RocheMartin - Data Protection and Security Policy

RocheMartin is committed to ensuring the confidentiality and privacy of our customers' personal information. We are guided by the General Data Protection Regulation (GDPR) (EU) 2016/679. This Data Protection and Security Policy below describes the principles and practices that apply to the Personal Information (defined below) that we collect and hold from individuals online or offline (visitor or you), such as individuals who browse through our Site (defined below), register on the Site, use the services provided on the Site, interact with the Site, communicate with us through telephone, email, text or other means, participate in our interviews, surveys or promotions, or read or receive our newsletters. We can ensure that we have endeavored to meet the requirements of GDPR compliance to the best of our knowledge to protect the security of your Personal Information. We will only use and disclose your personal information for the primary purposes of our business when you have given express consent to do so.

Definitions

In this Privacy and Security Policy, the following terms are defined as set out in this section: Assessment means an ECR Self, ECR 360, ECR Selection and ESi questionnaires and SmartCoach Modules that are completed by a customer or candidate in view of the preparation of a Report or to provide information about, or to, a Candidate, Customer or Test Administrator. Candidate means an individual who takes, will take, or has taken, an Assessment or completed a SmartCoach Module. RocheMartin’s proprietary methodology means RocheMartin’s proprietary scoring methods and algorithms, together with the research, know-how and training that has been developed by RocheMartin as pertaining to the products and services licensed by RocheMartin. Customer means an individual, business or other entity that purchases RocheMartin’s Products or Services, including, without limitation: (a) an individual or business that purchases books, manuals or other materials sold by RocheMartin; (b) an individual or business that purchases online ECR and ESi Assessment services and Assessment Reports; (c) an individual or business that purchases online SmartCoach modules (d) a Test Administrator (or employer of Test Administrator) who has a contractual relationship with RocheMartin; and (e) an entity with which RocheMartin has a contractual relationship to provide other Products or Services. Personal Information means any information, or an opinion about an identified individual, or an individual who is reasonably identifiable, whether that information is true or not and whether recorded in material form or not. This includes: name, email address, mailing address, telephone number, billing information, account information, and other information incidental to providing or receiving Products or Services. Products or Services means the Products or Services promoted, sold or available for sale from the RocheMartin Website or through the RocheMartin administration site, the EQ Store. Report means an analysis of the scoring and responses provided in connection with an ECR or ESi assessments, that is developed using the RocheMartin proprietary methodology. Site means any of the following websites (or any other websites that RocheMartin may develop or have developed from time to time): www.rochemartin.com, www.rochemartingroup.com,www.eqsummit.com Test Administrator means an individual who has been trained in the RocheMartin methodology or otherwise qualified to review Assessments using the RocheMartin Proprietary Methodology, and who administers Assessments to Candidates, analyses the scores and Reports generated by RocheMartin from these Assessments, interprets these scores and Reports using the RocheMartin Proprietary Methodology and, at the Test Administrator’s discretion, provides these scores and reports to Assessments Takers.

