Privacy Policy

Users of the Platform (the “User(s)”) can access a number of features to manage governance issues and other related services (the “Service(s)”).

In order to access the Platform, Users must disclose certain personal data about themselves. The protection of your personal data is an absolute priority for the Company. The Company has therefore adopted this Privacy Policy to preserve your trust.

All personal data that you disclose to the Company will be processed in accordance with this Privacy Policy and will be governed by our Terms of Use.

Rolebase (the “platform”) is a web platform accessible at rolebase.io operated by Lonestone, SAS, with a share capital of 75,200 euros; registered office: 40 rue de la Tour d’Auvergne, 44200 Nantes; registered in Paris, France under the number 807 728 126 (the “Company”).

1. Data collected

To become a user, you must provide certain personal data, such as your first name, last name, email address and password. Without this minimum information, it is not possible to create an account. Unless you decide to share your governance publicly and with the exception of email and password, this data is only accessible to other Users who are registered on the Organization’s Platform using their personal email and password.

Use of the platform

When you use the Platform, the Company’s servers automatically record information that is created and exchanged during the use of our Services. For example, the Company is aware of all your session data.

When you connect to the platform, the company receives the link of the website from which you reached the platform, and it also receives the link you follow when you leave the platform.

The company also receives your IP address and information about your computer’s operating system and web browser.

Cookies

The Platform uses cookies, like the vast majority of websites. Cookies are small data files that are stored on your computer’s hard drive and can be used to identify you as a User when you log in to the Platform. They allow you, for example, not to have to enter your password when logging in to the Platform. However, you can disable the use of cookies by modifying your internet browser preferences. In this case, it is likely that some Platform features will no longer work.

2. Retention of collected data

Once collected, data is stored on the Company’s servers or those of a Company subcontractor for processing as part of the use of the Services. It is retained for as long as necessary for the provision of the Services and functions offered by the Platform to the Organization and for a period of seven (7) days following the deletion of the account by the user.

You remain at all times the owner of all personal data concerning you that you transmit on the Platform. In accordance with French Data Protection Act No. 78-17 of January 6, 1978, as subsequently amended by Act No. 2004-801 of August 6, 2004, EU Regulation 2016/679 of April 27, 2016 and the GDPR (General Data Protection Regulation), you therefore have a right of access, rectification, limitation of processing and/or request for deletion of your personal data, as well as the right to object to said processing and a right to request the portability of your personal data. To exercise your rights, please write to the Organization at its address, which appears on the “Contact” page of the Platform, once logged in using your personal access credentials.

The processing of your personal data by computer has been declared to the CNIL under No. 1909920. You have the right to file a complaint for violation of your data protection rights with this supervisory body.

3. Use of collected data

The data collected is used to allow you to use the various services offered on the Platform. When you create your account, you voluntarily and expressly accept the Platform’s Terms of Use and this privacy policy, which authorize the Company to process your data.

Because the Company considers that the protection of your personal data is vital, it undertakes not to sell, lend or make available your personal data in any way, except under the conditions described in this privacy policy and in the Terms and Conditions. However, there are a number of circumstances in which the Company may disclose or share your personal data with third parties, including:

with your explicit or implicit consent;
in order to comply with the law, rules and regulations in force, any legal proceedings, court decisions, or in any other case where disclosure is mandatory;
in order to protect the rights, property or safety of the Platform, its members or the public;
in order to generate content using AI, in accordance with our Rolebase AI Terms of Use;
in order to synchronize your Google Calendar in accordance with the Google API Services User Data Policy: the Platform records and transfers only the information necessary for synchronizing your Rolebase meetings. Events not originating from Rolebase are never retrieved or stored;
in order to synchronize your Microsoft Outlook calendar in accordance with the Microsoft API Terms of Use: the Platform records and transfers only the information necessary for synchronizing your Rolebase meetings. Events not originating from Rolebase are never retrieved or stored;
as part of providing the various Services and features offered on the Platform, but only when necessary for the execution of its operations and the provision of these Services and features.

4. The role played by the company

When it comes to the processing of personal data, the Company merely acts as a data processor of the Organization, as defined in EU Regulation 2016/679 of April 27, 2016.

Consequently, the Organization alone determines the purposes and means of processing Users’ personal data. Personal data will only be processed by the Provider on the basis of written instructions from the Organization, including with regard to any transfer of personal data to a third country or an international organization, unless the Provider is required to process the data under EU or applicable national law; in such case, the Provider will inform the Organization of this legal obligation before commencing processing, unless the relevant obligation prohibits any disclosure for reasons of important public interest.

5. Your obligations

As a User of the Platform, you must comply with the obligations arising from this privacy policy and the Platform’s terms and conditions, in addition to applicable legal and regulatory obligations.

The Company also invites you to act responsibly, knowing that Users are solely responsible for the information and content they disclose, including information concerning racial origins, ethnicity, sexual orientation, political opinions, religious or philosophical beliefs, trade union affiliation or any health-related information.

6. Protection of minors

In order to protect minors, the user must be 18 years of age or older and must have full legal capacity.

7. Security

In order to protect your personal data, access to your account is protected by a password that you must keep confidential. You must immediately inform the Company in the event of unauthorized use of your account or any breach of the confidentiality and security of your credentials.

The Company takes all reasonable measures to protect your data against any loss or misuse, and against any unauthorized access, disclosure, modification and destruction. Various hardware and software processes have been implemented to ensure the protection of your personal data.

8. Changes to the privacy policy

The Company is entitled to modify, amend or replace the provisions of this privacy policy. In the event of a significant change, the Company undertakes to display a notification on the Platform to inform Users of the changes made to the privacy policy.

9. Contact details

If you have any questions, comments, suggestions or complaints, please contact [email protected]