Privacy Policy | Asignio

Asignio Privacy Policy

Updated May 5, 2023

Privacy is fundamentally important to Asignio, so we have developed a Privacy Policy that covers how we collect, use, disclose, transfer, and store your personal information.

Main Points

Asignio never sells personal data to third parties

Asignio only holds user data for the minimal amount of time possible for user security
Asignio follows all local laws regarding privacy and data regulations

A. Collection and Use of Personal Information

Asignio’s privacy policy applies to our biometric SaaS platform, as well as any other products or services we offer that involve the collection, storage, or use of personal information, including, handwriting data, facial images and voice samples. This policy outlines how we collect, store, use, and share personal information, as well as your rights with respect to your biometric information.

You may be asked to provide your personal information anytime you are in contact with Asignio or an Asignio affiliated company. Asignio and its affiliates may share this personal information with each other and use it consistent with this Privacy Policy. They may combine this information with other information in efforts to provide and improve our products, services, content, and advertising. You are not required to provide this personal information, but, if you choose not to do so, in many cases we will not be able to provide you with our products or services.

Here are some examples of the personal information Asignio may collect and how we will use it:

Biometric information: We collect and store biometric information, which includes handwriting patterns, facial images, and voice samples, that are used to authenticate users on our platform. We do not sell or rent this information to third parties.
Personal information: We may collect personal information that you provide to us, such as your name, email address, and contact information. We use this information to communicate with you, provide customer support, and improve our services. Personal information includes information or data that can identify, relate to, describe, be associated with, or be linked directly or indirectly to a particular consumer or household.
Usage information: We collect information about how you use our platform, including the pages you visit, the features you use, and the actions you take. We use this information to improve our services and to understand how our platform is being used.
Identity information: In certain jurisdictions or for certain actions, we may ask for a government issued ID. In these cases, we will gain access to the necessary information from the ID to properly authenticate you and uphold the exacting standards of security that we take pride in.
Device and browser information: We may collect information about the device and browser you use to access our platform, including the type of device, the operating system, and the browser type and version. We use this information to ensure that our platform works correctly on your device and browser.

We collect this information through various means, including when you sign up for an account, use our platform, or interact with us through email or other channels. We may also receive information from third-party sources, such as partners and identity and access management platforms, if you choose to connect your account with our platform.

Please note that we only collect biometric information from users who have provided their informed written consent in accordance with applicable laws and regulations. If you choose not to provide your biometric information or revoke your consent, you may not be able to use certain features or services on our platform.

Our company is committed to protecting your privacy and complying with applicable laws and regulations, including the Illinois Biometric Information Privacy Act (BIPA) and the General Data Protection Regulation (GDPR). We strive to collect, use, and store biometric information in a secure and transparent manner and to give our users control over their personal information.

B. How We Use your Personal Information

We may process your personal information: for the purposes described in this Privacy Policy, with your consent, for compliance with a legal obligation to which Asignio is subject or when we have assessed it is necessary for the purposes of the legitimate interests pursued by Asignio, a partner or an affiliate of Asignio to whom it may be necessary to disclose information.

We use your information, including signature data, to authenticate you on our platform via proprietary handwriting comparison algorithms. This information is used solely to verify your identity and is not sold or shared with unauthorized parties.
We use your personal information for account and network security purposes. We also use your information for anti-fraud purposes as they arise from the conduct of an online transaction with us. For certain online transactions we may also validate the information provided by you with publicly accessible sources.
We also use personal information to help us create, develop, operate, deliver, and improve our products, services, content, and advertising. The personal information collected is used to best increase the user experience. We use the information we collect to improve our platform and services, including by analyzing usage patterns, identifying and fixing bugs, and developing new features.
We may use the personal information we collect to keep you up to date on Asignio’s latest software updates and upcoming events.
We may use your personal information, including date of birth, location, and IP address, to verify identity, assist with identification and authentication of users, and to determine appropriate services.
We may use your personal information to send important notices, such as changes to our terms. This information is important to your user experience with Asignio so you may not opt-out of receiving these notices unless you opt-out in addition to discontinuing use of our service. Regardless, you would still receive any notices required by law.
If you apply for a position at Asignio or an Asignio affiliate or we receive your information in connection with a potential role with us, we may use your information to evaluate your candidacy and to contact you. If you are a candidate, you will receive more information about how Asignio handles the candidate's personal information at the time of application.
We may share your voice and facial image data with authorized third-party technology vendors who provide comparison APIs to improve our biometric authentication services. We only share this information with vendors who have agreed to comply with our privacy and security standards and who have signed appropriate data protection agreements.
We may share generic risk signals with third parties based upon our internal analysis of biometric data for the purpose of improving our services, improving our offerings with that third party, and further study of those risk signals.