Consent

By using the Site and/or submitting Personal Information to us, you consent to the practices described in this Privacy Policy and on the Site and agree that we may collect, use, disclose, store, transmit, or process such Personal Information in accordance with this Privacy Policy or as required by law. By providing your Personal Information to us, you acknowledge and agree that: You are responsible for providing accurate and complete information when completing an assessment. You agree to use and access the website in a manner that will not disrupt, corrupt, or otherwise damage the website. Accordingly, this website shall not be used in a manner that is prohibited by law. Use of this website is subject to your compliance with all applicable laws and regulations in your location. If you register or create an account – If you register or create an account on the Site, we require that you fill out a form to register as a purchaser or Customer (as applicable). We collect your name, contact information and other information, and may ask you for other optional information that helps us serve you better. If you purchase a Product or Service – If you purchase a Product or Service, we collect your contact information as necessary to fulfill the order (such as name, address, shipping information, email address or telephone number) and optional information if you provide it. If you purchase a Product or Service for delivery to, or use by, another person, we collect your Personal Information as the person initiating the purchase, as well as Personal Information about that other person (such as name, shipping address, telephone number or email address) as necessary to fulfill the order. By providing another person’s Personal Information, you represent that you have that person’s permission to do so. If you pay for a Product or Service online – When you make a purchase online, we do not collect payment information ourselves. Instead, you are redirected to our payment processor’s website, which collects directly your payment information. RocheMartin only receives a notice of the receipt of the payment, a confirmation number (for verification purposes), the name and contact information of the recipient of the Product or Service, and the name and contact information of the cardholder if different from the name of the person receiving the Product or Service. If you pay for a Product or Service over the phone or by fax – If we take an order over the phone or by fax, we collect the payment information directly from the person placing the order, transfer it to the payment card processor, and, after receiving confirmation of the payment from the payment card processor, we retain this payment information in a secured location, with restricted access, and in accordance with our internal record retention policy. If you complete an Assessment - if a Candidate completes an Assessment at the direction of a Customer (such as at the direction of an employer or Test Administrator), whether online or offline, we collect the Candidate’s unique identifier, the name the Candidate provides to us and in some cases, the Candidates gender. The Candidate also has the option to provide demographic information such as highest level of education attained or occupation. We collect the responses provided to the questions in the Assessment. If a Candidate completes an Assessment on his or her own initiative (i.e., outside the scope of a relationship with a Customer) using our online service, we collect the Candidate’s contact information, and in some cases, gender. The Candidate also has the option to provide demographic information such as highest level of education attained or occupation. We collect the response provided to the questions in the Assessment. In this case, we know the identity of the Candidate and that of the person who paid for the Assessment, if applicable. If you participate in a survey – If you choose to participate in one of our surveys, we may collect Personal Information such as your name, email address (to avoid duplicate responses), as well as any other Personal Information that you may provide in your survey responses. If you sign up to receive a RocheMartin newsletter and/or other marketing collateral – If you sign up to receive a RocheMartin newsletter and/or other marketing collateral, we may collect information on the open rate of the newsletter, and whether a specific individual has clicked on a link contained in a particular issue of our newsletter. If you are a Customer or other business contact – If you are a Customer or other business contact, or if you are an employee or agent of a Customer or business contact, we may collect your email address, telephone, contact information and correspondence in the regular course of our interaction with you. If you participate in our blogs or forums, or if you write to us – We may collect the Personal Information that you provide in your correspondence and communications with us, or through your participation in surveys, blogs and forums. If you interact with third parties regarding our Products or Services – We may receive Personal Information about you from third parties, such as from Customers, RocheMartin distributors, Test Administrators, Test Administrators’ employers, websites where we advertise, business partners and service providers. Some of this information pertains to a specific individual; other information can only be linked to an access point or a device. If you become certified or qualified in our Products or Services – If you become certified or otherwise qualified in one or more of our Products or Services, we collect information regarding the details of your certification or qualification, such as your name, the instruments in which you are certified/qualified, the date of your certification/qualification, and the current status of your certification/qualification.

How we use personal information

We use Personal Information in order to provide and enhance the Products or Services that we offer, as explained below: To facilitate the use of the Site – We may use the Session Data to ease navigation through the Site, to enhance navigation (such as to determine the language of the country where the visitor is located), keep track of the shopping cart or keep track of login name and password in order to avoid requesting identity information when the visitor moves from page to page, and in general, to enhance the quality of our Site and the content provided on the Site. In connection with Assessments – We use the responses to an Assessment to score the Assessment and prepare the related Report about the Assessment Taker. The Report is delivered to our Customer. We retain a copy of your responses and the related Report in accordance with ours.

