Privacy policy and terms of use

ClearDox® LLC and our group companies (“ClearDox Group”) are responsible for your personal information. We take our data protection and privacy responsibilities seriously.

This privacy policy explains how we collect, use and share personal information in the course of our business activities.

Collection and use of personal data

We collect personal information about you if you:

  • Are a current, ex, or prospective employee, intern or contractor;
  • Represent a trading partner, third party vendor or service provider of the ClearDox Group; or
  • Use this website, www.cleardox.com (see Cookie section below).

Personal information we collect, use and store if you are a current, ex, or prospective employee, intern or contractor:

  • Staff related data: identification information (name, address, date of birth, etc.);
  • Employment-related data: title, location, salary, employment history, leave information, etc.

Personal information we collect, use and store if you are a representative of a trading partner, third party vendor or service provider:

  • Onboarding information: Proof of identity to satisfy Know Your Customer or other legal, regulatory, or due diligence requirements;
  • Contact details: To enable us to satisfy communication or contractual requirements.

For clients and prospects, we also collect, use and store the following information to enable us to market products and services which may be of interest to you:

  • Name and contact details; and
  • Other business information such as job title and the company you work for.

We will only collect and process personal data where we have a lawful basis for doing so, as defined by the EU General Data Protection Regulation (“GDPR”).

Specifically we collect or process personal data where we have one or more of the following lawful basis:

  • Legitimate interest;
  • Contractual obligation; or
  • Legal obligation.

Marketing communications

We use the information you provide to us to send you marketing emails about relevant content, products and services. For example, we use your email address to send marketing communications relating to our products and services we think may be of interest to you. We do this in accordance with our legitimate interests in promoting our products and services to you.

You may unsubscribe from our marketing emails by clicking on the unsubscribe link located at the bottom of our emails or by contacting us at hello@cleardox.com. Please note that our customers cannot opt out of receiving transactional emails related to their account with us.

Transferring personal information globally

We operate on a global basis. Accordingly, your personal information may be transferred and stored in countries outside the EU, including but not limited to the United States of America, that are subject to different standards of data protection.

We will take appropriate steps to ensure that transfers of personal information are in accordance with applicable laws and are carefully managed to protect your privacy rights and interests. To this end:

We will ensure transfers within the ClearDox Group will be covered by an agreement entered into by members of the ClearDox Group (an intra‑group agreement) which contractually obligates each member to ensure that personal information receives an adequate and consistent level of protection; where we transfer your personal information outside the ClearDox Group, we obtain contractual commitments from such parties to protect your personal information.

How we protect and store your information

Security

We have implemented and maintain appropriate technical and organizational security measures, policies and procedures designed to reduce the risk of accidental destruction or loss, or the unauthorized disclosure or access of such information. Such measures, policies and procedures will be appropriate to the nature of the information concerned.

Storing your personal information

We will store your personal information for as long as is reasonably necessary for the purposes for which it was collected. Where your information is no longer needed, we will ensure that it is disposed of in a secure manner. In some circumstances we may store your personal information for longer periods of time, for instance where we are required to do so in accordance with legal, regulatory, tax or accounting requirements.

Legal rights available to help manage your privacy

Subject to certain exemptions, and in some cases dependent upon the processing activity we are undertaking, you have certain rights in relation to your personal information.

To access personal information
To rectify / erase personal information
To restrict the processing of your personal information
To transfer your personal information
To object to the processing of personal information
To obtain a copy of personal information safeguards used for transfers outside your jurisdiction
To lodge a complaint with your local supervisory authority

If you wish to access any of the above mentioned rights, we may ask you for additional information to confirm your identity and for security purposes, before disclosing personal information to you. We reserve the right to charge a fee where permitted by law, for instance if your request is manifestly unfounded or excessive.

Cookies

A cookie is a small text file containing small amounts of information which is downloaded to and stored on your computer (or other internet-enabled devices, such as a smartphone or tablet) when you visit a website. Cookies are pieces of information transferred to your hard drive for record-keeping purposes. The use of cookies is an industry standard and is used by most major websites to provide the visitor with tailored information.

Cookies may collect personal information about you. Cookies help us remember information about your visit to our website, like your country, language and other settings. Cookies allow us to understand who has seen which web pages, to determine how frequently particular pages are visited and to determine the most popular areas of our website. They can also help us to operate our website more efficiently and make your next visit easier.

