Privacy Policy

General Privacy Notice

Your privacy is important to us and we, in Shiji Group, believe that privacy is good for business. We are therefore committed to protecting information about you (“Personal Data”) when you:

• Interact or use our Websites, for example when you request a demo or request information about our services including via the contact forms or telephone.
• Register and/or attend any of our events, webinars, or the conferences we organize (collectively “Events”).
• Requesting any marketing information, for example when you subscribe to our Newsletter.
• If you use any of our services, for example when you are our customer and submit a ticket to our support center.

Please read this information carefully.

How to Read This Notice

Please note that the aim of this Notice is to provide a common understanding of how your Personal Data is handled by us, regardless of the specific data controller within the Shiji Group. Therefore, whenever this Notice refers to “Shiji”, “us”, or “we”, it refers to the respective data controller within our Group that processes your Personal Data for at least one of the purposes listed in this Notice.

For example:

• For Personal Data processed via this website, and any other website that directly links to this Notice (collectively: “Websites”), Shiji Deutschland GmbH is the data controller of your Personal Data.
• When the company you are associated with contracts with Shiji Group or you participate in Shiji Events, different entities from our Group may act as data controllers responsible for processing your Personal Data. See a complete list of such entities here: https://www.shijigroup.com/worldwide-directory. In such case, please refer to the respective Notices and documents provided to you to know the details of the data controller that processes your Personal Data.

As a result, you shall interpret the Notice from the perspective of the relevant Shiji Group entity acting as the data controller for your specific interaction.

Personal Data We Collect About You

We process information about you that you have provided to us, information that originates from your activities on the Websites, and information collected from other sources (such as e.g., from the company you are associated with). The sources and categories of Personal Data that we process are generally as follows:

1. Information we collect directly from you.

• Websites or Events. When you interact with our Websites, we collect Personal Data you provide directly to us when you contact us, for example, on our “Request a demo” (or similar) online form, if you send as a query via the contact form or if you register for our webinar. The type of data we collect directly from you includes: name, email address, country, phone number, company, property name, as well as any additional information you choose to include in the contact form.
• Services. When you use Shiji products and services we receive and store data provided directly to us. For example, when setting up new users, or log-in to the any Shiji Portal, we collect Personal Data such us: name, e-mail address, phone number.

2. Information we collect automatically.

• Browser or Device. We automatically collect and analyze certain information from your device or browser when you visit Websites, interact with our social media pages or online advertisements, or open our emails.
• Cookies. Cookies are used on some of our Websites. Even if you do not contact us via our online contact form or e-mail, we automatically collect certain information about your use of the Websites.

3. Information we collect from other sources.

• Our customers, prospects and other business partners. While providing our services, we may receive Personal Data about you from companies with which you are associated with. This could include, but is not limited to, your employer or other entities with which you have a relationship. These companies may share your personal information with us to facilitate the services we offer, ensure compliance with legal obligations, or enhance our business operations.
• Data Analytics and Targeting. We employ third party companies, such as Google Analytics, and other sub-contractors (including individuals) to facilitate our Websites, to assist us in analysing how Websites are used by the users. We and third parties may use cookies, pixels and other technologies that automatically collect information about you.

We may also work with third parties to serve ads to you as part of a customized campaign on other websites. These third parties may also collect personal information about your online activities over time and across different websites to help predict your preferences and to display (and to enable other third parties to display) ads to be more likely of interest to you. These services track information about users including IP addresses, browser types, referring and visited pages as well as time spent on such pages. We note however, that the IP addresses transmitted from your browser, as part of Google Analytics will not be merged with other data from Google. To learn more how Google may use information collected through our Websites, click here.

• Social Media. Social media platforms provide us with information that is usually aggregated and does not contain personal details. For further information on how these platforms collect and use your data, you can refer to their privacy policies and settings.

How We Process Your Personal Data

We collect, use, disclose and store information about you for defined purposes:

1. To interact or use the Websites or register/attend any of our Events.

How do we use your Personal Data will depend on how you use our Websites, the choice you make in your settings and your other decisions (for example if you decide to subscribe to the Newsletter). We will use the data collected via the Websites to:

• Improve our Websites and to personalize visitor’s experience on the Websites.
• Respond to contact form requests or e-mails.
• Provide you with information that we believe may be useful to you, such as information about products or services we offer, including when you subscribe to the Newsletter, request a demo, or to provide you with access to one of our webinars.
• Comply with applicable laws, regulations, or legal processes as well as industry standards and our company policies.
• Prevent fraud or other misuse, as part of our efforts to keep our Websites secure.
• Monitor and analyze trends, usage, and activities of visitors to the Websites.
• Enable your registration for our Events.

The legal bases for processing Personal Data for the purposes outlined above include:

• Consent. If you actively choose to subscribe to the Newsletter or register for our Events, your consent serves as the legal basis for processing your Personal Data for this purpose.
• Legitimate interest. The legitimate interests may serve as the legal basis for processing Personal Data for purposes such as improving the Websites, responding to contact forms, demo requests or emails, providing information about products or services, preventing fraud or misuse, and monitoring trends and activities.
• Legal obligation. We might process Personal Data to comply with applicable laws and industry standards, such as keeping records for tax purposes or responding to lawful requests from government authorities.

