Run by Ideas - an Atlassian Solution Partner

Privacy Policy

Run by Ideas Privacy Policy

Effective as of August 12, 2022, Run by Ideas, its affiliates and subsidiaries (collectively “RBI” or “we” or “us” or “our”) have updated our Privacy Policy (“Policy”). This Policy applies to all RBI entities except where a RBI subsidiary, company, or affiliate has published its own separate privacy policy.

1. Introduction

This Policy describes how we collect, use, and disclose personal data when you use the following:

  • Any website that RBI operates and which displays or links to this Policy (“website(s)”), including https://runbyideas.io/.
  • WorkshopIQ, web-based plug-in software for Atlassian’s Jira product after they have accepted the WorkshopIQ End User Agreement (a "Customer"). This software plug-in enables Customers to create and manage workshops that promote improved decision making regarding their work.
  • RBI Careers allows website visitors to apply for open positions at RBI. If you apply for a job, certain personal data will be voluntarily provided to RBI by you for our consideration of your qualifications.
For the purposes of this Policy, personal data means information or data relating to an identified or identifiable natural person. A person is considered identifiable if they can be identified directly, or indirectly, by reference to an identification number or to one or more factors that indicate their identity. Individuals who have a visual disability may be able to use a screen reader or other text-to-speech or text-to-Braille tool to review the contents of this document. Our website may contain links to other websites that are operated by third parties. This Policy does not apply to those websites. We strongly suggest that you carefully review the privacy policies and statements of any third-party websites to properly understand their information practices.

2. Information Provided to RBI

WorkshopIQ
Information in WorkshopIQ is either entered by you when setting up your account, or is collected when you use WorkshopIQ.

To use WorkshopIQ, you or another representative from your organization must set up an WorkshopIQ account, provide us with certain information such as name, address, phone number, email address, company name, and company website and install it on your Jira instance.

We also collect information about an account holder’s activities on WorkshopIQ. WorkshopIQ provides Customers with the ability to create and manage workshops (for different purposes). Data can be provided to a third party service provider to obtain mapping information without identifying the Customer. We only process personal data about a user using the WorkshopIQ solution when that Customer enters the user’s personal data into the WorkshopIQ plug-in, and only in accordance with the Customer’s written instructions or as required by applicable law.

App data
The WorkshopIQ Solution is comprised of a software plugin to enable customers to create and manage workshops (for different purposes). The plug-in is installed into a Customer’s Jira instance that facilitates the extraction of data created when using the plug-in. Any data that is stored on the plug-in is encrypted. The data on a device is then transmitted to WorkshopIQ’s servers through secured wireless telecommunications networks and stored on encrypted cloud servers, in accordance with the applicable providers’ respective privacy, data handling and data usage policies. For more information, see the WorkshopIQ End User Agreement. To the extent such data includes personal data about you, we only use such data at the direction of the Customer who uses the WorkshopIQ Solution to collect personal data about you.

RBI Website
We may also collect personal data from our website in the event you use the interactive features of the website, such as accessing a white paper, commenting on a blogpost, or participating in surveys, contests, or promotions. If you apply for a position with RBI through a job posting on our website, we will collect personal data about you such as your name, resume, phone number, and email address. If you comment on articles or blog posts, we may also collect certain personal data about you that you include in your comment. We and our authorized service providers may also collect information using cookies and other information-gathering technologies for a variety of reasons.

If you contact us through the RBI website via the “Contact Us” page (e.g. requesting a demo, sales inquiry, etc.), you are providing your consent for us to use your information for the purpose that you contacted us and share it with certain RBI partners and service providers so that we can properly respond to your inquiry.

The RBI website may also use web beacons, tags, and scripts or use them in email or other electronic communications we send to you. These assist us in sending cookies and counting visits to our website while helping us understand usage and the effectiveness of various campaigns and promotions. Furthermore, we may receive and develop reports based on the use of these technologies by our third-party service providers on an individual and aggregated basis.

