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Privacy Policy

Policy Scope

Last updated: February 17, 2023 – Currently Effective

Information We Collect

When you use our Services, we collect information relating to you and your use of our products and services
from a variety of sources as listed below:

User Registration Information. To use our Services you must have an Zen-Meds account. When you
confirm/register your account, we collect your username, password, phone number and email address.

Billing Information. In order to bill for our Services, we require you to provide your billing details, such as a
name, address, and email address. If you provide a billing address, we will regard that as the location of the
account holder.

Organization Account Settings. Our services provide screens to control account preferences and personal
profile information. For example, your account time zone and communication templates can all be configured
through our online administration portal.

Form Data. We store your form data and form configuration settings for you. If you chose to have data
submissions directly posted to your private web services, your form data will not be stored on our servers.
Unless stated under a separate agreement, Zen-Meds is not responsible for the content of the forms you
create or the data your forms collect.

Usage Data. We collect usage data about you and your users whenever you interact with our Services. This
may include webpages you visit, what you click on, when you performed those actions. Additionally, like most
applications today, our servers keep log files that record data each time a device accesses those servers. The
log files contain data about the nature of each access, including originating IP addresses.

Device Data. We collect data from the device and application you use to access our services, such as your IP
address, browser, hardware information, settings and unique identifiers and application crash data.

Location Data. We may infer your geographic location based on your IP address. Our Services may also collect
location information from devices in accordance with the consent process provided by your device and
applications you are using.

Referral Data. If you arrive at our website (assettracker.ca) or from an external source (such as a link on
another website or in an email), we record information about the source that referred you to us.

Third Party Services and Integrations. Through the use of our Services you have the option to connect or
integrate with other third party services. For example, when configuring a Form’s workflow and Form Delivery
options you may choose to send your form submissions to a third party system. You or your administrative
users can enable and disable these integrations within your Organization’s Account. Once enabled the third
party may also share certain information with our Services. We recommend that you review the privacy
policies of these third party service providers to understand what may be disclosed through integrations with
Services such as ours. We do not sell or share your form data in any way with third party advertisers or marketers.

Cookies. We use cookies on our website. Cookies are small bits of data we store on the device you use to
access our services so we can recognize repeat users. Each cookie expires after a certain period of time,
depending on what we use it for. We use cookies for several reasons:

-To make our site easier to use. If you use the “Remember me” feature when you sign into your account, we
may store your username in a cookie to make it quicker for you to sign in whenever you return to our websites.

-For security reasons. We use cookies to authenticate your identity, such as confirming whether you are currently                                             logged into our Services.

-To provide you with personalized content. We may store user preferences, such as your default language, in
cookies to personalize the content you see.

-To improve our services. We use cookies to measure your usage of our websites and track referral data, as
well as to occasionally display different versions of content to you. This information helps us to develop and
improve our services and optimize the content we display to users.

-You can choose to remove or disable cookies via your browser. Refer to your web browser’s configuration
documentation to learn how to do this. Please note that doing this may adversely impact your ability to use
our services. Enabling cookies ensures a smoother experience when using our websites. By using our website
and agreeing to this privacy policy, you expressly consent to the use of cookies as described in this policy.

 

How we use data we collect

Customer Data will be used by our Services in accordance with Customer’s instructions, including any
applicable terms in the Terms of Use Agreement and Customer’s use of Services functionality, and as required
by applicable law.

Zen-Meds is a processor of Customer Data and Customer is the controller. The Customer may, for example,
use the Services to grant and remove access to the Organization’s Account, assign roles and configure settings,
access, modify, export, share and remove Customer Data and otherwise apply its policies to the Services. Asset
Tracker uses Other Information in furtherance of our legitimate interests in operating our Services, Websites
and business. More specifically, we use Other Information for the following reasons:

Customer Support. Providing customer support requires us to access your information to assist you (such as
with form setup, design and technical troubleshooting). Your data may be required to access to contact you to
provide these services. Your form data may be required to access to provide troubleshooting and issue
investigation.

To Prevent Potentially Illegal Activities or as Required by Law. To respond to legal requests and prevent harm
or we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how
to respond.

To Manage and Enhance Our Services. We internally use your information for the following limited purposes including:

To monitor and improve our services and features. We internally perform statistical and other analysis on
information we collect (including usage data, device data, referral data) to analyze and measure user behaviour
and trends, to understand how people use our services, and to monitor, troubleshoot and improve our
services.

Screening for undesirable or abusive activity. For example, we have automated systems that screen content
for phishing activities, spam, and fraud.

To contact you about your service or account. We occasionally send you communications of a transactional
nature (e.g. service-related announcements, billing-related matters, changes to our services or policies, and
other email communication about your account). You can’t opt out of these communications since they are required to provide our services to you.