We do not sell or rent your information to third parties for marketing or other purposes.

We may also disclose your information if required by law or in response to a court order, subpoena, or other legal request.

Please note that we take the security of your information seriously and have implemented appropriate measures to protect it from unauthorized access, use, or disclosure. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee the absolute security of your information.

We may have received your personal information from other persons if that person has shared their content with you using Asignio products or invited you to participate in Asignio services or forums. We may also validate the information provided by you when creating an Asignio persistent identity with a third party for security and fraud prevention purposes. If we receive personal information from a third party, the collection of that personal information is subject to the third party’s corresponding privacy policy. Any questions concerning that privacy policy should be directed to the third party.

We may use datasets that contain images, voices or other data that could be associated with a particular person for research and development purposes. When acquiring such datasets, we do so in accordance with local laws in the jurisdiction in which the dataset is hosted.

C. Cookies and Other Technologies

Asignio’s websites, online services, interactive applications, and email messages may use cookies and other technologies. These technologies allow us to better understand user behavior. The information collected by these technologies is treated as non-personal information, except in the instances where individual identifiers are considered personal information by local law, then we treat these identities as personal information.

Asignio and our partners use cookies and other technologies to remember personal information when you use our online services. The goal in these cases is to make your experiences more convenient and personal. If you want to disable cookies, you can go to your internet settings and do so.

We also gather anonymous error messages and similar use data automatically and store it in log files. We use this information to understand and analyze trends, help with site administration, learn about user behavior, improve products and services, and to gather demographic information about our user base.

In some email messages, we use a hyperlink or “click-through URL” link to content on the Asignio platform. We track this click-through data and use this data to determine interest in particular topics and measure effectiveness of our communication methods. If you do not want to be tracked this way, do not click text or graphic links in the email messages. We may use this information to increase efficiency and reduce or eliminate messages sent to customers through email and online platforms.

D. Collection and Use of Biometric Information

Our platform collects biometric information in the form of signature data, facial images, and voice samples to authenticate users and improve our biometric authentication services.

The specific purposes for which we collect, and store biometric information include:

Biometric authentication: We collect and store signature data, facial images, and voice samples to verify the identity of our users using our proprietary biometric comparison algorithms and authorized third-party comparison APIs.
Improving our services: We collect and analyze biometric information to improve our platform and services, including by identifying and fixing bugs, developing new features, and optimizing the performance of our biometric authentication technology.

We will store your biometric information for as long as necessary to fulfill the purposes for which it was collected, or as required by law. We will permanently destroy your biometric information within three years of your last interaction with our platform, upon your written request (unless retention is required by law or court order, or otherwise is in use for legitimate purposes permitted by law), or when the initial purpose for collecting or obtaining such information has been satisfied, whichever occurs first.

We have implemented technical safeguards to protect the confidentiality, integrity, and security of your biometric information, including access controls, data encryption, and regular security assessments.

We will not sell, lease, trade, or otherwise profit from your biometric information.

Under BIPA, you have the right to:

Receive written confirmation from us that we are collecting and storing your biometric information.
Request destruction of your biometric information.
Sue us for any violations of BIPA.

Under the GDPR (absent limited exceptions), individuals from those countries have a right to:

Be informed about their data and its processing
Have access to their data
Correct any errors in their data
Erase data from our records
Restrict processing and use of data
Data portability
Object to the use of their data, including for the purpose of automated profiling and direct marketing
Make decisions about automated decision making and profiling

Under the California Consumer Privacy Act (“CCPA”), California residents receive specific rights to restrict, access, and delete their collected information. Subject to the requirements and limitations under the CCPA, these rights include:

Upon your written request, up to 2 times during a 12-month period, we will provide you a summary of the personal information we have for you for your review.
We currently do not sell your personal information to other persons or entities. However, if we were to do so in the future, and after amending this privacy policy, you would have the right to opt out of such sales.
Upon your written request, and absent a statutorily-recognized need under the CPAA to retain such information, we will delete your personal information we have collected.

