Privacy Policy

Effective Date: 15 July 2020

Foreword

Wrench solutions (P) Ltd (WSPL) is committed to protect private/personal information it gathers from customers, employees, vendors and all other agencies for rendering various services. When people work with WSPL, it’s products or web sites, a number of private/personal information is required to be provided for offering various services. However, by not providing such information, users may opt not to avail such services but may consume the rest.
This document defines the policy that binds WSPL in handing private/personal data transparently so that the person who is providing such information is aware of the purpose and of its management.

This document defines the policy that binds WSPL in handing private/personal data transparently so that the person who is providing such information is aware of the purpose and of its management.

Policy Principles

Private/personal information means any information that identifies or a collection of which can be used to identify, contact or locate the person to whom such information pertains. The private/personal information collected and maintained by WSPL will be in accordance to the Privacy Policy in effect from time to time. WSPL reserves the right to amend the Privacy Policy from time to time at its sole discretion. If WSPL sells assets (or the assets of a division or subsidiary) to another entity, or WSPL (or a division or subsidiary) is acquired by or merged with another entity, WSPL may provide to such entity the private/personal information that is related to that part of our business that was sold to or merged with the other entity without the information owner’s consent.

WSPL systems may necessitate colleting private/personal information as described below. Information collected may be stored, processed or used anywhere in the world as WSPL has distributed information systems in many countries. All who entrust any information with WSPL acknowledge that in certain countries or with respect to certain activities, the collection, transferring, storage and processing of the information may be undertaken by trusted vendors of WSPL.

Unless expressly provided to the contrary, any private/personal information provided to a third party (which includes without limitation a customer of Wrench) will be subject to the privacy policy of such third party.

Information collected

WSPL Products and services

Appendix C of this document describes the various private/personal data collected by the SmartProject® suite of products during its use. The product suite includes the business server, client applications in various platforms such as the web, mobile, desktop etc. as well as services that are attached such as notifications and email services. The intended purposes of collecting this data is as described in the user manuals of the respective products. Data retention shall be as per the policies of the organisations which are using the SmartProject® suite of products; as governed by the organisation’s SmartProject® administrators. Since the SmartProject® is used in accordance to the needs and policies of the customer organisations, WSPL has no ownership/responsibilities on such aspects. Facilities are available in SmartProject® to remove such personal information when required.

From employees of WSPL

During the enrollment process, details as described in appendix A of this document are collected from each employee. The purpose, retention period and method of maintenance are mentioned in appendix A.

From WSPL customers, vendors and associates

Private/personal information collected from customer/ service providers (other than collected by the WSPL products) will be handled as per terms in any applicable Nondisclosure Agreements (NDA).

WSPL Web sites

Information collected via the web sites are for the purpose of identifying the appropriate service to offer and to contact the person/organisation. Appendix B prescribes the list of such information collected. Information collected are maintained in the marketing database. Persons who provided such information gives consent to use the details for the said purpose. These can be purged by making a request in reply to any email communication sent by WSPL to the person who provided the information. When a request to purge this information is received, it will be purged and not used for further communications. However, it will remain as part of the older communications but will not be reused.

WSPL Support Systems

The customer support system collects private/personal information along with the support requirements for the purpose of contacting the person with requested support activities. The information includes the person’s name, company name, company region, email address, photograph, phone numbers and ‘linkedIn’ ID. When a person desires to stop using the support facilities, the person may send an email from the registered email address to the Wrench solutions support team. On receiving and confirming the request, all personally identifiable information will be removed from the support database so that no further communications will be sent out to such persons.

How the information collected are used by WSPL

Wrench Solutions uses the data we collect to provide you with better service and product experience. Both automated and manual (human) methods are involved in processing the data we collect. Our automated methods include data analytics supported by artificial intelligence, which can enable computers to perceive, learn, reason to solve problems in ways that are similar to what people do. To build and improve the accuracy of our data analytics, we manually compare the automated predictions against the underlying data from which the predictions were made.

This includes but not limited to:

Provide you with better insights

WSPL products may offer personalized data analytics reports to help people better manage their projects and documents. Also, to make appropriate product recommendations to you and customize it to your specific needs. To serve these purposes, we combine and transform data we collect from various contexts, to give you better experiences and for other legitimate purposes.

Communicate with you

In WSPL products, there are many notifications that can be consumed to handle projects efficiently. Such notifications are communicated via emails, phone or social media. Information collected from the web sites will be used for activities such as communicating with you about our products/ services and any promotional offers. WSPL may Send advertisements and marketing communications to you, which includes promotional communications, presenting you with relevant offers.

Provide to external agencies when bound by law

In scenarios where WSPL is instructed vide legal or federal orders, all or part of the private/personal information will be revealed to such agencies as necessitated by law.

Provide you with better services

WSPL runs continuous research on the data available to its products and web sites to create insights to improve general industry practices in project management and document management. When defects are to be fixed, such data may be used by the product support personnel to contact you for gathering more details.