RBI Events and Locations
We may also ask for and collect personal data from individuals who register for or attend events sponsored by RBI or its affiliates. Such data may include your name, address, phone number, email, and other information provided by you. RBI employs video cameras for security purposes at its office locations. If you visit one of our office locations, we may capture your image through a security camera. Such images will not be stored for more than 7 days by RBI or shorter periods where required by applicable law.

Social Media Widgets
The RBI website includes social media features such as the Facebook “Like” and “Share” buttons as well as mini-programs that run on our website. These features may collect your internet protocol address (IP address), which webpage you are visiting, and may set a cookie to enable the feature to function properly. The use of such features is governed by the privacy policies of the feature owner.

3. RBI Use of Information

If you created a WorkshopIQ account, we use your personal data to provide, maintain, improve, and promote the WorkshopIQ Solution. We may also use personal data to enable authorized Customers to access WorkshopIQ, and to send Customers transactional messages in order to respond to comments, questions, and requests or distribute important Customer information.

Plug-in Data
If you create and store data using the WorkshopIQ solution, we receive personal data about you to the extent our Customer provides such personal data to us, and we process such personal data in accordance with our Customer’s written instructions or as required by applicable law. To the extent that personal data about you may be inferred from technical vehicle information collected from the device, we process such personal data in accordance with this Policy.

RBI Website, Communications, and Support
We also use your personal data to provide customer service and support. Such support may include technical notices, updates, security alerts, and administrative messages. Where permitted by applicable law, we, our resellers, or partners may also send you promotional communications from time to time to inform you of products, services, features, surveys, newsletters, offers, promotions, contests, and events. Information and news about our partners may also be communicated from time to time.

You can opt-out of marketing communications at any time by contacting us at hello@runbyideas.io, or following the unsubscribe or opt-out instructions included in our marketing communications.

If you applied for a job position through our website, we may provide your data to a third party service provider to assist us in managing your application. The job application data you provided to us may also be used or accessed from any RBI location depending on the nature of the position.

Additionally, we use the information to monitor and analyze trends, usage, and activities in connection with our website and customer accounts in order to investigate and prevent fraudulent transactions, unauthorized access to the WorkshopIQ Solution, and other illegal activities. We may also use personal data for any other purpose for which we have obtained your consent or where permitted or required by applicable law.

Data Science and Analytics
We extract workshop data using the WorkshopIQ plug-in and aggregate it through Atlassian’s enterprise data warehouse. Aggregated data sets made available by WorkshopIQ do not contain personal data and cannot reasonably be used to identify an individual. Information processed using Atlassian is carried out on servers located in the European Economic Area (EEA).

Legal Basis for Processing Personal Data (Applicable to EEA only)
If you are located in the European Economic Area (EEA), RBI’s legal basis for processing the personal data we receive depends on the context in which it is provided to us. In our normal course of business, we will only process personal data that has been sent to us by you or our Customer through: the RBI website or the WorkshopIQ plug-in. We will process the personal data sent to us where you have provided your consent (based on Art. 6 of the GDPR) to your data controller or where the processing of the information is necessary for the purposes of the legitimate interests pursued by the controller or by a third party and not overridden by your data protection interests or fundamental rights and freedoms (based on Art. 6 of the GDPR). We may also process your personal data where we have a legal obligation to collect and process personal data and are the controller in respect of such data (based on Art. 6 of the GDPR), or where the processing is necessary to protect your vital interests or that of another natural person (based on Art. 6 of the GDPR).

In circumstances where we rely on your consent to process the personal data, you have the right to withdraw your consent at any time. However, this may not affect the lawfulness of the processing based on the consent RBI has received prior to the withdrawal of consent.

If you provide RBI with your personal data to comply with a legal requirement to perform a contract (e.g. End User Agreement), we will make this clear to you at the relevant time. RBI recommends that Customers, users, and resellers take steps to minimize the personal data they ask RBI to process.

