Legal Terms and Conditions
TERMS OF SERVICE
Welcome to weconvene.com, a website and online service owned and operated by WeConvene Limited, L6, Cheong Sun Tower, 118 Wing Lok St, Sheung Wan, Hong Kong S.A.R. (“WeConvene” “we,” or “us”). This document explains the terms by which you may use our service. By accessing or using the WeConvene web based application provided through or in connection with the service, including through a mobile device (“Service”), you signify that you have read, understood, and agree to be bound by this Terms of Service Agreement(“Agreement”), whether or not you are a registered user of our Service.
The terms governing our agreement with companies or individuals that have contracted for a paid Service (“Subscription customers”) are set forth in the WeConvene Service Subscription Agreement or in a separate agreement (collectively, “Subscription Terms”), but all users of the Service (whether of the free Service or a paid Service) must agree to these terms as well.
We reserve the right to amend this Agreement at any time and without notice. If we do this, we will post the amended Agreement on our website and indicate at the top of the page the date the Agreement was last revised.
Your continued use of the Service after any such changes constitutes your acceptance of the revised Terms of Service. If you do not agree to any of these terms or any future Terms of Service, do not use or access (or continue to access) the Service. This Agreement applies to all visitors, users, and others who access the Service (“Users”).
USE OF THE SERVICE
WeConvene provides a place for institutional investors (“Buy Side Users”) to view, search, book and manage their corporate access interactions, schedules and associated data with investment banks, brokers, and other creators of investment-related meetings (“Sell Side Users”) and their corporate counterparties in real time.
WeConvene grants you permission to use the Service as set forth in this Agreement, provided that: (i) you will not copy, distribute, or disclose any part of the Service in any medium; (ii) you will not alter or modify any part of the Service other than as may be reasonably necessary to use the Service for its intended purpose; (iii) you will not use the Service to advertise, negotiate or solicit offers or sales of securities, futures or other financial transactions and (iv) you will otherwise comply with the terms and conditions of this Agreement. You will need to register with WeConvene and create a “User” account. Your account gives you access to the services and functionality that we may establish and maintain from time to time and in our sole discretion. You may never use another User’s account without that User’s permission. When creating your account, you must provide accurate and complete information. You are solely responsible for the activity that occurs on your account, you must keep your account password secure and you must log out of each session after you are finished using the Service. You must notify WeConvene immediately of any breach of security or unauthorized use of your account. WeConvene will not be liable for your losses, including claims, actions, demands, liabilities, charges, debts, expenses (including, but not limited to, attorney’s fees), damages and costs, and including any consequential or indirect losses, economic losses or loss of profits, or loss of data (“Loss” or “Losses”), caused by any unauthorized use of your account; you shall be liable for the losses of WeConvene or others due to such unauthorized use.
By providing WeConvene your email address you consent to our using the email address to send you Service-related notices, including any notices required by law, in lieu of communication by postal mail.
You may use your preferences and notifications settings to opt out of many Service-related communications. We may also use your email address to send you other messages, including changes to features of the Service and special offers. We will provide you with the choice when the Service is first established as to whether you want to receive these communications. If at a later time you decide that you want to change your settings to receive or not receive such email messages, you may opt out or opt in by changing the preferences in your Notifications Settings.
Opting out may prevent you from receiving email messages regarding updates, improvements, or offers. Certain Subscription Users have negotiated further modifications to the emails we may send you. You agree not to use or launch any automated system, including without limitation, “robots,” “spiders,” “offline readers,” etc., that accesses the Service in a manner that sends more request messages to the WeConvene servers than a human can reasonably produce in the same period of time by using a conventional on-line web browser. You agree not to collect or harvest any personally identifiable information, including account names, from the Service nor to use the communication systems provided by the Service for any commercial solicitation purposes.
You agree not to use any portion of the Service as a destination linked from any unsolicited bulk messages or unsolicited commercial messages.
WeConvene may permanently or temporarily terminate, suspend, or otherwise refuse to permit your access to the Service without notice and liability, if, in WeConvene’s sole determination, you violate any term of the Agreement, including the following prohibited actions: (i) attempting to interfere with, compromise the system integrity or security of, or decipher any transmissions to or from, the servers running the Service; (ii) taking any action that imposes, or may impose at our sole discretion an unreasonable or disproportionately large load on our infrastructure; (iii) uploading invalid data, viruses, worms, or other software agents through the Service; (iv) impersonating another person or otherwise misrepresenting your affiliation with a person or entity, conducting fraud or hiding or attempting to hide your identity; (v) interfering with the proper working of the Service; or, (vi) bypassing the measures we may use to prevent or restrict access to the Service, including, but not limited to, registering for the Service with a non-network based email address. If your access is terminated, suspended other otherwise altered for any reason, you continue to be bound by this Agreement.
