an employment contract or agreement. We keep your personal information for the duration of the recruitment process, unless you consent to its further retention in the Candidate Database. Based on your consent, we store your information in the Candidate Database and thus process your identification, contact details, and performance data to contact you with another relevant job offer if any. We can also use your data from the Candidate Database to better understand what kinds of job candidates are interested in the careers we have to offer. With your consent, we process the data for up to 3 years after the end of the recruitment process. You may withdraw your consent at any time by contacting dpo@helpware.com. Data processing before revocation of your consent remains valid.

Our service is hosted in Amazon Web Services (AWS) in the United States East region (in the US East (Virginia) region), and all personal information collected with the service is stored in this region. If you are visiting our site or using our service, please be aware that you are transferring personal data to the US East (Virginia) region.

We implement a variety of security measures to maintain the safety of your personal information when you place an order or enter, submit, or access your personal information. We offer the use of a secure server. All supplied sensitive information is transmitted via Transport Layer Security (TLS) technology to and then stored into our database to be only accessed by those authorized with special access rights to our systems, and are required to keep the information confidential. While we implement these security measures to protect your data, it is important to understand that no online platform can guarantee absolute security. Therefore, we encourage you to take necessary, best-practice security precautions such as strong, unique passwords and being cautious with the sharing of login credentials. Credit card information is transmitted directly to the payment processor and is not stored on our servers. If you have any questions about the security of your personal information, you can contact us at dpo@helpware.com

In the event of a data breach or security incident, we will take immediate action to isolate and resolve the incident based on our incident response resolution procedures, notify relevant authorities, and inform affected data subjects in compliance with applicable data protection laws.

Cookies are small files that a site or its service provider transfers to your computer’s hard drive through your Web browser (if you allow) that enables the sites or service providers systems to recognize your browser and capture and remember certain information.

Helpware uses cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole. You can control the use of cookies at the individual browser level, but if you choose to disable cookies, it may limit your use of certain features or functions on our website or service.

Log files.
As is true of most websites, we gather certain information automatically. This information may include Internet protocol (IP) addresses, browser type, Internet service provider (ISP), referring/exit pages, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, date/time stamp, and/or clickstream data to analyze trends in the aggregate and administer the site.

Behavioral Targeting.
We partner with a third party to manage our advertising on other sites. Our third party partner may use cookies or similar technologies in order to provide you advertising based upon your browsing activities and interests. If you wish to opt out of interest-based advertising, you can contact us at dpo@helpware.com. Please note you will continue to receive generic ads.

We do not sell, trade, or otherwise transfer to outside parties your personal information. We will share your personal information with third parties only in the ways that are described in this privacy policy. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.

Service Providers.
We may provide your personal information to companies that provide services to help us with our business activities such as offering customer service, carrying out the recruiting process or processing your payment. These companies are authorized to use your personal information only as necessary to provide these services to us.

With your consent
We share information about you with third parties when you give us consent to do so. For example, we often display personal testimonials of satisfied customers on our public websites. With your consent, we may post your name alongside the testimonial.

Third-Party Widgets
Our blogs and forums might contain widgets and social media features, such as the Twitter "tweet" or Facebook "like" buttons. These widgets and features may collect your IP address, which page you are visiting on the Sites or Services, and may set a cookie to enable the feature to function properly. Widgets and social media features are either hosted by a third party or hosted directly on our Services. Your interactions with these features are governed by the privacy policy of the company providing it.

Legal Disclaimer
We may also disclose your personal information as required by law, such as to comply with a subpoena or similar legal process when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

In the event Helpware is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via email and/or a prominent notice on our website, of any change in ownership, uses of your personal information, and choices you may have regarding your personal information.

We may also disclose your personal information to any other third party with your prior consent.

Data Transfers
As a global organization, we may transfer your personal data to countries outside the European Union (EU) or the European Economic Area (EEA). Such transfers may be necessary for the purposes outlined in this Privacy Policy, including providing you with requested products or services, communicating with you, and conducting our business operations effectively.

When we transfer your personal data to countries outside the EU/EEA, we will ensure adequate safeguards are in place to protect your personal data as required by applicable data protection laws and regulations. These safeguards may include (but are not limited to):

• Standard Contractual Clauses: We may use standard contractual clauses approved by the European Commission or other relevant data protection authorities to ensure the protection of your personal data during transfer.
• Binding Corporate Rules (BCRs): Where applicable, we may rely on BCRs adopted by our organization to ensure the protection of personal data transferred across borders within our corporate group.
• Data Protection Agreements: We may enter into agreements with recipients of your personal data outside the EU/EEA, imposing obligations on them to protect your personal data to the same standards required in the EU/EEA.
• Certification Mechanisms: We may rely on certification mechanisms such as the EU-U.S. Privacy Shield Framework, where applicable, to ensure that third-party recipients of your personal data provide an adequate level of protection.

By using our services or providing your personal data to us, you consent to the transfer of your personal data as described in this Privacy Policy. If you do not agree to such transfers, please refrain from using our services or providing your personal data to us.

