Privacy Policy
Personify Inc. and its affiliates, a2z Personify, LLC, WildApricot Inc. and MemberClicks LLC (collectively “Personify,” “we,” “us,” or “our”) supports associations, nonprofits, event professionals, and other organizations through its technology platform, professional services and support. If you are a California resident, please review California Notice at Collection and Privacy Rights.
Table of Contents
- Scope
- Personal Data We Collect
- How We Use Personal Data
- Disclosures of Personal Data
- Cookies and Other Tracking Mechanisms
- Security
- How Long We Retain Personal Data
- Your Privacy Choices
- Reseller Activities/Integration Partners
- Personal Data of Minors
- External Links
- Legal Grounds for Collecting and Processing Personal Data
- California Notice at Collection and Privacy Rights
1. Scope
This privacy policy (“Policy”) explains how we process personal data from customers and visitors to our websites (“Sites”) and users of our products and services (“Services”) as a controller or business under applicable privacy laws.
When we collect personal data as a processor on behalf of business customers, we process personal data in accordance with our contract with them and their privacy policy will apply.
This Policy does not apply to the personal data of employees or job applicants or to information that is exempt under applicable laws. We may provide additional notices when needed to clarify our privacy practices in specific circumstances.
2. Personal Data We Collect
While the personal data we collect varies depending upon your use of our Services and our interactions with you, we may collect personal data from you, from third-party sources, and automatically:
Personal Data Collected Directly from You. We may collect the following personal data from you:
- Customer Service and Support. When you contact us for support or other customer service requests, we maintain support tickets and other records about your requests and related communications. For example, where you use one of our support request forms, we collect details about you, including your name, contact details, email address, and the nature of your request.
- Account Services. When you register or create an account, we may collect your name, email address, address, phone number, business contact information, organization name, job title and primary role, account name and password.
- User Content. We collect user-generated content when you submit information or feedback to our Site or Services.
- Request a Demo. When you request a demo, we collect your first name, last name, phone number, email address, organization name and type, and any additional personal data you may include in the comments.
- Communications. We collect the information you provide such as contact information and records of our communications.
- Transaction and Billing Information. When you purchase a product or Service from us, we collect purchase information, including payment card information through a third-party processor.
- Surveys. When you fill out a survey, we collect your response, which depends on the type of survey, but may include satisfaction with a product or Service.
- Events and Other Information. We also collect personal data related to your registration for and participation in our events.
- Other Information. We may collect other personal data that you consent to or would reasonably expect based on the nature of the circumstances.
Personal Data Collected from Third Parties. We may collect personal data about you from third party sources such as public databases, advisors and agents, affiliates and subsidiaries, Internet service providers, operating systems and platforms, regulators, government entities and law enforcement, data brokers and analytics providers, advertising and marketing companies, business partners, business customers, clients, trade show sponsors, social media platforms, or other third parties.
- We may receive lead and prospect information from third parties about prospective customers that may be interested in our Services. We may also engage with third parties to enhance or update our customer information.
- If you post information about us or engage with us on third party platforms or choose to link your Company account to or log in to our Services with a third-party account (e.g., Facebook or LinkedIn), we may collect personal data about you from that third party platform or account.
- These third-party platforms and services control the information they collect and share about you. For information about how they may use and disclose your information, including any information you make public, please consult their respective privacy policies.
Personal Data Collected Automatically. When you visit our Sites or Services, we and third parties may collect information, including personal data, including through the use of cookies, pixel tags, and other similar technologies such as:
- Device and Browsing Information. When you visit our Site, we may collect information, which may be considered personal data under certain laws, such as IP address, browser type, domain names, access times, date/time stamps, operating system, language, device type, unique or online identifiers, Internet service provider, referring and exiting URLs, clickstream data, and similar device and browsing information.
- Activities and Usage. We also collect activity information related to your use of the Site, such as information about links clicked, searches conducted, features used, items viewed, time spent on certain pages, your interactions with us, log file information, and other activity and usage information.
- Location Information. We may also collect or derive general location information about you, such as through your IP address.
3. How We Use Personal Data
Generally, we use personal data for the following purposes:
- Providing Services and Support. To provide and operate our Services, communicate with you about your use of the Services, provide troubleshooting and technical support, respond to your inquiries, fulfill your orders and requests, process your payments, communicate with you, and for similar service and support purposes.