WeConvene reserves the right to offer alternative and/or additional Services to certain administrative users, including administrators of Subscription Users, which may not be offered to general Users. You acknowledge that WeConvene may charge a fee for the use of any Services, provided that WeConvene notifies you of any such fee before you incur it, and that such fee-based use shall be subject to the Fees and Payments clause below. If you learn that a User is not authorized to be a member of any User account or is otherwise violating this Agreement, we encourage you to email firstname.lastname@example.org and notify us. You agree you will not accuse any User of being unauthorized or of violating this Agreement unless you have actual knowledge.
FEES AND PAYMENTS
Any fees applicable to your use of the Service ("Fees") shall be available on a separate order form or other document provided by us to you. The price stated for the Service excludes all taxes and charges, unless stated otherwise. You shall be responsible for any taxes and for all other charges incidental to using the Services (for example, data charges and currency exchange settlements). You agree to pay the Fees in the currency quoted for your account. WeConvene reserves the right to change the quoted currency at any time. Unless otherwise indicated on a separate order form, all Fees associated with your Use of the Service shall be are due in full upon commencement thereof. Failure to pay such Fees will result in suspension or termination of the Service.
We will notify you in advance, either through the Service or to the email address associated with your User account, if any Fees are to be modified. If your User account is already in effect for a specified amount of time, the Fees applicable at the start of that period shall remain in force for that duration of time; thereafter, your use of the Service will be charged at the then-current price. If your Service is on a period basis (for example, monthly) with no specific length, we shall notify you of any price change at least thirty (30) days in advance. If you do not agree to such changes, you may email us at email@example.com to cancel the Service. If you cancel, your Service ends at the end of your current Service period or payment period. If you fail to cancel in accordance with these Terms, we will automatically renew the Service at the then-current price and for the same subscription period, as applicable.
Should you upgrade your Service, any corresponding Fee increase shall be due and payable upon implementation of such upgrade and, as applicable, prorated over the remaining fixed period of duration of Use of the Service. Should you downgrade your Service, no refunds or credits, pro-rated or otherwise, shall be provided to you. Downgrading your Service may cause loss of content, features, or capacity of the Service as available to you, and WeConvene does not accept any liability for such loss.
If you pay by credit card or certain other payment instruments, the Service provides an interface for the User to change credit card information (e.g. upon card renewal). The User will receive a receipt upon each payment made by the WeConvene payment. You hereby authorize WeConvene to bill your credit card or other payment instrument in advance on a periodic basis in accordance with the terms of your Service until termination thereof, and you further agree to pay any Fees so incurred. WeConvene uses a third-party intermediary to manage credit card processing and this intermediary is not permitted to store, retain or use your billing information except to process your credit card information for WeConvene.
In either case, WeConvene does not have, nor does it claim, any ownership rights in any User Content. In addition, you should note that if you are no longer an eligible member of a multiple-User Subscription account (e.g., you cease to be employed by the relevant company that owns or controls the account), your access to all User Content you uploaded may be terminated, regardless of whether the network has an Account Administrator. Once a User is removed from an account, the content of that User remains on the Application and is the sole property of the company which administers that account.
By utilizing the Service, you agree to have the domain portion of your email address (“@companydomain.com”) and/or the company name represented by such domain portion of your email address, listed on the WeConvene website in a directory listing (“Directory”). The purpose of the directory is solely to enable other Users to find and connect with you or your company. The directory is only shown to other Users and is not available without logging into WeConvene; however, please note that Users may be based in, and accessing your contact email information from, any country of the world. Customers (as defined below) who do not want to be included in such a Directory may send a written request to firstname.lastname@example.org to remove their company name from the Directory.
You agree that any User Content that you post does not and will not defame WeConvene or any third party, violate third-party rights of any kind, including without limitation any Intellectual Property Rights (as defined below) and rights of publicity, confidentiality and privacy. You understand that publishing any User Content on the Service is not a substitute for registering it with any other copyright or trademark rights organization. For the purposes of this Agreement, “Intellectual Property Rights” means all intellectual property rights, including, but not limited to, patent rights, copyright rights, mask work rights, moral rights, rights of publicity, trademark, trade dress and service mark rights, goodwill, trade secret rights, domain names, rights in circuit layouts and other intellectual property rights, whether or not such rights are registered or capable or being registered, as may now exist or hereafter come into existence, and all applications therefore and registrations, renewals and extensions thereof, under the laws of any state, country, territory or other jurisdiction. WeConvene takes no responsibility and assumes no liability for any User Content that you or any other Users or third parties post or send over the Service. You understand and agree that any Loss of any kind that occurs as a result of the use of any User Content that you send, upload, download, stream, post, transmit, display, or otherwise make available or access through your use of the Service, is solely your responsibility. You are solely responsible for obtaining all third party rights and permissions required for you to send, upload or otherwise make available User Content through the Service. WeConvene is not responsible for any public display or misuse of your User Content. WeConvene reserves the right to remove any User Content at any time for any reason. You understand and acknowledge that you may be exposed to User Content that is inaccurate, offensive, indecent, or objectionable, and you agree that WeConvene shall not be liable for any Loss you allege to or actually incur as a result of such User Content. You are solely responsible for your interactions with other WeConvene Users. We reserve the right, but have no obligation, to monitor disputes between you and other Users. If you consider that any User Content infringes upon your legal rights, you may notify us of your complaint by email to email@example.com and we shall take such reasonable action as we deem necessary.
