Marketing automation tools – Protiviti Privacy Notice

In order to optimize interactions with the public, Protiviti as the Controller (hereinafter “we”, “us”, or “our”), has appointed the following US cloud-based third party suppliers as our Processors,  in relation to their marketing automation tools as described in this Notice:

• Oracle America Inc. (‘Oracle’), located at 500 Oracle Parkway Redwood City, CA, 94065-1677 United States  
• ON24 Inc., located at 50 Beale Street, 8th Floor, San Francisco, CA 94105 United States
• Bizzabo Inc., located at 31 W 27 St., 10 Fl, New York, NY 10001 United States

Why do our third party automation tools process your Personal Data?

Eloqua provided by Oracle – is used to deliver targeted email communications for marketing purposes and invite recipients to in-person and virtual events. Oracle provides us with secure storage of contacts, included in email campaigns and collected through Protiviti’s Eloqua and On24 registration forms, marketing preferences and allows us, in an automated way, to design, create and deliver streamlined email marketing communications on various topics. In addition, Oracle provides the ability for users to register for events (both in-person and virtual), to sign up for future marketing communications or to get in contact with us by allowing us to set up landing pages that house registration and contact forms.

Oracle is integrated with our CRM and data transfers occur every 15 minutes for the purposes of maintaining up to date contact lists and marketing preferences.

ON24 - hosts our webinar platform that provides tools for the purposes of creating, managing and delivering webinars, collecting user registration and consent to participate in webinars, receive event and email communications, marketing preferences and consent to track registration, participants attendance and activity related to events on the platform. Our instance of Oracle is integrated with ON24 and Personal Data is transferred from ON24 to Oracle and our CRM for the purposes described in this Notice.

Bizzabo - manages live, virtual and hybrid events including sending marketing email invitations to individuals regarding upcoming events, collecting user registration data, email communications, marketing preferences and consent to track registration, participants attendance and activity related to events on the platform. Personal data is transferred to our CRM for the purposes described in this Notice.   

Our suppliers are contractually prevented from processing your Personal Data for any purposes other than for the delivery of their services, in accordance with our instructions and as described in our Privacy Notices.

Which Personal Data do our third party automation tools process?

Depending on the nature of the interaction, and the data you provided, we may collect and process the following categories/types of Personal Data:

• full name, business contact details, personal email address and phone number;
• company data such as the name and location of the company you work for and your role within the company;

Who can access the Personal Data?

Personal Data stored in our third party automation tools can be accessed by members of our marketing teams and by internal and external system administrators for the purpose of providing technical support. Personal Data stored in our CRM is accessible by our staff globally.  More information can be found in your local website Privacy Notice.

What is the legal basis for processing the Personal Data?

We process Personal Data for events, webinars and marketing activities based on consent* (GDPR Article 6 (1)(a)) provided at the time the Personal Data was collected. We rely on our legitimate interest (GDPR Article 6 (1)(f)) in processing name, contact and related data in order to communicate with you, to respond to requests and to keep you updated on developments connected with our event and services which may be of interest. Where required, we will process Personal Data to comply with our legal obligations (GDPR Article 6 (1)(c)).

*If the processing of Personal Data is based on consent, you can withdraw your consent at any time, without affecting the lawfulness of the processing based on the consent before its withdrawal, by clicking the unsubscribe link contained within any marketing email received from Protiviti or by visiting the local country website and clicking on the unsubscribe link within the privacy notice or by contacting: [email protected].

Where is the Personal Data transferred and processed? 

Personal Data is processed and stored within our marketing automation tools in the US cloud. We have ensured there are appropriate contractual and other safeguards in place to ensure Personal Data is adequately protected in accordance with applicable data privacy laws. As a global organization, information may be shared globally throughout Protiviti’s worldwide organization. Our employees are authorized to access Personal Data only to the extent necessary to serve the applicable purpose(s) and to perform their job functions.

How long is the Personal Data stored?

When registering for our newsletters and/or blogs, subscription data will be retained for as long as you are subscribed.

Contact information is retained for as long as we have an active business relationship. Personal data is stored: by Oracle for 25 months, by ON2 for 24 months and by Bizzabo for 36 months, before being securely deleted.

How do we keep the Personal Data secure?

We have taken steps to preserve the confidentiality and security of Personal Data and we have implemented physical, technical and administrative measures to help prevent accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access of the Personal Data.

Do our marketing automation tools use cookies and tracking technologies?

Subject to receiving your prior consent, we may track your behaviour across emails, landing pages and our websites using non-essential cookies and email tracking and similar technologies such as pixel tags and device identifiers to collect the following categories/types of Personal Data:

• unique IDs (e.g., mobile device identifier or cookie ID on your browser), IP address and geographic location;
• behavioural data (such as pages viewed, links clicked, the web search used to locate and navigate to a site and documents downloaded).

The Personal Data collected is processed for the following purposes:

• to evaluate the user behaviour to offer content on the website and in our newsletter as well as to be able to send you news and information about us and our range of services based on your data, which are geared to your individual interests; and
• to understand what subjects are of interest to the recipients, by monitoring whether our emails are opened and what links are clicked on to improve the relevance of the emails that we send and the services that we provide.

What are your legal rights?

More information on your legal rights by visiting your local Protiviti website and clicking on the link to the Privacy Notice on the bottom of the page.

Who can you contact in case of questions or requests?

For any questions about your legal rights or how we process Personal Data please contact [email protected] (For the EU and the UK)

For other questions and customer support please contact: [email protected].