- Communications. To respond to your questions and fulfill your orders and requests; to allow you to participate in interactive features; to seek your views or comments and to send you communications, which you have requested or that may interest you; and to notify you of changes to our Services.
- Analytics and Improvement. To better understand how users access and use the Services, and our other products and offerings, and for other research and analytical purposes, such as to evaluate and improve our Services and business operations, to develop our Services and features, and for internal quality control and training purposes.
- Customization and Personalization. To tailor the content we may send or display on the Services, including personalized help and instructions, and to otherwise personalize your experiences.
- Marketing and Advertising. To send you information about our Services, such as offers, promotions, newsletters and any other information that you sign up to receive and to manage, analyze, measure and improve our advertising campaigns.
- Planning and Managing Events. For event planning and management, including registration, attendance, connecting you with other event attendees, and contacting you about relevant events and Services.
- Research and Surveys. To administer surveys and questionnaires, such as for market research or customer satisfaction purposes.
- Security and Protection of Rights. To protect the Site and Services and our business operations; to prevent and detect fraud, unauthorized activities and access, and other misuse; where we believe necessary to investigate, prevent or take action regarding illegal activities, suspected fraud, situations involving potential threats to the safety or legal rights of any person or third party, or violations of our terms or this Policy.
- Legal Proceedings and Obligations. To comply with the law and our legal obligations, to respond to legal process and related to legal proceedings.
- General Business and Operational Support. Related to the administration of our general business, accounting, auditing, compliance, recordkeeping, and legal functions.
4. Disclosures of Personal Data
In general, we disclose and make available personal data to third parties in the following ways:
- Corporate Affiliates. We may disclose personal data to corporate affiliates as part of our global business operations and for purposes and uses that are consistent with this Policy.
- Processors and Service Providers. We may disclose personal data to our service providers who perform services on our behalf such as IT service providers, hosting providers, chat bot providers, call centers, etc.
- Third-Party Advertising Networks, Analytics Providers and Social Media Platforms. We and third-party advertising networks, search engines, social media platforms, sponsors and/or traffic measurement services, use information, that may be considered personal information in some jurisdictions to understand and improve the use of our Sites, for analytical purposes, to serve targeted ads and personalize content, and to improve and measure the effectiveness of ads on third-party sites and platforms. For more information, including how to opt out of interest-based advertising, see Section 5 Cookies and Other Tracking Mechanisms below.
- Compliance, governance and legal requirements. We may disclose personal data to comply with legal and compliance obligations and to respond to legal process and related to legal proceedings. For example, we may disclose personal data in response to subpoenas, court orders, and other lawful requests by regulators and law enforcement. We may also disclose information, including personal data, related to litigation and other legal claims or proceedings, for our internal accounting, auditing, compliance, recordkeeping, and legal functions.
- Business Transfers. We may disclose personal data as part of commercial transactions (e.g., mergers, acquisitions, bankruptcy, or other similar business transactions) and in contemplation of such transactions (e.g., due diligence).
- Other Disclosures. We may disclose your personal data for other purposes, which we will notify you of and/or obtain your consent when required.
Aggregate and/or Deidentified Data. We may use and disclose aggregate, deidentified, and other non-identifiable data related to our business and Services for quality control, analytics, research, development and other purposes. Where we use, disclose, or process deidentified data we will maintain and use the information in deidentified form and will not attempt to reidentify the information except where permitted by law.
5. Cookies and Other Tracking Mechanisms
We and other third parties use cookies, pixel tags, session replay technology, and other similar tracking mechanisms to automatically collect information about browsing activity, device type, and similar information within our Site and Services. This information, which may be considered personal information in some jurisdictions, is used, for example, to analyze and understand how you access, use and interact with our Site and Services; to identify and resolve bugs and errors in our Site and Services; to assess, secure, protect, optimize, and improve the performance of our Site and Services; for marketing, advertising, measurement and analytics purposes; and to personalize content on our Site and Services. We may also deidentify or aggregate such information to analyze trends, administer our Site and Services, gather broad demographic information for aggregate uses and for any other lawful purpose.
Cookies. “Cookies” are alphanumeric identifiers used for tracking purposes. Some cookies allow us to make it easier for you to navigate, while others are used to enable a faster log-in process, support the security and performance of the Site, or allow us to track activity and usage data within the Site and across websites.
