NOTICE OF ANNEX.COM PRIVACY POLICY

This Privacy Notice (this “Privacy Notice”) for ANNEX.com, LLC (“Annex.com”, “we”, “us”, or “our”) describes how and why we might access, collect, store, use, and/or share (“process”) your personal information when you use our services (“Services”), including when you:

• Visit and use the services provided at our website located at http://www.annex.com, or any website of ours that links to this Privacy Policy
  
  
• Engage with us in any other related ways, including any sales, marketing, or events

Reading this Privacy Notice will help you understand your privacy rights and choices. Annex.com is responsible for making decisions about how your personal information is processed.  If you do not agree with these policies and practices, please do not use our Services.  If you still have any questions or concerns, please contact us at privacy@annex.com.

SUMMARY OF KEY POINTS

This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by using the table of contents below to find the section you are looking for.

What personal information does Annex.com process?  When you visit, Annex.com, or navigate and/or use our Services, we may process personal information depending on how you interact with us and our Services, the choices you make, and the products and features you use. This information may include your name, physical address, email address, IP address, geographic location, phone number and any other information you provide to us during the Annex.com account registration, interactions with customer support or when using platform features.

Does Annex.com process any sensitive personal information?  Information may be considered “special” or “sensitive” in certain jurisdictions, for example your racial or ethnic origins, sexual orientation, and religious beliefs.  We do not process any “special” or “sensitive” information.   

Does Annex.com process any information from third parties? We do not collect any information from third parties.

How does Annex.com process your information?  We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law.  We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so.

In what situations and with which parties does Annex.com share personal information?  We may share information in specific situations and with specific third parties, for example to obtain estimates of taxes for each transaction and to collect payment of fees for our Services.

How does Annex.com keep your information safe?  We have adequate organizational and technical processes and procedures in place to protect your personal information.  However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information.

What are your rights?  Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information.

How do you exercise your rights? The easiest way to exercise your rights is by contacting Annex.com at privacy@annex.com.  We will consider and act upon any request in accordance with applicable data protection laws.

Want to learn more about what Annex.com does with any information we collect? Review the Privacy Notice in full.

 
TABLE OF CONTENTS

1. INFORMATION ANNEX.COM COLLECTS
2. PROCESSING OF YOUR INFORMATION BY ANNEX.COM
3. LEGAL BASES FOR ANNEX.COM TO PROCESS YOUR INFORMATION
4. SHARING YOUR PERSONAL INFORMATION
5. INFORMATION TRANSFERRED INTERNATIONALLY
6. DATE RETENTION
7. SAFEGUARDING INFORMATION
8. PRIVACY RIGHTS
9. CONTROLS FOR DO-NOT-TRACK FEATURES
10. SPECIFIC PRIVACY RIGHTS TO CITIZENS OF THE UNITED STATES
11. UPDATES TO THIS NOTICE
12. CONTACTING ANNEX.COM ABOUT THIS NOTICE
13. REVIEW, UPDATE, OR DELETE DATA ANNEX.COM COLLECTS FROM YOU
 

1.    INFORMATION ANNEX.COM COLLECTS

Personal Information You Disclose to Annex.com

We collect personal information that you voluntarily provide to us when you register for our Services, express an interest in obtaining information about us or our products and Services, when you interact with customer support, use the Services or otherwise when you contact us.

Personal Information Provided by You 

The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the Services and platform features you use. The personal information that we may collect include the following:

•    names
•    phone numbers
•    email addresses
•    mailing addresses
•    job titles
•    contact preferences
•    billing addresses
•    [Other]

 

Sensitive Information.  We do not currently process any category of “sensitive” information.

Payment Data and Tax Estimates.  We may collect data necessary to process your payment if you choose to purchase our Services, such as your payment instrument number, and the security code associated with your payment instrument.  All payment data is handled and stored by Stripe.  You may find their privacy notice link(s) here: https://stripe.com/privacy.  All data concerning estimation of taxes is handled and stored by Avalara.  You may find their privacy notice link(s) here:  https://www.avalararesourcecentre.com/privacy-policy

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information Automatically Collected

Annex.com automatically collects certain information when you visit, annex.com, or navigate the Services.  This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collects information through cookies and similar technologies. 

The information we collect includes:  

• Log and usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use the Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called “crash dumps”), and hardware settings).
  
  
• Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
  
  
• Location Data. We collect location data such as information about your device’s location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your location setting on your device.  However, if you choose to opt out, you may not be able to use certain aspects of the Services.
  
  

2.    PROCESSING OF YOUR INFORMATION BY ANNEX.COM

Annex.com processes your personal information for a variety of reasons, depending on how you interact with our Services, including without limitation: 

• To facilitate account creation and authentication and otherwise manage user accounts.  We may process your information so you can register for, create and log in to your account for the Services, as well as keep your account in working order.
• To deliver and facilitate delivery of Services to the user.  We may process your information to provide you with the requested Service.
• To respond to user inquiries/offer support to users.  We may process your information to respond to your inquiries and solve any potential issues you might have with the requested Service or any other interactions with customer support.
• To send administrative information to you.  We may process your information to send you details about our products and services, new or changing features and capabilities for our products and Services, changes to our terms and policies, and other similar information.
• To enable system configuration for Service offerings. We may process your information to configure your O’Neil Stratus system to permit record centers to fulfill Service offerings for you, including fulfillment of service requests and generating invoicing information.
• Payment Facilitation.  We may process your information to facilitate the payment for Services by the user of such Services and the provider of such Services, including the collection of payment for products and Services via Stripe and the estimation of taxes via Avalara.
• To enable user-to-user communications.  We may process your information if you choose to use any of our offerings that allow for communication with another user or Service provider. 
• To request feedback.  We may process your information when necessary to request feedback and to contact you about your use of the Services. 
• To send you marketing and promotional communications.  We may process the personal information you send to us for our own marketing purposes, if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time. 
• To protect the Services.  We may process your information as part of our efforts to keep the Services safe and secure, including fraud monitoring and prevention. 
• To identify usage trends.  We may process information about how you use the Services to better understand how they are being used so we can improve them. 
  
  

3.    LEGAL BASES FOR ANNEX.COM TO PROCESS YOUR INFORMATION

If you are located in the EU or UK, this section applies to you.

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases that we rely upon in order to process your personal information.  As such, we may rely on the following legal bases to process your personal information:

• Consent.  We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time. 
• Performance of a Contract.  We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing the Services or at your request prior to entering into a contract with you.
• Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests, and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for the purposes described in Section 2 above.  
• Legal Obligations.  We may process your information when and where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which you are involved.
• Vital Interests.  We may process your information when and where we believe it is necessary to protect our vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

 

4.    SHARING YOUR PERSONAL INFORMATION

We may share information in specific situations described in this section and/or with certain third parties. 
Business Transfers.  We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

• Affiliates.  We may share your information with our affiliates, in which case we will require those affiliates to honor this Privacy Notice.  Affiliates include our parent company and any subsidiaries, joint venture partners, or other companies that we control or that are under common control with us.
• Payment Processing.   We may share your information with third-party payment processors such as Stripe to collect payment for Services, or other third-parties such as Avalara to estimate taxes for Service transactions.  
• Business Partners.  We may share your information with our business partners to offer you certain products, services, or promotions. 
• Other Users. When you share personal information (for example, by posting comments, contributions, or other content to the Services) or otherwise interact with public areas of the Services, such personal information may be viewed by all users and may be publicly made available outside the Services in perpetuity. 
• Cookies.  We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Service. Some online tracking technologies help us maintain the security of our Service, prevent crashes, fix bugs, save user’s preferences and assist with basic site functions. We may also permit third parties and service providers to use online tracking technologies on our Service for analytics and advertising.  To the extent these online tracking technologies are deemed to be a "sale"/"sharing" under applicable state laws, you can opt out of these online tracking technologies.  

 

5.    INFORMATION TRANSFERRED INTERNATIONALLY

We may transfer, store, and process your information in countries other than your own.   Our servers are located in the United States of America, Ireland, and Australia.   If you are accessing our Services from outside of the United States of America, Ireland, and Australia, please be aware that your information may be transferred to, stored by, and processed by us in our facilities and in the facilities of the third parties with whom we share your personal information.

If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this Privacy Notice and applicable law.

6.    DATA RETENTION

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). 

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.  

7.    SAFEGUARDING INFORMATION

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we  process against unauthorized access, loss, misuse, alteration and destruction. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third-parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information in connection with the Services is at your own risk. You should only access the Services within a secure environment.

8.    PRIVACY RIGHTS

In some regions (like the EEA, UK, and Switzerland), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us at privacy@annex.com.

We will consider and act upon any request in accordance with applicable data protection laws.  If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

Withdrawing Your Consent

If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us at privacy@annex.com.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

9.    CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.

California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognizing or honoring DNT signals, we do not respond to them at this time. 

10.    SPECIFIC PRIVACY RIGHTS TO CITIZENS OF THE UNITED STATTES

If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law.  More information is provided below.