The data processed for these purposes may include:

• Personal Data such as name, email address, contact details, and any other information voluntarily provided (e.g., job title, organization).
• Data related to your interactions with the Websites, including pages visited, time spent on pages, and clicks.
• Technical data about your device or browser, such as device type, IP address, and browser type.
• Location data when using the Websites.
• Preferences and settings indicated during your use of the Websites or services.
• Communication data, including content from messages, inquiries, or feedback submitted to our customer service or support teams.
• Data collected by third-party analytics tools and technologies, such as Google Analytics.

2. To provide access to any of our services and to perform other obligations imposed on us.

We use the information we collect from our customers or business partners and their representatives in connection with the services we provide or receive, to:

• Perform our obligations in accordance with any contract that we may have with such company.
• Process and complete transactions, and send related information, including the invoices.
• Investigate and prevent fraudulent activities, unauthorized access to the service and other illegal actions.
• For any other purposes which we notify the entities we interact with.

The legal bases for processing Personal Data for the purposes outlined above include:

• Performance of a contract. The processing of Personal Data may be necessary to perform obligations in accordance with any contract that we may have with our customers or business partners.
• Legitimate interests. Our legitimate interests may serve as the legal basis for processing Personal Data for purposes such as fulfilling our contractual obligations, e.g. providing customer support, transaction processing, fraud prevention, and other notified purposes.
• Legal obligation. We might process Personal Data to comply with applicable laws and industry standards such as keeping records for tax purposes or responding to lawful requests from government authorities.

The Personal Data processed for each above purpose include:

• Personal Data provided by entities we contract with or their employees and contractors, such as name, job title, contact details, billing information, and any other information necessary to perform contractual obligations.
• Communication data, including records of telephone conversations with Shiji customer support.
• Transaction data related to purchases and payments services.

How we share or disclose your Personal Data

Shiji is a global company, and we may disclose your Personal Data to different legal entities both within our Group and to third parties:

• Shiji Group companies. We may share your Personal Data with our parent company, subsidiaries and/or Shiji affiliates for the purposes consistent with this Notice.  
• Service Providers. We may share your Personal Data with third party vendors, consultants and other service providers who we employ to perform tasks on our behalf. For example, help desk software providers (ZOHO CRM) or productivity services (Microsoft Office 365).  
• Disclosures required by law. Under certain circumstances, we may be required to disclose Personal Data in response to valid request by the authorities.
• Marketing Partnerships. For the purpose of advertising and marketing our business, we may disclose categories of information about you to third-party entities. Additionally, we may receive information collected by these third parties and merge it with the data we have collected.
• Parties Involved in a Business Transaction. In the event of a merger, acquisition, corporate reorganisation, or any other change in corporate control involving us, your information may be shared with the relevant business entity.

As a multinational company, we acknowledge the global reach of our operations and the diverse locations of potential data recipients. Considering this, if Personal Data needs to be transferred to a recipient situated in a country lacking adequate protection of Personal Data, Shiji is committed to implementing appropriate measures to safeguard this information in compliance with applicable data protection laws.

For instance, when transferring data originating from the European Economic Area (EEA) to countries outside this region, we ensure that your Personal Data is transmitted to these destinations in accordance with established data transfer mechanisms. One such mechanism employed by Shiji is the use of the European Commission's Standard Contractual Clauses, which serve as a recognized framework for ensuring the protection of Personal Data during international transfers.

Should you wish to receive a copy of the list of safeguards implemented by Shiji for transferring Personal Data, please contact our Data Protection Officer at dpo@shijigroup.com or using the address provided below.

Нow long we store your Personal Data

We retain your Personal Data for as long as necessary to fulfil the purposes outlined in this Notice unless a longer retention period is required or permitted by law. When we no longer need to retain your Personal Data, it will be securely deleted or anonymized in accordance with our data retention policies and procedures.

Your privacy choices

You can opt not to disclose Personal Data to us, but keep in mind some of it may be necessary to use our services, or to advantage of some of our features (for example to be able to receive the Newsletter).

Marketing Communication and Newsletter

You can opt-out of receiving marketing communication from us at any time, by using the “Unsubscribe” link in the e-mail communication we send.

If you use Shiji Services, we will send you non-marketing communication, for example the service-related e-mails or answers to your query. You cannot unsubscribe from these e-mails.

Cookies

You may control the use of cookies at the browser level. You can deactivate the use of cookies in the settings of your browser at any time. To find out how to change the settings, please consult the help function of your browser. However, we want to make you aware that if you choose to disable cookies, it may limit your use of certain features or functions on the Websites.

Google Analytics

For more information on how to opt out of data collection through Google Analytics, you may want to visit the Google Analytics Opt-out Browser Add-on, click here.