Each User account may have one or more individuals who are responsible for overseeing the use of, and monitoring the content posted by Users (the “Account Administrator”). From time to time, Users may be asked to confirm their account via an email message containing a hyperlink to the User’s account email address. If such account is not reconfirmed, the account is removed. Once a User is removed from an account, the content of that User remains on the WeConvene and is the sole property of the company/entity which administers that account.
Users should follow their particular company’s policies, guidelines, and procedures concerning the Content they post to the Service. Users may delete their own User Content, so long as they are a member of that account. Account Administrators may delete the User Content of one or more Users of their account.
Account Administrators have the ability to invite, setup, remove and suspend Users from the account. Account Administrators also have the ability to unlock or reset lost passwords for Users that are part of the account. Each Account Administrator must ensure that a copy of this Agreement and the Privacy Statement is provided to each potential User on the account administered by that Account Administrator before that User is invited to use the Service.
Account Administrators must satisfy themselves that each potential User has fully read and understood this Agreement and the Privacy Statement and must not provide WeConvene with any personal details, including contact details or photographs, relating to any individual without first obtaining that individual’s explicit consent to this provision of their details and/or photograph to WeConvene for the purposes outlined herein or in the terms of the Privacy Statement
Subject to the terms and conditions of this Agreement, you are hereby granted a non-exclusive, limited, personal license to use the Service. WeConvene reserves all rights not expressly granted herein in the Service and the WeConvene Content (as defined below). Unless WeConvene has agreed otherwise with respect to a paid Subscription account, WeConvene may terminate this license at any time for any reason or no reason.
OUR PROPRIETARY RIGHTS
Except for your User Content, the Service and its materials, including, without limitation, software, images, text, graphics, illustrations, logos, patents, trademarks, service marks, copyrights, photographs, audio, videos and music (“WeConvene Content”), and all Intellectual Property Rights related thereto, are the exclusive property of WeConvene and its licensors. Except as explicitly provided herein, nothing in this Agreement shall be deemed to create a license in or under any such Intellectual Property Rights, and you agree not to sell, license, rent, modify, distribute, copy, reproduce, transmit, publicly display, publicly perform, publish, adapt, edit or create derivative works from any materials or content accessible on the Service. Use of the WeConvene Content or any other materials on the Service for any purpose not expressly permitted by this Agreement is strictly prohibited.
You may choose, or we may invite you, to submit comments or ideas about the Service, including, without limitation, about how to improve the Service or our products (“Enhancements”). By submitting any Enhancements, you agree that your disclosure is gratuitous, unsolicited and without restriction and will not place WeConvene under any fiduciary or other obligation, that we are free to disclose the Enhancements on a non-confidential basis to anyone or otherwise use and profit from the Enhancements in any manner we consider appropriate, in each case without any compensation to you. You acknowledge that, by acceptance of your Enhancement submission, WeConvene does not waive any rights to use similar or related Enhancements previously known to WeConvene, or developed by its employees, or obtained from sources other than you.
This Service is intended solely for professional users from recognised financial institutions, institutional investment firms and corporations. Any registration, use or access to the Service by anyone that does not fit the definition of a “professional user” (being a person who accesses the services solely for use in connection with a commercial enterprise, business, or individual investment-related purpose and not for one’s own private or personal use) is unauthorized, unlicensed, and in violation of this Agreement. WeConvene may terminate your account, delete any content or information that you have posted on the Service, and/or prohibit you from using or accessing the Service (or any portion, aspect or feature of the Service) for any reason, at any time in its sole discretion, with or without notice, including without limitation if it believes that you are not a professional user. WeConvene may also ask you to verify your information in investigating whether you qualify as a professional user.
You also acknowledge that the proper functioning of the Service requires that some User contact details (in accordance with the privacy settings on your personal profile) be published on our Directory which is accessible to other Users of the Service. Users may be based in, and access your details from, anywhere in the world, and if you do not consent to such access you should not use the Service.
We have implemented certain technical and organizational measures, internal controls, and information security routines intended to secure your personal information and User Content from accidental loss, destruction or alteration; unauthorized disclosure or access and unlawful destruction. Details are available at www.weconvene.com. However, we cannot guarantee that unauthorized third parties will never be able to defeat those measures or use your personal information and User Content for improper purposes. You acknowledge that you provide your personal information at your own risk.
ADDITIONAL REPRESENTATIONS AND WARRANTIES
You shall be solely responsible for your own User Content and the consequences of posting or publishing it. In connection with User Content, you affirm, represent and warrant, in addition to the other representations and warranties in this Agreement, the following:
- You are at least 18 years of age and you are a professional user, and are fully able and competent to enter into the terms, conditions, obligations, affirmations, representations, and warranties set forth in this Agreement, and to abide by and comply with this Agreement.
