Ontropos Privacy Policy

Preamble

This Privacy Policy (“Privacy Policy”) explains the collection, use, and disclosure of “personal information” by Ontropos, Inc. (“Ontropos”, “our”), a California Corporation. Unless otherwise noted on a particular site or service, this Privacy Policy applies to your use of all websites and sub-domains that Ontropos operates, (collectively, the “Websites”), as well as the products, information, and services provided through the Websites (together with the Websites, the “Services”).

This Privacy Policy also explains our commitment to you with respect to our use and disclosure of required non-personal browsing and site usage data that Ontropos collects as the provider of the Services. That commitment is contained in a “Data Usage Policy,” below.

As used in this policy, “personal information” means information that would allow a party to identify you such as, for example, your name, address or location, telephone number, or email address.

By accessing or using any of the Services, you are accepting and agreeing to the practices described in this Privacy Policy.

Our Principles

Ontropos is committed to handling responsibly the information and data we collect about you through our Services, whether personal information or non-personal browsing and site usage data. We have designed our Privacy Policy and our Data Usage Policy consistent with the following principles (the “Principles”):

1.   Privacy policies and data collection and use policies should be human readable, comprehensive, and easy to locate;

2.   Only the minimum amount of information reasonably necessary to provide you with services should be collected and maintained, and only for so long as reasonably needed or required;

3.   Information you provide through our Services, or that we gather as a result of your use of our Services, should not be used for marketing or advertising purposes, nor should it be provided voluntarily (without your permission) to anyone else unless required; and

4.   If Ontropos is required to provide a third party with your personal information (whether by subpoena or otherwise), then provided we have collected and retained an email address for you, Ontropos will use reasonable means to notify you promptly of that event, unless prohibited by law or Ontropos is otherwise advised not to notify you on the advice of legal counsel.

 

Personal Information Ontropos Collects

We may collect personal information through our Services, including without limitation:

·       when you create an account with us;

·       when you join and use the Ontropos network;

·       when you purchase services;

·       in connection with your selection of one of our applications available on our market place;

·       when you provide us with your personal information such as by sending an email to us or signing up to receive updates from Ontropos;

·       when you subscribe to one of our email discussion lists; and

·       when you provide personal information in connection with your participation in any of the forums we may make available through our Services.

 

What Ontropos Does with Personal Information

Use of Services. Ontropos collects and stores personal data as part of the account creation process, during job submission and execution, and at other times during the use of the web based interface, API, and offline. Also, Ontropos performs website usage analysis based on anonymized usage data (through Google Analytics and other tools).  Additional, per-user analysis may also be performed based on specific interactions with the web based interface, API, or other interfaces to Ontropos. Ontropos uses cookies as part of the web based interface, and to track user preferences and sessions over time.

Emails and Newsletters. We use the personal information you provide to us when you send us emails or sign up to receive updates from Ontropos in order to respond to your request – for example, to reply to your email or to send you communications about Ontropos news and campaigns.

Participating in Our Community

Registered Users. When you register (any such person, a “Registered User”) to obtain a user account on the Ontropos web site, you may be asked to provide personal information to create your account and establish a password and profile. We encourage you to use an alias or nickname if you are not comfortable providing your legal name. The name or nickname you provide in connection with your account may be used to attribute you in connection with any content you submit to any Service. We also use that personal information to establish and maintain your account, to provide you with the features we provide Registered Users, and to email you regarding changes to this policy or other applicable policies. If you sign up to receive updates from Ontropos when you create your account, we will use your personal information to send you communications about Ontropos news and campaigns.

Any other personal information that we may collect which is not described specifically in this Privacy Policy will only be collected and used in accordance with the Principles.

Disclosures of Personal Information

In general, it is not Ontropos’ practice to disclose personal information to third parties. We may share your personal information in two instances:

First, Ontropos may share personal information with our contractors and service providers in order to maintain, enhance, or add to the functionality of the Services.

Second, we may disclose your personal information to third parties in a good faith belief that such disclosure is reasonably necessary to (a) take action regarding suspected illegal activities; (b) enforce or apply our Terms of Use and Privacy Policy; (c) comply with legal process, such as a search warrant, subpoena, statute, or court order; or (d) protect our rights, reputation, and property, or that of our users, affiliates, or the public.

If Ontropos is required to provide a third party with your personal information (whether by subpoena or otherwise), then provided we have collected and retained an email address for you, Ontropos will use reasonable means to notify you promptly of that event, unless prohibited by law or if Ontropos is otherwise advised not to notify you on the advice of legal counsel.

