Privacy
Policy

Effective Date: March 15, 2020

Purpose

In the course of using Covalent’s Qualification Management or Analytics solutions (the “Product”), Covalent’s website (the “Website”), or Covalent’s other products and services (together with the Product and the Website, the “Services”), you may provide Covalent with certain personal information (“Information”). The purpose of this notice is to explain how Covalent uses your Information, and the steps we take to protect your privacy.

How do I get in touch

Covalent Networks, Inc.
Cc: Security & Privacy Team
51 Melcher Street, Boston, MA, 02210, USA
privacy@covalentnetworks.com

What Rights Do I Have With Respect To My Information?

If you are an EU Data Subject, you have the right to:
If you are not an EU Data Subject, you may not, as a matter of law, have all of the rights enumerated above. Nevertheless, Covalent will endeavor to provide you with equivalent control over your Information, as a matter of ethical business practices.

Where Does My Information Reside?

Covalent is a global company, headquartered in the United States. We primarily store your information in the United States, unless otherwise required by local law. To facilitate our global operations, we may transfer and access information from around the world, including from other countries in which Covalent or its customers have operations. If we need to export Information originating in the EEA or Switzerland to a country as to which no adequacy determination has been made by the European Commission, we will only do so subject to appropriate safeguards, such as the EU standard contractual clauses or the US Privacy Shield program.

How Does Covalent Protect My Information?

We use appropriate administrative, physical and technical measures to provide appropriate security for your Information, including protection against unauthorized or unlawful processing and against accidental loss, destruction or damage. For more details on our security policies, please see Covalent Security.

Why Does Covalent Need My Information?

Covalent as Controller
Covalent only uses your Information when we have a lawful basis for doing so. In most cases, our use is based upon our legitimate interest in processing the Information for specific purposes, as described further in How Does Covalent Use My Information? In other cases, where we are not in a position to balance our legitimate interests against your interests (including your rights and freedoms with respect to your Information), we will obtain your consent before processing your Information. In general, we retain your Information for as long as is necessary to achieve the specific purpose for which it was collected.

Covalent as Processor
In some cases, Covalent may process your Information on behalf of a Covalent customer or other third party who is acting as the data controller with respect to your Information (the “Controller”). For example, we may process Information that we (or the Controller) collect from you in your capacity as an employee of the Controller. In such cases, your rights with respect to the Information are primarily determined by your relationship with the Controller, and not with us, and certain provisions of this notice may not apply to you.

What Information Does Covalent Collect?

Depending upon how you interact with Covalent, we may collect some or all of the following Information from you:

Data
Description
Name
Your first and last name
Email
Your email address
Phone
Your phone number
Company
The name of your employer
Date of Birth
Your date of birth
IP Address
The IP address of the device with which you are accessing the Services
Location

Location information obtained from your web browser, mobile device, IP address or provided by a customer, user or 3rd party.
Device Information





Information about the device that you use to access the Services, including type of device, what operating system is used, device settings, application IDs, unique device identifiers and crash data. Whether we collect some or all of this Information often depends on the type of device used and its settings.
Metadata


When you interact with the Services, metadata is generated that provides additional context about the way you work. For example, completing a job, planning a job, communication, logging in, etc.
Log Data




This may include Internet Protocol (IP) address, the address of the web page visited before using the Website or Services, browser type and settings, time and date of service use, language preferences, cookie data, and other similar information

How Does Covalent Use My Information?

Roles
As you interact with Covalent in different contexts, you may do so in some or all of the following roles (“Roles”):

Our collection and use of your Information will vary, depending upon your Role at any given time. Each of these Roles is described below, along with the principal purpose(s) for which we use Information related to each Role.
Product User
Most end-users of the Product are employees of an entity (the “Customer”) which has purchased the Product to manage various business processes which such employees may participate in. As such, the Customer is generally the data controller with respect to the employees’ information, and Covalent acts as a data processor, following the instructions of the Customer. For more information, please see Covalent as Processor, above.

A Product User can have the following interactions with us:

General Product Use
While each Customer determines the details of how they wish to process their employees’ data, there are certain types of Information that Covalent collects for almost all end-users.

We collect the following Information:

We may use the following sub-contractor(s) to provision the Product for your general use:
We may use the following sub-contractor(s) to process Application Monitoring data::
Product Analytics
The Product collects metrics about usage to provide analytics to our customers and Covalent employees.

We collect the following Information:

We may use the following sub-contractor(s) to process Product Analytics data:
Website Visitor
In order to provide an enhanced experience to our Website Visitors, we collect information about you while using our website.

A Website Visitor can have the following interactions with us:

Web Analytics

Web analytics allow Covalent to measure important information like sales and conversions, clicks, and page views. We use web analytics to tailor the Website’s content in order to make it more useful to visitors.

We collect the following information:

We may use the following sub-contractor(s) to process Web Analytics data:
Prospective Customer
A Prospective Customer is a user who has submitted details on our Website, other marketing properties or third party partners.

