This policy applies to all individuals whose personal information we process, including clients, users of our applications, website visitors, and job applicants.
Informa is committed to protecting your privacy and maintaining the confidentiality, integrity, and availability of your personal information in accordance with applicable privacy laws and recognized security frameworks, including GDPR, CCPA/CPRA and the SOC 2 Trust Services Criteria.
This policy is reviewed at least annually and updated as necessary to reflect changes in legal, regulatory, and operational requirements.
1
Scope and Applicability
This Privacy Policy applies to personal information collected through:
- Our corporate website (www.informasoftware.com)
- Custom software applications and platforms developed and operated by Informa
- Client engagement portals and project collaboration tools
- Communication channels including email, phone, and video conferencing
- Employment applications and recruitment processes
- Business development and partnership interactions
This policy does not apply to third-party websites, applications, or services that may link to or be accessible from our platforms. We encourage you to review the privacy policies of any third-party services you access.
2
Information We Collect
2.1 Personal Information Provided Directly
We collect only the personal information reasonably necessary to fulfill the purposes described in this policy that you may provide to us directly, including:
- Contact Information: Name, email address, phone number, mailing address, job title, organization
- Account Credentials
- Business Information: Company name, role, department, project details
- Communication Records: Content of emails, messages, meeting notes, support tickets
- Employment Information: Resume, work history, references, background check results (with consent)
- Financial Information: Billing address, payment card details (processed by third-party payment processors)
- Government-issued identification or tax information only when required by law, employment processes, or contractual obligations.
2.2 Information Collected Automatically
When you access our websites and applications, we may automatically collect:
- Device Information: IP address, browser type and version, operating system, device identifiers
- Usage Data: Pages visited, time spent on pages, click patterns, feature usage, error logs
- Location Data: General geographic location derived from IP address
- Cookies and Tracking Technologies: Session cookies, persistent cookies, web beacons, analytics data
- Application Performance Data: Load times, system errors, crash reports, diagnostic information
2.3 Information from Third Parties
We may receive information about you from:
- Client Organizations: When providing services under a client engagement
- Microsoft and Technology Partners: Authentication data, license information, usage analytics
- Public Sources: Business contact information, professional networking profiles (LinkedIn)
- Service Providers: Background check providers, payment processors, analytics vendors
3
How We Use Personal Information
We use personal information for the following purposes:
3.1 Service Delivery & Performance
- Providing custom software development and professional services
- Authenticating users and managing access to applications and systems
- Processing transactions and maintaining billing records
- Providing customer support and responding to inquiries
- Monitoring application performance, security, and availability
- Troubleshooting technical issues and performing system maintenance
3.2 Business Operations & Comm.
- Communicating about projects, deliverables, and service updates
- Managing contracts, agreements, and business relationships
- Conducting business development and partnership discussions
- Processing employment applications and managing recruitment
- Administering employee onboarding, payroll, and benefits
3.3 Legal Compliance & Security
- Complying with legal obligations and regulatory requirements
- Enforcing our terms of service and other agreements
- Detecting, preventing, and responding to security incidents
- Protecting against fraud, unauthorized access, and malicious activity
- Conducting internal audits and SOC 2 compliance monitoring
- Responding to legal requests, court orders, and government inquiries
3.4 Analytics & Improvement
- Analyzing usage patterns to improve our services and user experience
- Conducting research and development on new features and solutions
- Measuring the effectiveness of our marketing and communications
- Generating aggregated, de-identified analytics and reports
4
Legal Basis for Processing (GDPR)
For individuals located in the European Economic Area (EEA), United Kingdom, or Switzerland, we process personal information based on the following legal grounds:
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Contract Performance: Processing necessary to perform our services under a contract with you or your organization.
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Legitimate Interests: Processing necessary for our legitimate business interests, balanced against your privacy rights.
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Legal Obligation: Processing required to comply with applicable laws, regulations, or court orders.
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Consent: Processing based on your explicit consent, which you may withdraw at any time.
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Vital Interests: Processing necessary to protect your vital interests or those of another person.
5
How We Share Personal Information
We may share personal information in the following circumstances:
5.1 Service Providers and Subcontractors
We engage third-party service providers to perform functions on our behalf, including:
- Cloud infrastructure providers (Microsoft Azure)
- Payment processors and billing systems
- Email and communication platforms (Microsoft 365)
- Analytics and monitoring tools (Application Insights, Power BI)
- Background check and employment verification services
- Professional services firms (legal, accounting, consulting)
These service providers are contractually obligated to protect personal information and use it only for the purposes we specify. Service providers are evaluated for security and privacy risks prior to engagement and periodically thereafter.
5.2 Client Organizations
When providing services under a client engagement, we may share personal information with the client organization as necessary to deliver the agreed-upon services. The client organization may be the data controller for such information, and their own privacy policies may apply.
5.3 Business Transfers
In the event of a merger, acquisition, reorganization, bankruptcy, or sale of assets, personal information may be transferred to the acquiring or successor entity. We will provide notice before personal information is transferred and becomes subject to a different privacy policy.
