HighQ Products Privacy Policy

Last updated: 20 October 2023

1 INTRODUCTION

This privacy policy (the “HighQ Products Privacy Policy”) applies to all HighQ products (the “HighQ Products”) developed, delivered by, owned and operated by Etain AS (Norwegian reg. no. 920 998 704, also referred to as “Etain”).

We know that Etain’s HighQ Products are used in situations where sensitive information is handled, both of a personal and non-personal nature. Therefore, keeping this sensitive information safe, and ensuring the privacy of the users of HighQ Products, is highly prioritized at Etain.

This HighQ Products Privacy Policy contains details about how the HighQ Products collect, process, store and use personal information.

If you have additional questions or require more information about our HighQ Products Privacy Policy, do not hesitate to contact us. You can contact us by sending an e-mail to this e-mail address.

This HighQ Products Privacy Policy applies only to the HighQ Products and applies for users of the HighQ Products with regards to the information that they shared and/or collect by Etain.

This policy is not applicable to any information collected offline or via channels other than the HighQ Products. All information collected through our HighQ Products, Etain’s own platform, consultancy services, Etain’s website, webinars etc. are covered by separate privacy policies which are made available on Etain’s HighQ Products and on request. If you use Etain’s login services, Etain recommend that you read the login specific privacy policy thoroughly.

If you do not accept the terms of this HighQ Products Privacy Policy, you should refrain from using the HighQ Products.

2 GENERAL

The HighQ Products sometimes need to collect and process personal information to work properly. For example, a HighQ Product usually needs to authenticate your user ID in HighQ to check which data points you have access to interact with through the HighQ Products. When doing so, Etain receives and process information about you which has been added to HighQ by yourself or someone else using HighQ.

Etain also needs to track some information to ensure that the HighQ Products are not misused, for example if a HighQ customer allows access to a HighQ Product without paying for the proper licenses.

The information collected by the HighQ Products is collected either from the HighQ API or from users adding information through the HighQ Products. Which information Etain may collect varies for the different HighQ Products, which is described in more detail below.

mailto:info@etain.no

If the owner of the HighQ instance in which you interact with a HighQ Product has bought the HighQ Product through a reseller, like Thomson Reuters, Etain will share the information collected about usage of the HighQ Product with the reseller.

Except for resellers, your personal information also may be shared with other third parties, such as Microsoft, for the purpose of making the HighQ Product work as intended. For example, a meeting invitation to you which has been created in a HighQ Product must be shared with Microsoft for you to receive the invitation.

Other than for the purposes mentioned above, Etain will never share your personal information with anyone unless Etain is obliged to by law.

Within Etain, the information Etain collects through the HighQ Products is only available for the persons in charge of developing and maintaining the HighQ Products.

3 RETENTION OF YOUR INFORMATION

Most of the personal information processed by the HighQ Products is not stored anywhere by Etain.

Instead, the information is stored in HighQ, with Microsoft, or with other third party vendors that the HighQ Products are connected to.

For details of how the information in such third party systems are handled, please refer to the policies applicable for the relevant systems. If you are unsure of which system that applies for your information, please reach out to the owner of the third party system, which is normally the owner of the HighQ instance in which the HighQ Products are made available. Etain may also assist with identifying such systems for a fee.

When Etain does store personal information, the information is stored on servers on Microsoft Azure which are fully controlled by Etain. The location of the servers is decided by the owner of the HighQ instance in which you interact with the HighQ Products.

If the servers are located within the EEA, Etain may move the data to another location within EEA without notice. Before moving your information to a country outside the EEA, Etain will either delete your information or notify you if Etain has been provided with contact information.

The personal information we store about the HighQ Products will be automatically deleted 18 months after it was collected.

Etain does not display any third party advertisement on the HighQ Products. The information you provide using the HighQ Products may hoEtainver be used to customize your user experience on the HighQ Products and to display advertisement from Etain on other platforms.

4 HIGHQ PRODUCTS

4.1 Etain Table

When you load the Etain Table, Etain will collect or receive and process information about you that already exists in HighQ. The information we collect and process about you is:

• Name,
• E-mail address,
• HighQ user ID (which is a number generated by HighQ),
• Your role in the HighQ instance you have used to access the Etain Table (i.e. whether your user is a system admin user, internal user, external user, Thomson Reuters user or Etain user), and
• Other information that has been added to your user profile in HighQ.

The main purpose of the collecting and processing of your personal information is to authenticate you as a user of the HighQ platform to ensure that you get access to the right pieces of information when using the Etain Table.

Your HighQ user ID and your role will be stored by Etain together with information about which HighQ instance you have accessed the Etain Table from. The sole reason for storing this information is to keep track of the number of users that access the Etain Table, which we need to track to enforce our license agreement with Thomson Reuters or our customer (whichever is relevant).

All other information we collect will be deleted immediately after processing, which normally takes less than a second.

4.2 Etain Timeline

When you load the Etain Timeline, Etain will collect or receive and process information about you that already exists in HighQ. The information we collect and process about you is:

• Name,
• E-mail address,
• HighQ user ID (which is a number generated by HighQ),
• Your role in the HighQ instance you have used to access the Etain Timeline (i.e. whether your user is a system admin user, internal user, external user, Thomson Reuters user or Etain user), and
• Other information that has been added to your user profile in HighQ.

The main purpose of the collecting and processing of your personal information is to authenticate you as a user of the HighQ platform to ensure that you get access to the right pieces of information when using the Etain Timeline.