To contact you for marketing purposes (unless you opt out). We may contact you for promotional purposes.
You may opt out of these communications at any time.

For billing and account management and administrative purposes. Zen-Meds may need to contact you for
invoicing, account management and similar reasons and we use account data to administer accounts and keep track of billing and payments.

To investigate and help identify, prevent and resolve security issues and abuse. If Information is aggregated
or de-identified so it is no longer reasonably associated with an identified or identifiable natural person, we
may use it for any business purpose. To the extent Information is associated with an identified or identifiable
natural person and is protected as personal data under applicable data protection law, it is referred to in this
Privacy Policy as “Personal Data.”

Data Retention

Zen-Meds will retain Customer Data in accordance with a Customer’s instructions, including any applicable
terms in the Terms of Use Agreement and Customer’s use of Services functionality, and as required by
applicable law. Depending on various account settings, Customer may be able to customize its retention
settings and apply those customized settings at the Organization Account level. For example, our Services can
be configured to remove collected data after a period of time within the mobile application data storage
sandbox.

Upon deletion or cancellation of your account, we retain Customer Data for 90 days unless you specifically
request to purge the data at the point of cancellation. Unless you request to remove all your data upon
cancellation of your account, we retain your contact info to keep you informed of upcoming product
announcements and communication.

Zen-Meds may retain Other Information pertaining to you for as long as necessary for the purposes
described in this Privacy Policy. This may include keeping your Other Information after you have deactivated
your account for the period of time needed for Zen-Meds to pursue legitimate business interests, conduct
audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes and enforce our
agreements.

We will NOT sell your data. Under no circumstances does Zen-Meds sell your data for any reason.

How we Share and Disclose Information

Customers determine their own policies and practices for the sharing and disclosure of Information, and Asset
Tracker does not control how they or any other third parties choose to share or disclose Information.
Customers control how their form data is distributed to external sources through account and form level
settings. For more information on how to configure your form delivery options, please visit our Help Center.

The following list outlines how we share and disclose information:

• Customer’s Instructions. Zen-Meds will solely share and disclose Customer Data in accordance with a
Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of
Services functionality, and in compliance with applicable law and legal process.

• Displaying the Services. When an Authorized User submits Other Information and Customer Data, it may be
displayed to other Authorized Users in the same or connected Organization account. For example, an
Authorized User’s email address may be displayed with their user profile. You can configure various access
levels or roles for each individual user in your account. Roles can be used to specify the actions your users can
perform and the scope of data they can view in your Organization’s account.

• Customer Access. Account Owners, Administrators, Authorized Users and other Customer representatives
and personnel may be able to access, modify or restrict access to Information and form data. This may include,
for example, your employer using Service features to export form data, or accessing or modifying your profile
details.

• Third Party Service Providers and Partners. We may engage third party companies or individuals as service
providers or business partners to process Other Information and support our business.

We rely upon 3rd party service providers to provide our Services to you. If you wish to receive a list of third parties who handle personal data for Zen-Meds, please send a request to info@zen-meds.com. If you object to a particular third party or sub-processor, who we cannot disassociate from your Services, your sole remedy will be to cancel your subscription relating to the Services that cannot be reasonably provided without the objected-to new sub-processor. Such termination will be without a right of refund for any fees prepaid by you for the period following termination.

• Third Party Services. Customer may enable or permit Authorized Users to enable Third Party Services. When
enabled, our Services may share Other Information and Customer Data with Third Party Services. Third Party
Services are not owned or controlled by Zen-Meds and third parties that have been granted access to Other
Information may have their own policies and practices for its collection and use. Please check the privacy
settings and notices in these Third Party Services or contact the provider for any questions.

• Corporate Affiliates. Zen-Meds may share Other Information with its corporate affiliates, parents and/or
subsidiaries.

During a Change to Zen-Meds Business. If Zen-Meds engages in a merger, acquisition, bankruptcy,
dissolution, reorganization, sale of some or all of Zen-Meds assets or stock, financing, public offering of
securities, acquisition of all or a portion of our business, a similar transaction or proceeding, or steps in
contemplation of such activities (e.g. due diligence), you expressly consent to Zen-Meds transferring your
information to the new owner or successor entity so that we can continue providing our services. If required,
Zen-Meds will notify the applicable data protection agency in each jurisdiction of such a transfer in
accordance with the notification procedures under applicable data protection laws.

Aggregated or De-identified Data. We may disclose or use aggregated or de-identified Other Information for
any purpose. For example, we may share aggregated or de-identified Other Information with prospects or
partners for business or research purposes, such Zen-Meds customer the average
amount of forms processed over a period of time.

• To Comply with Laws. If we receive a request for information, we may disclose Other Information if we
reasonably believe disclosure is in accordance with or required by any applicable law, regulation or legal
process.

