NexJ Systems Inc. Privacy Notice

NexJ Systems, Inc. (“NexJ”) is committed to respecting the privacy of our web-site users. This document describes our practices regarding the collection, use and sharing of your personal data, which are defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.

This statement applies with respect to personal contact information we collect from www.nexj.com and any other sites on the World Wide Web owned and/or operated by NexJ. This statement is part of our Terms of Use and is subject to all of its terms. Below is information regarding the commitment of NexJ to protect the personal data of its website users.

About NexJ

NexJ is a vendor of enterprise customer management software solutions to businesses. This web-site is intended to provide information to our customers, partners and potential customers and partners. Our software is not intended to be sold to individual consumers and we expect that users of our web-site will be individuals acting in their capacity as employees or contractors of the business they represent who desire further information about NexJ and its products and services for business purposes. The nature of our business makes it extremely unlikely that anyone under the age of majority will register on our web-site.

Chief Privacy Officer

NexJ’s Data Protection Officer (DPO) is Kenneth Szeto. The DPO is responsible for all privacy related matters at NexJ. His contact information is below.

Personal Data

NexJ uses the information collected from you to send to you marketing and product information which NexJ believes may be of interest to you or your company.  You will be given an opportunity to opt-in to receiving information about NexJ’s promotions and products.

How do we collect personal data?

NexJ collects personal data when you register with NexJ for a NexJ account as a customer, potential customer or guest user, when you use certain NexJ products or services, when you register to attend a seminar or participate in an online forum or survey, when you ask to be included in an email or other mailing list, or you submit an entry for promotions, or when you submit your personal contact information to NexJ for any other reason. From time to time, NexJ receives personal data from business partners and vendors or contact information from vendors of lists or other third parties.

NexJ may supplement the personal data that you provide to us via the web-site or we receive from third parties with public information available on the internet from your employer’s web-site, from business networking web-sites like LinkedIn and from information gathered by communicating with you by telephone, email or in person.

When you access our web-site NexJ tracks your IP address. We may also associate information with your IP address including geographical, corporate, network information and the identity of individuals who have accessed our web-site from the same or similar IP addresses in the past provided they have provided this information to us as outlined above. NexJ may also store information on how you found our web-site. NexJ gathers certain information about you based upon the pages that you access in our web-site. This information may include the URL of the web-site that you just came from, which URL you next go to and what browser you are using (“IP Information”).

What personal data do we collect from individuals?

NexJ uses a customized version of its own CRM software internally to store Personal Contact Information about web-site users. Generally, Personal Contact Information is business contact information like your name, title, business address, business email and business telephone number. NexJ may also collect publically available information like biographical information from your employer’s web-site or information from your profile on business networking sites like LinkedIn. NexJ uses the relationship hierarchy feature of its CRM software to maintain information about your professional relationships such as your employer or previous employer, your administrative assistant, your boss or relationships to other organizations that you may have such as participation in industry groups. If you have a publically available photograph or you provide us with a photograph NexJ may store a photograph with your Personal Contact Information. NexJ may also store additional personal data like interests with your Personal Contact Information.

NexJ collects IP information related to your use of our web-site including how you found the web-site, what pages you view and how long you spend on the web-site.

How do we use your Personal Contact Information?

The primary use of your Personal Contact Information and IP Information is to maintain strong business relationships with our customers, partners and potential customers and partners. During the sales process NexJ uses a strategic selling methodology to identify sales opportunities and establish and maintain the relationships with the employees and agents of the potential customer required to manage a complex sales process. For customers and partners, NexJ uses Personal Contact Information and IP Information to maintain its relationships with the individuals necessary to meet its contractual obligations to its customers and partners and ensure that it provides them with a world class customer experience.

NexJ also uses Personal Contact Information and IP Information to verify compliance with customer contracts, track downloads and use of information, to enforce terms of service, to ensure security of its web-site and systems and detect inappropriate or illegal conduct.

NexJ uses individual and aggregated non-identifiable personal data to provide better customer service and improve its marketing. NexJ uses Google Analytics to get insight into its web traffic and marketing effectiveness. More information on Google Analytics can be found at: http://www.google.com/analytics/

With whom do we share your Personal Contact Information?

Your Personal Contact Information may be shared with NexJ offices or subsidiaries around the world. All such entities are governed by this Privacy Policy and any other rules or agreements required to comply with applicable law.

Your Personal Contact Information is never shared outside NexJ without your permission, except under conditions explained below.

NexJ may send your Personal Contact Information to other companies or people under any of the following circumstances: when we have your consent to share the information; we need to share your information to provide the product or service you have requested; we need to send the information to companies who work on behalf of NexJ to provide a product or service to you (we will only provide those companies the information they need to deliver the service); or we want to keep you up to date on the latest product announcements, software updates, special offers or other information we think you’d like to hear about either from us or from our business partners (unless you have opted out of these types of communications). We will also disclose your Personal Contact Information if required to do so by law, to enforce our Terms of Use or other contractual agreements, or in urgent circumstances, to protect personal safety, the public or our websites.

