Your privacy is important to us and we protect it like it’s our own. This privacy policy details how Fern Technologies Ltd (We, Us) uses any personal data we collect from you when you use app.fern.so or visit fern.so

What information do we collect?

Visitor data

We only collect personally identifiable visitor data when you:

• Sign up to our early access list (Email address)
• Schedule a demo on the early access form success page (Name, email address)

We use an analytics tool called Fathom so we can understand our website traffic without using tracking cookies. Fathom respects your privacy and does not use any identifiable information.

Customer data

• Personal identification information (Name, email address, profile photo)
• Information about the organisation or institute (Organisation name, logo)

We collect and process Customer data when you:

• Register online for any of our products or services
• Voluntarily complete a customer survey or provide feedback on our in-app messaging or via email
• Make a support request via our in app chat or by email

Participant data

• Personal identification information (First name, last name, email address)
• Additional Personal Information that you provide to us directly or indirectly through your use of our Service or other integrations from which you permit us to collect information

We only collect and process Participant data when you:

• Add a participant to your research panel within Fern (whatever information you have specified in your import)
• Add a participant to a study within Fern (first name, email address, company name)
• Reach out to participants about your research studies (Email address, any other information from your research panel you use for personalization purposes)
• Respond to an information request, withdraw a Participant from research or delete a Participant’s information

How will we use your information?

Visitor data

We collect Visitor data so that we can:

• Share relevant content with you in relation to our services.
• Enable you to schedule a demo or call with us should you want to.

In order to provide you with a service and manage your account, We will share Visitor data with our partner companies who help us provide the service (under GDPR these partners are known as sub-processors).

We do not, and will never sell any data to third parties.

You have the right at any time to stop Fern from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please click here.

Customer data

We collect Customer data so that we can:

• Provide you with a service and manage your account.
• Email you with product updates and information on other products and services we think you might like, unless you opt-out from marketing communications.

In order to provide you with a service and manage your account, We will share Customer data with our partner companies who help us provide the service (under GDPR these partners are known as sub-processors).

We do not, and will never sell any data to third parties.

You have the right at any time to stop Fern from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please click here.

Participant data

We collect Participant data so that we can:

• Enable you to manage your research panel
• Enable you to automate outreach to your research participants
• Enable the Participant to request their information and opt out of research

In order to provide you with a service and manage your account, We will share Customer data with our partner companies who help us provide the service (under GDPR these partners are known as sub-processors).

We do not and will never sell Participant data to third parties, or market to them in any way.

How do we store your data?

We store your data securely on SOC 2 compliant infrastructure hosted by DigitalOcean. All of your data is encrypted in transit and at rest using modern encryption protocols. You can get a detailed description of DigitalOceans’s security practices over here.

We will keep your Customer and Participant data for as long as you need them. If you decide you no longer need Us to manage your account, we will delete all of your data within 45 days.

What are your rights?

In accordance with Articles 12 to 23 of GDPR, you have rights over your personal information that we are committed to respect:

• you can request access to your personal information and a copy of it.
• you can ask us to modify your personal information if you consider it obsolete, inaccurate or incomplete.
• you can object to the processing of your personal information if based on our legitimate interest in certain circumstances.
• you can request to restrict the processing during a limited period of time, in certain circumstances.
• you can opt-out from a consent already given, without this withdrawal affecting the lawfulness of the processing operations already carried out.
• when technically feasible, you can ask us to send you the personal information you provided us or that we transfer it to a third party.
• you can ask us to delete your personal information if it meets legal grounds for which it is applicable.

These rights can be exercised directly and at any time by sending an email to hi@fern.so.

Privacy policies of other platforms

The Fern platform may contain links to other platforms. Our privacy policy applies only to our platform, so if you click on a link to another platform, you should read their privacy policy.

Changes to our privacy policy

This Privacy Policy may be modified in the future to reflect updates to our business processes, current acceptable practices, or legislative or regulatory changes. You'll be informed either by a special mention on this page or by a personalized warning, by email for instance.

How to contact us

For any questions or concerns regarding your privacy, you may contact us using the following details:

Andrew Jones (Data Processing Officer)

andy@fern.so

Making a complaint

If you have a complaint about how we handle your data or if you feel that we have not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office in the UK.