- You have the written consent of each and every identifiable natural person in your account to use such person’s name, likeness and other personal information and other data and materials (as applicable) in the manner contemplated by the Service and this Agreement, and each such person has released you from any liability that may arise in relation to such use.
- Your User Content and WeConvene’s use thereof as contemplated by this Agreement and the Service will not infringe any rights of any third party, including but not limited to any Intellectual Property Rights, privacy rights, confidentiality rights and rights of publicity and you have obtained all required permissions and licenses from third parties.
- You have the full power and authority to enter into this Agreement and to the extent that any entity is bound hereby, to bind such entity, this Agreement and performance of obligations under this Agreement do not and will not violate any other agreement to which you or such entity is a party and this Agreement constitutes a legal, valid and binding obligation of you or any such entity.
THIRD-PARTY WEBSITES, ADVERTISERS OR SERVICES
WeConvene may contain links to third-party content and websites or services that are not owned or controlled by WeConvene. WeConvene has no control over, assumes no responsibility for, and does not endorse the accuracy or completeness of, the content, privacy policies, or practices of any third party websites or services. Such content, policies and practices are likely to include information that has not been devised, verified or tested by WeConvene or its officers, employees or agents. WeConvene does not guarantee that the information, or the provision of the links to you, do not infringe third party rights. Access to and use of such websites and services may be subject to applicable terms and conditions.
You agree to defend, indemnify and hold harmless WeConvene and its subsidiaries, agents, managers, and other affiliated companies, and their employees, contractors, agents, officers and directors, from and against any and all Loss arising from: (i) your use of and access to the Service, including any data or work transmitted or received by you, or any data or work provided by you to WeConvene for transmission or reception on your behalf; (ii) your violation of any term of this Agreement, including without limitation, your breach of any of the representations and warranties above; (iii) your violation of any third party right, including without limitation any right of privacy, confidentiality or publicity or Intellectual Property Rights; (iv) your violation of any law, rule or regulation of Hong Kong or any other country; (v) any claim or damages that arise as a result of any of your User Content or any that are submitted via your account; or(vi) any other party’s access and use of the Service with your unique username, password or other appropriate security code.
Weconvene does not warrant, endorse, guarantee, or assume responsibility for any product or service advertised or offered by a third party through the weconvene service or through any hyperlinked website or service and weconvene will not be a party to, or in any way monitor, any transaction between you and third-party providers of products or services.
LIMITATION OF LIABILITY
To the maximum extent permitted by applicable law, in no event shall weconvene, its affiliates, directors, employees, suppliers, contractors or its licensors be liable for any direct, indirect, punitive, incidental, special, consequential, economic or exemplary damages, including without limitation damages for loss of profits, goodwill, use, data or other intangible losses, that result from the use of, or inability to use, this service. under no circumstances will weconvene be responsible for any damage, loss or injury resulting from hacking, tampering or other unauthorized access or use of the service or your account or the information contained therein. to the maximum extent permitted by applicable law and without limiting any other term of this agreement, weconvene assumes no liability or responsibility for any:
- Errors, mistakes, or inaccuracies of content
- Personal injury or property damage, of any nature whatsoever, resulting from your access to, and use of, our service
- Any unauthorized access to, or use of, our secure servers and/or any and all personal information stored therein
- Any interruption or cessation of transmission to or from the service
- Any bugs, viruses, trojan horses, or the like that may be transmitted to or through our service by any third party
- Any errors or omissions in any content or for any loss or damage incurred as a result of the use of any content posted, emailed, transmitted, or otherwise made available through the service
- User content or the defamatory, offensive, or illegal conduct of any third party.
In no event shall weconvene, its affiliates, directors, employees, suppliers, contractors or licensors be liable to you for any claims, proceedings, liabilities, obligations, damages, losses, expenses or costs in an amount exceeding the amount you paid to weconvene hereunder. this limitation of liability section applies whether the alleged liability is based on contract, tort, negligence, strict liability, or any other basis, even if weconvene has been advised of the possibility of such damage. the foregoing limitation of liability shall apply to the fullest extent permitted by law in each applicable jurisdiction.
If weconvene’s liability for a breach of a right or term implied by a law in a relevant jurisdiction (whether by statute or otherwise) is capable of exclusion, it is hereby limited to the maximum extent that is permitted by applicable law.
However, if weconvene’s liability in relation to any matter relating to or arising in connection with the service is capable of limitation (but not exclusion or limitation to the extent contemplated by this agreement), it is hereby limited to the maximum extent that is permitted by applicable law.