5.4 Legal Requirements and Protection
We may disclose personal information when required by law or when we believe disclosure is necessary to:
- Comply with legal obligations, court orders, or government requests
- Enforce our terms of service or other agreements
- Protect the rights, property, or safety of Informa, our clients, or others
- Prevent fraud, security breaches, or illegal activity
5.5 With Your Consent
We may share personal information for other purposes with your explicit consent.
6
Data Retention
We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Retention periods vary based on the type of information and purpose:
- Client and Project Data: Retained for the duration of the engagement plus 7 years for business records and audit purposes.
- User Account Data: Retained until account deletion is requested, plus 90 days for backup recovery.
- Employment Records: Retained for 7 years following termination as required by employment law.
- Website Analytics: Retained for 26 months in accordance with industry standards.
- Security Logs: Retained for 1 year for incident investigation and compliance.
- Financial Records: Retained for 7 years in compliance with tax and accounting regulations.
After the applicable retention period expires, we securely delete or anonymize personal information in accordance with our data destruction procedures.
7
Security Measures
Informa implements administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, and destruction. Our security measures include:
7.1 Technical Controls
- Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
- Multi-factor authentication (MFA) for all system access
- Role-based access controls (RBAC) and principle of least privilege
- Network segmentation and firewall protection
- Regular security patching and vulnerability management
- Automated backup and disaster recovery procedures
7.2 Administrative Controls
- Periodic independent SOC 2 examinations and security assessments
- Information security policies and procedures
- Employee security awareness training and background checks
- Incident response and breach notification procedures
- Third-party security assessments and vendor due diligence
- Access logging and regular security monitoring
7.3 Physical Controls
- Secure data center facilities with restricted physical access
- Environmental controls (climate, power, fire suppression)
- Access badge systems
While we strive to protect personal information, no security system is impenetrable. We cannot guarantee the absolute security of information transmitted to or stored on our systems. In the event of a confirmed data breach involving personal information, Informa will provide notifications as required by applicable law and contractual obligations.
8
Your Privacy Rights
Depending on your location and applicable law, you may have the following rights regarding your personal information:
8.1 Access and Portability
- Right to Access: Request confirmation of whether we process your personal information and obtain a copy of such information
- Right to Data Portability: Receive your personal information in a structured, commonly used, machine-readable format
8.2 Correction and Deletion
- Right to Rectification: Request correction of inaccurate or incomplete personal information
- Right to Erasure (Right to be Forgotten): Request deletion of your personal information, subject to legal exceptions
8.3 Restriction and Objection
- Right to Restriction: Request limitation on how we process your personal information
- Right to Object: Object to processing based on legitimate interests or for direct marketing purposes
8.4 Withdrawal and Complaint
- Right to Withdraw Consent: Withdraw consent for processing where consent is the legal basis
- Right to Complain: Lodge a complaint with a supervisory authority or data protection regulator
8.5 California-Specific Rights (CCPA/CPRA)
California residents have additional rights including:
- Right to Know: Request specific pieces and categories of personal information collected
- Right to Delete: Request deletion of personal information (subject to exceptions)
- Right to Opt-Out: Opt out of the sale or sharing of personal information (we do not sell personal information)
- Right to Non-Discrimination: Not be discriminated against for exercising privacy rights
- Right to Limit Use of Sensitive Personal Information: Limit use of sensitive categories
8.6 Exercising Your Rights
To exercise any of the above rights, please contact us at support@informasoftware.com. Requests are reviewed and managed by the Privacy Officer in accordance with documented privacy procedures. We will verify your identity and respond to your request within the timeframes required by applicable law (typically 30-45 days).
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Cookies & Tracking Technologies
We use cookies, web beacons, and similar technologies to collect information about your use of our websites and applications. Cookies are small text files stored on your device that help us provide and improve our services.
Types of Cookies We Use:
- Strictly Necessary Cookies: Required for authentication, security, and core functionality
- Performance Cookies: Collect anonymous usage data to analyze and improve performance
- Functional Cookies: Remember your preferences and settings
- Analytics Cookies: Help us understand how visitors interact with our websites
You can control cookie preferences through your browser settings. Disabling certain cookies may limit functionality. For more information, see our Cookie Policy available at www.informasoftware.com/cookies.
10
International Data Transfers
Informa is headquartered in the United States. Personal information may be transferred to and processed in the United States or other countries where we or our service providers operate. These countries may have data protection laws different from those in your country of residence.
For transfers from the EEA, UK, or Switzerland to the United States, we rely on Standard Contractual Clauses approved by the European Commission or other approved transfer mechanisms. We ensure that appropriate safeguards are in place to protect your personal information in accordance with this Privacy Policy.
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Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child under 18, we will take steps to delete such information promptly.
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Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. The "Last Updated" date at the top of this policy indicates when the most recent changes were made.
Material changes will be communicated through email notification to registered users or prominent notice on our website. Continued use of our services after changes become effective constitutes acceptance of the updated Privacy Policy.
13
Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact:
Informa Software, LLC
Attn: Privacy Officer
2300 Maitland Center Pkwy, Maitland, FL 32751
For EEA, UK, or Swiss residents, you may also contact your local data protection authority if you have concerns about our privacy practices.