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Privacy Policy

BackOffice Associates Privacy Policy

Last Updated: April 12, 2018

BackOffice Associates Holdings, LLC, a Delaware limited liability company, together with its global affiliates (“BackOffice”) is committed to protecting your privacy and ensuring you have a positive experience in accessing our public websites (the sites that we own and operate) and the associated content (the “Websites”), as well as accessing and using our products, services and customer support, including, without limitation, our cloud offerings (collectively the “BackOffice Services”). This Privacy Policy applies to information that you provide to us when you use the Websites and/or when you use or access the BackOffice Services on behalf of BackOffice’s customers.

I. Overview

This Privacy Policy outlines how we monitor, collect, use, track, protect and share your Personal Information, your interactions with the Websites and the BackOffice Services, and the Personal Information of our customers and their users who access and use the BackOffice Services. This Privacy Policy explains our data collection, processing and usage practices. It also describes your choices regarding use, access and correction of your Personal Information. By using the Websites and the BackOffice Services, you consent to the data practices described in this Privacy Policy. If you do not agree with the data practices described in this Privacy Policy, please do not use the Websites, and, as described later, you may not be able to access the BackOffice Services if you do not agree with this Privacy Policy.

BackOffice collects your information only with your consent and collects the minimum amount of your Personal Information necessary to fulfill the purposes outlined in this Privacy Policy. BackOffice does not sell any of your personal information, or any information we collect when you visit our Websites, to third parties. However, in some case, we do share some of your personal information with other groups within BackOffice, for example our sales and/or marketing departments, in order to promote our products and services. In addition, we sometimes share your personal information with our third-party service providers who assist us in using your personal information in accordance with this Privacy Policy. If you’re visiting our Websites from the European Union, we comply with the Privacy Shield Framework. This Privacy Policy also describes the choices available to you regarding the use of, your access to, and how to update and correct your personal information. If you give us personal information, we will treat it according to this Privacy Policy.

Types of Information Collected When You Visit our Websites and When You Use the BackOffice Services

You are free to explore our Websites without providing any Personal Information about yourself. However, when visiting our Websites, we do collect your Personal Information when you request certain information, like a white paper, or when you register for an event, like a webinar. In addition, we collect certain Host Information and Usage Information.

Use of Personal Information. In addition to the uses identified elsewhere in this Privacy Policy, we may use your Personal Information to: (a) improve your browsing experience by personalizing the Websites; and (b) send you marketing communications relating to our business that we think may be of interest to you. In addition, we collect your Personal Information that is necessary in order for us to provide the BackOffice Services, such as your name, phone number, employer (customer), email address and authentication information. By using and accessing the Websites and the BackOffice Services, you are consenting to BackOffice’s collection, storage, transmission and use of this Personal Information as outlined in this Privacy Policy and solely in order to permit BackOffice to make available the BackOffice Services to you as well as to support BackOffice’s internal marketing and sales initiatives. We will not sell or transfer this Personal Information to any third party for marketing activities unrelated to the BackOffice Services.

Use of Host and Usage Information. We also collect and record Host Information and Usage Information, such as the features and functionality of the Websites and the BackOffice Services that you access, as well as the frequency with which you access certain features and functionality and other attributes regarding how you use (or don’t use) the Websites and the BackOffice Services. We use this information in order to operate, improve, and optimize the Websites and the BackOffice Services, as well as generate leads for our sales and marketing teams. We may also use Host Information and Usage Information alone or in combination with your Personal Information to provide you with personalized information about BackOffice.

Use of Your Information for Marketing Purposes.