Interest-Based Advertising

Some third-party service providers that we engage (including third-party advertisers) may also place their own cookies on your browser. If you wish to opt out of interest-based advertising, click here. Note that this Notice covers only our use of cookies and does not include the use of cookies by such third parties.

Your privacy rights

You have specific rights concerning your Personal Data. We ensure that these rights are respected in accordance with the applicable laws, and we strive to promptly address to any requests pertaining to them.

EU/EEA and UK residents

As a resident of the EU/EEA or UK, you are entitled to the following rights:

• 12 Right to information: You have the right to receive further details about how we utilize your Personal Data.
• Right of access: You have the right to request and receive a copy of your Personal Data.
• Right to rectification: If your Personal Data is inaccurate or incomplete, you have the right to request its correction, such as updating your account details.
• Right to erasure: You have the right to request the deletion of your Personal Data if it is no longer required.
• Right to restrict processing: You can request that we temporarily halt the processing of your Personal Data.
• Right to data portability: You have the right to receive your Personal Data in a format that allows you to transfer it to another organization, and in some cases, directly from us to the other organization.
• Right to object to processing: You can request that we stop specific processing activities involving your Personal Data.
• Right not to be subject to automated decision-making: You have the right to avoid being subject to automated decision-making processes, such as automated credit scoring.
• Right to withdraw consent: If you have provided consent for the processing of your Personal Data, you can withdraw it at any time.
• Right to lodge a complaint: You have the right to lodge a complaint with the relevant data protection authority.

U.S. residents

As a resident of the United States, you have certain rights concerning your personal information in accordance with applicable state data protection laws. For purposes of this section, the term “Personal Data” includes both “Personal Information” and “Personal Data” as defined by applicable laws.

If your Personal Data is subject to a privacy law in your state, you may have the following rights:

• Right to know, access, and confirm your Personal Data.
• Right to have Personal Data collected from you deleted, subject to exceptions under applicable law.
• Right to request the correction of inaccuracies in your Personal Data.
• Right to obtain your Personal Data in a portable and readily usable format.
• Right to opt-out of the use or processing of your Personal Data for profiling or targeted advertising.
• Right to opt-out of the sale of your Personal Data.

Additional rights

Under certain state laws, you are entitled to additional protections regarding your Personal Data.

• Right to non-discrimination: We will not discriminate against you for exercising any of your rights. This means you will not face any adverse effects, such as being denied services or charged different prices, because you have chosen to exercise your privacy rights.
• Right to appeal: If we fail to respond to your requests or do not take action regarding your rights, you may have the right to challenge our decisions. For instance, residents of California may have the option to pursue legal action if their Personal Data is mishandled.

Right to opt-out of the sale of your Personal Data

While we do not sell the Personal Data we collect, we may disclose your Personal Data for other specific purposes.

These purposes are not considered a sale and include:

• For the purposes as described in this Notice.
• Sharing your Personal Data when you specifically instruct us to do so.
• To comply with legal requirements.
• Circumstances allowed or mandated by applicable laws.

Right to have Personal Data collected from you deleted

Under applicable law, there may be circumstances where we are unable to delete your Personal Data. For instance, if it is necessary for completing transactions, providing the requested services, maintaining security, or for complying with the law. Additionally, we are not obligated to delete Personal Data that we did not directly collect from you.

Processing of Sensitive Data of Virginia, Colorado, or Connecticut Residents

If you are a resident of Virginia, Colorado, or Connecticut, we will not process your Sensitive Data (as that term is defined under the Virginia Consumer Data Protection Act; the Colorado Privacy Act; and Connecticut’s Act Concerning Personal Data Privacy and Online Monitoring) without your prior consent.

How can I exercise my Data Subject rights?

If you would like to access, update, rectify, and delete any Personal Data we hold about you, or exercise any other data subject right available to you under the applicable law, please send your request to dpo@shijigroup.com or contact our Data Protection Officer using the address provided below.

Please note that we may ask you to identify yourself via the applicable authentication mechanism before responding and acting upon such request. We kindly remind that you also have a right to complain to a data protection authority.

Updates To This Notice

We reserve the right to modify this Notice at any time. If we make material changes to this Notice, we may notify you on this Website, by a blog post, by email (if available), or by any method we determine. The method we chose is at our sole discretion. We will also change the "Last Updated" date at the beginning of this Notice. Any changes we make are effective as of this Last Updated date and replace any prior notices.

How To Contact Us

If you have any questions or concerns about this Notice or want to exercise your right set out above, please contact us by:

• Sending us e-mail to: dpo@shijigroup.com;

or

• Sending us mail at (please see Data Protection Officer details below)

Data Protection Officer details
We have designated a Data Protection Officer (DPO). The DPO name and contact information are as follows:
Shiji EU Data Protection Officer
Shiji Poland Sp. z o.o.
Chorzowska 148
40-101 Katowice, Poland
E-mail: dpo@shijigroup.com