Privacy Policy

Rokay Services Group, LLC (“Rokay”) processes information that identifies individuals or is identifiable to individuals, which is referred to as “Personal Information.” Rokay intends this Privacy Policy (“Policy”) to comply with applicable laws, rules, and regulations governing Rokay’s processing of Personal Information (“Data Privacy Laws”), to the extent such laws apply to Rokay and the Personal Information it processes.

This Policy explains how Rokay collects, uses, processes, and discloses Personal Information and how individuals may contact Rokay regarding their Personal Information. This Policy does not apply to Personal Information processed in an employment context or information otherwise excluded from applicable Data Privacy Laws.

If you have questions or concerns about this Policy or Rokay’s processing of Personal Information, please contact us at:

Rokay Services Group, LLC
PO Box 844
Hollis, NH 03049
USA

Personal Information

Rokay provides consulting, education, training, research, technical assistance, program evaluation, and related professional services. Rokay also conducts webinars, presentations, surveys, research activities, and other educational and professional activities and provides publications, information, and other resources. These activities, together with Rokay’s website, communications, and related activities, are referred to in this Policy as the “Services.”

In providing the Services and conducting its business operations, Rokay may interact with individuals including current and prospective clients; client personnel; consultants; contractors; government and organizational representatives; webinar, training, and event participants; survey and research participants; website visitors; individuals who receive Rokay communications; and Rokay’s vendors, service providers, contractors, agents, and business partners.

Depending on an individual’s relationship and interactions with Rokay, Rokay may process Personal Information including:

Contact Information. Name, organization, title, physical or mailing address, telephone number, email address, and related contact information
Professional Information. Employer, job title, professional role, professional affiliations, areas of responsibility, and other information concerning an individual’s professional activities
Service Information. Information concerning consulting engagements, training, technical assistance, projects, requests, communications, event participation, and other Services provided by Rokay
Technological Information. Internet Protocol or IP address, browser information, device information, website activity, and other technological information generated through interaction with Rokay’s website or technology systems
Billing Information. Information concerning Services purchased or provided, fees, invoices, payment status, and related business records
Communications Information. Information provided through email, telephone calls, web forms, surveys, webinars, meetings, conferences, and other communications with Rokay
Operations Information. Information Rokay processes in conducting its business operations, including administration, accounting, finance, marketing, technology, cybersecurity, records management, vendor management, and other business activities

In some consulting, research, evaluation, or other professional engagements, clients or other organizations may provide Rokay with information necessary to perform the requested Services. The organization providing such information is responsible for determining that it is authorized to provide the information to Rokay and for limiting the information provided to that which is reasonably necessary for the engagement.

If you provide Personal Information to Rokay concerning an individual other than yourself, Rokay expects that you have the authority or appropriate permission to provide that information.

Collection of Personal Information

Depending on how you interact with Rokay, we may collect Personal Information when you:

Contact Rokay or request information about our Services
Submit information through a form on our website
Engage Rokay for consulting or other professional Services
Register for or participate in a webinar, training program, presentation, meeting, conference, or other event
Subscribe to or receive newsletters, announcements, publications, or other communications
Participate in a survey, research project, program evaluation, or similar activity
Communicate with Rokay by email, telephone, video conference, or other means
Visit or interact with our website
Otherwise interact with Rokay or its personnel

Purposes for Processing Personal Information

Rokay may process Personal Information for purposes including:

Providing and improving our Services
Responding to inquiries and requests
Managing consulting and professional service engagements
Conducting training programs, webinars, presentations, surveys, research, evaluations, and other professional or educational activities
Communicating with clients, prospective clients, participants, subscribers, and other individuals
Managing registrations and participation in Rokay programs and events
Processing billing and maintaining financial and business records
Operating, maintaining, securing, and improving our website and technology systems
Conducting marketing and business development activities
Managing vendors, contractors, and service providers
Complying with applicable laws, regulations, contractual obligations, and legal processes
Protecting Rokay, our clients, other individuals, and our systems from fraud, misuse, security threats, or unlawful activity
Establishing, exercising, or defending legal rights and claims
Conducting other activities reasonably related to Rokay’s Services and business operations

Rokay processes Personal Information based on consent when appropriate, to provide requested Services, to fulfill contractual and business obligations, to comply with legal requirements, and for legitimate business purposes consistent with an individual’s relationship with Rokay.

Disclosure of Personal Information

Rokay may disclose Personal Information when reasonably necessary or appropriate to:

Provide requested Services
Follow an individual’s consent or direction
Work with vendors, contractors, consultants, technology providers, payment processors, and other service providers that assist Rokay in conducting its business
Administer training programs, webinars, meetings, surveys, research projects, evaluations, and other activities
Comply with applicable laws, regulations, subpoenas, court orders, or other valid legal processes
Protect the security, rights, property, or interests of Rokay, our clients, other individuals, or our technology systems
Establish, exercise, or defend legal rights or claims
Facilitate a merger, acquisition, restructuring, sale, or other transfer involving all or part of Rokay’s business or assets

Rokay does not sell Personal Information to third parties for monetary compensation.