Your HighQ user ID and your role will be stored by Etain together with information about which HighQ instance you have accessed the Etain Timeline from. The sole reason for storing this information is to keep track of the number of users that access the Etain Timeline, which we need to track to enforce our license agreement with Thomson Reuters or our customer (whichever is relevant).

All other information we collect will be deleted immediately after processing, which normally takes less than a second.

4.3 Etain PowerBI Integration

When you load the Etain PowerBI Integration, Etain will collect or receive and process information about you that already exists in HighQ. The information we collect and process about you is:

• Name,
• E-mail address,
• HighQ user ID (which is a number generated by HighQ),
• Your role in the HighQ instance you have used to access the Etain PowerBI Integration (i.e. whether your user is a system admin user, internal user, external user, Thomson Reuters user or Etain user), and
• Other information that has been added to your user profile in HighQ.

The main purpose of the collecting and processing of your personal information is to authenticate you as a user of the HighQ platform to ensure that you get access to the right pieces of information when using the Etain PowerBI Integration.

Your HighQ user ID and your role will be stored by Etain together with information about which HighQ instance you have accessed the Etain PowerBI Integration from. The sole reason for storing this information is to keep track of the number of users that access the Etain PowerBI Integration, which we need to track to enforce our license agreement with Thomson Reuters or our customer (whichever is relevant).

In addition, we share some of your personal information with Microsoft to ensure that you get the right information from PowerBI.

All other information we collect will be deleted immediately after processing, which normally takes less than a second.

4.4 Etain Maps

When you load the Etain Maps, Etain will collect or receive and process information about you that already exists in HighQ. The information we collect and process about you is:

• Name,
• E-mail address,
• HighQ user ID (which is a number generated by HighQ),
• Your role in the HighQ instance you have used to access the Etain Maps (i.e. whether your user is a system admin user, internal user, external user, Thomson Reuters user or Etain user), and
• Other information that has been added to your user profile in HighQ.

The main purpose of the collecting and processing of your personal information is to authenticate you as a user of the HighQ platform to ensure that you get access to the right pieces of information when using the Etain Maps.

Your HighQ user ID and your role will be stored by Etain together with information about which HighQ instance you have accessed the Etain Maps from. The sole reason for storing this information is to keep track of the number of users that access the Etain Maps, which we need to track to enforce our license agreement with Thomson Reuters or our customer (whichever is relevant).

All other information we collect will be deleted immediately after processing, which normally takes less than a second.

4.5 Etain Meeting Planner

When you load the Etain Meeting Planner, Etain will collect or receive and process information about you that already exists in HighQ. The information we collect and process about you is:

• Name,
• E-mail address,
• HighQ user ID (which is a number generated by HighQ),
• Your role in the HighQ instance you have used to access the Etain Meeting Planner (i.e. whether your user is a system admin user, internal user, external user, Thomson Reuters user or Etain user), and
• Other information that has been added to your user profile in HighQ.

In addition, we will process your name and e-mail address if you are invited to a meeting that is scheduled via the Etain Meeting Planner. This information will then be provided to us by either the user who added the meeting invite, or from Microsoft if the invite already exists.

If you are adding another person than yourself to a meeting invite from the Etain Meeting Planner, you must ensure that you have the rights to use this information yourself. Etain will not be able to ask for such permission for you.

The information we collect when authenticating you as a user of HighQ will be deleted immediately after processing, which normally takes less than a second. The information in a meeting invite will be stored by Microsoft in the meeting invite itself, and not by Etain. Etain will process this information each time it is needed to display an updated view of the meeting invite from the Etain Meeting Planner.

Your HighQ user ID and your role will be stored by Etain together with information about which HighQ instance you have accessed the Etain Meeting Planner from. The sole reason for storing this information is to keep track of the number of users that access the Etain Meeting Planner, which we need to track to enforce our license agreement with Thomson Reuters or our customer (whichever is relevant).

5 THIRD PARTY PRIVACY POLICIES

Etain's HighQ Products Privacy Policy does not apply to third party products which are connected to the HighQ Products. This applies for example for Thomson Reuters HighQ, Microsoft etc.

Where relevant, Etain advise you to consult the respective privacy policies of these third-party services for more detailed information. It may include their practices and instructions about how to opt-out of certain options.

Etain does not use cookies in the HighQ add-ons.

6 GDPR DATA PROTECTION RIGHTS

Etain would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

• The right to access: You have the right to request copies of your personal data. Etain may charge you a small fee for this service.
• The right to rectification: You have the right to request that Etain correct any information you believe is inaccurate. You also have the right to request that Etain complete the information you believe is incomplete.
• The right to erasure: You have the right to request that Etain erase your personal data, under certain conditions.
• The right to restrict processing: You have the right to request that Etain restrict the processing of your personal data, under certain conditions.
• The right to object to processing: You have the right to object to our processing of your personal data, under certain conditions.
• The right to data portability: You have the right to request that Etain transfer the data that Etain have collected to another organization, or directly to you, under certain conditions.
• The right to file a complaint: You have the right to file a complaint regarding our handling of your personal information to the relevant data protection authority. As Etain reside in Norway, such complaints should be submitted to the Norwegian Data Protection Authority (Datatilsynet).

If you make a request to us, Etain will respond within one month. If you would like to exercise any of these rights, please contact us.

7 CHILDREN'S INFORMATION

Another part of our priority is adding protection for children while using the internet. Etain encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.

Etain does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our HighQ Products, Etain strongly encourage you to contact us immediately and Etain will do our best efforts to promptly remove such information from our records.