Pixel Tags and Similar Technologies. Pixel tags (sometime called web beacons or clear GIFs) are tiny graphics with a unique identifier, similar in function to cookies. We may use these tracking technologies to understand users’ activities, help manage content and compile usage statistics, and in emails to let us know when they have been opened or forwarded so we can track response rates and gauge the effectiveness of our communications.
Third Party Analytics. We use third party tools, such as Google Analytics, which are operated by third party companies to evaluate usage and traffic on our Sites and Services. These third-party analytics companies use cookies, pixels, and other tracking technologies to collect usage data to provide us with reports and metrics that help analyze, improve and enhance performance and user experience. To learn more about Google’s privacy practices, please review the Google Privacy Policy at https://www.google.com/policies/privacy/partners/. You can also download the Google Analytics Opt-out Browser Add-on to prevent your data from being used by Google Analytics at https://tools.google.com/dlpage/gaoptout.
Cross-Device Tracking. We and third parties may use the information we collect about you within our Site and on other third-party websites and services to help us and these third parties identify other devices that you use (e.g., a mobile phone, tablet, other computer, etc.) to interact or engage with us or the Site.
6. Security
No data transmission over the Internet can be guaranteed to be 100% secure. As a result, while we strive to protect your personal data, we cannot guarantee or warrant the security of any information collected through our Site. You use our Site and provide us with your personal data at your own risk.
7. How Long We Retain Personal Data
Your personal data will be retained until such time as needed to fulfill the purposes and uses for which it was collected as outlined in this Policy. If you request that we delete your personal data from our databases, please note we may still retain your personal data as necessary to comply with our legal obligations, regulatory requests, resolve disputes, and enforce our agreements.
8. Your Privacy Choices
Marketing Communication. We may send periodic promotional and operational emails, text messages or other similar communications to you in accordance with applicable law. You may change your preferences by following the instructions provided to you in the communication. If you opt-out of receiving promotional emails from us, we may still send you communications about your account or any services you have requested or received from us. To opt-out of any text messages, reply STOP.
Industry Ad Choice Programs. You can also control how participating third-party ad companies use the information that they collect about your visits to our Site and those of third parties, in order to display more relevant targeted advertising to you. You can obtain more information and opt-out of receiving targeted ads from participating third-party ad networks as outlined below.
- U.S. Users: aboutads.info/choices (Digital Advertising Alliance).
- EU Users: youronlinechoices.eu (European Interactive Digital Advertising Alliance)
- Canada Users: youradchoices.ca/choices/ (Digital Advertising Alliance of Canada)
Cookie Settings. You can set your browser to block certain cookies or notify you when a cookie is set; you can also delete cookies. The “Help” portion of the toolbar on most browsers will tell you how to prevent your device from accepting new cookies, how to have the browser notify you when you receive a new cookie, or how to delete cookies. Visitors to our Site who disable cookies will be able to browse the Site, but some features may not function. If you come to our Site from a different device or from a different browser on the same device, you will need to apply your cookie settings for that browser and/or device as well.
Browser Signals. To the extent required by applicable law, if our Site detects that your browser is transmitting an opt-out preference signal, such as a “global privacy control” (or GPC) signal, we will apply that signal to opt that particular browser on your device out of targeting cookies on our Site. If you come to our Site from a different device or from a different browser on the same device, you will need to apply GPC for that browser and/or device as well. We do not respond to do not track signals.
9. Reseller Activities/Integration Partners.
In certain instances, our Services can be configured to integrate with third party solutions such as payment processors; however, we do not collect or store payment processing information. We may also provide your business contact information to our integration partners or refer customers to third parties. Our customers enter into separate agreements with these third parties that govern the processing of personal information.
10. Personal Data of Minors
We provide a general audience Site. The Site and Services are not designed for minors, and we do not knowingly collect personal data from minors.
11. External Links
Our Sites and Services may contain links to third-party websites or features. Any access to and use of such linked websites or features is not governed by this Policy, but instead is governed by the privacy policies of those third parties. We are not responsible for the information practices of such third parties, including their collection of your personal data. You should review the privacy policies and terms for any third parties before proceeding to those websites or using those features.