Certain Subscription Terms may provide slightly different rights to the parties thereto, but any such Subscription Terms do not change the rules applicable to Users covered by the foregoing. The Service is controlled and operated from its Data Centres and facilities in Hong Kong, the United Kingdom and the United States of America. WeConvene makes no representations that the Service is appropriate or available for use in other locations. Those who access or use the Service from other jurisdictions do so at their own volition and are entirely responsible for compliance with local law, including but not limited to export and import regulations. Unless otherwise explicitly stated, all materials found on the Service are solely directed to individuals, companies, or other entities located in Hong Kong.
This Agreement, and any rights and licenses granted and obligations created hereunder, may not be transferred, assigned or novated by you. WeConvene may transfer, assign, novate or otherwise deal with any of its rights and obligations under this Agreement without restriction.
Governing Law. You agree that: (i) the Service shall be deemed solely based in Hong Kong and (ii) the Service shall be deemed a passive one that does not give rise to personal jurisdiction over WeConvene, either specific or general, in jurisdictions other than Hong Kong. This Agreement is governed by the law in force in Hong Kong S.A.R. You submit to the exclusive jurisdiction of the courts of Hong Kong S.A.R. in respect of any claim or dispute between you and WeConvene arising from or in connection with this Agreement or from the Service. However, you agree that WeConvene may institute proceedings in the courts of the place of your domicile or any other jurisdiction it considers appropriate. You waive any right you have to object to an action being brought in those courts including, for example, by claiming that the action has been brought in an inconvenient forum or that those courts do not have jurisdiction
Notification Procedures. WeConvene may provide notifications, whether such notifications are required by law or are for marketing or other business related purposes, to you via email notice, written or hardcopy notice, or through conspicuous posting of such notice on our website, as determined by WeConvene in our sole discretion. WeConvene reserves the right to determine the form and means of providing notifications to our Users, provided that you may opt out of certain means of notifications described in this Agreement.
Entire Agreement/Severability. This Agreement, together with any other legal notices and agreements published by WeConvene via the Service, shall constitute the entire agreement between you and WeConvene concerning the Service (although the owner of the account may also have agreed to be bound by the Subscription Terms). If any provision of this Agreement is deemed invalid by a court of competent jurisdiction, the invalidity of such provision shall not affect the validity of the remaining provisions of this Agreement, which shall remain in full force and effect.
No waiver of any term of this Agreement shall be deemed a further or continuing waiver of such term or any other term, and WeConvene’s failure to assert any right or provision under this Agreement shall not constitute a waiver of such right or provision.
WeConvene does not, by reason of its giving approval or consent in relation to any matter, make or give any warranty or representation as to any circumstances relating to the subject matter of the consent or approval.
The rights and remedies of WeConvene under this Agreement (or otherwise in relation to the Service) may be exercised even if it involves a conflict of duty or any person has a personal interest in their exercise.
The indemnities in this Agreement are continuing obligations, independent from the other obligations of the parties under this Agreement and continue after this Agreement ceases to have effect. It is not necessary for a party to incur expense or make payment before enforcing a right of indemnity under this Agreement.
In this Agreement, unless the contrary intention appears:
- The singular includes the plural and vice versa
- Headings are for convenience only and do not affect their interpretation
- A reference to a “person” includes an individual, a partnership, a body corporate, an unincorporated association, a government, a state, an agency of a state and a trust
- A reference to any person includes that person’s executors, administrators, successors, substitutes (including by novation) and assigns and this Agreement binds those persons
- The words “including”, “such as” or “for example” when introducing an example does not limit the meaning of words to which the example relates to that example or examples of a similar kind
- The word “law” includes common law, principles of equity, and laws and regulations enacted by the legislature of the relevant jurisdiction (including consolidations, amendments, re-enactments or replacements of any of them)
- A reference to a document includes any variation or replacement of it and any reference to any details set out in a document (for example, limits or fees) is a reference to those details as varied in accordance with this Agreement or as otherwise agreed
- Anything includes any part of it.
Please Contact us at firstname.lastname@example.org with any questions regarding this Agreement.
WeConvene is committed to protecting user privacy. This Privacy Statement applies to the data provided to and collected by WeConvene Group (“WeConvene”, “we” or “us”), L6, Cheong Sun Tower, 118 Wing Lok St, Sheung Wan, Hong Kong S.A.R. through use of the WeConvene services (the “Service” or “Services”).
Your WeConvene user profile is the profile you or your organization establishes for using the Services. A company or organization may elect not to invite or provide access to its WeConvene account to users with email addresses not belonging to such company or organization’s email domain(s). For purposes of this Privacy Statement, a “WeConvene User Account” is a WeConvene account comprising only one individual user of the WeConvene Services and a “WeConvene Subscription Account” is a WeConvene account comprising one or more employees or members of a single organization that has either been established as such or that has been upgraded from a WeConvene User Account (either may be referred hereafter as a “WeConvene Account”). As applicable, an organization may upgrade its WeConvene User Account to a WeConvene Subscription Account at any time, subject to WeConvene’s consent.
