Wild Apricot Inc. Privacy Policy

Effective Date: May 25, 2018

Your privacy is important to Wild Apricot Inc. (“Wild Apricot” or “we”).  We developed this Privacy Policy to provide you with information on how we process personal data when you use our sites, mobile apps and services (hereinafter referred to as “Sites”). 

We are not responsible for the privacy and security practices of our customers who administer members through a Wild Apricot Site.  For information concerning such privacy and security practices, please review the privacy policy of the customer who administers the Wild Apricot Site that you have visited.

“Personal data” is information relating to an identified or identifiable natural person.

To jump to a specific section of this Privacy Policy, please click on a link below:

 

Categories of Personal Data Processed by Wild Apricot

  • Personal data that is processed when you communicate with Wild Apricot:  When you interact with us via email, telephone, or online (e.g., when send us an email inquiry, provide us with feedback on our services, register and post in our forums, submit support requests, and comment on blog posts), we collect personal data, including your name, organization name, phone number and email address; and information about the Wild Apricot services you have purchased.  We also may create event logs that are useful in diagnosing product or app performance-related issues, and capture information relating to the support or service issue.  To improve customer service, subject to applicable laws, we may also record and review your conversations with us, and analyze any feedback provided to us through voluntary surveys concerning our customer service.  With your consent, we may log in to your Wild Apricot account, if appropriate, to help troubleshoot and resolve your issue.
  • Purposes and Legal Grounds: 
    • We use this information to provide you with customer, product and service support, to respond to inquiries, and to monitor and improve the quality and types of services and customer, product and service support we provide to our customers.  The legal ground for processing this information for these purposes is Wild Apricot’s legitimate interest in providing quality services and customer, product and service support, and ensuring customer satisfaction.  The legal ground for logging in to your Wild Apricot account, if appropriate, to help troubleshoot and resolve your issue is consent, which you may withdraw at any time.
  • Personal data is processed when you create an account through the Sites or seek access to a Wild Apricot product or service (e.g., when a customer registers for a 30-day trial with Wild Apricot or a customer’s member registers for access to the members-only area of the customer’s Wild Apricot Site):  When you conduct any of these activities, we will request that you provide personal data, including your name, organization name, phone number, address, and email address.  Additionally, when you open a payments account or use a credit card to pay for any of our services, we collect, but do not store your credit card data.  We transfer your credit card data to third-party electronic payment vendors that process electronic commercial payments, as described more fully in the Third-Party Recipients of Personal Data section of this Policy.
  • Purposes and Legal Grounds: 
    • Wild Apricot processes your email address and password when you use your email address and your password for the purpose of enabling you to register for and log in to your Wild Apricot account.  We use this information to identify and authenticate your identity so that you may be provided with access to your Wild Apricot Site.  The legal ground for processing your email address for this purpose is Wild Apricot’s legitimate interest in protecting the security of your Wild Apricot account and enabling you to access our services.
    • Wild Apricot also processes your contact information for the purpose of sending you information about your Wild Apricot services or account.  The name you provide is associated with your account profile.  The legal ground for processing your contact information for these purposes is Wild Apricot’s legitimate interest in providing you information about your Wild Apricot services or account.
    • If you are a Wild Apricot customer that pays for your services via credit card, Wild Apricot will collect and transfer your credit card data to third-party electronic payment vendors that process credit card information so that you may pay for such services.  Wild Apricot itself does not store any credit card data.  The legal ground for processing your credit card information is that such processing in order to effect payment is necessary for the performance of a contract between Wild Apricot and its customers. 
    • If you are a member or contact of an organization with a Wild Apricot site and you pay any kind of fees to that organization via credit card, you should review that organization’s privacy policy for information on its privacy practices relating to credit card data.
  • If you choose to sign up for our newsletter or any other communication from us, we will use your contact information for purposes of sending you the information you have requested.  Wild Apricot may also use your email address and other contact information for the purpose of sending you electronic marketing communications.  You will have the opportunity to opt out of receiving any such communications at the time we collect your contact information.  The legal ground for processing your email address and other contact information for this purpose is our legitimate interest in sending electronic marketing communications to customers concerning our services.  If you do not initially opt out of receiving electronic marketing communication but subsequently decide that you no longer wish to receive electronic marketing communications, you will have the opportunity to opt out from receiving electronic marketing communications from Wild Apricot at any time by clicking the preferences or unsubscribe link provided at the bottom of our marketing emails.  The electronic marketing communications you receive from Wild Apricot may be based on information that you provide to us when you sign up for a Wild Apricot account (e.g., the city/state/country in which you tell us you are located and the type of organization you tell us you are).  The legal ground for processing your personal data for this purpose is Wild Apricot’s legitimate interest in providing its customers with information they have requested and with electronic marketing communications that are likely to be of interest to them.

