Citation Labs Privacy Policy

Citation Labs Privacy Policy

At Citation Labs, we value your privacy and are committed to protecting your personal data. Whether you’re visiting our website, attending one of our events, or interacting with our services, this privacy policy explains how we collect, use, and safeguard your personal information in compliance with the General Data Protection Regulation (GDPR).

We aim to be as transparent as possible about our data practices, ensuring you have full control over your information. If you have any questions, please don’t hesitate to reach out to us at compliance@citationlabs.com

  • Company Name: Citation Labs LLC
  • Physical Address: 828 E. Market Street, Louisville, KY 40206
  • Contact Email: compliance@citationlabs.com – Add email for privacy inquiries]
  • Website:https://citationlabs.com/

1. Data We Collect and How We Use It

We may collect the following types of personal data:

  • Contact Information: Name, email address, job title, and business details.
  • Marketing Preferences: Your preferences regarding receiving promotional materials from us.
  • Website Data: IP addresses, browser type, cookie identifiers, and usage data.

Purpose of Use:

  • Follow-up Communications: Contacting you about services, products, and events that you’ve interacted with or expressed interest in.
  • Marketing: Sending you promotional offers and updates about Citation Labs services.
  • Website Analytics: Using cookies to improve the functionality and user experience of our website.

Legal Basis for Processing:

  • Consent: For marketing communications and non-essential cookies.
  • Legitimate Interest: For processing contact information in response to inquiries or event follow-ups.

2. How We Obtain Consent

We collect your consent through the following means:

  • When you sign up for marketing emails via our website or during event registrations.
  • When you accept cookies or adjust your cookie preferences on our website through our cookie consent banner.

You can withdraw your consent at any time by:

  • Clicking the unsubscribe link in any of our marketing emails.
  • Contacting us at compliance@citationlabs.com, our dedicated email for privacy and compliance requests.

3. Data Retention

We retain personal data for as long as necessary to fulfill the purposes for which we collected it, including for legal and regulatory reasons. Specific retention periods include:

  • Marketing contact information: Retained for up to 2 years or until consent is withdrawn.
  • Website usage data: Retained for 12 months for analytics purposes.

Once the data is no longer needed, it will be securely deleted or anonymized.

4. Sharing Data with Third Parties

We may share your personal data with trusted third-party service providers for the following purposes:

  • Email Marketing: We use HubSpot to manage and facilitate email campaigns.
  • Cloud Hosting and Storage: Your data, including sensitive documents, is securely stored on Google Cloud and Google Workspace servers, ensuring both accessibility and security.

These providers are contractually obligated to comply with GDPR through Data Processing Agreements (DPAs).

For providers outside the European Economic Area (EEA), we ensure appropriate safeguards, such as Standard Contractual Clauses (SCCs), are in place to protect your personal data.

No other third-party providers are used.

5. International Data Transfers

If we transfer your personal data outside the EEA, we will ensure that appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or Binding Corporate Rules (BCRs), to protect your privacy and ensure compliance with GDPR.

6. Your Rights Under GDPR

As a data subject, you have the following rights:

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Request that we correct any inaccurate or incomplete data.
  • Erasure (Right to be Forgotten): Request that we delete your personal data, unless there are legal reasons for us to retain it.
  • Portability: Request that we provide your data in a portable format so you can transfer it to another provider.
  • Objection: Object to the processing of your data for marketing purposes or other grounds related to your specific situation.

To exercise these rights, please contact us at compliance@citationlabs.com

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website and gather analytics. These include:

  • Essential Cookies: Required for the basic functioning of our website (e.g., for security purposes like auto-logging out after inactivity).
  • Analytics Cookies: Help us analyze site usage and improve our services.
  • Marketing Cookies: Enable us to show you relevant advertisements based on your interests.

You will be prompted to manage your cookie preferences through a cookie consent banner when visiting our website, allowing you to choose which types of cookies you wish to accept.

8. Data Security

We implement appropriate technical and organizational measures to ensure the security of your personal data, including encryption and regular security audits. However, no system can guarantee absolute security. If a data breach occurs, we will notify affected individuals and the relevant authorities as required by GDPR.

9. Data Breach Notification

In the event of a data breach that affects your personal data, Citation Labs will notify the relevant supervisory authorities within 72 hours, as required by GDPR. If the breach poses a high risk to your rights and freedoms, we will also inform you directly.

10. Legal Compliance

We may disclose your personal data to comply with a legal obligation, such as a court order or subpoena, or to protect the rights, safety, and property of Citation Labs or our users. Any such disclosures will be in full compliance with GDPR.

11. Changes to This Privacy Policy

We may update this privacy policy from time to time. Any changes will be posted on this page, and, where appropriate, notified to you via email.