How We Retain Personal Information

To provide our Products or Services – The Personal Information collected from purchase order forms is used to send orders to our Customers. The limited payment information that we receive from our payment processors is used to verify that a Product or Service has been paid for. If you purchase a Product or Service in relation to which we act as an agent for a third party, we will send the information you provide to us to that third party. The third parties for whom we act as agent are not subject to this Privacy Policy. We recommend that you read the privacy policies and statements that are posted on the relevant third parties' websites to understand their procedures for collecting, using, storing and disclosing Personal Information. For research purposes – We may use aggregated session data to better understand how our Site is navigated, how many visitors arrive at specific pages, which pages or content attract more viewers, the length and frequency of stays at our Site, the different types of searches of our Site content and databases, the types of browsers and computer operating systems that our visitors use, and the IP addresses from which visitors connect to our Site, in order to improve our Site and enhance our content. We may use IP addresses to gather broad demographic information – This information is not associated with any individual and is therefore anonymous. The IP addresses are then disposed of in accordance with our record retention policy. For maintenance purposes – We may use IP addresses and session data to diagnose problems with our server and to administer our Site. For marketing purposes – Once we have obtained your explicit consent we may use email addresses or other contact information to send mailings, newsletters and other marketing collateral regarding product information and releases. We may use your telephone number to contact you for marketing purposes. We may use pixel tags to monitor the open rate of our communications. This helps us understand the effectiveness of the communications that we send. For survey analysis – The information that we collect through our surveys (including surveys administered by our related companies and other publishers) is not used other than to garner survey results and statistical analysis.

To Whom We Disclose Personal Information

From time to time, we may disclose Personal Information to someone other than the individual who provided this information, as follows: Assessments Reports – RocheMartin provides its Certified Customers with the information that they need to properly counsel or advise their clients, customers, and employees, as applicable. If you are taking an Assessment at the direction of one of our Certified Customers, that Certified Customer will receive from RocheMartin a Report on the Assessment that you took, so that he or she may properly counsel or advise you or provide you with other services. The public – If you are or become certified or qualified as a Test Administrator for our Products or Services, we may share information regarding your certification, such as your name, the instruments in which you are certified/qualified, the date of your certification/qualification, its scope, and the current status of your certification/qualification, with the public, and you hereby authorise us to do so. Foreign distributors – RocheMartin may provide its distributors in foreign markets (including in Australia, UAE, Hong Kong, India, Sweden, and Ireland) with a list of Certified Customers (including name and contact information) or prospective Certified Customers residing in that distributor’s RocheMartin approved area of distribution. RocheMartin will do so only when it reasonably believes that providing such information will permit it to improve the service to RocheMartin Certified Customers or prospective Certified Customers in that distributor’s area, and only when the distributor’s use of such information is in accordance with this privacy policy in general. Public forums – RocheMartin may offer publicly accessible blogs or community forums. Any Personal Information that you provide on these blogs or forums may be read, collected and used by others who access them. Service providers – We may engage certain third parties to perform functions and provide services to us, including, without limitation, customer relationship management, contract management, shipment, order fulfillment, payment credit card processing, mass mailing, hosting and maintenance, database storage and management, business analytics, fraud prevention, direct marketing campaigns and survey administration. To defend or enforce our rights – RocheMartin may use Personal Information to protect itself or to protect the Site, to respond to a breach of its terms and conditions, to prevent fraudulent activity, or where it is necessary to pursue available remedies. If a Customer neglects to pay amounts due and owing to RocheMartin, RocheMartin may send that RocheMartin customer’s name, contact information, and account information to a third party service provider for collection of overdue payments. Co-marketing – If we collaborate with other companies to offer you additional products or services (e.g. book publishers), we will ask for your consent to share Personal Information that is necessary for these other companies to provide the products or services that you have requested. This Privacy Policy does not cover the use of your Personal Information by these companies. We encourage you to read a company’s privacy policy before providing consent to access any of its products or services. Related companies – We may disclose any Personal Information we collect to our related companies or may store or process Personal Information using systems which are shared with our related companies. Merger, acquisition or bankruptcy – If any or all of the RocheMartin assets are acquired by, or merged with those of another entity, or in the unlikely event of a bankruptcy, we may disclose, share or transfer some or all of our users’ Personal Information to or with this entity in preparation of the transaction, as part of the due diligence, or after the transaction has been consummated, so that the successor entity can continue providing services to our users. If the recipient of the Personal Information has personal information practices that do not meet the substance of this Privacy Policy, you will be given the opportunity to exercise your rights with respect to your Personal Information. Law enforcement and litigation – Certain federal, state, local, overseas or other government regulations may require that we disclose information that we hold. In such cases, we will use reasonable efforts to disclose only the Personal Information required under applicable law, such as in response to a facially valid court order, warrant or subpoena issued or made by a court, person or body. We may use or disclose Personal Information: (i) if we believe in good faith that a law, regulation, rule or guideline requires it; (ii) to a person who needs the information because of an emergency that threatens the life, health or security of an identified group or person; or (iii in other circumstances where we are permitted to do so by law. Aggregated data – Other than as stated above, if RocheMartin provides a third party with Personal Information, it will be in the form of aggregated data and used for product development, research or statistical analysis. Aggregated data is created from records that are stripped of all personal identifiers, such as a combination of thousands of answers to survey questions and instrument responses.