Companies or organizations with a WeConvene Subscription Account will have administrative control of that account and, will be able to view the data and activities of individual users thereon. With respect to a WeConvene User Account, references to “you” or “your” in this Privacy Statement refer to the individual user of the Services. With respect to a WeConvene Subscription Account, references to “you” or “your” in this Privacy Statement refer to the organization that is our customer or subscriber. Individual users of a WeConvene Subscription Account should direct privacy related inquiries to the organization that provides them access to the Services.
“User Data” is all data, including text, sound, software or image files that you provide, or are provided on your behalf, to WeConvene through your use of the Services. We make no claim of ownership in your User Data. Except as provided in this Privacy Statement or described in your agreements, we only use User Data to provide and enhance the Services we provide to you such as, but not limited to, corporate access targeting, customization and suggestions. We do not share your User Data with any third parties except in the very limited circumstances described in the “Sharing Your Information” section below.
Without being provided with certain User Data, WeConvene will not be able to provide you with the Services.
“Contact Data” includes name, address, phone number, photograph, profile information, professional information, email address, title, time zone and other personal data and contact information that we may collect through your administration of the Services and use of the Services by you and others. Please note that, where we collect your Contact Data from your corporate Account Administrator (defined as one or more individuals who are responsible for overseeing the use of, and monitoring the content posted by, account users) your login and use of the WeConvene Subscription Account shall constitute your consent to such collection. If you have any concerns in this regard, please notify your Account Administrator immediately. You may also contact us at email@example.com to discuss any concerns. Contact Data you provide as part of your WeConvene profile may be available to other users of your WeConvene Account and is collected for the purpose of providing you with the Services and ensuring that the Services provide users with meaningful and useful information.
Without your Contact Data we will not be able to provide you with the Services. The collaborative features of WeConvene work more optimally the more people actively communicate and share in their WeConvene Account. For this reason, the Service encourages users to send invitations and connection requests to others who are, or are not yet, on WeConvene. If you choose to provide us with email addresses or other Contact Data of people inside or outside your organization, we will use that information to enable you and other users to invite those people to join the appropriate WeConvene Account. In providing us with this third-party Contact Data you warrant that you have consent to do so and that, where applicable, the individual(s) or companies concerned is/are not registered with any communications preference service which would prevent us from contacting them via the type of Contact Data you have provided. We may also suggest contacts with which you may want to connect or add to your WeConvene Account. If you choose to connect with them or add them to your WeConvene Account, we will send them an invitation to connect with you or join your WeConvene Account by sending an email or connection request on your behalf which may include your name and other profile information. In addition, WeConvene uses Contact Data to complete the transactions you request, administer your account, improve the Services and detect and prevent fraud. We may also use Contact Data to contact you to provide information about new subscriptions, billing, and important updates about the Services, including information about security or other technical issues. We may also contact you regarding third-party inquiries as described in this Privacy Statement or your agreement(s). If you are a verified Account Administrator for the Service, you may not be able to unsubscribe from some of these communications, given their importance to the ongoing maintenance of the WeConvene Account.
Subject to your contact preferences, we may also use Contact Data to contact you regarding information and offers about the Service, other products and services or to request your feedback. If you do not wish to receive these communications, please indicate your preference by using the relevant check box when establishing your WeConvene Account. Please see preferences within your WeConvene account for information on how to subsequently opt-in or opt-out of relevant notifications and configure other notification preferences.
We may use statistical data, analytics, trends and usage information derived from your use of the Services (“usage data”). Usage data includes, for example, aggregated quantitative information about active users, activity, topics, and groups, and individual log data, such as your Internet Protocol (IP) address and location, the date and time the Services were used, information about browser configuration and plugins, language preferences and cookie data. We may also collect information about the devices accessing the Services, including type of device, device operating system and settings, application IDs, unique device identifiers and crash data. Some ways we use the usage data include operating, improving and personalizing the Services and our offerings, as well as other WeConvene products and services. Except to provide reports to you or others in your organization, we do not disclose usage data in a way that is identifiable to your organization or individual users in your WeConvene Account.
“Support Data” is the information we collect when you submit a support request including information about hardware, software, and other details related to the support incident, such as: contactor authentication information, chat session personalization, information about the condition of the computer and the application when the fault occurred and during diagnostics, system and registry data about software installations and hardware configurations, and error-tracking files.
Support may be provided through phone, e-mail, or online chat. We may use Remote Assisted Access (“RAA”), with your permission, to temporarily navigate your desktop. Phone conversations, online chat sessions, or RAA sessions with support professionals may be recorded and/or monitored with your consent. For online chat or RAA, you may end a session at any time of your choosing.
We use Support Data in the same way as we use your information, as described in this Privacy Statement. Additionally, we use it to resolve your support incident and for training purposes. Following a support incident, we may send you a survey about your experience and offerings. You must opt out of support surveys separately from other communications provided by WeConvene, by contacting WeConvene’s support services or through the support e-mail footer.
To review and edit your personal information collected through our support services, and for any other inquiries regarding our support services, please contact us at DataRequest@weconvene.com.