A Prospective Customer can have the following interactions with us:

Data Management
Covalent maintains a prospective customer database in order to help keep track of deal flow and contacts.

We collect the following information:

We may use the following sub-contractor(s) to process Data Management data:
Customer
A Customer is an active, paying user of the Product.

A Customer can have the following interactions with us:

Billing and Account Management
We collect information in order to bill and provide account management to our customers.

We collect the following information:

We may use the following sub-contractor(s) to process Billing and Account Management data:
User of Support
A User of Support is anyone who utilizes the Covalent support system at https://help.covalent.com

A User of Support can have the following interactions with us:

Providing Customer Support
Our support team uses the Information you provide to help you with Product questions or problems.

We collect the following information:

We may use the following sub-contractor(s) to process Support data:
Prospective Employee
If you submit a job application via our website, email or phone, you become a Prospective Employee.

A Prospective Employee can have the following interactions with us:

Tracking Job Applicants
This allows us to manage our queue of potential job applicants and provide a top-tier hiring experience.

We collect the following information:

We may use the following sub-contractor(s) to process Job Applicant data:

Who Will Have Access To My Information?

Covalent Employees & Affiliates
Covalent only makes your Information available to its employees on a need-to-know basis. All Covalent employees are subject to non-disclosure agreements, and employees with regular access to personally-identifiable information receive appropriate privacy training. If Covalent shares any Information with a subsidiary or other corporate affiliate, all employees of such affiliate will be subject to equivalent undertakings. 

Business Transfers

As we develop our business, we might sell or buy businesses or assets. In the event of a corporate sale, merger, reorganization, dissolution or similar event, Information may be part of the transferred assets.

Legal Requirements
Covalent may disclose your Information if required to do so by law or in the good faith belief that such action is necessary to (i) comply with a legal obligation, (ii) protect and defend the rights or property of Covalent, (iii) act in urgent circumstances to protect the personal safety of users of the Services or the public, or (iv) protect against legal liability.

Sub-Contractors

General
Covalent may share portions of your Information with some or all of the third-party sub-contractors identified below, for the purposes described below. Except where otherwise noted, Covalent has obtained contractual or other (eg, Privacy Shield) assurances from each of these sub-contractors that they will process your Information in a manner that is consistent with all of Covalent’s obligations under this notice, and Covalent will remain responsible for the use of your Information by such sub-contractors.

Sub-contractor
Description
Amazon Web Services (AWS) is a leading provider of hosting and cloud-based infrastructure.
Google Analytics is a web analytics service for tracking and analyzing website traffic.
Hubspot is a platform for inbound marketing.
Looker is a toolkit for building and embedding analytics dashboards.
Workable provides ATS solutions for recruiting employees.
Quickbooks is a financial management and invoicing tool
Hired is a recruiting tool
Sentry
Sentry is a performance and error monitoring system
Loggly is a performance and error monitoring system
Salesforce is a customer relationship management (CRM) system.
ZenDesk

Zendesk provides customer-support tools such as ticket-tracking, live-chat, a self-service knowledge base, and call-center support.

 What Else Do I Need To Know?

Cookies & Similar Technology
In operating the Services, we may use a technology called “cookies.” A cookie is a piece of information that the computer that hosts our Services gives to your browser when you access the Services. Our cookies help provide additional functionality to the Services and help us analyze Services usage more accurately. For instance, our Services may set a cookie on your browser that allows you to access the Services without needing to remember and then enter a password more than once during a visit to the Services. On most web browsers, you will find a “help” section on the toolbar. Please refer to this section for information on how to receive notification when you are receiving a new cookie and how to turn cookies off. We recommend that you leave cookies turned on because they allow you to take advantage of some of the features of the Services.

Aggregated Information
In an ongoing effort to better understand and serve the users of our Services, Covalent often conducts research on the demographics, interests and behavior of our customers, using the Information as well as other information we may obtain. This research may be compiled and analyzed on an aggregate basis, and Covalent may share this aggregate data with its affiliates, agents and business partners. This aggregate data does not identify you personally. We may also disclose aggregated user statistics in order to describe our services to current and prospective business partners, and to other third parties for other lawful purposes.

Unsolicited Information
The policies described in this notice do not apply to any unsolicited information you provide to Covalent through the Services or through any other means. This includes information posted to any public areas of the Services, such as forums, any ideas for new products or modifications to existing products, and other unsolicited submissions (collectively, “Unsolicited Information”). All Unsolicited Information will be deemed to be non-confidential and we are free to reproduce, use, disclose, and distribute Unsolicited Information to others, without limitation or attribution.

Third-Party Web Sites
This notice applies only to the Services. The Services may contain links to other web sites not operated or controlled by Covalent (the “Third Party Sites”). The policies described in this notice do not apply to the Third Party Sites. Any links from the Services do not imply that Covalent endorses or has reviewed the Third Party Sites. We suggest contacting those sites directly for information on their privacy policies.

Children
The Services are not directed to children under the age of 16, and we do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact us at privacy@covalent.com.