Cookies and other tracking technologies

A cookie is a small text file that a website sends to a visitor’s browser and that sends back information each time the visitor makes a request from the website. A cookie contains a unique identification number that identifies the visitor’s browser, but not necessarily the visitor. Cookies can be accepted, rejected or identified by configuring your browser’s preferences. Pixel tags or clear gifs are tiny graphics with a unique identifier that are embedded invisibly on a webpage and are used to track a visitor’s movements on a website. We do not tie the information gathered by clear gifs to Personal Information. You can learn more about cookies by visiting www.allaboutcookies.org or http://networkadvertising.org. Cookies and pixel tags are used to help recognise a returning visitor, and to help customise the visitor’s online experience. Unless a visitor specifically informs us of his/her identity (e.g. by registering with us), we will not know who the individual visitor is. Our third party advertising partners may employ pixel tags that help us better manage content on our Site by informing us what content is effective.

How We Retain Personal Information

We retain scored item responses and the related Report associated with the user ID or transaction number that our Customers provided us in accordance with our internal record retention policy and for at least five (5) years from the date when an Assessment Taker undertook an Assessment. Thereafter, we retain the scored item responses and Report in an anonymised format for as long as the information is needed for our research, statistical analysis or product development. RocheMartin will not be able to identify an individual from the records who is identified only with a transaction number provided by our Customer, because RocheMartin does not have access to the information in the Customer’s custody that would allow identifying the individual who completed a particular Assessment.

How We Protect Personal Information

Security – We follow generally accepted industry standards such as GDPR to protect personal information, during transmission and once we receive it. We use administrative, physical, and technical measures designed to protect it from unauthorised access, loss, misuse, disclosure, alteration or destruction. Encryption - Any data collected by RocheMartin for the purposes of assessments and on-line coaching is protected by encryption. This means we keep data in an unreadable state unless a user or process presents the appropriate key. In accordance with GDPR, this simple control method restricts data processing only for authorized use, and restricts the amount of time that you are identifiable by your data. Our data is encrypted at rest and in transit. Encryption prevents unauthorized data manipulation; limits data access to authorized users, and monitors key usage to ensures that the data cannot be changed without authorization. RocheMartin’s use of encryption together with our access controls provides users to have confidence in their data’s integrity. Transit – When we need to transfer information out of our firewall, we use encryption methods to protect your data while in transit through the internet. We use encryption and a comprehensive authentication protocol to provide reasonable security. Therefore, while we use the highest standards commercially available to protect your personal information, no method of transmission over the internet or method can ever guarantee its absolute security. Identity theft – Identity theft and the practice currently known as 'phishing' are of great concern to us. For more information about protecting yourself from these practices, you can visit http://www.ftc.gov/bcp/edu/pubs/consumer/alerts/alt127.shtm. Please understand that you also have a responsibility in protecting your information. The only time when a RocheMartin associate may contact you (via electronic communication, postal mail, telephone, etc.) about your credit card or payment information is in connection with a transaction that you have initiated. Otherwise, no one from RocheMartin is permitted to contact anyone to request your credit card information, national identification number, or other identifier or sensitive information in a non-secure or unsolicited email or telephone communication.