  • We will use your email address to communicate with you only for the limited purposes of permitting our sales and marketing team to inform you of product-related events and the promotion of the BackOffice products, services and activities. Please see “Opting Out and Unsubscribing” if you do not want to receive these emails.
  • Depending on your email settings, BackOffice may occasionally send notification emails about changes in the BackOffice Services, new features, requests for feedback, important policy changes, or offer customer support. We also send marketing emails. If you would like to unsubscribe from marketing emails, there is an unsubscribe link located at the bottom of each of the marketing emails we send you.
  • Our emails might contain a pixel tag, which is a small, clear image that can tell us whether or not you have opened an email and what your IP address is. We use this pixel tag to make our email more effective for you and to make sure we’re not sending you unwanted email. If you prefer not to receive pixel tags, please unsubscribe from marketing emails.
  • We partner with a third party to either display advertising on our website or to manage our advertising on other sites. Our third-party partner may use technologies such as cookies to gather information about your activities on this website and other sites in order to provide you advertising based upon your browsing activities and interests. If you wish to not have this information used for the purpose of serving you interest-based ads, you may opt-out (Please see “Opting Out and Unsubscribing”). Please note this does not opt you out of being served ads. You will continue to receive generic ads.

Use of Information When Accessing and Using the BackOffice Services — Required Information and Optional Information

In some cases, we cannot deliver the BackOffice Services without collecting and recording certain types of your Personal Information, Host Information and Usage Information (the “Required Information”). In other cases, the collection and usage of that information assists us in optimizing the user experience as well as to assist us in improving the BackOffice Services (the “Optional Information”). You can choose to opt out of allowing us to collect Optional Information as described below however this may prevent you from benefiting from some elements of the BackOffice Services.

Required Information — Registration and Authentication Information. As a customer and user of the BackOffice Services, our customers and their users establish user accounts with BackOffice in order to access certain BackOffice Services. When you sign up to use BackOffice Services, we collect Personal Information about you, including your name and email address (“Registration Information”), in addition to a password (“Authentication Information”).

Required Information — User-Generated Information. We collect and retain Personal Information and other information you upload, provide, or create while using the BackOffice Services (“User-Generated Information”). In the normal course of using the BackOffice Services, you may input electronic data into BackOffice’s systems. The use of information collected through the BackOffice Services shall be limited to the purpose of providing the BackOffice Services. BackOffice may access your data for the purposes of providing the BackOffice Services, preventing or addressing service or technical problems, responding to support issues, responding to your or your employer’s instructions or as may be required by law, and in accordance with the relevant agreement between your employer and BackOffice.

Required Information — Audit Information. We record and log all changes made by a user to our customer’s data when accessing BackOffice Services. The reason to record and log these changes is to be able to provide our customers with a complete historical record about their data and its evolution. This audit information could include your name, the date and time you made a change to a record and the specifics of the change itself.

Optional Information — Host and Usage Information. Our servers automatically record Host Information and Usage Information. We use Host Information and Usage Information to understand how the BackOffice Services are used, to diagnose problems, to respond to customer support requests, to conduct analytics and aggregate statistical analysis, and to improve the BackOffice Services and other BackOffice products and services. We also use and share the Host Information and your Usage Information with our sales and marketing personnel in order to generate leads and conduct marketing campaigns.

If you do not wish to allow us to record and/or share any Optional Information as specified above, you can opt-out by making that selection in your IGC User Profile or by sending an email with your name and email address to opt-out@boaweb.com with the subject “IGC Host and Usage Information”. Please also see “Opting Out and Unsubscribing” below.

Use of Cookies and Other Web Technologies

Cookies are commonly used, automated data collection tools comprised of a small text file that are copied to your computer (hard disk) or device from our web server when you visit BackOffice’s Websites, when you use and access the BackOffice Services, or when you open certain HTML-formatted emails.

Together with our third-party partners, we use “cookies,” web beacons, pixel tags, scripts or other similar technologies to help personalize your experiences with BackOffice. In addition, these technologies permit us to do the following:

  • analyze trends and collect statistics regarding Website usage and the usage of the BackOffice Services;
  • administer the Websites and/or the BackOffice Services;
  • tailor information presented to you based on your browsing preferences, such as language and geographical region;
  • track visitors’ and users’ movements around our Website and the BackOffice Services to better understand features of the Website and/or the BackOffice Services that are used more frequently than others;
  • gather demographic information about our visitors, users and customers;
  • ensure that users can stay logged into the BackOffice Service until he/she affirmatively decides to log out; and
  • improve the performance and efficiency of the Websites and the BackOffice Services.