 

Third-Party Recipients of Personal Data

  • Third-party electronic payment vendors:  We use third-party electronic payment vendors to process credit card data when our customers purchase our services using credit cards.
  • Third-party service providers:  We share your personal data with our third-party service providers in order to host and operate our Sites and to provide requested services.
  • Third parties in connection with business reorganization:  We also may transfer or provide access to your personal data to a third party in connection with an actual or impending reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of Wild Apricot’s business or assets, including, without limitation, in connection with any bankruptcy or similar proceeding.  Any entity to which we transfer personal data will not be permitted to process your personal data other than as described in this Privacy Policy without providing you notice and, if required by applicable laws, obtaining your consent.
  • Governmental entities and third parties:  We may disclose personal data about you to governmental entities, such as regulatory agencies, law enforcement and judicial authorities, including to meet national security or law enforcement requirements, as well as other third parties under any of the following conditions: (a) if we have your valid consent to do so; (b) to comply with a valid subpoena, legal order, court order, search warrant, legal process or other legal obligation; (c) to enforce any of our terms and conditions or policies; (d) as necessary in the case of emergencies or internal security matters; or (e) as necessary to pursue available legal remedies or defend legal claims.

 

Cookies 

  • We automatically collect usage data (e.g., IP address, browser details) when you interact online with our Sites through the use of cookies.  Cookies are small computer files sent or accessed from your web browser on your computer’s, mobile device’s, or tablet’s hard drive that contain information about your computer, such as user ID, user settings, browsing history, and activities conducted while using our Sites.  A Cookie typically contains the domain name (internet location) from which the Cookie originated, the “lifetime” of the Cookie (i.e., when it expires), and a randomly generated unique number or identifier.
  • Purposes and Legal Grounds:
    • We use this usage data to facilitate communication between your device and our Sites, store your preferences, authenticate users, and detect and prevent fraud (e.g., fraudulent credit card use) and spam, enable certain functions of the Sites, administer and improve our Sites (e.g., troubleshoot geographically localized access problems), and analyze usage of and improve and enhance our Sites.
    • If you are in the EU or another country that requires obtaining your consent before processing your usage data, we process your usage data based on your consent.  You may withdraw your consent at any time by contacting Wild Apricot via email privacy@wildapricot.com or writing to Wild Apricot Inc. (Attn:  Privacy Support),  144 Front Street West, Suite 725, Toronto, Ontario, MSJ 2L7, Canada
    • Your control of cookies:  To access Wild Apricot Sites as an administrator or a member, you need to enable cookies (which most web browsers do by default).  Web browsers allow some control of most cookies through browser settings. Some web browsers (including mobile web browsers) provide settings that allow you to reject cookies or that alert you when a cookie is placed on your computer, tablet, or mobile device. You may be able to reject mobile device identifiers by activating the appropriate setting on your mobile device.
  • When you visit our Sites, cookies may also be placed on your computer by third-party services that are integrated into the Site you are visiting.  For example, third-party cookies are used by Google Analytics for tracking website traffic.  We use information collected from such third-party services to help us better understand how users find and use our Sites, enhance our Sites and services, and better understand and improve users’ experience. 

 

Cross-Border Transfers of Personal Data

Your personal data may be transferred to and stored on servers at Wild Apricot’s hosting provider, Amazon Web Services (AWS), in the United States.  The European Commission has recognized Canada (commercial organizations) as providing an adequate level of data protection.  The data protection and privacy laws of the United States may not be as comprehensive as the laws in your country.  For example, personal data transferred to the United States may be subject to lawful access requests by federal and state authorities in the United States.  AWS participate in the EU-U.S. Privacy Shield principles and the Swiss-U.S. Privacy Shield principles regarding the collection, use, sharing and retention of personal data from the European Economic Area and Switzerland, as described in the EU-U.S. Privacy Shield certifications and Swiss-U.S. Privacy Shield certifications of AWS.  Click here for more information concerning such certifications of AWS. 

 

Children’s Privacy

Our Site is not directed to individuals under the age of 16, and we request that individuals under 16 not provide personal data to Wild Apricot.  If we learn that we have collected personal data from a child under 16, we will take steps to delete the information as soon as possible.  If you are a member or contact of one of our customers, you should review their privacy policy to determine their privacy practices with respect to children’s data.  

 

Retention of Personal Data

Wild Apricot will retain your personal data for only as long as needed for the purposes for which the personal data is processed and to meet Wild Apricot’s legal obligations.  See section below under “Your Rights” for additional information pertaining to the right of erasure, as well as other data subject rights.