12. Legal Grounds for Collecting and Processing Personal Data
Consent. The legal ground for processing your personal data that we collect when you provide us with specific permission to do so, is your consent, which you may withdraw at any time by clicking on any unsubscribe link that we provide or by emailing personifyprivacy@personifycorp.com.
Contractual Necessity. We may process your personal data when it is necessary in order to enter into a contract with you (e.g., if you request that we provide you a quote for potential services) or when it is necessary for the performance of a contract to which you are a party (e.g., processing credit card details in order to effect payment).
Compliance with Legal Obligations. We also may conduct certain personal data processing activities for purposes of meeting our legal obligations in the EU and in EU member states (e.g., our regulatory retention obligations).
Vital Interests. Under special circumstances (e.g., in connection with natural disasters or emergency situations), we may need to process your personal data in order to protect the vital interests of you or one or more persons.
Legitimate Interests. The last legal ground for processing the personal data that we collect for other purposes identified in the table above are Personify’s legitimate interests in providing client services; providing quality support to clients, potential clients, and Site users; providing conference, seminar, or tradeshow attendees with pertinent event information; providing clients and potential clients with marketing materials to promote our services and products; providing clients with secure sites for project collaboration and large file sharing; identifying qualified candidates to fill our open positions or available contracting opportunities; maintaining compliance with applicable global laws and regulations; providing more relevant content for users of our Sites; identifying and fixing problems with our Sites; understanding how our clients interact with our products, services, apps and websites so we can enhance the client experience and functionality of our products, services, apps and websites; and improving the overall user experience on our Sites.
13. California Notice at Collection and Privacy Rights
This section of the Policy provides additional information for California residents (“you”) and describes our information practices pursuant to applicable California privacy laws, including the California Consumer Privacy Act and the regulations issued thereto, each as amended (the “CCPA”).
In this section, “personal information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular California resident or household. This section does not address or apply to our handling of publicly available information or personal information that is otherwise exempt under the CCPA.
Categories of Personal Information Collected and Disclosed. The following table identifies the categories of personal information we may collect about you (and may have collected in the prior 12 months), as defined by the CCPA, as well as the categories of third parties to whom we may disclose this information for a business or commercial purpose. Depending on how you use the Services, we may collect and disclose the following categories of personal information:
| Categories of Personal Information | Third Party and Other Recipient Disclosures |
|---|---|
| Identifiers. Includes information regarding your name, unique personal identifier, online identifier, Internet Protocol (IP) address, postal address, phone number, and email address. |
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| Customer Records. Includes your name, address, phone number, and employment history. Payment information may be collected through third party payment processors. |
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| Commercial Information. Includes records of personal property; records of Services purchased, obtained, or considered; or other purchasing or use histories or tendencies. |
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| Internet or Other Electronic Network Activity Information. Includes browsing history, clickstream data, search history, and information regarding interactions with our Site, advertisements, or emails, including other usage data related to your use of any of our Sites or other similar online services. |
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| Geolocation Data. Such as general location information about a device for security and other purposes. |
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| Audio, Electronic, Visual, or Similar Information. Includes information collected via call recordings if you are interacting with us in a customer service capacity or if you call us on a recorded line and security footage if you visit our premises. |
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| Professional Information. Includes professional and employment-related information such as current and former employer(s) and position(s), business contact information and professional memberships. |
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| Inferences. Such as inferences drawn from any of the information described in this section about a consumer including inferences reflecting the consumer’s preferences, characteristics, behaviors, attitudes, abilities, and aptitudes. |
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Sales and Sharing of Personal Information. The CCPA defines “sale” as disclosing or making available personal information to a third-party in exchange for monetary or other valuable consideration, and “sharing” as disclosing or making available personal information to a third-party for purposes of cross-context behavioral advertising. While we do not disclose personal information to third parties in exchange for monetary compensation, we may “sell” or “share” the following categories of personal information: identifiers and Internet and network activity information. We may disclose these categories to third-party advertising networks, data analytics providers, or social networking sites for purposes of marketing and advertising and to improve and measure and analyze our ad campaigns. We do not sell or share sensitive personal information, nor do we sell or share personal information about individuals we know are under age sixteen (16).
Sources of Personal Information. We generally collect the categories of personal information in the table above from the following categories of sources: directly or indirectly from you; affiliates and subsidiaries; business partners; business customers; vendors and service providers; our Site and online services; Internet service providers; operating systems and platforms; marketing list providers; trade show sponsors; social networks; government entities; third-party advertising networks; and marketing and data analytics providers.