We will not discriminate against you for exercising any of your CCPA rights. This means that we will not deny you goods or services, charge you different prices or rates for goods or services, or provide you with a different level or quality of goods or services just because you have exercised your CCPA rights. However, we may charge a different price or rate or provide a different level or quality of goods or services if that difference is related to the value provided to our business by your personal information.

Where changes are or action is requested from us, we may need to make further inquiry to verify the identity of the individual requesting any action above to confirm that person’s identity prior to processing that request.

Regardless of citizenship or location, we respect the rights of all our users. If you have any questions or concerns about how we collect or use your biometric information, please contact us at support@asignio.com.

E. Collection and use of Non-Personal Information

We collect data that does not permit direct association with any specific individual. We may collect, use, transfer and disclose non-personal information for any purpose. Here are some examples of non-personal information and how we may use it:

We collect information regarding customer activities on our website, cloud services, and other products and services. This information is used to help us provide more useful information to our customers and to understand which parts of our products and services are of most interest to consumers. This data is considered non-personal information for this Privacy Policy.
With your consent, we may collect data about how you use your device and applications to improve our applications and websites.
We may collect information such as occupation, language, zip code, etc. where the Asignio platform is used so that we can better understand customer behavior and improve our products and services.

In the events that we do combine non-personal information with personal information, all the combined material will be treated as personal information for the period that it remains combined.

F. Disclosure to Third Parties

Asignio provides third parties with certain personal information to improve our products and services or to deliver products at your request. Asignio notifies all third parties handling this personal information must satisfy all relevant laws and adhere to the guidelines laid out in this Privacy Policy. Ultimately, Asignio does not directly control any third party and those parties are solely liable for their conduct. You should review the privacy and other policies of any third party you engage with who uses our services. Personal information is never shared with third parties for their marketing purposes. If a third party is approved to receive personal information, the data will be governed by Asignio’s Privacy Policy and all relevant laws.

We currently share the following information with current service providers for the following purposes:

We provide facial photos and voice samples to validate those samples.
We provide photos of driver’s licenses to validate them.
We provide names and email addresses to effectuate use of live chat service.
We provide cell phone numbers to send users text messages.
Where we confirm the identity of users for third parties (often through the third-party’s own website or application), we share information like names, email address, and phone numbers to assist in confirming that identity with those third parties requesting such identify confirmation.

G. Other

On occasion, it may be necessary for Asignio to disclose your personal information for legal processes, litigation and/or requests from governmental authorities within or outside your country of residence. We may also disclose personal information about you for national security, law enforcement, or similar issues of public importance. We may also disclose personal information if we determine that it is necessary to enforce our terms and conditions or protect our operations or users. This could include providing information to governmental authorities.

In the case of a sale, merger, or re-organization, we may transfer any personal information we collect to the relevant third party.

H. Protection of Personal Information

Asignio takes the security of all personal information very seriously. For all online services, Asignio uses encryption during transit and storage to protect all personal and non-personal information. Asignio does not store any personal data in physical facilities. The third parties that Asignio utilizes to hold personal information use limited access housed computers with strict physical security measures. All cloud data is stored in encrypted form, including when we utilize third-party storage.

When you use Asignio products or services to post on social networking services or chat rooms, the content you share may be visible to other users and can be read, collected, or used by them. You are responsible for the personal information you choose to share or submit in these instances. Please be cautious when using these features.

We take the security of your data seriously and have implemented measures to protect it against unauthorized access, use, or disclosure, including:

Encryption: All biometric data collected and stored on our platform is encrypted using industry-standard encryption protocols, which help to protect your data from unauthorized access.
Access controls: We restrict access to your biometric data to only those employees or third-party vendors who have a legitimate need to access it.
Regular security assessments: We perform regular security assessments and audits of our platform and systems to identify vulnerabilities and improve our security practices.

Despite our efforts to protect your data, no security measures are perfect or impenetrable, and we cannot guarantee the security of your data. If you have reason to believe that your data has been compromised, please contact us immediately so that we can take appropriate action.

I. The Existence of Automated Decision-Making

Asignio does not do any automated decision-making or use of algorithms or profiling that significantly affects the security of your personal information.

