Privacy Notice

This Privacy Notice (“Notice”) describes how Covalent Networks, Inc. (“Covalent”, “we”, “our” or “us”) treats personal information collected from and about users (“you” or “your”) of 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”), which includes information collected through the Services as well as through other communication methods, such as email, phone, or in-person communication. The purpose of this Notice is to explain how Covalent uses your information, and the steps we take to protect your privacy. 

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For purposes of this Notice, personal information means information relating directly or indirectly to an identifiable individual, except as may be set forth in applicable law. 

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PLEASE READ THIS NOTICE CAREFULLY TO UNDERSTAND HOW WE HANDLE YOUR PERSONAL INFORMATION. IF YOU DO NOT AGREE TO THIS NOTICE, PLEASE DO NOT ACCESS THE WEBSITE, ENGAGE US FOR OUR SERVICES, OR OTHERWISE USE OUR SERVICES.

What Information Does Covalent Collect?

Depending upon how you interact with Covalent, we may collect some or all of the following Information from you:
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• Contact information, such as first and last name, email address, and phone number.
• Employment-related information, such as name of your employer and your job title.
• Location data, such as the IP address of the device with which you are accessing the Services.
• Device information, including information about the device that you use to access the Services, operating system, device settings, application IDs, unique device identifiers and crash data.
• Metadata, meaning data that is generated when you interact with the Services that provide additional context about the way you work, such as completing a job, planning a job, communication, logging in, etc.
• Log data, including IP address, address of the web page visited before using the Website or the Services, browser type and setting, time and date of service use, language preferences, cookie data, and other similar information.
• Feedback or correspondence, such as information you provide when you contact us with questions, feedback, or otherwise correspond with us online, including chat transcripts, and contents of emails you send.
• Marketing information, such as your preferences for receiving communications about our activities, events, and publications, and details about how you engage with our communications.

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Personal Information You Provide to Covalent

We collect information that you provide directly to us. For example, we collect information from you through your use of the Services, your requests for information from us or from other communications with us, your requests for customer support or technical assistance with the Services, and your attendance at webinars, conferences and other online and offline events.
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Personal Information Covalent Collects Through Automated Means

When you use the Services, we collect and analyze some information via a variety of technologies that automatically or passively collect information about the Services, such as location data, device information, metadata and log data as described above.

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Personal Information Obtained from Third Parties

We may receive personal information about you from third-party sources such as social media and other cloud-based platforms, publicly available sources, data providers, or third-party staffing or personnel providers.

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Recruiting and Candidate Information

If you choose to apply to work for Covalent or inquire about an employment opportunity with us, you may provide to us the following information:

• Contact information, such as your first and last name, email and mailing addresses, and phone number.
• Application information such as qualifications, professional credentials, skills, employment or education history, or other information that may be provided in your resume, cover letter or responses to our application or interview questions. This may include diversity, compensation and other non-required information that you voluntarily provide and which may be subject to applicable laws in your location.
• Background check information, such as identifying information as necessary for us to conduct a background check, including full name and date of birth, and records obtained from the background check, including criminal records, driving records, employment and education records, financial or credit history, and civil court records.
• Reference Information, such as name and contact details of your references.
• Social Media Information, such as if you provide us a link to or other access to a social media account, we may collect or access any information you permit to be shared through or from your social media account and other information depending on the social media platform.

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”):

• A personnel user of the Product (“Product User”).
• A visitor to the Website (“Website Visitor”).
• A prospective customer (“Prospective Customer”).
• An organization customer (“Customer”).

• A prospective employee of Covalent (“Prospective Employee”).

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 your information related to each Role.

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Product User
‍Most Product Users are personnel of a Customer, which has purchased access to the Product to manage various business processes which its personnel may participate in. As such, the Customer is generally responsible for such personnel’s information, and Covalent is a service provider with respect to such personnel’s information, following the instructions of the Customer. In addition to this Notice, Covalent’s processing of information about a Product User may be subject to one or more agreement(s) by and between Covalent and the Customer by which such Product User is employed or engaged.

The principal purposes for which we use information about a Product User may include:

• General product use, such as the use, storage and maintenance of the Product User’s application data to provide, deliver and improve the Product. For example, application data is stored on the Product’s cloud system and will be used for webhosting, storage and data warehousing purposes.
• Providing customer support, such as the use of the Product User’s information to provide customer service, technical support, communications with the Product User (e.g., customer support online chat and videoconferencing), and improvement to the knowledge base.
• Product analytics and business intelligence, such as the use and analysis of metadata (as described above) to provide analytics and business intelligence about systems usage, performance, errors monitoring, visualization building and productivity, which will in turn be used to improve the Product and provide updates where appropriate.

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Website Visitor
‍In order to provide an enhanced experience to our Website Visitors, we collect information about them while using our Website.

The principal purposes for which we use information about a Website Visitor may include:

• Web analytics, such as the use of Website Visitor’s information to measure sales, conversions, clicks and page views, to analysis website traffic, user behavior and website usage, and to tailor and improve the Website’s content to make it more useful and accessible to visitors.
• Marketing communications, such as the collection of information when Website Visitors voluntarily fill out our forms on the Website and the use of that information to deliver newsletters, emails and other communications to market and advertise the Product.