Security of Personal Information Collected via the Services

Ontropos employs a number of procedures and technologies to keep your data safe from unauthorized access, tampering, and loss.  We aim to continually improve our processes and use new technologies where appropriate.  Today, Ontropos uses a combination of SSL (secure sockets layer), SSH (secure shell), and container technology to ensure data security.

Ontropos has implemented reasonable measures to protect against unauthorized access to and unlawful interception or processing of personal information that Ontropos stores and controls. However, no website can fully eliminate security risks. Third parties may circumvent our security measures to unlawfully intercept or access transmissions or private communications. We will post a reasonably prominent notice to the Websites if any such security breach occurs.

Limitations on use

Ontropos will only process and use your personal data for purposes related to the Ontropos web based interface, API, and other Ontropos powered interfaces, and will not share data with third parties, with the exceptions mentioned below.

 

Ontropos provides so-called “compute gateway” services to institutions.  As part of our agreements with those institutions, user data relating to jobs, applications used, and data files may be accessible to said institutions.  For example, if a user submits a job (an application plus a data set) to a cluster provided by ACME Clusters, ACME Clusters will have visibility into that submission, and possibly the data, depending on the application configuration and whether encryption has been employed as part of the work flow.

Data Usage Policy: Non Personal Browsing and Site Usage Information

Our Data Usage Policy covers how we maintain and use information about you that is collected by our Services, including when you log into a website using your Ontropos ID.

Non Personal Browsing Information We Collect

When you use the Services, our servers (which may be hosted by third party service providers and/or other members of the Ontropos network) may collect information indirectly and automatically (through, for example, the use of your “IP address”) about your activities while visiting the Websites and information about the browser you are using. In addition, whenever you use your Ontropos ID to log into a website, our servers (which, again, may be hosted by third party service providers and/or other members of the Ontropos network) keep a log of the websites you visit and when you visit them.

No Linking

We do not intentionally link browsing information or information from our Ontropos server logs to the personal information you submit to us. We use this information for internal purposes only, such as to help understand how the Services are being used, to improve our Services, and for systems administration purposes. Ontropos may use a third party analytics provider to help us collect and analyze non personal browsing information through operation of our Services for those same purposes.

No Selling or Sharing

Except in the unique situations identified in this Privacy Policy, Ontropos does not sell or otherwise voluntarily provide the non-personal browsing information we collect about you or your website usage to third parties.

No Retention

Ontropos discards non personal browsing information from our server logs once we have used the information for the limited purposes noted above, under “No Linking.”

Notice

If Ontropos is required to provide a third party with your non personal browsing information (whether by subpoena or otherwise), then Ontropos will use reasonable means to notify you promptly of that event, unless Ontropos is prohibited by law from doing so or is otherwise advised not to notify you on the advice of legal counsel.

Any other non-personal information that we collect which is not described specifically in this Privacy Policy will only be collected and used in accordance with the Principles.

Accessing your data

Ontropos will, on request, confirm if data about you is stored with us, and if so, what that data is.  There is no guarantee of data accuracy however, and we will correct or delete your information on request.  The easiest way to do this is through your account profile page on the web based interface.

Reorganization or Spin-Offs

Ontropos may transfer some or all of your personal and/or non-personal browsing information to a third party as a result of a reorganization, spin-off, or similar transaction. Upon such transfer, the acquirer’s privacy policy will apply. In such event, Ontropos will use reasonable efforts to notify you and to ensure that at the time of the transaction the acquirer’s privacy policy complies with the Principles.

Children

The Services are not directed at children under the age of 13. Consistent with the federal Children’s Online Privacy Protection Act of 1998 (COPPA), we will never knowingly request personal information from anyone under the age of 13 without requiring parental consent. Our Terms of Use specifically prohibit anyone using our Services from submitting any personally identifiable information about persons under 13 years of age. Any person who provides their personal information to Ontropos through the Services represents that they are 13 years of age or older.

Third-Party Sites

The Services may include links to other websites. You should consult the respective privacy policies of these third-party sites. This Privacy Policy does not apply to, and we cannot control the activities of, such other websites.

Special Note to International Users

The Services are hosted in the United States and various other countries where Ontropos providers are located. Please note that your personal data may be located on servers in the United States and/or those other countries. By providing your personal data you consent to the use of your personal data for the uses identified above in accordance with the Privacy Policy.

Changes and Updates to this Privacy Policy

We may occasionally update this Privacy Policy. When we do, we will also revise the Effective Date below. We encourage you to periodically review this Privacy Policy to stay informed about how we are protecting the personal information we collect. Your continued use of the Services constitutes your agreement to this Privacy Policy and any updates.

Questions?

If you have questions about this Privacy Policy, please contact us by email at support@ontropos.com .

Effective Date: 2016-10-24 (October 24, 2016).