These technologies store Required Information and Optional Information, and we only use these technologies using transport encryption.

Reconfiguring Your Web Browsers to Reject Cookies. You have the ability to accept or decline cookies. Most web browsers are configured to automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer. You can refuse cookies by turning them off in your browser. If you have previously visited our Websites, you may also have to delete any existing cookies from your browser. If you’ve set your browser to warn you before accepting cookies, you will receive the warning message with each cookie. You do not need to have cookies turned on to use our Website, but if you re-configure your browser settings to decline cookies so that we cannot collect and record any Required Information, you will not be able to access and use any of the BackOffice Services. Additionally, you do need to accept cookies to participate in message boards, forums, polling and surveys.

Opting Out and Unsubscribing

Reviewing, Correcting and Removing Your Personal Information. Upon request BackOffice will provide you with information about whether we hold any of your Personal Information. If you provide us with your Personal Information, you have the following rights with respect to that information:

  • To review the user information that you have supplied to us;
  • To request that we correct any errors, outdated information, or omissions in user information that you have supplied to us;
  • To request that your user information not be used to contact you;
  • To request that your user information be removed from any solicitation list that we use;
  • To request that your user information be deleted from our records; and
  • To opt out of being solicited by BackOffice.

Each promotional email from BackOffice or from our third-party service providers includes instructions on how you can unsubscribe from future promotional emails from BackOffice. You may unsubscribe from our marketing communications by clicking on the “unsubscribe” link located on the bottom of our emails.

With respect to data that we collect when you use and access any BackOffice products or services, we retain your data (including your Personal Information) according to the timeframes set forth in the relevant agreements with our customers or for as long as needed to provide services to you and your employer. BackOffice will retain this Personal Information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

To exercise any of these rights or if you have any other question, please contact us at privacy@boaweb.com or by mail to BackOffice Associates, LLC, 75 Perseverance Way, Hyannis, MA 02601, Attention: Privacy. We will respond to your request to change, correct, or delete your information within a reasonable timeframe (usually within sixty (60) days).

Our Acceptable Use Policy applies to us and to our customers and, among other things, requires the inclusion in every marketing email sent an “opt-out” mechanism and other required information.

Do-Not-Track

There are different ways you can prevent tracking of your online activity. One of them is setting a preference in your browser that alerts websites you visit that you do not want them to collect certain information about you or the way you interact with that website. This is referred to as a Do-Not-Track (“DNT”) signal.

Please note that our websites may not recognize or take action in response to DNT signals from web browsers. At this time, there is no universally accepted standard for what a company should do when a DNT signal is detected. In the event a final standard is established, we will assess how to appropriately respond to these signals.

For more detailed information about cookies, Do-Not-Track and other tracking technologies, please visit http://www.allaboutcookies.org/ and https://allaboutdnt.com/.

Transfer of Personal Information

We do not sell or rent your Personal Information to third parties for marketing purposes unless you have granted us permission to do so. We may transfer personal information to companies that help us provide the BackOffice Services or companies that assist us in tracking and collecting the Host Information and the Usage Information. We may share your Personal Information within BackOffice and its affiliated companies and with third party service providers for purposes of data processing or storage.

We may also share your Personal Information with business partners, service vendors, authorized third-party agents or contractors in order to provide a requested Product or transaction, including processing orders, processing credit card transactions, hosting websites, hosting event and seminar registration and providing customer support. We only provide these third parties with the minimum amount of Personal Information necessary to complete/utilize the requested Product or transaction, and the third parties are not permitted to use your Personal Information except for limited purpose of completing/providing the requested Product or transaction.