Marketing Communications

Rokay may use Personal Information to communicate with individuals about Rokay’s Services, training programs, webinars, publications, events, research, and other activities that may be of professional interest.

Rokay may use third party service providers to assist with email communications, event registration, website operations, marketing, and related activities. These providers may process Personal Information on Rokay’s behalf in connection with the services they provide.

Recipients of marketing emails may unsubscribe or change their communication preferences by following the unsubscribe instructions contained in those communications.

Transactional or service related communications, such as communications concerning an engagement, registration, event, invoice, or requested Service, may continue even if an individual has opted out of marketing communications.

Privacy Rights

Depending on applicable law and the nature of the Personal Information Rokay maintains, individuals may have rights concerning their Personal Information, including rights to:

Obtain information about Personal Information Rokay processes
Request access to Personal Information
Request correction of inaccurate Personal Information
Request deletion of Personal Information
Withdraw consent when Rokay relies upon consent as the basis for processing
Obtain information concerning certain disclosures or uses of Personal Information
Object to or opt out of certain processing where provided by applicable law

These rights may be subject to exceptions and limitations under applicable law. For example, Rokay may be required or permitted to retain information for legal, contractual, accounting, tax, recordkeeping, or other legitimate business purposes.

Individuals wishing to exercise an applicable privacy right may contact Rokay using the contact information provided in this Policy. Rokay may request information reasonably necessary to verify the identity and authority of the person making the request.

Rokay will not discriminate against an individual for exercising rights provided by applicable Data Privacy Laws.

Selling, Profiling, and Targeted Advertising

Rokay does not sell Personal Information for monetary compensation and does not use Personal Information to make automated decisions that produce legal or similarly significant effects concerning individuals.

Rokay’s website may use cookies, analytics, or other technologies as described below. Depending upon the technologies used and applicable law, certain activities involving third party advertising or analytics technologies may be considered “sharing,” “targeted advertising,” or similar activity under particular Data Privacy Laws.

Use of Artificial Intelligence

Rokay may use artificial intelligence or AI enabled tools in conducting its business and providing Services. These tools may be used for activities such as research, analysis, summarization, drafting, organizing information, developing educational materials, preparing presentations, analyzing data, transcribing or summarizing meetings, and supporting other business or consulting activities.

Rokay’s use of AI may evolve as these technologies and Rokay’s Services evolve. Rokay will use AI enabled tools consistent with applicable legal, contractual, confidentiality, and privacy obligations.

Video and Audio Recording

Rokay may use technology to facilitate webinars, meetings, training programs, presentations, and video conferences. Some activities may be recorded or may use transcription or meeting assistance technologies.

When Rokay intends to record an event or meeting involving participants, Rokay may provide notice through the meeting platform, registration process, meeting invitation, announcement, or other appropriate means.

Website, Cookies, Tracking Technology, and Third Party Tools

Rokay may collect or generate information when you interact with our website, including contact information that you voluntarily provide, information about the device and browser you use, IP address, pages viewed, referring pages, and other information concerning interaction with the website.

Rokay may use cookies or similar technologies to operate its website, remember preferences, understand website usage, improve website performance, and support marketing activities.

Rokay may use third party analytics technologies and tools to collect information about website usage, including visits, pages viewed, traffic information, referring and exit pages, browser information, device information, and IP addresses. These services may process information according to their own privacy policies.

You may be able to limit cookies or similar technologies through settings provided on Rokay’s website or through your browser. Disabling certain technologies may affect website functionality.

Rokay may use third party tools and services to provide its Services and conduct its operations, and our website may contain links to third party websites. Rokay does not control the privacy practices of third parties. Individuals should review the privacy policies of third party websites and services for information concerning their handling of Personal Information.

Duration of Retention

Rokay retains Personal Information for as long as reasonably necessary or appropriate for the purposes for which it was collected, including providing Services, maintaining business and client relationships, maintaining appropriate business records, and satisfying legal, contractual, accounting, tax, and other requirements.

Retention periods may vary depending upon the type of information, the nature and duration of Rokay’s relationship with an individual or organization, the Services involved, and applicable legal requirements.

Data Security

Rokay uses reasonable administrative, technical, and organizational measures designed to protect Personal Information against unauthorized access, disclosure, alteration, loss, or misuse.

No method of electronic transmission, storage, or information security can guarantee absolute security. Accordingly, Rokay cannot guarantee that Personal Information will never be accessed, used, or disclosed in an unauthorized manner.

Automated Decision Making

Rokay does not use automated decision making or profiling to make decisions that produce legal or similarly significant effects concerning individuals.

Changes to This Policy

Rokay may change or amend this Policy from time to time, including to reflect changes in our Services, business practices, technologies, or applicable Data Privacy Laws.

When this Policy is updated, Rokay may revise the “Last Updated” date shown below.

Questions or Concerns

If you have questions or concerns about this Policy or Rokay’s processing of Personal Information, please contact: