Privacy Policy for RatioEMS

Effective Date: 01 Aug 2024

Last Updated: 01 Nov 2024

Welcome to RATIO EMS. Your privacy is critically important to us. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our website, software, and services (collectively, the “Service”). By accessing or using RATIO EMS, you agree to this Privacy Policy. If you do not agree, please do not use our Service.

1. Data We Collect

We collect the following types of information to provide, improve, and secure our Service:

1.1 Personal Information

Information that can directly identify you, such as:

• Name

• Email Address

• Phone Number

• Company Information

1.2 Usage Data

Information about how you use our Service, including

• IP Address

• Browser Type and Version

• Pages Visited and Duration

• Device Information (e.g., device ID, operating system)

• Log Files (timestamps, clicks, and other activity)

2. How We Collect Your Data

We collect your personal data by having you complete the fields we have prepared on the Platform for the purpose of creating your registration on the Platform. Your personal data may be entered directly by you or by the license holder who grants you the right to use the Platform under the terms of the license they hold.

3. How We Use Your Data

We use the information collected to:

• Provide and Improve the Service: Enhance user experience, troubleshoot issues, and improve our features.

• Personalize the Experience: Offer tailored content and relevant insights based on your profile and usage patterns.

• Communicate with You: Send updates, respond to inquiries, provide technical support, and deliver marketing communications (if consented).

• Conduct Research and Development: Analyze aggregated data for internal research to improve our software and develop new features.

• Comply with Legal Obligations: Fulfill our legal responsibilities, resolve disputes, and enforce agreements.

More specifically:

• We collect your first and last name information on the Platform to identify your identity and process this personal data to ensure secure access to your account on the Platform and maintain the security of your transactions on the Platform.

• We collect and process your email address to activate your account during the registration process and to enable you to log in securely to the Platform. Additionally, we may use it to send you information and documents regarding your transactions on the Platform and to facilitate necessary communications during your use of the Platform. Moreover, we use your email address to ensure the security of your transactions on the Platform. Only with your explicit consent to receive marketing communications, we will use your email address to send marketing emails to introduce the services provided by Ratio or inform you about available discounts and promotions.

• We collect and process your phone number to activate your account during registration, facilitate necessary communications with you during your use of the Platform, and provide you with user/customer support. Only with your explicit consent to receive marketing communications, we will use your phone number to send marketing messages to introduce the services provided by Ratio or inform you about available discounts and promotions.

• We collect your personal data by having you complete the fields we have prepared on the Platform for the purpose of creating your registration on the Platform. Your personal data may be entered directly by you or by the license holder who grants you the right to use the Platform under the terms of the license they hold.

4. Legal Grounds for Collecting Personal Data

In accordance with our obligations under the license agreement and our legitimate interest in ensuring customer satisfaction, we are responsible for providing our users with secure, functional, and user-friendly access to our services through the Platform. Additionally, we have a legal obligation to ensure secure access in line with legal regulations related to personal data. For all these reasons, your personal data listed above is processed. Only if you give explicit consent to receive marketing communications will we process your email and phone number as explained above to send you marketing messages.

5. Cookies and Similar Technologies

We use cookies and similar tracking technologies to:

• Improve Functionality: Essential cookies for logging in and remembering your preferences.

• Analyze Usage: Performance and analytics cookies to understand usage patterns.

• Provide Targeted Content: Marketing cookies to show relevant information and updates.

For detailed information, please refer to our Cookie Policy.

6. How We Share Your Data

We do not sell or rent your personal data to third parties. However, we may share your information with:

6.1 Service Providers

We work with third-party providers to:

• Host data (e.g., AWS, Google Cloud)

• Manage payments (if applicable)

• Provide customer support tools

These providers are contractually obligated to protect your data.

6.2 Legal Compliance

We may disclose your information when required to:

• Comply with legal obligations (e.g., in response to subpoenas or court orders)

• Protect our rights and ensure user safety

6.3 Business Transfers

In the event of a merger, acquisition, or sale of all or part of our assets, your data may be transferred. We will notify you via email or notice on our website before such changes.

7. Data Retention

We retain your personal data only as long as necessary to fulfill the purposes outlined in this Privacy Policy. Retention periods vary based on the type of data and our legal obligations.

• Account Information: Retained while your account is active. Deleted upon request or after a specified period of inactivity.

• Project and Simulation Data: Retained as long as necessary for analysis, research, and technical support.

• Financial Data: Retained as required by law (e.g., tax records).

Once data is no longer needed, we will delete or anonymize it.

8. Data Security

We take data security seriously and use a range of technologies and practices to protect your information:

• Encryption: Data is encrypted in transit and at rest.

• Access Control: Restricted access to personal data based on roles and responsibilities.

• Regular Audits: Periodic security assessments and vulnerability testing.

However, no online service is entirely secure, and we cannot guarantee the absolute security of your data.

9. Your Rights and Choices

You have the following rights regarding your personal data:

• Access: Request access to the data we hold about you.

• Correction: Update or correct your information if it is inaccurate.

• Deletion: Request deletion of your data, subject to legal requirements.

• Restriction: Restrict processing of your data in certain circumstances.

• Portability: Receive a copy of your data in a structured, machine-readable format.

• Withdraw Consent: Withdraw consent to data processing at any time for future processing.

To exercise any of these rights, please contact us at [support@ratioems.com]. We will respond within the timeframes required by law.

10. International Data Transfers

If you access our Service from outside Turkey, please note that your data may be transferred to and processed in other countries. We comply with applicable laws for international data transfers and implement safeguards to protect your data.

11. Children’s Privacy

Our Service is not intended for children under the age of 18. We do not knowingly collect personal data from minors. If we learn that a minor has provided us with personal information, we will delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will post the updated policy and notify you by email or through a notice on our website.

13. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us:

• Email: [contact@ratioenergy.co, support@ratioems.com]

• Address: [Cevizlidere Mah. Mevlâna Bulv. No:221 İç Kapı No:105 Çankaya/Ankara - Türkiye]

We are committed to resolving any privacy issues you may have promptly.

This Privacy Policy helps ensure that users of RATIO SIM understand how their data is used, stored, and protected, fostering trust and legal compliance. Adjust any details to match your specific procedures and legal requirements before publication.