GDPR Privacy Policy (General)

The General Data Protection Regulation (GDPR) is an EU legislation that aims to give the residents of the EU more control over their data. Under this regulation, organizations that handle data of EU residents will have to comply with data and privacy rules.

Saropa Pty Ltd (“Saropa”, “us”, “we”, or “our”), legally based in Australia at the address Level 14, 309 Kent St, Sydney NSW 2000, is responsible for this privacy policy.

We understand your privacy is of critical importance. In this privacy policy you will find information about your rights with regard to your data and how you can make use of those rights. We also inform you on how cookies are collected, processed and stored and for what purposes this is done.

The privacy policy may at times be edited, because of legislative changes for example. It is therefore advised to consult this privacy policy periodically. This privacy policy has lastly been updated on 14 May 2021.

Personal Data That We Process

We will collect, store and process the information that you voluntarily provide to us when making use of our repository service for personal information (“Service”) or contacting us in any other way.

This includes personally identifiable information, like your name and contact information (“Personal Data”). The following Personal Data may be processed by Saropa:

  • your first and last name, address, email address and phone number;
  • the contact information that you provide about your emergency contact(s), like their name and phone number;
  • your date of birth;
  • your national identifying number (Social Security, National Insurance, PPS, etc.);
  • information about your physical appearance, like your eye colour, skin colour, weight and/or height;
  • information about your employment or education, like information about your salary or student identification number;
  • geo-tracking data;
  • any other Personal Data that you actively provide when contacting us or making use of the Service.

The Personal Data that is collected by making use of the Service includes data that is, by its nature, of particularly sensitive nature (“Sensitive Data”). We only collect such Sensitive Data when it is voluntarily provided by you and after you have given your explicit consent to us doing so, to better serve and meet your needs.

The Sensitive Data we may process includes:

  • information concerning your health and medical history;
  • genetic data;
  • data about your religious or other beliefs;
  • any other Sensitive Data that you actively provide when contacting us or making use of the Service.

We also may use software tools like Google Analytics, to measure and collect session information, like the length of your visit to our website and/or Service, page response times, page interaction information and methods used to browse away from the page.

In addition, we may collect the Internet protocol (IP) address used to connect your computer or mobile device to the Internet; as well as other connection information, like information about your (mobile) operating system, the type of Internet browser you use, unique device identifiers and other diagnostic data.

For what purpose and on what basis we process Personal Data

We use your Personal Data to provide you with the Service. We also use your Personal Data to give the contact persons you provided access to the Service during a crisis.

We may use your contact information to respond to your questions, inquiries or requests.

We may use software tools like Google Analytics to improve our Service and/or website and create a better user experience in order to serve your wishes and needs better, as well as to to diagnose and troubleshoot malfunctions.

We may also use Personal Data for marketing purposes, but only if you have previously indicated that you wish to receive such messages. If you no longer wish to receive such messages from us, you can contact us using the contact details provided at the end of this privacy statement.

We do not process your Personal Data for other purposes and only with your explicit consent or for the implementation of the agreement that we have entered into with you.

Sharing of personal data with third parties

Only if this is necessary for the delivery of the Service, will we share the information you provide to us with third parties. Any Personal Data that is processed by third parties is encrypted.

Our servers are located in a datacenter that is managed by a third party.

We make use of a hosting company that takes care of the hosting of the website and the platform on which the Service is provided.

We make sure Personal Data is only shared within Saropa or with third party service providers for the purpose of providing the Service to you. The data will not be shared or used by us for any other purposes.

We may use analytics such as the platform Google Analytics to compile aggregate data about the website and/or Service and site traffic an interactions in order to offer better site experiences and tools for future use. We further explain the cookies that are used for these purposes under ‘Cookies’ below.

When we provide your data to a third party, we ensure through an agreement that your data is not used for any other purposes and the third parties and they are not allowed to decrypt the Personal Data. In this agreement we also agree upon the fact that your data will be deleted as soon as it is no longer needed.

Other than that, we will not provide the information you provide to us to other parties, unless this is required by law.

How long we keep Personal Data

Your data will be stored by us for a longer period of time, but never longer than necessary for realizing the goal(s) for which the data was collected, unless we are required by law to keep your data longer than that.