Data Accuracy

We will exercise reasonable efforts to keep your Personal Information accurate. However, we need your help in making sure that your Personal Information is correct in our systems. Please notify us of changes to information that you have previously provided by contacting us as indicated in the Contact Us section (below).

Your rights

Right of access, modification – In general, you have the right to access your Personal Information and to correct or update the Personal Information that you have provided to RocheMartin. If you wish to do so, please contact us with proof of identity, as provided in the Contact Us section (below). You can expect a response to your request within 20 business days. If you are an Assessment Taker and you wish to have access to a copy of your responses to an Assessment or a copy of the Assessment Report that RocheMartin prepared from the evaluation of your responses, please contact the Test Administrator who is managing your specific Assessment. If you wish to have access to the Assessment Report that RocheMartin prepared about a third party, for example, if you paid for a third party to take an Assessment, please contact the Test Administrator who is managing the specific Assessment. Right to be forgotten – If you wish to cancel your account or request that we no longer use your information to provide you services, please contact us with proof of identity, as provided in the Contact Us section (below). We will accommodate your request to the extent practicable, and to the extent that it does not otherwise conflict any of our other obligations. We reserve the right to retain and use your information as necessary to comply with our legal obligations, resolve disputes and enforce our agreements. Right to opt-out of the use of your Personal Information – You may unsubscribe from receiving a newsletter by contacting us as set out in the Contact Us section (below) or clicking on the unsubscribe link provided in the newsletter. If you wish to opt-out of direct marketing communications you can always do so by contacting us as set out in the Contact Us section (below). In some cases, we may not be able to remove your Personal Information, in which case we will let you know this and explain why. Right to Block Cookies – You have the right to block cookies and pixel tags. Most browsers automatically accept cookies. You can instruct your browser, by editing its options, to stop accepting cookies, or prompt you before accepting a cookie from the Site that you visit. If you decide not to accept our cookies, you will be able to access those parts of our Site that are available to the general public, but you will not be able to access most of our Products or Services.

Complaints and Disputes

If you have questions or complaints regarding our privacy policy or practices, you should first contact RocheMartin as indicated in the Contact Us section (below). We will respond to you within a reasonable period of time and will attempt to resolve all complaints promptly. If we are unable to satisfactorily resolve your concerns about the privacy or handling of your Personal Information, you can contact the UK’s Information Commissioners Office (https://ico.org.uk/global/contact-us/) or if you are in Australia you can contact  the Office of the Australian Information Commissioner (https://www.oaic.gov.au/about-us/contact-us)

Changes to this Privacy Policy

From time to time we will revise and change this Privacy Policy. If we make material changes, we will place a prominent notice on the Site or will send you a notice to the email address that you provided to us.

Contact Us

If you have any questions or complaints about (i) this Privacy Policy, (ii) the collection, use, management, or disclosure of your Personal Information, or (iii) accessing or modifying your Personal Information please contact us as indicated below. We will attempt to respond to your questions or concerns promptly after we receive them. By email: contact@rochemartin.com By phone: UK +44 (0)20 3019 7944 By Mail: UK: Central Working Paddington, 2 Kingdom St London, W2 6BD Australia: 1 Emerald St, South Melbourne, Vic 3205, Australia

 

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