Responding to Legal Process

As required by law, BackOffice may respond to subpoenas, court orders, or similar legal process by disclosing your Personal Information and other related information, if necessary; We also may choose to establish or exercise our legal rights or defend against legal claims.

BackOffice may collect and possibly share Personal Information and any other additional information available to us in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of BackOffice’s terms of service, or as otherwise required by law.

Security

BackOffice is committed to protecting the Personal Information you share with us. We utilize a combination of industry-standard security technologies, procedures, and organizational measures to help protect your Personal Information from unauthorized access, use or disclosure.

When we transfer information over the Internet, we protect it using Secure Sockets Layer (SSL) encryption technology.

We recommend you to take every precaution in protecting your Personal Information when you are on the Internet. For example, change your passwords often, use a combination of letters and numbers when creating passwords, and make sure you use a secure browser.
If you have any questions about the security of your personal information, you can contact us at privacy@boaweb.com.

EU-U.S. Privacy Shield and Swiss-U.S. Privacy Shield Statement

BackOffice anticipates its participation in, and complies with, the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield. BackOffice is committed to subjecting all personal data received from European Union (EU) member countries and Switzerland, in reliance on the Privacy Shield Framework, to the Framework’s applicable Principles. To learn more about the Privacy Shield Frameworks, and to view our certification, visit the U.S. Department of Commerce’s Privacy Shield List.

BackOffice is responsible for the processing of personal data it receives, under the Privacy Shield Framework, and any subsequent transfers to a third party acting as an agent on its behalf. BackOffice complies with the Privacy Shield Principles for all onward transfers of personal data from the EU and Switzerland, including the onward transfer liability provisions.

With respect to personal data received or transferred pursuant to the Privacy Shield Frameworks, BackOffice expects to be subject to the regulatory enforcement powers of the U.S. Federal Trade Commission. In certain situations, BackOffice may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.

If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact our U.S.-based third-party dispute resolution provider (free of charge) at https://www.jamsadr.com/eu-us-privacy-shield.

Under certain conditions, more fully described on the Privacy Shield website https://www.privacyshield.gov/article?id=How-to-Submit-a-Complaint, you may invoke binding arbitration when other dispute resolution procedures have been exhausted.

Questions or Comments?

Should you have any privacy-related questions or comments related to this privacy policy, please send an email to privacy@boaweb.com.

BackOffice Associates Holdings, LLC
Attention: Privacy Officer
75 Perseverance Way
Hyannis, MA 02601

To Unsubscribe From Our Communications. You may unsubscribe from our marketing communications by clicking on the “unsubscribe” link located on the bottom of our emails, or by sending us postal mail to BackOffice Associates, LLC 75 Perseverance Way Hyannis, MA 02601, Attention: Privacy. Customers cannot opt out of receiving transactional emails related to their product or account with us.

Policy Updates

BackOffice may amend this privacy statement from time to time, and at any time. Your continued use of the BackOffice website or Products after any change will signify and confirm your assent to those changes.

II. Definitions applicable to this Privacy Policy

“Host Information” means certain information about your computer, browser, and systems that we collect when you access the Websites or the BackOffice Services, including your IP address along the network path, operating system type and version, and browser type, client version, the MAC address of your internet connection MAC address, and geographical location.

“Personal Information” is any information about a visitor to our Websites or a user of the BackOffice Services (on behalf of our customers) that we collect or you submit that could, alone or together with other information, personally identify you. Information such as your name, a user name and password, an email address, physical address, phone number, a company name, and a photograph are examples of “Personal Information.” Personal Information can also include information about any transactions, both free and paid, that you enter into on the Websites, and information about you that is available on the internet, such as from Facebook, LinkedIn, Twitter and Google, or publicly available information that we acquire from third party service providers.

“Usage Information” means the information we record about your usage of, and interactions with, the Websites or the BackOffice Services, including actions taken, date and time, frequency, duration, quantity, quality, network connectivity, and performance information related to logins, clicks, and other feature usage information.


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