Purposes of Collection, Use, and Disclosure. As further described in Section 3. How We Use Personal Data, in general, we collect and otherwise process personal information for the following business or commercial purposes and as otherwise directed or consented to by you: providing services and support;, communications; analytics and improvement; customization and personalization; marketing and advertising; planning and managing events; research and surveys; security and protection of rights; legal proceedings and obligations; general business and operational support.
Retention. We retain the personal information we collect as reasonably necessary for the purposes described above or otherwise disclosed to you at the time of collection. We retain personal information as necessary to comply with our tax, accounting, operational and recordkeeping obligations, to provide you with the services you have requested, to protect, defend or establish ours and others’ rights, defend against potential claims, and comply with our legal obligations. In some cases, we may deidentify or aggregate personal information in compliance with the CCPA.
California Privacy Rights. The CCPA provides California residents with specific rights regarding personal information. In general, California residents have the following rights with respect to their personal information, subject to certain conditions and exceptions:
- Right to Know. You have the right to request: (i) the categories or personal information we collected about you; (ii) the categories of sources from which the personal information is collected; (iii) our business or commercial purposes for collecting, selling, or sharing personal information; (iv) the categories of third parties to whom we have disclosed personal information; and (v) a copy of the specific pieces of personal information we have collected about you.
- Right to Delete. You have the right to request we delete personal information we have collected from you.
- Right to Correct. You have the right to request that we correct inaccuracies in your personal information.
- Right to Opt-Out of Sales and Sharing. To exercise your right to opt-out of the “sale” or “sharing” of your personal information, please click here or use the Do Not Sell or Share My Personal Information link at the bottom of our website.You also have the right to opt-out of “sales” and “sharing” of your personal information through the use of an opt-out preference signal. If we detect that your browser or device is transmitting an opt-out preference signal, such as the “global privacy control” or “GPC” signal, we will opt that browser or device out of cookies that result in a “sale” or “sharing” of your personal information. If you come to our website or use our services from a different device or from a different browser on the same device, you will need to opt-out or use an opt-out preference signal for that browser and/or device as well.
- Right to Limit Use of Sensitive Personal Information. You have the right to limit use and disclose of your sensitive personal information. We do not currently use or disclose sensitive personal information beyond the purposes authorized by the CCPA. If our practices change, we will provide this right.
- Right to Non-Discrimination. You have the right not to be subjected to discriminatory treatment for exercising any of the rights described in this section.
Exercising Your Rights
If you are a California resident and would like to exercise your CCPA rights, you may do so via any of the methods described below:
- Calling us collect at 512-982-4400
- Emailing us at personifyprivacy@personifycorp.com
- Writing to us at: Personify, Attn: Security Officer, 7010 Easy Wind Drive, Suite 210 Austin, Texas 78752
Verification. We will take steps to verify your request by matching the information provided by you with the information we have in our records. In some cases, we may request additional information in order to verify your identity, or where necessary to process your request. If we are unable to verify your identity after a good faith attempt, we may deny the request and, if so, will explain the basis for the denial.
Authorized Agents. You may designate someone as an authorized agent to submit requests and act on your behalf. Authorized agents will be required to provide proof of their authorization in their first communication with us and we may also require that the relevant consumer directly verify their identity and the authority of the authorized agent.
At WildApricot we take your privacy seriously. We recently updated our Privacy Policy to increase transparency and to reflect updates to how and why we handle your personal data.
These updates include:
- We explain that we may need to ask for additional personal information to authenticate certain online payments.
- We made revisions for clarity around how we use the information we collect from you.
- We explain how we may share your information with our parent company, Personify, Inc.
- We explain how we may share your information with third-party service providers, including electronic payment vendors.
Your privacy is important to WildApricot Inc. (“WildApricot,” “us,” 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 their contacts, including members, through a WildApricot Site. For information concerning such privacy and security practices, please review the privacy policy of the customer who administers the WildApricot Site that you have visited.
“Personal data” is information relating to an identified or identifiable natural person.
“You” and “your” refer to the individuals reviewing this Privacy Policy, which may include WildApricot customers, WildApricot’s customers’ members and contacts, and other individuals visiting our Sites.