How do we use cookies?

Like many other web-sites, our web-site utilizes a standard technology called a “cookie” to collect information about how our web-site is used. A cookie is a small data text file, which a web-site stores on your computer’s hard drive (if your Web browser permits) that can later be retrieved to identify you to us. Cookies were designed to help a web-site recognize a user’s browser as a previous visitor and thus save and remember any preferences that may have been set while the user was browsing the site. For example, cookies can securely store a user’s password, personalize home pages, identify which parts of a site have been visited or keep track of past selections.

We use cookies for the limited purposes of enhancing your visit to our web-site and to enable us to track and target the interests of our users. A cookie cannot be read by a web-site other than the one that set the cookie. No other company will have access to our cookies. A cookie cannot retrieve any other data from your hard drive, pass on a computer virus, or capture your email address.

Most browsers are initially set up to accept cookies. If you prefer, you can reset your browser to notify you when you have received a cookie, or alternatively, to refuse to accept cookies. It is important to note that you may not be able to use certain features on our web-site if you choose not to accept cookies.

Legal basis for processing any personal data

The legal basis for the collection and processing of any personal data is to meet NexJ’s contractual obligations to clients and employees.

Consent

By agreeing to this privacy notice you are consenting to NexJ collecting and processing your personal data for the purposes outlined.  You further consent to the disclosure of personal data and any other privacy practices set out in this privacy notice.  NexJ expressly reserves the right to change this privacy policy at any time. Please check here regularly to see the latest version of this policy.

You can withdraw consent at any time by emailing info@nexj.com with subject:  Web Privacy or by writing to the Data Protection Officer at the contact details below.

Social Media

If you are using NexJ’s social media, please remember that NexJ’s social media are provided via social media sites, which have their own functionality, terms and privacy policies.  You should be aware that these functions are part of the social media site and are subject to the social media site’s terms and privacy policy and not those of NexJ.  Please ensure you have read these carefully and have checked your personal settings to ensure you are content with how your information will be used by the social media site.  NexJ’s social media may make use of these functions, but NexJ does not control them and is not responsible for them.  NexJ will not assume responsibility for data shared or the responsibility of a data controller, that responsibility will remain with the social media provider.

NexJ will monitor the social media site on occasion and, as soon as practically possible, any inappropriate entries will be removed.

Disclosure

NexJ may, on occasion, pass your personal data to third parties exclusively to process work on its behalf.  NexJ requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and any other applicable laws or regulations.

NexJ does not broker or pass on information gained from your engagement with NexJ without your consent.  However, NexJ may disclose your personal data to meet legal obligations, regulations, or valid governmental request.  NexJ may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of NexJ, its clients and/or the wider community.

Retention Policy

NexJ will process personal data during the duration of any contract and will continue to store only the personal data needed for three years after the contract has expired, to meet any legal obligations.  After three years, any personal data not needed will be deleted.

Data Storage

Data is held in Canada using both Cloud and server-based technology:

Your rights as a Data Subject

At any point while NexJ is in possession of or processing your personal data, all Data Subjects have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organization.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.

If NexJ refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to challenge legally.

NexJ, at your request, will confirm what information it holds about you and how it is processed.

You can request the following information

  • Identity and the contact details of the person or organisation that has determined how and why to process your data.
  • Contact details of the Data Protection Advisor, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of NexJ Systems Inc. or a third party such as one of its clients, information about those interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients to whom the data are/will be disclosed.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the Office of the Information Commissioner (Data Protection Regulator).
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

To access personal data held, identification will be required

NexJ will accept the following forms of identification when information on your personal data is requested.  A copy of your driver’s license , passport, birth certificate and utility bill, bank statement, or credit card statement not older than three months old.  A minimum of one piece of photographic identification listed above and a supporting document is required.  If NexJ is dissatisfied with the quality, further information may be sought before personal data can be released.

All requests should be made to info@nexj.com with subject: Data Access Request.

Complaints

If you wish to make a complaint about how your personal data is being processed by NexJ or its partners, you have the right to complain.  If you do not get a response within 30 days, you can complain to your local supervisory authority.

How do I update, change or delete my personal data or contact you with concerns?

For questions or concerns regarding your personal data and our web-site privacy policy, or to update, correct or delete your personal data, please contact:

Kenneth Szeto
Data Protection Officer
NexJ Systems Inc.
10 York Mills Road, Suite 700, Toronto, ON M2P 2G4

Or by email: info@nexj.com
Subject: Web Privacy

Note that we may retain changed or deleted information for archival, contractual or regulatory purposes.