4. Sharing of Information

Service Providers RBI may share information, including personal data, with our third party service providers that we engage for providing hosting, for maintenance of our websites, applications, backup, storage, payment processing, analytics, and other services. We do not allow our service providers with whom we share personal data to use that information for marketing or any other purpose other than in connection with the services they provide to RBI. Complying with the Law and Law Enforcement Requests In some circumstances, we may receive a request from public authorities to disclose personal data in response to a legally binding request to meet national security or law enforcement requirements. As applicable, we may disclose personal data to comply with subpoenas, court orders, or legal process, or to enforce our legal rights and defend against legal claims. In some cases, we may also share personal data if we believe that illegal or fraudulent activity is or has taken place so that we can investigate, prevent, and take appropriate action regarding such activities that may pose a potential threat to the physical safety of any person, violations of our Customer agreements, or to comply with the law. If your personal data becomes subject to a legal disclosure requirement and we are permitted to do so, we will attempt to notify you of said disclosure, if we have current contact information on file. RBI Internal Sharing We may share information, including your personal data, within the RBI group of companies. Sharing with Consent We may also share information with third parties when you have provided us with your consent to do so.

5. International Transfers of Data

RBI stores data about website visitors, Customers, and resellers on cloud servers located in North America, Europe, and Asia. We may also store data on cloud servers located in other countries from time to time. RBI operates on a global scale and we may transfer and access such personal data from various parts of the world, including from other countries where RBI has Customers and operations. RBI stores European Customer data on servers located within the EEA and North American Customer data on servers within North America. However, data (including personal data) may be transferred across national boundaries for load balancing, availability, or other reasons. We have entered into the EU Standard Contractual Clauses with our cloud service provider to comply with the most stringent privacy laws.

Personal Data Transfers outside of the EEA (Applicable to EEA only)
To the extent RBI is a controller of your personal data and you reside in the EEA, please note the following. We may transmit some of your personal data to an international organization or a country where the data protection laws may not provide a level of protection equivalent to the laws in your jurisdiction. As required by applicable law, we will provide an adequate level of protection for your personal data using various means, including, where appropriate:

  • Relying on a formal decision by the European Commission that a certain country ensures an adequate level of protection for personal data (a full list of such decisions may be accessed online here); entering into appropriate data transfer agreements based on language approved by the European Commission, such as the Standard Contractual Clauses (2010/87/EC and/or 2004/915/EC), which are available upon request at hello@runbyideas.io.
  • Implementing appropriate physical, technical and organizational security measures to protect Personal Data against accidental or unlawful destruction, accidental loss or alteration, unauthorized disclosure or access, and against all other unlawful forms of processing; and taking other measures to provide an adequate level of data protection in accordance with applicable law.

Any onward transfer is subject to appropriate onward transfer requirements as required by applicable law.

6. Communication Preferences

You can choose how we use your personal data to communicate with you through our website, WorkshopIQ Solution, or email. You can manage your receipt of marketing and non-transactional communications by clicking an unsubscribe link in emails received from us or you may send a request to: hello@runbyideas.io.

7. Correcting, Updating, and Removing Your Information

Customers may change or update the information associated with their WorkshopIQ account by logging into these services and editing their profile. You may request to have personal data that we maintain returned or removed by contacting your reseller. If you’re unable to obtain the results you expected, you can also contact our Customer support department hello@runbyideas.io. RBI reserves the right to validate requests to ensure legitimacy and refer the issue back to your reseller. Valid requests will typically be handled within 30 days.

An individual who seeks access to, or wishes to correct, amend, or delete inaccuracies in personal data stored or processed by RBI may have to direct such inquiries to the appropriate Customer who has access to RBI and acts as the data controller. Customers may, if required, then make a request to RBI who will act on valid requests within 30 days. We retain personal data that we store and process on behalf of Customers, resellers, and website visitors for as long as necessary to provide the WorkshopIQ Solution. Information (including personal data) will be retained and used as necessary to enable us to comply with our legal obligations, resolve disputes, support our Customers and resellers, and comply with and enforce our agreements.

We maintain technological and organizational measures intended to safeguard your information. We do this when the information is in transit, in use, and at rest.

Data Retention
RBI will retain your personal data for as long as needed to fulfill the purposes for which the data was provided. RBI will delete or anonymize your personal data when we no longer have a legitimate business need for it or in compliance with applicable law. If it is no longer possible to delete it because, for example, it has been backed up in archives, then we will securely store the personal data and isolate it from further processing until deletion is possible.