To jump to a specific section of this Privacy Policy, please click on a link below:
- Categories of Personal Data Processed by WildApricot
- Third-Party Recipients of Personal Data
- Cookies
- Cross-Border Transfers of Personal Data
- Children’s Privacy
- Retention of Personal Data
- Information Security
- Right to Object
- Other Data Subject Rights
- California Privacy Rights
- Data Controller
- Privacy Policy Updates
- Questions
Categories of Personal Data Processed by WildApricot
- Personal data that is processed when you communicate with WildApricot: When you interact with us via email, telephone, or online (e.g.,when you 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 WildApricot 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. We may log in to your WildApricot account, if appropriate, to help troubleshoot and resolve your issue.
- Purposes and Legal Grounds:
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- We use this information to provide you with support, to respond to inquiries, and to monitor and improve the quality and types of services and support we provide. The legal ground for processing this information for these purposes is WildApricot’s legitimate interest in providing quality services and support, including product and service support, such as troubleshooting support, to our customers and Site users.
- Personal data that is processed when you create an account through the Sites or seek access to a WildApricot product or service (e.g.,when a customer registers for a 60-day trial with WildApricot): When you conduct any of these activities, we request that you provide personal data, including your name, organization name, phone number, address, and email address.
- Purposes and Legal Grounds:
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- Account Access. WildApricot 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 WildApricot account. We use this information to identify and authenticate your identity so that you may be provided with access to your WildApricot Site. The legal ground for processing your email address for this purpose is WildApricot’s legitimate interest in protecting the security of your WildApricot account and enabling you to access our services.
- Account Information. WildApricot also processes your contact information for the purpose of sending you information about your WildApricot 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 WildApricot’s legitimate interest in providing you information about your WildApricot services or account.
- Requested Information. 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. The legal ground for processing your contact information for this purpose is WildApricot’s legitimate interest in providing you with the information you have requested.
- Requested Partner Contacts. If you choose to have a WildApricot partner contact you about customizing WildApricot to fit your needs, we will share your personal data (e.g., email, name, phone) with our partners for the purpose of contacting you. The legal ground for processing your personal data for this purpose is your consent, which you provide when you check the “Yes, I want a partner to contact me” box on our Sites. You may withdraw your consent at any time by contacting WildApricot at wa.privacy@personifycorp.com. If you withdraw your consent, WildApricot will not share any additional personal data relating to you with its partners. Your withdrawal of consent will not apply to data that was processed prior to our receipt of your withdrawal of consent. To the extent that you provide your personal data directly to an identified third-party service provider, you should review that service provider’s privacy policy for information on its privacy practices relating to personal data.
- Marketing Purposes. WildApricot and, where permissible, our parent company, Personify, Inc., and certain third-party service providers may use your email address and other contact information for the purpose of sending you electronic marketing communications.
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- The legal ground for processing your email address and other contact information for this purpose is our legitimate interest and the legitimate interests of our parent company and our third-party service providers in sending electronic marketing communications to current and potential customers concerning products and services.
- If you decide that you no longer wish to receive electronic marketing communications from WildApricot, you will have the opportunity to opt out from receiving electronic marketing communications from WildApricot 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 WildApricot may be based on information that you provide to us when you sign up for a WildApricot account (e.g., the city/state/country in which you are located and the type of organization in which you are involved). The legal ground for processing your personal data for this purpose is WildApricot’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.
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- Personal data that is processed when you open a WildApricot payments account or pay for products or services through our Sites or our customers’ sites: When you pay for products and services through our Sites or our customers’ sites, we collect, but do not store, your payment information, which may include credit card data, debit card data, and Automated Clearing House (ACH) payment data, including bank name, ABA/Routing number, bank account number, account type, and account holder name. When you open a WildApricot Payments account, we collect your contact information and organization details, including Federal Tax ID, bank account details, and the SSN and Driver’s License of the organization’s authorized signer or beneficial owner. If you pay fees to an organization with a WildApricot Site or make any purchases from such an organization’s Site, you should review that organization’s privacy policy for information on its privacy practices relating to payment data and other personal data.