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Prospective Customer
A Prospective Customer is a user who has submitted to us their personal information through our Website, other marketing properties or third party partners. Covalent uses information about Prospective Customers to generate leads, track proposals and manage customer relationships.

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The principal purposes for which we use information about a Prospective Customer may include:

• Lead generation, such as the collection and use of Prospective Customer information to develop, generate and source Prospective Customers.
• Customer relationship management, such as the use of Prospective Customer information to issue and track proposals and manage deal flow and contracts.
• Marketing communications, such as the use of Prospective Customer information to deliver newsletters, emails and other communications to market and advertise the Product.

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Customer
‍A Customer is an organization or entity to whom we have granted access to the Product, irrespective of whether such Customer is a current or former customer or whether such Customer purchased a subscription license to the Product or Covalent otherwise provided access to the Product. In addition to this Notice, Covalent’s processing of information about a Customer may be subject to one or more agreement(s) by and between Covalent and such Customer.

The principal purposes for which we use information about a Customer may include:

• Billing and account management, such as the collection and use of Customer information to invoice the Customer for our Products and to manager their account with us.

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Prospective Employee
‍If you submit a job application via our Website, email or phone, you become a Prospective Employee.

The principal purposes for which we use information about a Prospective Employee may include:

• Conduct recruiting and hiring activities, such as the use of Prospective Employee information to manage, track and process the application process, to improve our recruiting processes, and to conduct your onboarding if hired.
• Background checks, such as the use of Prospective Employee information to conduct background checks and other verifications of credentials and employment/educational history.
• Comply with laws, such as applicable labor and employment laws in the recruiting, onboarding, and ongoing employment processes.

Who Will Have Access To My Information?
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Covalent Employees & Affiliates
Covalent only makes your personal 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 personal information receive appropriate privacy training.

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, personal 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.
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Consent
‍Covalent may disclose your information when we have your consent.

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Aggregated Information
‍Covalent may disclose your information in an aggregated or deidentified format about your use of the Services. For more information, please see subheading “Aggregated Information” below.

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Sub-Contractors‍
‍Covalent may share portions of your information with some or all of the third-party sub-contractors or service providers who perform services on Covalent’s behalf. These third parties have access to your personal information to perform the agreed-upon services but are generally restricted from using your information for other purposes. They provide a variety of services to Covalent, including but are not limited to, data storage, products analytics, business intelligence, communication, website analytics, customer relationship management and job application processing. Covalent has obtained contractual or other assurances from each of these sub-contractors that they will process your information in a manner that is consistent with Covalent’s obligations under this Notice.

‍How Long Will Covalent Retain My Information?

Covalent may retain your personal information both during and after your relationship with us, but we typically keep it no longer than needed. The length of time for which we retain information depends on the purposes for which we collected and used it, requirements of applicable laws, the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorized use or disclosure of the information, the resolution of any pending or threatened disputes, and the contractual obligations in our agreements.  

When we no longer require the personal information, we will either delete it or, if this is not possible, securely store it in accordance with this Notice and cease use of the personal information until deletion is possible. 

How Does Covalent Protect My Information?

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

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. If you are using the Services from outside the United States, your information may be transferred to, stored in, and processed in the United States where Covalent’s operations are primarily located. To facilitate our global operations, we may also transfer and access information from or to around the world, including from or to other countries in which Covalent, its partners, sub-contractors or customers have operations. By using the Services, you consent to your information being transferred to our systems and facilities and to the systems and facilities of those of the third parties with whom we share information, as described in this Notice.

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Please see our Regional Privacy Notice for additional information for individuals in the European Economic Area, United Kingdom and Switzerland, as required under applicable data protection laws in those regions.

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What Else Do I Need To Know?

Rights and Choices
‍You may choose not to provide personal information. However, certain functionalities of the Services will not function properly without your personal information and we will tell you what information you must provide for the Services to function properly. 

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You may instruct us not to use your contact information to contact you regarding the Services or other promotions that may appeal to your interests by emailing us at the address below or following the applicable instructions in the communication. Please note that we may still use and disclose certain information as permitted or required by applicable law.

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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 provides to your browser or places on your device 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, our Website makes available a cookie consent banner popup enabling you to accept or deny all cookies. Your preferences will be saved for 180 days. For additional details on our cookie practices, please visit our Cookie Notice.

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.

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@covalentnetworks.com.

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Regional Rights
‍Please see the heading above “Where Does My Information Reside?” for rights that may be applicable to the individuals within the regions identified above.

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Changes to this Privacy Notice
‍Covalent reserves the right to amend this Notice at any time to reflect changes in the law, our data collection and use practices, our Services, advances in technology and for other purposes. We will make the revised Notice accessible through the Services, so you should review this Notice periodically. The date provided in this Notice above will indicate when it was last updated. If we make a material change to the Notice, you will be provided with appropriate notice in accordance with legal requirements. By continuing to access the Services, you are confirming that you have read and understood the latest version of this Notice.

How do I get in touch

Covalent Networks, Inc.
Cc: Security & Privacy Team
867 Boylston St, STE 500, Boston, MA, 02116-2774, USA
privacy@covalentnetworks.com