Optimise our business.

We also use the data to optimise our business, which includes analysing our performance, developing our workforce skills and doing research.

Storing and Sharing of private/personal data

We share your personal data with your consent or as necessary to complete any transaction or provide the SmartProject® suite of products provisioned for your use. We share the content stored in SmartProject® with third parties when you perform various operations in SmartProject®. For example, when you work on documents, we send emails automatically, informing various stakeholders about the present work status. It is also possible to manage project correspondences in SmartProject®, which are sent via external email services to the intended recipients. During various operations you perform, we collect certain data, such as interaction data and diagnostic data to enable your organisation to manage the products.

We store personal data as well as all content managed by SmartProject® on cloud services you have chosen to deploy SmartProject®. It may also get stored on email servers and social media application servers that are integrated with SmartProject® for the purpose of communications.

We also share personal data with vendors or agents working on our behalf for the purposes described in this statement. For example, companies we’ve hired to provide customer service support or assist in protecting and securing our systems and services may need access to personal data to provide those functions. In such cases, these companies must abide by our data privacy and security requirements and are not allowed to use personal data they receive from us for any other purpose. We may also disclose personal data as part of a corporate transaction such as a merger or sale of assets.

We will retain, access, transfer and disclose personal data, including your content (such as correspondences and documents in SmartProject®), when deemed necessary in good faith for purposes listed below.

• Comply with statutory requirements or legal process. When data is revealed on such requests, we will inform customers about the data we have shared, unless it is prohibited by law.
• Security purposes of SmartProject®
• Protect the rights or property of Wrench Solutions (P) LTD.

SmartProject® can be integrated with other enterprise software applications. When data is shared with such external applications, use of the information shared will be in accordance to their privacy and security policies. SmartProject® user are advised to study applicable policies as necessary.

Privacy controls

Users of our products

Users of our products can access the private/personal information contained in the products using prescribed user controls and modify or remove as required. When users stop using our products, they can request to remove, all their private/personal data so that it will not be available for further use. However, any private/personal information the users have stored in any documents managed by the system will remain un altered until the user manually alter them individually as required or remove the documents. Also, any private/personal information that were part of email communications sent using WSPL products also will remain unaltered.

Employees of WSPL

Employees of WSPL when consummating the employment may request to remove all private/personal information from WSPL records by sending an email to the HR Manager. However, the private/personal information to be maintained for prescribed period as necessitated by law if any will remain unpurged.

Others

Customers/ Vendors when deciding to terminate WSPL services may request the corporate planning manager via email to remove any associated data from WSPL records. Such requests after servicing, will be intimated about the status. Contact details of such customers, once requested to be purged will not be used for any marketing or other communications in future.

Users of the web sites may send an email to the web administrator ([email protected]) to request removal of private/personal information they have provided. An email can be sent to the web administrator with the revised private/personal information to update it.

Protection of private/personal information

Except in the circumstances described in this Privacy Policy or except where WSPL deliberately decides to do so for its business purposes; WSPL will not provide private/personal information to other companies or organizations without the information owner’s consent.

WSPL shall use its best endeavor to ensure protection of private/personal information from risks related to leakage, falsification etc. which would affect privacy.

Everyone, before using any service/product offering from WSPL, must read and accept the terms in the acceptable use policy and this policy.

WSPL will use adequate control measures to safeguard the private/personal information on acquisition, usage, provision and ensure the same being followed by employees.

WSPL restricts the usage and sharing of private/personal information to a minimal level with third parties and ensure that the third parties treat the information with adequate security.

WSPL shall entrust the CISO as its Privacy Officer who will co-ordinate and act as the single point of contact for all matter related to Privacy of information it deals with.

Use of cookies

WSPL products and web sites use cookies to sign-in and authenticate, control security, store transactional information such as operation status, application performance counters and time zone details.

You can control the data stored by browser cookies and withdraw consent to cookies by using the browser-based cookie controls. Some of the facilities in our product and web sites depend on cookies. If you choose to block cookies, you cannot sign in or use such facilities. If you choose to delete cookies, any settings and preferences controlled by those cookies are deleted and will need to be recreated when required.

Authorisation Cookies

Authorisation cookies are used by our applications and web sited to control access to the application/ site. Most of the authorisation cookies expire as the session expire, while few are persisted as long as 2 weeks. For example a cookie named ‘LoginToken’ is persisted for 2 weeks while all others are removed on expiry of the session.

Authentication Cookies

WSPL products and web sited uses authentication cookies to control access to various facilities available in the products and web sites.

Preferences

The preference cookies such as ‘Lang’ help persist the choice of language of a user so that the application/ web site can be presented in the preferred language each time it is accessed. There are preference cookies that store the time zone as well. Also, certain user interfaces in our applications and the web site some of the data specified by the user so that user does not have to specify such details every time. Such details are also preserved in preference cookies. The preference cookies are persisted until manually cleared using prescribed browser controls.