Our site uses the following types of cookies:

  • Necessary cookies: These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in, or filling in forms. Learn more about necessary cookies.
  • Analytics cookies: These cookies help us to understand how visitors engage with the website. We may use a set of cookies to collect information and report site usage statistics. In addition to reporting site usage statistics, data collected may also be used, together with some of the advertising cookies described, to help show more relevant ads across the web and to measure interactions with the ads we show. Learn more about analytics cookies.
  • Functionality cookies: We use a set of cookies that are optional for the website to function. They are usually only set in response to information provided to the website to personalize and optimize your experience as well as remember your chat history. Learn more about functionality cookies.
  • Advertisement cookies: We may use cookies to make our ads more engaging and valuable to site visitors. Some common applications of cookies are to select advertising based on what’s relevant to a user; to improve reporting on ad campaign performance; and to avoid showing ads the user has already seen. Learn more about advertisement cookies.
Disabling cookies

You can typically remove or reject cookies via your browser settings. Many browsers are set to accept cookies until you change your settings.

For more information about cookies, including how to see what cookies have been set on your computer or mobile device and how to manage and delete them, visit www.allaboutcookies.org.

If you do not accept our cookies, some parts of the website may not function properly.

Contact us

If you have any questions, concerns or complaints regarding our compliance with this privacy notice, the information we hold about you or if you wish to exercise your rights, we encourage you to contact us at dataprivacy@cleardox.com. We will investigate and attempt to resolve complaints and disputes and make every reasonable effort to honor your wish to exercise your rights as quickly as possible and in any event, within the timeframes provided by data protection laws.

 

Terms of use

By using this website, www.cleardox.com (the “Website”), you are knowingly and willingly agreeing to be bound by these Terms of Use and understand that these terms of use shall constitute a binding and enforceable contract between you and ClearDox LLC (“ClearDox LLC”).

These Terms of Use set forth the terms and conditions under which you may access and use the Website. If you do not agree to these terms of use, you may not use this Website. ClearDox LLC may change the Terms of Use from time to time, and you agree to be bound by an updated Terms of Use. Your continued use of the Website following the posting of an updated Terms of Use will signify your acceptance of the then current Terms of Use.

Disclaimer

ClearDox LLC intends that the Website will be viewed for informational purposes only. This should not be viewed as a solicitation or offer of services in any jurisdiction in which ClearDox LLC is not qualified to do business. The information contained in this website does not constitute an offer to sell or the solicitation of an offer to purchase any security or investment product. ClearDox LLC makes no representations or warranties regarding the timeliness or accuracy of any information or data on the Website and you acknowledge that you are not relying upon any representations or opinions of ClearDox LLC to influence your decision to execute any transaction or make any financial investment of any kind whether through ClearDox LLC or otherwise. Neither ClearDox LLC nor any of its affiliates is acting as a fiduciary or financial, investment or trading advisor for you and has no obligation to determine that any financial transaction is suitable for you. Some products and features mentioned on this website may not be available in all geographic markets due to local regulatory and legal restrictions. Please check with your local ClearDox LLC contact.

You must consult with your own legal, regulatory, tax, business, investment, financial and accounting advisors regarding any financial transaction, and you will make your own investment, hedging and trading decisions (including, without limitation, decisions regarding the suitability of any financial transaction) based upon your own judgment and upon any advice from such advisors as you have deemed necessary and not upon any view expressed by ClearDox LLC or its affiliates. ClearDox LLC and its affiliates are not acting as brokers, dealers, exchanges, underwriters, placement agents, issuers or investment advisers.

Use of the website

You agree and acknowledge that the Website and the content, including but not limited to graphics and information, provided on the Website (the “Web Content”), is the sole and exclusive intellectual property of ClearDox LLC or is licensed by ClearDox LLC and shall not be copied, reproduced, displayed, sold or otherwise distributed without the express prior written consent of ClearDox LLC, provided you may print a single copy of the Website Content solely for your personal, non-commercial use. ClearDox LLC hereby grants you a license to access and use the Website and the Website Content in accordance with the terms and conditions of these Terms of Use.

Privacy

ClearDox LLC’s privacy policy contains additional information about how your information (including, without limitation, information that will not be publicly viewable) will and will not be used.

Indemnity

You agree to defend, indemnify and hold harmless ClearDox LLC, its subsidiaries, affiliates, officers, directors, employees, agents, licensors and licensees from any claims, losses, damages, expenses, demands and costs (including, without limitation, reasonable attorneys’ fees) arising out of or relating to your use of the Website.

Representations and warranties

(a) Disclaimer of Warranties: THE WEBSITE IS PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS. ClearDox LLC AND ITS AFFILIATES EXPRESSLY DISCLAIM ALL WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT. ClearDox LLC MAKES NO WARRANTY THAT (i) THE WEBSITE WILL BE UNINTERRUPTED, TIMELY, SECURE OR ERROR-FREE, (ii) THE RESULTS OBTAINED FROM THE WEBSITE WILL BE ACCURATE OR RELIABLE OR APPROPRIATE FOR USE OUTSIDE THE UNITED STATES, OR (iii) THE QUALITY OF ANY WEB CONTENT, PRODUCTS, SERVICES, INFORMATION OR OTHER MATERIAL PURCHASED OR OBTAINED BY YOU THROUGH THE WEBSITE WILL MEET YOUR EXPECTATIONS OR IS FREE FROM THIRD PARTY CLAIMS. ANY MATERIAL DOWNLOADED FROM OR OTHERWISE OBTAINED THROUGH THE WEBSITE IS AT YOUR OWN RISK. YOU WILL BE SOLELY RESPONSIBLE FOR ANY DAMAGE TO YOUR COMPUTER SYSTEM OR LOSS OF DATA RESULTING FROM SUCH DOWNLOAD OR USE.