For personal data that we process on behalf of resellers and Customers’ users, we will retain such personal data in accordance with the instructions provided to us in the terms of our agreement with them, subject to applicable laws.

Additional Rights for California, EEA, and Certain Other Jurisdictions
If you are a resident of California, please view our Supplemental California Consumer Privacy Act Disclosures.

If you reside in the EEA or certain other jurisdictions, you have the right to exercise additional rights available to you under the local law that applies to you:

  • Right of erasure: you may have a broader right to have personal data that we hold about you erased or deleted.
  • Right to object to processing: you may have the right to request that RBI stop processing your personal data.
  • Right to restrict processing: you may have the right to request that RBI limit the processing of your personal data in some circumstances (e.g. where you believe that the personal data we hold about you is inaccurate or was obtained unlawfully).
  • Right to data portability: in some limited circumstances, you may have the right to receive a copy of your data in machine readable, commonly used format and to request that we transfer personal data to another controller.

In the event you would like to inquire about exercising these rights, you may contact our privacy officer by emailing us at hello@runbyideas.io. In order to protect your privacy and that of others, we may take steps to verify your identity and the validity of your request before we comply.

You also have the right to communicate with a data protection authority about our collection and processing of your personal data. You may contact your local data protection authority for more information.

8. Children’s Personal Data

We do not knowingly or intentionally collect or process any personal data from children under the age of 13. If you are under the age of 13, do not submit any personal data through our website or the WorkshopIQ Solution. Parents and legal guardians are encouraged to monitor their children’ s internet use and assist in helping us enforce this Policy by teaching their children never to provide personal data through our website or the WorkshopIQ Solution. If you have reason to believe that we may have been sent personal data of a child under the age of 13, contact us at hello@runbyideas.io and we will use reasonable efforts to delete such information.

9. Assignment or Transfer

If RBI was to enter into discussions regarding the sale or divestment of all or substantially all of our business, stock, or assets with another entity, we may assign or transfer this Policy as well as your account and related data (including personal data) in accordance with applicable law.

10. Changes to This Policy

If we make any changes to this Policy, we will post an updated policy on our website. You should periodically review this page for the latest information on our privacy practices. The updated Policy will become effective as of the date stated in the Policy and following any additional steps we may be required to take under applicable law.

11. Supplemental Terms and Conditions for Certain Regions

Canada
RBI, as a Canadian-headquartered company, complies with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canadian Anti-Spam Legislation (CASL), and other applicable provincial and federal laws regarding the data we process, collect, store and use to provide the WorkshopIQ Solution. Canada’s data protection standards have been deemed adequate by the EU.

California Consumer Privacy Act (CCPA)
If you are a resident of California, please also view our Supplemental California Consumer Privacy Act Disclosures.

Australia
Personal data collected, stored, used, and/or processed by WorkshopIQ, as described in this Policy, is collected, stored, used, and/or processed in compliance with the Australian Privacy Act 1988 (Commonwealth) and the Australia Privacy Principles set out in this Policy. If you are dissatisfied with our handling of a complaint or do not agree with the resolution proposed by us, you may make a complaint to the Office of the Australian Information Commissioner (“OAIC”) by contacting the OAIC using the methods listed on their website at http://www.oaic.gov.au. Alternatively, you may request that we pass on the details of your complaint to the OAIC directly.

Brazil
The personal data that we collect, store, use, and/or process is done so in accordance with Brazilian Law No. 12,965/2014. If you use or access our website or Solution, you expressly consent to the collection, use, storage, and processing of your personal information by us for the purposes described in this Policy.

Singapore
Personal data that is collected, stored, used, and/or processed by WorkshopIQ, as described in this Policy, is collected, stored, used, and/or processed in compliance with our obligations under the Personal Data Protection Act 2012 of Singapore as we further detail in this Policy.

12. How to Contact Us

If you have questions about this Policy or about WorkshopIQ’s privacy practices, you can contact us by email at hello@runbyideas.io.
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