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Applies to use of PoliteMail.com and any domains utilized for cloud server hosting for the PoliteMail Service. If you license and operate the PoliteMail Server products on premise, you are in control of your own data privacy and security.
Your data is your data. We secure and protect it.
We do not use, rent, sell or otherwise provide your email address(es), personal information, or database to any third party for marketing or any other purpose other than to provision and maintain the products and services we provide to you.
PoliteMail Software provides corporate communications software and services. We understand and respect the importance of your personal, business and employee data privacy and security.
This policy statement describes the data collected by PoliteMail.com as well as data collected as a function of your utilization of our software and related cloud services, and explains how PoliteMail Software and any owned and operated websites including PoliteMail.com protect and use personal information you may provide to us; or that is collected through your interactions with us as well as the use of our products and the related cloud services we provide.
We will not share, sell, lease or otherwise provide your data or personal information to other parties for marketing purposes. We ensure any third party vendors engaged by PoliteMail with access to systems containing your data shall be obligated to have and follow a data security and privacy program at least equivalent to our own.
We do not store your credit card information on any of our system or servers. For recurring purchases, our credit card agent (Authorize.Net) securely stores your information within a PCI compliant infrastructure.
In order to perform certain services, such as credit card processing or cloud services hosting, we disclose some of your information to third party business partners solely for the purpose of performing such transaction.
We do not operate our own network data operations center. We partner with Amazon Web Services and Microsoft Azure to provide and manage SSAE-16 compliant cloud services infrastructure.
PoliteMail utilizes first party cookies and web tracking devices (beacons) to understand interactive behavior, interests, activities and interactions with our business and products. The intent of this is data collection is to provide conveniences and service, while informing our communications and product development decisions. If PoliteMail is presented with a legally binding request for disclosure of your information by a law enforcement authority, PoliteMail may disclose your information and shall provide you an opportunity to waive your rights or to seek a protective order or other appropriate remedy, unless otherwise prohibited to do so.
If our business is acquired, then your information will be transferred upon sale to the purchasing entity, without prior notice.
Safe Harbor Compliance
PoliteMail Software complies with the U.S.-EU Safe Harbor Framework and the U.S.-Swiss Safe Harbor Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information from European Union member countries and Switzerland. PoliteMail Software has certified that it adheres to the Safe Harbor Privacy Principles of notice, choice, onward transfer, security, data integrity, access, and enforcement. To learn more about the Safe Harbor program, and to view PoliteMail’s certification, please visit http://www.export.gov/safeharbor/
Data Collection Notice for Use of PoliteMail.com, and Transacting Business with PoliteMail Software
PoliteMail may collect personal information from visitors to our website(s), including readily available click-stream data including IP address and user-agent, page-views and duration. Any personal data, including Name and Email Address, collected shall be voluntarily provided via web form. The intended purpose of such collection shall be disclosed at time of collection. For purchase transactions, PoliteMail may collect Name, email address, billing address, phone numbers, as well as banking and/or credit card information.
Data Collection Notice for Use of PoliteMail Software Products and Services, Including Cloud Services
PoliteMail Software provides tools to enable our customers to measure and improve their corporate communications, and our software and/or cloud services will collect data on their behalf. All such data is segregated by account into separate database files, and appropriately secured, encrypted in transit and at rest. PoliteMail will collect name and email address for all users of our software tools, and will collect business name, address and phone numbers for our Customer, the Company who employs such users, including Customers who reside within the EU/EEA and/or Switzerland. . This data is collected on the phone, via forms, or from within our Software upon installation, and is used to add user accounts to our software system, and provide support services to those users. Such Personal Data may include Name, Email Address, Company Mailing Address, Phone Numbers, and Company Billing Address. If a customer where to purchase via credit card, PoliteMail would also collect Credit Card number, expiration date, security code and billing address. PoliteMail may also collect banking information, including account names, SWFT codes, bank name and bank address and phone number. All such data collected is used to support the purchase of, and payment for, our products and services. The PoliteMail software tools will collect the following Personal Data: employee name (first, last), employee email address, and employee IP address and user agent from devices used to access company email. Such data will be collected upon send of email, and upon receipt, access or interaction with email. It will be collected at the senders location (may or may not be in EU/EEA and/or Switzerland) and the recipient’s location (may or may not be in EU/EEA and/or Switzerland). Depending upon the tools utilized, PoliteMail may collect other personal data, including phone numbers, addresses, departments, title and other employee related data which our user decides to import into our software. PoliteMail may also collect images and files uploaded to our system as communications content. This data is collected so that our software may compile a list of employees to send emails to, as well as compile email metrics related to the recipient’s interactions with email communications sent by our users, including number of email opens, read times, clicks to linked content and the URLs clicked upon. This data is then compiled into reports, providing PoliteMail users the ability to monitor key metrics and determine the effectiveness of and engagement with their communications.
When collecting personal and other data on our Customers behalf, PoliteMail Software will never use the data for a purpose other than the purpose for which is was originally collected and authorized. PoliteMail Software will offer individuals the opportunity to choose whether their Personal Data is to be used for a purpose other than the purpose for which it was originally collected or subsequently authorized by the individual.
Use of Web Beacons
Web pages, email pages and email may contain electronic images known as web beacons or single-pixel gifs. Web beacons are not used to access your personal information. They simply are a technique we utilize to compile statistics about page access. Web beacons collect only a limited set of information including IP and user agent, cookie id, time and date and an encoded description of the page on which the web beacon resides, and may be used determine the delivery and access to communications.
PoliteMail Software requires third party service providers to either (1) certify compliance with the Safe Harbor framework to the U.S. Department of Commerce, or (2) enter into an agreement which requires such third party to provide at least the same level of privacy and security protection for the Personal Information as is required by the Safe Harbor privacy principles relevant to the business functions the service provider performs and to adhere to PoliteMail Software’s privacy practices, the Principles described herein, and/or that the third party is subject to laws providing the same level of privacy protection as is required by the Principles and these privacy practices and that such third party agrees in writing to provide an adequate level of privacy protection.
PoliteMail Software shall take commercially reasonable steps to protect Personal Data from loss, misuse and unauthorized access, disclosure, alteration and destruction. PoliteMail Software has put in place appropriate physical, electronic and managerial procedures to safeguard and secure the Information from loss, misuse, unauthorized access or disclosure, alteration or destruction. We utilize firewalls, secure socket layers and encryption techniques to safeguard your information. Information is submitted via secure (HTTPS) connections and stored in a database protected by a firewall and encrypted at rest. Access to your information is restricted to authorized PoliteMail Software personnel and contracted partners only. PoliteMail Software requires employees that manage Personal Data to undergo appropriate training concerning data privacy and security.
PoliteMail Software shall only process Personal Data in a way that is compatible with and relevant for the purpose for which it was collected or authorized by the individual. To the extent necessary for those purposes, PoliteMail Software shall take reasonable steps to ensure that Personal Data is accurate, complete, current and reliable for its intended use.
Data subjects have the right to access Personal Data held by PoliteMail Software about them. Any data subject that desires to review or update his or her Personal Data may do so by contacting PoliteMail Software through the Contact Information described below. Upon request, PoliteMail Software will grant individuals reasonable access to their Personal Data and shall take reasonable steps to permit individuals to correct, amend, or delete information that is demonstrated to be inaccurate or incomplete. In the case where PoliteMail is collecting data for our Customer, the Customer is responsible to provide such access, and PoliteMail will cooperate with Customer to provide reasonable access.
PoliteMail Software uses a self-assessment approach for safe harbor certification. From time to time, PoliteMail Software participates in self-assessments to verify compliance with the Principles to perform Safe Harbor certification. PoliteMail Software will investigate and attempt to resolve any complaint or dispute regarding its use and disclosure of Personal Data in accordance with this policy. If a complaint or dispute cannot be remedied by PoliteMail Software, and it concerns Personal Data sent from an EU member country to the United States, PoliteMail Software has agreed to resolve such complaint or dispute in accordance with the dispute resolution procedures of the panel established by the EU data protection authorities to resolve disputes pursuant to the Principles. If a complaint or dispute cannot be remedied by PoliteMail Software, and it concerns Personal Data sent from Switzerland to the United States, PoliteMail Software commits to resolve such complaint or dispute by cooperating with the Swiss Federal Data Protection and Information Commissioner. Contact Information: Questions or comments regarding this Privacy Statement should be submitted to PoliteMail Software by mail.
Data Privacy & Security Office
655 Portsmouth Ave
Greenland NH 03840-2246
Changes to this Policy Statement
We reserve the right to change this policy statement at any time. All amended terms will automatically become effective 30 days after they are posted on this website.
Last Update: 17 October 2014
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