(b) Limitation of Liability: UNDER NO CIRCUMSTANCES, INCLUDING BUT NOT LIMITED TO NEGLIGENCE, WILL ClearDox LLC, ITS SUBSIDIARIES, AFFILIATES, OFFICERS, DIRECTORS, ADVISORS, LICENSORS, LICENSEES OR CONTENT PROVIDERS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, PUNITIVE OR CONSEQUENTIAL DAMAGES THAT RESULT FROM YOUR USE OF OR INABILITY TO USE THE WEBSITE, INCLUDING BUT NOT LIMITED TO RELIANCE ON INFORMATION OBTAINED ON THE WEBSITE, MISTAKES, OMISSIONS, INTERRUPTIONS, DELETION OF FILES OR ELECTRONIC MAIL, LOSS OF OR DAMAGE TO DATA, ERRORS, DEFECTS, VIRUSES, DELAYS IN OPERATION OR TRANSMISSION OR ANY FAILURE OF PERFORMANCE, WHETHER OR NOT RESULTING FROM ACTS OF GOD, COMMUNICATIONS FAILURE, THEFT, DESTRUCTION OR UNAUTHORIZED ACCESS TO THE WEBSITE. YOU HEREBY ACKNOWLEDGE THAT THIS PROVISION WILL APPLY WHETHER OR NOT ClearDox LLC IS GIVEN NOTICE OF THE POSSIBILITY OF SUCH DAMAGES AND THAT THIS PROVISION WILL APPLY TO ALL CONTENT, MERCHANDISE OR SERVICES THAT MAY BE AVAILABLE FROM TIME TO TIME FROM ClearDox LLC OR ITS SUBSIDIARIES AND AFFILIATES. NOTWITHSTANDING THE FOREGOING, ANY LIABILITY RESULTING FROM YOUR USE OF THE WEBSITE SHALL BE LIMITED TO ONE HUNDRED DOLLARS, IN THE AGGREGATE FOR ALL CLAIMS.

(c) Exclusions and Limitations: Some jurisdictions do not allow the exclusion of certain warranties or the limitation or exclusion of liability for incidental or consequential damages. Accordingly, some of the above limitations may not apply to you. In any event, the foregoing limitations shall apply to the greatest extent permitted by law.

Third-party links

This Website may also include links to other websites, provided solely for informational purposes. ClearDox LLC does not control such other websites. ClearDox LLC and its affiliates are not responsible, and you agree we are not responsible, for such other websites’ content or operation. We shall have no liability in connection with such other websites. Inclusion of such links to other websites does not imply any endorsement by ClearDox LLC, including but not limited to opinions, statements, information, individuals or entities referred to on such websites or any association with their operators. You are solely responsible for any charges or obligations that you may incur in your dealings with such linked website operators. Linked websites or other websites may also have a link to the Website; ClearDox LLC and its affiliates are not, and you agree that we are not, responsible for the content of any such website or the actions of any operator of any such website.

Warning against hackers

It is possible that other users or unauthorized “hackers” may post or transmit offensive or obscene materials on the Website and that you may be involuntarily exposed to such materials. It may also be possible for other users or “hackers” to obtain personal information about you. By using the Website, you assume the risk of such occurrences.

Miscellaneous terms

By accessing the Website, you agree that the laws of the State of New York, without regard to principles or conflict of laws, will govern these Terms of Use and any dispute of any sort that might arise between you and ClearDox LLC or its affiliates. If any provision of these Terms of Use is held by a court of competent jurisdiction to be invalid or unenforceable, then such provision shall be enforced to the maximum extent permissible so as to affect the intent of these Terms of Use, and the remainder of these Terms of Use shall continue in full force and effect. The failure by either you or ClearDox LLC to exercise or enforce any rights or provisions of these Terms of Use shall not constitute a waiver of such right or provision. All provisions in these Terms of Use regarding representations and warranties, indemnification, disclaimers and limitations on liability shall survive any termination of these Terms of Use.

Contacting ClearDox LLC

You may contact us if you have any questions about the terms of use, the practices of this Website or your dealings with the Website by sending an email to dataprivacy@cleardox.com.

ClearDox encourages the identification and escalation of issues that may negatively impact the operations and reputation of the company; the wellbeing of its employees and customers on which ClearDox undertakes its commercial activities. Please click here to access the ClearDox anonymous reporting submission form.