Privacy Policy

Renewity Systems Inc.,
1003 Beaverbrook Road,
Kanata, Ontario K2K1L2
Canada
TeamTracks and RenewityRMA are Software as a Service (SaaS) Products of Renewity Systems Inc.

Information we collect:

For those users who provide requisite authorization during the account setup and login process, Renewity collects information from account registration and login forms to our products (TeamTracks and RenewityRMA) as applicable to provide better service to all users. This includes first name, last name, email address, and phone numbers of users of our products. We store this personal information on Microsoft Azure Cloud Services in the United States. Our legal basis for the collection of user data is Art 6 (1) b) GDPR and Art. 6 (1) f) GDPR. Our legitimate interest is to optimize our product, increase user experience, and enhance our customer support, and to provide access to our products.

Customers that use TeamTracks or RenewityRMA must sign a SaaSAgreement legal document that lays out the terms and conditions for using TeamTracks or RenewityRMA. The SaaS Agreement defines personal identifiable information sensitive data as:

“Personally Identifiable Information (PII) Sensitive Data”.  For purposes of this Agreement, “PII Sensitive Data” shall include an individual person’s credit and offline debit card numbers, PINs, bank account numbers, taxpayer identification numbers, social security numbers, passport numbers, driver’s license or state- or federal-issued identification numbers, employee benefit account numbers,  and individually identifiable information regarding past, present, or future physical or mental health or condition of an individual including such individual’s medical history, medical treatments, or diagnosis by a health care professional. PII Sensitive data does not include person’s name, email address, and physical address, and account username and password.

The SaaS Agreement also states that personal identifiable information sensitive data is not stored in the TeamTracks or RenewityRMA databases of the customer:

Customer Data. As between Customer and Renewity, Customer owns and retains ownership of all content Customer provides, stores and processes through the TeamTracks Service (“Customer Data”). Customer agrees that it will not collect and store “PII Sensitive Data” in their TeamTracks database without the written approval of Renewity. Information we collect as customers use our service.

Renewity may collect specific information about how customers use our product. This include situations such as how a customer uses a specific feature and when a customer uses the product. The information is collected as data logs by a user. Our logging system automatically collects information such as the internet protocol address, browser type, browser language, referring URL, features accessed, errors generated, time zone, geo-location data, operating system information, and other such information that is transmitted in the header of the user’s HTTP request. This information is stored in log files. Renewity uses these log files to analyze trends, administer, and improve the application. Our legal basis for the collection of user data is Art 6 (1) b) GDPR and Art. 6 (1) f) GDPR. Our legitimate interest is to optimize our product, increase user experience, enhance our customer support, and improve our internal process efficiency.

Cookies

We use cookies on all the websites for RenewityRMA (https://renewityglobal.com) and TeamTracks (https://Team-Tracks.com) and our products. Cookies are small text files that your browser saves on your computer and mobile device, which allow an analysis of your usage. Cookies contain information about your device and your connection to the Internet, such as: IP address, operating system and browser used. We use our access to the information in the cookies to optimize our offering, to present appropriate content to customers easily, and to improve our advertising and marketing. This is done as follows: Most of the cookies we use are so-called session cookies, which are automatically deleted by your browser after the end of your visit to our website. Session cookies provide us with information about visitor behavior on our website. With the knowledge gained, we will make our website more user-friendly, place important content on the most popular pages and develop our marketing strategies according to the interests of our target audience. Other cookies are stored longer on your device and allow us to recognize you as a user during a subsequent visit to our website. We do not pass on information that we receive through our cookies to third parties. By using the “Incognito” or “Private” mode of your browser, or by means of adjusting the settings in your browser, you can prevent the installation of cookies. As a result, some of the facilitation of operating our websites or SaaS Products will no longer work. Nevertheless, you can use the website, and RenewityRMA and Team-Tracks even without cookies. Our legal basis for the use of cookies is Art. 6 (1) b) GDPR and Art. 6 (1) f) GDPR. Our legitimate interest is to optimize our product, increase user experience, enhance our customer support and improve our internal process efficiency.

How we use the Information we collect

Renewity uses the above information for the following general purposes: service provisioning, billing, identification and authorization, service improvement,  marketing research, and providing access to our products. When a customer contacts Renewity, we may keep a record of customer communication to help solve any issues the customer might be facing.

If you contact us by email or contact form, the information you provide will be stored for the purpose of processing the request and for possible follow-up questions. Please email us at privacy@renewity.net  to assert your data protection rights.

  1. Service Providers. We may provide access to or share your information with select third parties who perform services on our behalf. These third parties provide a variety of services to us, including without limitation billing, sales, marketing, provision of content and features, advertising, analytics, research, customer service, shipping and fulfilment, data storage, security, fraud prevention, payment processing, and legal services.
  2. Complying with our obligations: we may process your personal data to comply with our legal or regulatory requirements, where this is required by law.
  3. To use the RenewityRMA or TeamTracks Services after the free trial period, you must begin a paid subscription which requires a valid credit card. Enterprise customers may request a paper contract that includes alternative billing arrangements including purchase orders.

International Data Transfer

We may transfer information that we collect about you, including personal information, to affiliated entities, or to other third parties (as provided herein) across borders and from your country or jurisdiction to other countries or jurisdictions around the world. If you are located in the European Union or other regions with laws governing data collection and use that may differ from U.S. law, please note that you are transferring information, including personal information, to a country and jurisdiction that does not have the same data protection laws as your jurisdiction, and you consent to the transfer of information to the U.S. and the use and disclosure of information about you, including personal information, as described in this Privacy Policy.

How Secure is your personal data and information with us?

We work hard to protect Renewity and our users from unauthorized access or unauthorized alteration, disclosure, or destruction of information we hold. In particular:

  1. We encrypt our services using SSL.
  2. Databases for our products are encrypted at reast.
  3. We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorized access to systems.
  4. We restrict access to personal information to Renewity employees, contractors and agents who need to know that information in order to process it for us, and who are subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations.

Microsoft Axure is ISO 27001 Certified and we follow all the regulatory norms set by this standard. When we receive formal written complaints, we will contact the person who made the complaint to follow up. We work with the appropriate regulatory authorities, including local data protection authorities, to resolve any complaints regarding the transfer of personal data that we cannot resolve with our users directly.

Retention, deletion or blocking of data

We adhere to the principles of purpose limitation and data minimisation. Therefore, we only store your personal data for as long as it is necessary to achieve the purposes mentioned here or as long as the many storage periods required by law. After discontinuation of the respective purpose or expiry of these deadlines, the corresponding data will be blocked or deleted in accordance with the statutory provisions. Our legal basis for the deletion or blocking of personal data is Art. 5 (1) b) GDPR and Art. 5 (1) c) GDPR.

Your rights of access, rectification, cancellation, limitation of processing, data portability and to withdraw consent.

We will provide access to your personal data stored by us at any time. If you wish, you will receive it in a structured, commonly used and machine-readable format. We will be happy to correct, edit, limit, or delete your personal data at your request, provided that no statutory storage requirements are in conflict, or forward them to another responsible office. If your personal data stored with us has been processed incorrectly, out-of-date, or unlawfully, you can restrict its processing by us. Finally, you may change or revoke your consent to the processing of your personal information at any time with future effect. To contact us for any of these concerns, please email us at privacy@renewity.net. Our legal basis for the disclosure, correction, deletion, limitation of processing and data transmission is the respective request of the data subject.

You have the right to complain about the improper processing of your personal data (such as collection, storage, modification, transfer, deletion, etc.) by emailing us at privacy@renewity.net.

Modification of this Privacy Policy

We reserve the right to change this Privacy Policy from time to time to ensure that it complies with current legal requirements or to implement changes to our services in the Privacy Policy, such as when introducing new services. Your new visit will be subject to the new privacy policy.

Last Updated: 21 October, 2022