Cookies

We use cookies and similar technologies ("cookies") to authenticate users, track the activity on our Service and/or website, to help us analyze how they are used and to improve them.

A cookie is a small text file that is stored on your computer, tablet or smartphone when you first visit our website and/or Service. The cookies we use are necessary for the technical operation of the website and Service and for your ease of use. They ensure that the Service and website work properly, identify you and, for example, remember your preferences. We also use cookies to aid in security measures used to protect user accounts. We may also use cookies to optimize our Service and website.

Below is described which cookies are used.

Functional cookies

Functional cookies are necessary for the functioning of the Service and website. Certain components of the Service and website cannot be used without these cookies. These cookies are used anonymously and therefore have little impact on your privacy.

Session cookies

With the help of a session cookie we can see which parts of the Service and website you have viewed during your visit. We can therefore adjust our Servic and website as much as possible to the surfing behaviour of our visitors. These cookies are automatically deleted as soon as you close your web browser.

Web Analytics Provider

A Web Analytics Provider (WAP), such as Google Analytics, collects (anonymous) data on visitor behaviour on the website. This way we can see how visitors navigate through the website. We use this information to optimize the operation and design of our website.

The WAP may provide this information to third parties if they are legally required to do so, or insofar as third parties process the information on Google's behalf. We have no influence on this. We have not allowed the use the analytics information obtained for any other services.

The information that a WAP collects is made anonymous as much as possible. Your IP address is explicitly not given. The information is transferred to and stored by Google on servers in the United States and other countries. We will only use a WAP that adheres to the Privacy Shield principles and is affiliated with the Privacy Shield program of the US Department of Commerce.

Prevent use of cookies

You can opt out of cookies by setting your internet browser so that it no longer stores cookies. In addition, you can also delete all information that were previously saved via the settings of your browser. It is possible that in that case you will not be able to use all functions of our website and/or Service anymore.

If you do not want your visitor behaviour to be recorded, you can download a plugin from Google that prevents this. For Microsoft Internet Explorer 11, Google Chrome, Mozilla Firefox, Apple Safari and Opera this plugin is available via: https://tools.google.com/dlpage/gaoptout. This setting then applies to all websites that you visit, not just our website.

Children under 16

We do not intend to collect data about visitors of the website who are younger than 16 years of age, unless they have permission from parents or guardians. Since we cannot check whether a visitor is older than 16, we advise parents and guardians to be involved in the online activities of their children, to prevent that data about children is being collected without parental consent. In the event that you are under the impression that we have collected personal information about a minor without parental permission, please contact us via our contact details at the bottom of this page. We will then remove this information.

How we protect Personal Data

As the provider of the Service we are aware that privacy and security is of special importance for our customers. We pay special attention to the security of all the information that is uploaded to the Service.

Saropa takes the protection of your data seriously and takes suitable and appropriate security measures to prevent abuse, loss, unauthorized access, unwanted disclosure and unauthorized changes.

Saropa uses an appropriate combination of administrative protocols, physical barriers and technology to help prevent unauthorised persons or intruders from gaining access to information.

We have acquired and will continue to update appropriate technology, such as “fire-walls” and encryption programmes to exclude unauthorized access, hacking and computer virus infection from Saropa’s computer system.

If you feel that your data is not properly protected or there are indications of abuse, please contact us via our contact details as stated at the bottom of this page.

View, modify or delete data

You have the right to access, correct and delete your Personal Data. In addition, you have the right to withdraw your possible consent for data processing or to object to the processing of your Personal Data by Saropa. You also have the right to data transferability. This means that you can submit a request to us to send the Personal Data that we hold about you in a computer file to you or another organization mentioned by you.

You can address such requests to the address at the bottom of this page. To ensure that the request has been made by you, we request that you send a copy of your proof of identity with the request, in which the passport photo, the numbers at the bottom of the passport, the identification number and social security number are made unreadable.

We will respond to your request as quickly as possible, in any case no later than within four weeks.

Questions and contact

For questions or remarks about the processing of your Personal Data or this privacy policy you can contact us via the following email address: gdpr.privacy@saropa.com.

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