This policy explains how Mocene collects, uses and protects information when you visit our website, contact us, or use the Mocene platform through one of our Clients.
01Who we are
Mocene Tech, Ltd. ("Mocene", "we", "us") is a software company based in Illinois, United States. We provide Mocene Nexus and related document, protocol and records management software to businesses ("Clients"). Questions about this policy can be sent to [email protected].
02Scope and our role
This policy covers two kinds of information:
- Website and business contact information we collect through mocene.com and our sales and support communications. For this information, Mocene decides how it is used.
- Client Data: documents, records and user information that our Clients and their authorised users store in the Mocene platform. We process Client Data only on our Client's behalf and on their instructions, as set out in our agreement with that Client. The Client is responsible for its own privacy notices to its users.
03Information we collect
- Information you give us: name, company, job title, email address, phone number and the content of messages, for example when you request a demo or contact support.
- Account information: for authorised platform users, name, work email, department, role and login credentials (passwords are stored in hashed form).
- Usage and security information: IP address, browser type, login times, and an audit trail of actions taken in the platform, used to operate, secure and support the service.
- Client Data: the documents and records uploaded to the platform, which we handle as described in Section 02.
04How we use information
- To provide, maintain, secure and support the platform.
- To send service notifications, such as document routing alerts and account messages.
- To respond to enquiries and demo requests.
- To detect, investigate and prevent security incidents, fraud and misuse.
- To comply with legal obligations and enforce our agreements.
We do not sell personal information, and we do not use Client Data for advertising.
05Legal bases (EEA and UK users)
Where the EU or UK General Data Protection Regulation applies, we rely on: performance of a contract; our legitimate interests in operating, securing and improving our services and responding to business enquiries; compliance with legal obligations; and consent, where we ask for it. For Client Data, the Client determines the legal basis and we act as its processor.
06Service providers
We use carefully selected service providers to run the platform and our website, including cloud hosting, transactional email delivery (Postmark), DNS and network security, and embedded website tools such as our demo request form (Typeform) and web fonts. These providers may only use personal information to provide their services to us and are bound by confidentiality and data protection obligations.
07International transfers
Mocene is based in the United States, and our Clients and service providers operate in several countries. Where personal information from the European Economic Area or United Kingdom is transferred to a country without an adequacy decision, we rely on appropriate safeguards, such as the European Commission's Standard Contractual Clauses.
08Data retention
We keep website and contact information for as long as needed for the purpose it was collected, normally no longer than three years after our last interaction. Client Data is retained for the term of the Client's agreement and then returned or deleted as that agreement provides, except where we must keep it longer by law.
09Security
We protect information with technical and organisational measures appropriate to the risk, including encryption in transit (TLS), two-step verification, role-based access control, audit logging and backups. No system is completely secure, but we work to protect information and to respond promptly to any incident.
10Your rights
Depending on where you live, you may have the right to access, correct, delete or restrict the use of your personal information, to object to processing, to data portability, and to withdraw consent. EEA and UK residents may also complain to their local data protection authority.
To exercise these rights, contact [email protected]. If your information is held in a Client's Mocene workspace, we will refer your request to that Client, which controls that data.
11Cookies
Our website uses only the cookies and similar technologies needed for it to work and for embedded tools, such as the demo request form, to function. We do not use advertising cookies. You can control cookies through your browser settings.
12Children
Our services are designed for businesses and are not directed to children under 16. We do not knowingly collect their personal information.
13Changes and contact
We may update this policy from time to time. The effective date at the top shows when it was last changed, and material changes will be communicated to Clients. Questions or requests: [email protected].