 Session and Page state

Session and page state cookies help our application and web sites optimise the usage.  Some of these cookies may anonymously measure time spent on a page. The session state cookies are removed at the end of the session while the page state cookies are removed on closing the page. Among these, there are cookies used by Microsoft MVC as well such as ‘ASP.NET_SessionId’.

Third-party

SmartProject® application is integrated with third-part applications for extending its functionality. Autodesk ‘Forge’ viewer is one such application. This application use a cookie named ‘viewer-version-in-cookie’ to handle the viewer version. This cookie is marked for expiry in 2 days so that browser will automatically remove it.

Inquiries and Complaints

Any privacy related inquiries/ complaints shall be sent to the information security team vial the incident reporting system or via email to CISO ([email protected]).

 

Appendix A: Private/personal information collected from WSPL Employees

1. Name of the person

Name identifies a person uniquely in WSPL as well as legal registrations. The name used in WSPL HRMS system is persisted for up to seven years as legally necessitated. It may remain in any external agency registers such as the provident fund, even after the termination of employment with WSPL.

2. Date of Birth

The birth date used for computing the person’s age will be stored in WSPL HRMS system. Personal email address may be purged on request after the employee leaves the organisation. However, it will remain on documents that are to be maintained as per applicable laws. The request to purge may be sent to the HR team via email.

3. Email Address, Phone Number

The email address/ phone number are used for communicating with the person and stored in WSPL HRMS system. Personal email address may be purged on request after the employee leaves the organisation. The request to purge may be sent to the HR team via email

4. Photograph

Photograph is required in the WSPL HRMS system to visually identify the person. Photographs may be purged on request after the employee leaves the organisation. However, it will remain on documents that are to be maintained as per applicable laws. The request to purge may be sent to the HR team via email.

5. Bank account number

For remitting the salaries. The employee may continue to use the bank account even after the employment with Wrench Solutions. Maintenance of the same shall be at the sole discretion of the person.

6. Communication address

For sending items by post when required and for sharing with any federal agencies when required to be disclosed as per applicable law. The address may be purged on request after the employee leaves the organisation. However, it will remain on documents that are to be maintained as per applicable laws. The request to purge may be sent to the HR team via email.

7. Email/ voice mail Content

Contents of emails/ voice mails sent via official communication systems are available on the WSPL email servers any may undergo reviews/ analysis. The content belongs to Wrench Solutions and it will be used for appropriate business purposes as desired by the organisation.

8. Data in HR systems

Any data provided by employees on the HRMS will be accessible to the HR team and will undergo reviews and scrutiny when required. The Data may be purged on request after the employee leaves the organisation. However, it will remain on documents that are to be maintained as per applicable laws and office regulations. The request to purge may be sent to the HR team via email.

9. Surveillance Data

Images captured by the surveillance systems are maintained for pre-defined durations and such data will remain for the defined duration irrespective of the employee leaves he organization or not.

 Appendix B: Private/ personal information collected from Wrench Website (https://www.wrenchsp.com/)

1. Name of the person

Name is used for identifying a person and will be stored in the marketing database. The name may be used for communicating to the specific person for marketing purposes. Upon request from the specific person, this can be changed or removed. This can be changed or purged by making an email request in reply to any email communication sent by WSPL to the person who provided the information.

2. Email Address, Phone Number

The email address/ phone number are used for communicating with the person and stored in marketing database. This can be changed or purged by making an email request in reply to any email communication sent by WSPL to the person who provided the information.

3. Job Title, Company Name, Country

Job Title, Company Name, Country may be used for analysis of the specific person and preparing relevant matter for communication. This can be changed or purged by making an email request in reply to any email communication sent by WSPL to the person who provided the information.

4. Email/ voice mail Content

Contents of emails/ voice mails sent via official communication systems are available on the WSPL email servers any may undergo reviews/ analysis. The content belongs to Wrench Solutions and it will be used for appropriate business purposes as desired by the organization.

Appendix C: Private/ personal information collected by the SmartProject® product suite

1. Name and contact details

Your name, email address, postal address, phone number and other similar contact data.

2. Credentials

Passwords, password hints and similar security information used for authentication and account access.

3. Personal Preferences

Personal settings you have created, including your photograph

4. Demographic data

Data about you such as your country and preferred language.

5. Subscription and licensing data

Information about your subscriptions and licenses

6. Interactions and Logs

Data about your use of SmartProject®, such as operations you perform, error reports, reports of interest etc.

7. Device data

Data about your device such as IP address, device identifiers (such as the IMEI number for phones), regional and language settings.

8. Searches

The searches you opted to save.

9. Location data

Data about your device’s location

10. Custom Details

It is possible to customize SmartProject® to capture additional details, which are not part of the standard product. Your organization will have details about such custom details created as part of customizing SmartProject®.

11. Content

Content of your files and communications you input, upload, receive and control.