SHARING YOUR INFORMATION
We will not disclose User Data or Contact Data (collectively, “your information”) outside of WeConvene or its controlled subsidiaries and affiliates except as you direct, or as described in your agreement(s) with WeConvene or this Privacy Statement.
We will never share any of your information with advertisers, but WeConvene shall have the right to use the names and company logos of organizations and institutional subscribers in general lists of customers and may refer to such entities as users of the Services in WeConvene’s own advertising and marketing materials. We occasionally contract with other companies to provide services (such as customer support, data management, and technical infrastructure services) on our behalf; a complete list of such companies within the Subprocessor section below.
Weconvene uses certain sub processors to assist it in providing to its customers the services as described in the T&C. A subprocessor is a third-party data processor engaged by Weconvene who has or potentially will have access to or process Customer Content (which may contain Personal Data).
|Subprocessor||Country of Processing||Purpose||Link|
|Intercom||USA||Customer engagement tool||https://www.intercom.com|
|Mandrill / MailChimp||USA||Email provider||https://www.mailchimp.com|
|Mix Panel||USA||Product Analytics||https://mixpanel.com/|
|Rackspace||HK||Our hosting partner||https://www.rackspace.com/|
We may provide these companies with access to your information where necessary for their engagement. These companies are required to maintain the same level of confidentiality as WeConvene and are prohibited from using it for any purpose other than that for which they are engaged by WeConvene. As part of their engagement, they will be required to enter into confidentiality and non-disclosure agreements.
We will not disclose your information to a third party (including law enforcement, other government entity, or civil litigant; excluding our subcontractors) except as you direct or unless otherwise required by applicable law. Should a third party contact WeConvene with a request for your information, we will attempt to redirect the third party to request such information directly from you. As part of that process, we may provide your basic contact information to the third party. If legally compelled to disclose your information to a third party, we will use commercially reasonable efforts to notify you in advance of a disclosure unless legally prohibited.
We will not substantively respond to data protection and privacy requests in respect of your information without your prior written consent, unless required by applicable law. Please note that the Services may include links to or allow you to install third-party or other WeConvene products and services of which such privacy practices may differ from that of the Services. Your use of such products or services, and any information you provide to a third party, is governed by their privacy statements. We encourage you to carefully review these other privacy statements.
We reserve the right to disclose your personal information to relevant third parties in connection with:
- WeConvene selling or buying any business
- The acquisition or proposed acquisition of WeConvene or a material part of its assets or business
- Any agreement, collaboration or joint venture with any third party to improve the Services or generally done or concluded in the reasonable conduct of WeConvene's business.
ACCESSING, CORRECTING AND DELETING YOUR INFORMATION
You may access, correct or delete User Data or Contact Data you have provided to us by using the tools within the Services (for example, editing your profile information on the Service) or by contacting us at DataRequest@weconvene.com. Changes you make to your information on the Service take immediate effect on your WeConvene Account, but data will be retained in secure storage for a limited period afterward as part of our standard data backup process.
WeConvene has implemented and will maintain certain technical and organizational measures, internal controls and information security routines intended to protect your information against accidental loss, destruction or alteration, unauthorized disclosure or access, or unlawful destruction. For more information about the security measures we take, please see www.weconvene.com. However, given the nature of communications and information processing technology, WeConvene cannot guarantee that your information, during transmission through the Internet or while stored on our systems, will be absolutely safe from intrusion.
DATA LOCATION AND INTERNATIONAL TRANSFERS
Your Services’ data may be transferred to, stored and processed in any other country where WeConvene or its affiliates, subsidiaries or service providers maintain facilities. If you are situated within the European Economic Area, this may involve the transfer of your personal data to Hong Kong and other countries outside the European Economic Area, within which the level of data protection provided may be lower than the level provided within the European Economic Area. WeConvene’s privacy policies, however, meet current German and European standards and are applied globally. WeConvene is also taking steps to ensure compliance with the E.U. General Data Protection Regulation (GDPR), which goes into effect on May 25, 2018. To learn more about WeConvene’s GDPR readiness, please see www.weconvene.com/legal#gdpr.
Your information will be treated securely at all times in accordance with this Privacy Statement.
CHANGES TO THIS PRIVACY STATEMENT
We will occasionally update this Privacy Statement to reflect customer feedback, changes in our Services, and updates to applicable data privacy laws and regulations. When we post changes to this statement, we will revise the “last updated” date at the top of the statement. If there are material changes to this Privacy Statement or to how WeConvene will use your information, you will be notified by either posting a notice of such changes on the WeConvene website before such changes take effect or by direct notification. We encourage you to periodically review this Privacy Statement to learn how WeConvene is protecting your information.
ACCESS TO PERSONAL INFORMATION
You may undertake the following in respect of your information, as protected by applicable law:
- Be informed of the kinds of personal information held by WeConvene
- Ascertain whether WeConvene holds personal information about you
- Access your personal information
- Require WeConvene to correct any personal information of yours which is inaccurate
- Find out about WeConvene’s policies and practices in relation to your personal information
- Request WeConvene to delete your personal information.