If you have any questions or concerns regarding the transfer of your personal data outside of the EU/EEA or the safeguards we have implemented, please contact us using the contact details provided at the end of this Privacy Policy.

Right of access: In accordance with Art. 15 GDPR, you may have the right to obtain confirmation from us as to whether or not your personal data is processed by us, and, where that is the case, to request access to your personal data. The information about personal data processing includes the purposes of the processing, the categories of personal data concerned, and the recipients or categories of recipients to whom your personal data have been or may be disclosed. However, this is not an absolute right and the interests of other individuals may restrict your right of access. Also, you may have the right to obtain a copy of your personal data undergoing processing. For additional copies requested, we may charge a reasonable fee based on administrative costs.

Right to rectification: In accordance with Art. 16 GDPR, you may have the right to obtain from us the rectification of inaccurate personal data. Depending on the purposes of the processing, you may have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

Right to erasure (right to be forgotten): In accordance with Art. 17 GDPR, you have the right to request that we delete your personal data. Please keep in mind that we may keep your personal data if it is still necessary for:

• fulfilling our legal obligation;
• archival, historical, or scientific research or statistical purposes; or
• determination, exercise, or defense of our legal claims.

Right to restriction of processing: In accordance with Art. 18 GDPR, you have the right to request that we restrict the processing of your personal data. In this case, the respective personal data will be marked accordingly and may only be processed by us for certain purposes.

Right to personal data portability: In accordance with Art. 20 GDPR, you have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used, and machine-readable format and/or to request the transfer of this personal data to another entity.

Right to object: If you have given your consent to the processing of your data in accordance with Art. 7 III GDPR, you may revoke your consent at any time in the future. The declaration of revocation must be addressed to us and must be presented in writing or delivered by email or fax.

To exercise any of these rights, please fill out our Data Subject Request Form here.

We rely on the data controller to action any requests related to the access rights noted above, and as such, will forward all such requests to the data controller once received. If there are questions surrounding the status of any access requests, please contact the applicable data controller.

If the processing of personal data about you is subject to European Union (EU) data protection law, you have certain rights with respect to that data. Please refer to section “6. Data Subject Rights” above for a listing of these rights.

Additionally, our processing of your personal data is based on specific legal bases as defined in EU data protection law. Please refer to section “5. Data Sharing” above for a listing of these legal bases.

The Helpware products and/or services are not directed at persons under 16 and we do not knowingly collect Personal Information from children under 16. If you become aware that your child has provided us with Personal Information, without your consent, then please contact us using the details below so that we can take steps to remove such information and terminate any account your child has created with us.

Occasionally, at our discretion, we may include links to our merchant partners (third party products or services) on our Sites. These third party’s websites have separate and independent privacy policies. We, therefore, have no responsibility or liability for the content and activities of these linked websites. Nonetheless, we seek to protect the integrity of our Sites and welcome any feedback about these third party websites.

Testimonials
We display personal testimonials of satisfied customers on our Sites in addition to other endorsements. With your consent, we may post your testimonial along with your name. If you wish to update or delete your testimonial, you can contact us at dpo@helpware.com

Social Media Widgets
Helpware Sites may include links that direct you to other websites or services whose privacy practices may differ from ours. Your use of and any information you submit to any of those third-party sites is governed by their privacy policies, not this one.

Please also visit our Terms and Conditions section establishing your consent to the use, disclaimers, and limitations of liability governing the use of this Site Information Related to Data Collected through our Products and Services

Information Related to Data Processor or Collected for our Customers:
Helpware is considered a processor or sub-processor under the direction of our customers who are considered controllers or processors. Helpware has entered appropriate Data Processing Agreements with our customers controlling protection of your personal data.

Transfer of Personal Data to Third Parties:
We may transfer personal data to third-party processor companies (i.e. cloud data and server services) that help us provide our service. Such third party processors are located in, and the transfers are limited to, the United States or countries in the European Union and these processors are controlled by data processing agreements providing the same protections of your personal data.

Access and Retention of Data Controlled by our Customers:
Helpware acknowledges that you have the right to access your personal information or ask for its removal. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data should direct his/her query to the Helpware's customer (the data controller). If requested to remove data we will respond within a reasonable timeframe.

Helpware will retain personal data we process on behalf of our customers for as long as needed to provide Services to our customer. Helpware will also retain personal data as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Changes to our Privacy Policy
We may update this Privacy Policy to reflect changes in our information practices. If any material changes are made, they will be posted on this page. We encourage you to periodically review this page to stay informed about how we are protecting your information.

Contacting Us
If you have any questions, concerns, or requests regarding your personal data or this Privacy Policy, please contact us at dpo@helpware.com. For specific requests relating to your rights as a data subject including the rights noted in section “Data Subject Rights” noted above, please contact our Data Protection Officer (DPO) directly:

Helpware Inc.

PO Box 701059

PMB 99737

Louisville, Kentucky 40270-1059 US

Email: dpo@helpware.com

Name: Arlin Ohmes

To exercise any of the Data Subject Rights listed above, please fill out our Data Subject Request Form here.