Categories of Personal Information Collected

We have collected the following categories of personal information in the past twelve (12) months:

 

Category	Examples	Collected
A. Identifiers	Contact details, such as real name, alias, postal address, telephone or mobile contact number, unique personal identifier, online identifier, Internet Protocol address, email address, and account name	Yes
B. Personal information as defined in the California Customer Records statute	Name, contact information, education, employment, employment history, and financial information	Yes
C. Protected classification characteristics under state or federal law	Gender, age, date of birth, race and ethnicity, national origin, marital status, and other demographic data	No
D. Commercial Information	Transaction information, purchase history, financial details, and payment information	Yes
E. Biometric Information	Fingerprints and voiceprints	No
F. Internet or other similar network activity	Browsing history, search history, online behavior, interest data, and interactions with our and other websites, applications, systems, and advertisements	Yes
G. Geolocation data	Device location	Yes
H. Audio, electronic, sensory, or similar information	Images and audio, video or call recordings created in connection with our business activities	No
I. Professional or employment-related information	Business contact details in order to provide you with our Services at a business level or job title, work history, and professional qualifications if you apply for a job with us	Yes
J. Education Information	Student records and directory information	No
K. Inferences drawn from collected personal information	Inferences drawn from any of the collected personal information listed above to create a profile or summary about, for example, an individual’s preferences and characteristics	No
L. Sensitive personal Information		No

We may also collect other personal information outside of these categories through instances where you interact with us in person, online, or by phone or mail in the context of:

•    Receiving help through our customer support channels; and

•    Facilitation in the delivery of the Services and to respond to your inquiries.

We will not collect or use personal information in Categories H or K.  

Access of Personal Information

Learn more about the personal information we collect in “INFORMATION ANNEX.COM COLLECTS.”

Uses of Information

Learn more about the uses of your personal information in “PROCESSING OF YOUR INFORMATION BY ANNEX.COM.”

Sharing of Information

Learn more about the sharing of your personal information in “SHARING YOUR PERSONAL INFORMATION.”

We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. This is not considered to be “selling” of your personal information.

We have not disclosed, sold, or shared any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months.  We will not sell or share personal information in the future belonging to website visitors, users, and other consumers.

Your Rights

You have rights under certain of your state data protection laws. However, these rights are not absolute, and in certain cases, you may decline our request for information as permitted by law. These rights include:

• Right to know whether or not we are processing your personal data
• Right to access your personal data
• Right to correct inaccuracies in your personal data
• Right to request the deletion of your personal data
• Right to obtain a copy of the personal data you previously shared with us
• Right to non-discrimination for exercising your rights
• Right to opt out of the processing of your personal data if it is used for targeted advertising (or sharing as defined under California’s privacy law), the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects (“profiling”)
  
  

Depending upon the state where you live, you may also have the following rights:

• Right to access the categories of personal data being processed (as permitted by applicable law, including Minnesota’s privacy law)
• Right to obtain a list of the categories of third parties to which we have disclosed personal data (as permitted by applicable law, including California’s and Delaware’s privacy law)
• Right to obtain a list of specific third parties to which we have disclosed personal data (as permitted by applicable law, including Minnesota's and Oregon's privacy law) 
• Right to review, understand, question, and correct how personal data has been profiled (as permitted by applicable law, including Minnesota’s privacy law)
• Right to limit use and disclosure of sensitive personal data (as permitted by applicable law, including California’s privacy law)
• Right to opt out of the collection of sensitive data and personal data collected through the operation of a voice or facial recognition feature (as permitted by applicable law, including Florida’s privacy law)
  
  

How to Exercise Your Rights

To exercise these rights, you can contact us by visiting www.annex.com or by referring to the contact details at the bottom of this document.

Under certain state data protection laws, you can designate an authorized agent to make a request on your behalf.  We may deny a request from an authorized agent that does not submit proof that they have been validly authorized to act on your behalf in accordance with applicable laws.

Request Verification

Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system.  We will only use personal information provided in our request to verify your identity or authority to make the request. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes.

If you submit the request through an authorized agent, we may need to collect additional information to verify your identity before processing your request and the agent will need to provide a written and signed permission from you to submit such request on your behalf.

Appeals

Under certain state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at privacy@annex.com. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions. If your appeal is denied, you may submit a complaint to your state attorney general.

California “Shine The Light” Law

California Civil Code Section 1798.83, also known as the “Shine The Light” law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) that we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us by using the contact details provided in the section “CONTACTING ANNEX ABOUT THIS NOTICE”.

11.    UPDATES TO THIS NOTICE

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated “Revised” date at the top of this Privacy Notice.  If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification.  We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

12.    CONTACTING ANNEX ABOUT THIS NOTICE

If you have questions or comments about this notice, you may email us at privacy@annex.com or contact us by mail at: 

Annex.com, LLC
11 Cushing, Irvine, CA 92618

13.    REVIEW, UPDATE, OR DELETE DATA ANNEX COLLECTS FROM YOU

Based on the applicable laws of your country or state of residence in the United States, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information.  You may also have the right to withdraw your consent to our processing of your personal information.  These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please email privacy@annex.com.