 

Information Security

We implement appropriate technical and organizational measures designed to assist in maintaining the security and confidentiality of personal data; safeguarding against anticipated threats to the confidentiality, integrity and availability of personal data; and protecting your personal data against accidental or unlawful destruction, loss, alteration, and unauthorized disclosure or access.  Such technical and organizational measures include all applicable security requirements in accordance with the Payment Card Industry Data Security Standard.

However, whenever personal data is processed, there is a risk that such data could be lost, misused, modified, hacked, breached, and/or otherwise accessed by an unauthorized third party.  No system or online transmission of data is completely secure. In addition to the technical and organizational measures that Wild Apricot has in place to protect your personal data, you should use appropriate security measures to protect your personal data.  If you believe that your Wild Apricot account or any information you provided to us is no longer secure, notify us immediately at privacy@wildapricot.com.

 

If you reside in the European Union, you have a right to object to the processing of your personal data for direct marketing purposes, including profiling related to direct marketing “Profiling” means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a data subject, such as when we provide you with a specific type of direct marketing information based on information you provided us when you signed up for a Wild Apricot account (e.g, your location or organization type).  If you exercise your right to object to processing for direct marketing purposes, including profiling related to direct marketing, Wild Apricot will no longer process your personal data for such purposes.

Additionally, if you reside in the European Union, you have a right to object when we process your personal data based on the legitimate interests of Wild Apricot or a third party. If you exercise your right to object where our processing or sharing of your personal data is based on legitimate interests that may result in the cancellation of your account. Wild Apricot will no longer process or share the personal data covered by your objection unless Wild Apricot has compelling legitimate grounds for the processing or sharing that override your objection or that relate to the establishment, exercise or defense of legal claims. 

If you live in the European Union and wish to exercise your right to object, please contact Wild Apricot by emailing privacy@wildapricot.com or writing to Wild Apricot Inc. (Attn:  Privacy Support), 144 Front Street West, Suite 725, Toronto, Ontario, MSJ 2L7, Canada.

If you reside outside of the European Union, you may have a similar right to object under your local laws.  If you do not live in the European Union but you think you have a right to object under your local laws, please contact Wild Apricot by emailing privacy@wildapricot.com or writing to Wild Apricot Inc. (Attn:  Privacy Support),  144 Front Street West, Suite 725, Toronto, Ontario, MSJ 2L7, Canada. 

 

Other Data Subject Rights 

If you reside in the European Union, you may also, under certain circumstances specified within the General Data Protection Regulation, have the right to request access to and rectification or erasure of your personal data, data portability, restriction of processing of your personal data, and the right to lodge a complaint with a supervisory authority.  If you live in the European Union, and if you wish to exercise any of these rights, please contact Wild Apricot by emailing privacy@wildapricot.com or writing to Wild Apricot Inc. (Attn:  Privacy Support),  144 Front Street West, Suite 725, Toronto, Ontario, MSJ 2L7, Canada.

If you reside outside of the European Union, you may have similar rights under your local laws.  For example, if you reside in Australia, Canada or New Zealand, you have a right to access and to seek correction of your personal data.  If you wish to exercise those rights in those countries or if you live outside the European Union and think you have any data subject rights under your local laws, please contact Wild Apricot at privacy@wildapricot.com.

Additionally, if you are a Wild Apricot site administrator, you can review and update your personal data or initiate account cancellation by visiting the Account page and taking the desired actions.  

If you are a member or contact of an organization with a Wild Apricot site and you think you  have a right to erasure under pertinent laws, you can delete your profile, including all your personal data, by contacting your site administrator.

 

California Privacy Rights

Do Not Track. Wild Apricot does not track its customers over time and across third-party websites and online services (e.g., mobile apps), and therefore does not respond to Do Not Track (DNT) signals. However, some third-party sites and apps may track your browsing activities when they provide you content, which enables them to tailor what they present to you. Third parties may collect personal data relating to your online activities over time and across different websites and apps when you use our Sites.

 

Data Controller 

If your personal data was collected by and on behalf of Wild Apricot (e.g., personal data of a customer collected through our website), then such personal data is controlled by Wild Apricot, Inc., which is located at 144 Front Street West, Suite 725, Toronto, Ontario, MSJ 2L7, Canada and which you can contact by email at privacy@wildapricot.com. However, if your personal data was collected by or on behalf of a Wild Apricot customer, then such personal data is controlled by our customer, with Wild Apricot acting as a data processor.

 

Privacy Policy Updates

We may update this Privacy Policy from time to time as we add new services, as we improve our current services, and as technologies and laws change.  You can determine the effective date of this Privacy Policy by referring to the “Effective Date” legend at the top of this Privacy Policy.

We will provide notice to you if these changes are material and, where required by applicable law, we will obtain your consent.  Such notice will be provided on the Wild Apricot website.

 

Questions

You can contact us with any questions or requests relating to this Privacy Policy at privacy@wildapricot.com.

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