If you wish to request access to and/or correct your information held by us, please do so in writing. Our contact details are set out in “How to contact us” below.
If you request WeConvene to delete your personal information, please note that the deletion of your data will prevent you from using the Services.
To the extent permitted by applicable law, WeConvene may charge a reasonable fee for the processing of any request to access personal information.
HOW TO CONTACT US
WeConvene welcomes your comments. If you have questions about WeConvene’s privacy and security commitments, or if you have other technical or other customer support questions, please contact us at firstname.lastname@example.org or for changes or deletion of your data, at DataRequest@weconvene.com. Alternatively, you may contact us by mail:
All connections to WeConvene are secured via SSL/TLS. All connection attempts to weconvene.com are redirected to HTTPS automatically.
WeConvene strongly believes in secure development best practices that implement and consider security reviews throughout our design, prototyping, and testing and deployment cycle.
CUSTOMER DATA PROTECTION
All data is classified as strictly confidential and treated as such, subject to the terms of our agreement(s) with you and the WeConvene Privacy Statement. Access to information is strictly controlled throughout the entire organisation. We make extensive use of encryption, firewalls and sophisticated networking tools to ensure data leaks do not occur via inbound/outbound traffic.
STRICT SEPARATION BETWEEN APPLICATION AND DATA
WeConvene’s web application servers are physically and logically separated from servers that store customer data.
HARDENED OPERATING SYSTEM
WeConvene runs on hardened Windows servers. Externally exposed critical patches are addressed within 24 hours.
DATA CENTRE SECURITY
WeConvene’s offsite SSAE16 SOC1/SOC2/SOC3 data centres provide 24/7/365 video surveillance, biometric based locks, strict personnel access controls, and detailed visitor entry logs.
INTERNAL AND THIRD PARTY TESTING
WeConvene routinely runs internal and external vulnerability scans and penetration tests. Third party firms are utilized to perform regular in-depth security reviews.
User data is backed up multiple times a day and protected with encryption on disk.
All user data, account data, usage statistics and content is backed up, archived and stored at a secure location for a minimum period of 7 years [or such shorter period as is reasonable to the extent that it comprises such personal data].
WeConvene’s offices are secured by biometric access controls and have a round-the-clock physical security surveillance on the premises every day of the year.
ADDITIONAL TOOLS FOR SECURITY AND CONTROL USER PROVISIONING
WeConvene administration tools enable system Administrators to control user access, permissions and remove users permanently.
Users may choose to restrict access to a specified IP range so that the user’s network is only accessible at designated physical locations or through the user organization’s VPN.
The EU General Data Protection Regulation (“GDPR”) is a new comprehensive data protection law that goes into effect on May 25, 2018. It will replace the current EU Data Protection Directive in the territory to strengthen the protection of personal data and privacy rights of individuals, and serve as a single set of rules to govern the processing and retention of EU data. This applies not only to entities within the EU, but extends to any organization that stores or processes “personal identifiable data” of EU citizens. The regulation identifies three pertinent entities:
- Data Subjects – Individual living persons whose personal data is collected
- Data Processors – Organizations tasked with processing the information collected
- Data Controllers – Any organization or individual that determines the purpose and manner of data processing
PRIVACY AND SECURITY
WeConvene operates both as a Data Controller and Data Processor by way of different services offered. We have thoroughly reviewed and updated our security and data management processes to ensure compliance with the GDPR when it becomes enforceable in May 2018. In addition to existing safeguards and processes, we are employing additional encryption processes for all data transmissions and are addressing specific guidelines mandated by the new rules.
DATA DELETION AND EXPORT CAPABILITY
The GDPR will enable Data Subjects to better control who stores their data. WeConvene already provides data export functionality and the ability to delete customer data via request to our support team. However, we will be streamlining such data deletion and export processes, including updates to our user preferences page. This will help keep our institutional clients GDPR compliant, ensuring only data for identified Data Subjects is processed.
In addition to storing limited quantities of data in-house, we also engage a limited set of third-party vendors to provide services such as customer support, data management, and technical infrastructure work on our behalf. Part of the WeConvene readiness plan is to ensure that each such vendor which stores or processes personal data of our Data Subjects is also GDPR-compliant. Our vendors have undergone a thorough privacy and security review by WeConvene’s security team, such that we are confident all such data is protected by robust security programs and appropriate security certifications.
WeConvene welcomes the upcoming EU legislation and recognizes the importance of protecting all personal data, regardless of whether subject to GDPR governance or otherwise. We will maintain strict security and encryption measures via routine audits of our internal systems and continue working with our vendors, institutional customers and individual users to ensure we provide a secure service at all times. Please do not hesitate to contact us for any queries regarding WeConvene’s ongoing commitment to personal data privacy and protection.