• To Enforce Our Rights, Prevent Fraud, and for Safety.  To protect and defend the rights, property or safety of
Zen-Meds or third parties, including enforcing contracts or policies, or in connection with investigating and
preventing fraud or security issues.

• With Consent. Zen-Meds may share Other Information with third parties when we have consent to do so.

• Your account details to your billing contact. If your details (as the account holder) are different to the billing
contact listed for your account, we may disclose your identity and account details to the billing contact upon
their request (we also will usually attempt to notify you of such requests). By using our services and agreeing
to this privacy policy, you consent to this disclosure.

Age Restrictions and Limitations

To the extent prohibited by applicable law, we do not allow use of our Services and Websites by anyone
younger than 16 years old.

Zen-Meds does not knowingly collect personal data from minors or allow them to register. If it comes to our
attention that a Customer has collected personal data from a minor, we may delete this information without
notice. If you have reason to believe that this has occurred, please contact us at info@zen-meds.com

Identifying The Data Controller And Processor

Data protection law in certain jurisdictions differentiates between the “controller” and “processor” of
information. In general, the Customer is the controller of Customer Data and Zen-Meds is the processor of
Customer Data and the controller of Other Information.

Your Rights to Your Information

Individuals located in certain countries have certain statutory rights in relation to their personal data. Subject
to any exemptions provided by law, you may have the right to request access to Information, as well as to seek
to update, delete or correct this Information. You can usually do this using the settings and tools provided in
your Services account.

If you cannot use the settings and tools, contact us or the Controller / Owner of your Organization account for
additional access and assistance. To the extent that Zen-Meds processing of your Personal Data is subject
to the General Data Protection Regulation, Zen-Meds relies on its legitimate interests, described above, to
process your data. Zen-Meds may also process Other Information that constitutes your Personal Data for
direct marketing purposes and you have a right to object to Zen-Meds use of your Personal Data for this
purpose at any time.

At any point you can perform the following actions:

Update your account details. You can update your account preferences and information using our online
administration portal found at www.assettracker.ca

Delete your form data. data. Deleting form data can be accomplished via our online administration portal and will
permanently delete form data immediately. To the extent permitted by law, we will permanently delete your
data if you request to when cancelling your account.

Cancel your account. To cancel your account, please do so through our online Administration portal at
www.assettracker.ca or contact us at info@assettracker.ca.

Upon cancellation, you will have the option to permanently delete your Account data. Deleting your account
will cause all the form data in the account to be permanently deleted, as permitted by law, and will disable
your access to any other services that require an Zen-Meds account. We will promptly fulfill requests to
delete personal data unless the request is not technically feasible, or such data is required to be retained by
law (in which case we will block access to such data, if required by law).

Security

We are committed to handling your personal information and data with integrity and care. Zen-Meds works
hard to protect Information you provide from loss, misuse, and unauthorized access or disclosure. We leverage
the top cloud-hosting providers in the world to security store and process your data. We also transmit your
data encrypted over the Internet using Secure Socket Layers, an industry standard for data encryption.

However, regardless of the security protections and precautions we undertake, there is always a risk that your
personal data may be viewed and used by unauthorized third parties as a result of collecting and transmitting
your data through the Internet. Given the nature of communications and information processing technology,
Zen-Meds cannot guarantee that Information, during transmission through the Internet or while stored on
our systems or otherwise in our care, will be absolutely safe from intrusion by others.

Consent

By clicking “I Agree” or any other button indicating your acceptance of this privacy policy, you expressly
consent to the following: You consent to the collection, use, disclosure and processing of your personal data in
the manner described in this privacy policy, including our procedures relating to cookies, IP addresses and log
files.

Unless otherwise stated and agreed upon, our servers are based in the United States, so your personal data
will be primarily processed by us in the United States.

You consent and agree that we may transfer your data to data processors located in countries, including the
United States and Canada.

Your consent is voluntary, and you may revoke your consent by opting out at any time. Please note that if you
opt-out, we may no longer be able to provide you our services. You consent to us sharing your personal data
with relevant persons working for service providers who assist us to provide our services. If you have enabled
cookies on your web browser, you consent to our use of cookies as described in this privacy policy.

Privacy Policy Changes

We may modify this privacy policy at any time, but if we do so, we will notify you by publishing the changes on
this website. If we determine the changes are material, we will provide you with additional, prominent notice
as is appropriate under the circumstances, such as via email.

For any changes to this privacy policy for which you are required to provide prior consent, we will provide you
with reasonable notice of such changes before they become effective and provide you with the opportunity to
consent to those changes. If you do not cancel your subscription and continue to use our services beyond the
advance-notice period, you will be considered as having expressly consented to the changes in our privacy
policy. If you disagree with the terms of this privacy policy or any updated privacy policy, you may close your
account at any time.

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