Portal privacy statement

1.1 Regnology operates a User Identity and Access Management system (in the following referred to as “UIAM system”), hosted on Amazon Web Services (AWS) infrastructure located in Frankfurt, Germany and Dublin, Ireland, and provides access to this system to Regnology employees as well as clients (and their employees or subcontractors) having a valid license or other type of services agreement with Regnology.  

1.2 For purpose of enabling and managing user access and permissions to all relevant systems and tools, Regnology collects the following personal information of employees and clients with a valid user account in the UIAM system: 

• First Name 
• Last Name 
• E-mail 
• Company 
• Company-related information (e.g. address, phone number(s), legal entity/entities, licensed product(s), etc.)  
• Login information 
• User access information 
• Activity data as per each connected system 
• Product Group (based on company’s product licenses) 
• Role (depending on function & permissions) 

1.3 You (as a user) have to accept this privacy policy within the creation process of your system account or ultimately at your first login to the system, before you are able to use the system. 
If you do not accept this privacy policy, you are not eligible to access the system. 

1.4 Any personal information will be deleted no later than 2 years after termination of a client’s contractual relationship. Regardless of the contractual relationship, you may request the deletion of your personal information and of your system account at any time (please also see section 6 below) 

2.1 When you visit our UIAM system, we collect information automatically about those visits. 

2.2 In particular, your browser automatically sends us certain Internet-related information, such as the Internet Protocol (IP) address of the computer you are using. 

2.3 Our authentication provider also collects information through the use of cookies only to align the session of your browser to your system user. 

Please see our provider’s privacy statement for information on the cookies used. 

For further information about cookies and how to control their use, please visit the following third party educational resources: www.allaboutcookies.org. 

3.1 We will only disclose personal information to (a) other group companies within Regnology, (b) clients that employ or engage you and have a valid license or other type of services agreement with Regnology,  and (c) government bodies and law enforcement agencies, successors in title to our business and suppliers we engage to process data on our behalf. In these circumstances we will share your personal information for purposes such as our legitimate business purposes and to comply with legal obligations. 

4.1 This Privacy Statement applies only to information collected by this system. 

4.2 This system may contain links to other sites that are not owned or administered by Regnology. Please be aware that Regnology is not responsible for the privacy practices of such other third party sites. We encourage you to read the privacy statements of every web site you visit. 

5.1 We maintain safeguards to protect against unauthorized disclosure, use, alteration, or destruction of the personal information you provide to us through the system. Please note, however, that perfect security does not exist on the Internet. Therefore, while we endeavor to protect your personal data, when data is transferred over the Internet it may potentially be accessed and used by unauthorized parties. 

6.1 We want to make sure that any information we hold on you is up to date and correct. You can request from Regnology information in particular pursuant to Art. 15 to 18, 21 GDPR, as to your personal data held by us as a controller, the purpose of the storage and obtain certain other information about how and why we process your personal data. Furthermore, and within the legal framework, you have the right to request for your personal data to be amended or rectified where it is inaccurate, the right to restrict our processing of your personal data and the right to obtain deletion of your personal data. If you have any requests concerning your personal information Regnology holds about you, to obtain a copy or any queries with regard to these practices please contact us at the contact listed below: 

Regnology Compliance Department
Compliance Officer
Theodorstraße 297
40472 Düsseldorf, Germany 

E-Mail: datasubject-request@regnology.net 

7.1 From time to time we may update this Privacy Statement. When we do so we will publish the changes on our system. You can determine when the Statement was revised by referring to the "Last Updated" date on the top of this Statement.  If you do not agree to these changes, please do not continue to use our system. If material changes are made to this Privacy Statement, we will notify you by placing a prominent notice on the system.