J. Integrity and Retention of Personal Information

Asignio retains your personal information only for the period necessary to fulfill the purposes outlined in this Privacy Policy and specific service summaries. We only retain the information for the shortest possible period to realize the purpose of collection unless a longer retention period is required by law. We make it easy to keep your personal information accurate, complete, and up to date on your account settings through our website.

K. Location-Based Services

Asignio uses personal location-based information to ensure security in our authentication and identification methods. To provide these location-based services, Asignio and our partners may collect, use, and share precise location data. When available, Asignio and our partners may use GPS, Bluetooth, and your IP Address, along with other technologies to determine your devices’ location. With consent, this information is collected in a form that identifies the user to the device and allows Asignio to provide proper authentication for our services and our partners.

In some instances, location-based services require your personal information for the feature to work.

L. Third-Party Sites and Services

Asignio websites, products, applications, and services may contain links to third-party websites, products, and services.

Information collected by third parties is governed by their privacy policies. We encourage you to learn about the privacy practices of those third parties.

M. International Users

Our services are primarily hosted in the United States, and your biometric data and personal information may be transferred to, stored in, and processed in the United States or other countries where we or our third-party service providers operate. These countries may have data protection laws that are different from the laws of your country.

We take steps to ensure that any international transfers of your biometric data and personal information comply with applicable data protection laws. For transfers from the European Economic Area, we rely on Standard Contractual Clauses approved by the European Commission, which provide adequate safeguards for the transfer of personal data.

By using our services, you consent to the transfer of your biometric data and personal information to the United States and other countries as described in this Privacy Policy.

N. Commitment to Your Privacy

We communicate our privacy and security guidelines to Asignio employees and strictly enforce privacy safeguards within the company.

O. Privacy Questions

If you have any questions or concerns about Asignio’s Privacy Policy or data processing or if you would like to make a complaint about a possible breach of local privacy laws, please contact us.

When a question about personal information or data is received, we have a dedicated team to answer your question with urgency. We may request more information if your issue is substantive in nature. If you are unsatisfied with the reply you receive, you may refer your complaint to the relevant regulator in your jurisdiction. If you ask us, we will direct you to proper complaint avenues which may be applicable to your circumstances.

If your complaint highlights an opportunity for us to improve our Privacy Policy, we will update it at the next reasonable opportunity. If there is a negative impact on you or another person, we will take steps to address that with the appropriate persons.

Asignio may update its Privacy Policy regularly. When we post an update, we will post a notice on our website with the updates and contact you via your contact information on file.

We may update this Privacy Policy occasionally in response to changing legal, technical, or business developments. If we make material changes to this Privacy Policy, we will notify you by email or by posting a notice on our website before the effective date of the changes, and you will be required to consent to the new Privacy Policy before using our services again.

We encourage you to review this Privacy Policy periodically to stay informed about our data collection, use, and disclosure practices. If you have any questions or concerns about this Privacy Policy, please contact us at support@asignio.com.

P. No Use by Minors

Our products and services require confirmation that registered users are adults. Where an individual is below the age of 16, the parent or guardian is required to contact us to request a custodial minor account. We then request additional information to verify the parental status of the minor.

If we become aware that we have inadvertently received personal information from a user who is under the age of 16, we will delete the information from our records as soon as possible. If you are a parent or guardian and your minor child has provided us personal information, you have the right to contact us and require that we: (a) permit you to review the personal information provided, and (b) remove and delete the personal information provided. To do so, upon you contacting us, we must take reasonable steps to confirm you are the parent or guardian.

If you believe that we may have collected information from a child under 16, please contact us at support@asignio.com.

We will make every effort to respond to your inquiries or requests in a timely and appropriate manner. If you are not satisfied with our response, you may have the right to file a complaint with the relevant supervisory authority.

Q. No Unsolicited Personal Information Requests

We will never ask you for your personal information in an unsolicited letter, call, or email. Should you receive such a request, you should not provide any personal information in response and you should contact us immediately. If you contact us, we will only use your personal information if necessary to fulfill your request.

R. Contact Us

If you have any questions, comments, or concerns about this Privacy Policy, please contact us at support@asignio.com. You may also contact us at this address if you wish to exercise your rights under applicable data protection laws, such as the right to access, correct, or delete your personal information.