- Purposes and Legal Grounds:
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- Payment Processing. When you pay for services via credit card, debit card, check, or ACH payment, WildApricot will transfer your payment data (e.g., payment card data, bank name, ABA/Routing number, bank account number, account type, account holder name) and billing details, including recurring payment schedule if applicable, to third-party electronic payment vendors (also known as payment gateways) that process electronic payment data so that you may pay for such services. For all such payments, WildApricot only transfers payment data through protected servers and does not store any payment data. If you authorize recurring payments or non-recurring future payments, your payment data and billing details will be saved by our third-party electronic payment vendors. The legal ground for processing payment data is that such processing in order to effect payment is necessary for the performance of contracts between WildApricot and our customers and between our customers and their members and contacts.
- Choosing a Payment Processor. When a WildApricot customer applies for WildApricot Payments, which is WildApricot’s own payment processing system that is powered by AffiniPay, a payment gateway that specializes in payment solutions for associations, we will share a summary of such customer’s transaction history, as well as certain customer personal data (e.g., name, SSN number, driver’s license number) with AffiniPay, who may use the information to verify eligibility for payment services, to improve the quality and speed of our services, and, where permissible, to market its payment processor services to our customers. The legal ground for processing your personal data for this purpose is your consent. You may withdraw your consent at any time by contacting WildApricot at wa.privacy@personifycorp.com. Your withdrawal of consent will not apply to data that was processed prior to our receipt of your withdrawal of consent. To the extent that you provide your personal data directly to an identified electronic payment vendor, you should review that electronic payment vendor’s privacy policy for information on its privacy practices relating to personal data.
- Payment Authentication. To help reduce the risk of fraud and provide added security to online payments through the adoption of 3D Secure 2.0, the industry standard approach, which also complies with Strong Customer Authentication (SCA) requirements in the European Union, WildApricot or WildApricot’s electronic payment vendors may collect additional personal data to authenticate certain online payments. For example, we may need to collect something you know (e.g., password, security question, PIN); something you have (e.g., code sent to your mobile phone or hardware token); and/or something that is unique to you (e.g., fingerprint, facial recognition). If WildApricot collects such personal data from you, we may transfer the data to our third-party electronic payment vendors who may also partner with third-party service providers to process such personal data. The legal ground for processing this data for this purpose is WildApricot’s legitimate interest in adopting an industry standard approach to reduce the risk of fraud and protect the security of your payments.
- Personal data that is processed when you provide feedback and other information in our forums: If you provide comments, suggestions, feedback, or other information in one of our forums, we will collect any personal information contained in any content you provide. Please keep in mind that whenever you voluntarily disclose personal data online in a forum accessible by others, that personal data can be collected and used by others. If you post personal data online that is accessible to the public, you may receive unsolicited messages from other parties in return. Please exercise caution whenever you post information online.
- Purposes and Legal Grounds: WildApricot processes your comments, suggestions, feedback, and other information for the purpose of providing our customers with the opportunity share such content with other customers. The legal ground for processing this information for this purpose is WildApricot’s legitimate interest in enabling our customers to provide comments, suggestions, feedback, and other information they desire to share with WildApricot and other WildApricot customers.
- Personal data that is processed when you apply for a position at WildApricot: If you email us your resumé, cover letter, and LinkedIn profile to apply for an open position at WildApricot, we may collect a variety of personal data, including your name, mailing address, email address, phone number, work experience, education history, references, information about your applicable degrees, licenses, and certifications, whether you are legally eligible to work in the country to which you are applying, whether you have a valid driver’s license, and your salary expectations.
- Purposes and Legal Grounds: WildApricot processes this information for the purpose of permitting you to be considered for open positions that WildApricot is seeking to fill. The legal ground for processing this information for this purpose is WildApricot’s legitimate interest in analyzing resume information in connection with identifying qualified candidates to fill open positions at WildApricot.
Third-Party Recipients of Personal Data
- Our parent company: We share your personal data with our parent company, Personify, Inc. Our parent company may use your data for purposes of tracking sales; contacting current and potential customers in connection with marketing WildApricot and other Personify products and services; assisting current and potential customers; and for internal business purposes, such as conducting research and analysis in order to improve our products and services.
- Third-party service providers: We share your personal data with our service providers, who may use your personal data in connection with hosting and operating our Sites and with providing customers with requested services. Service providers who are part of our partner network may use your contact information for the purpose of marketing our products and services, as well as their products and services; and for the purpose of providing you with information that is or is likely to be useful to you, such as information you request, and information pertinent to your use of WildApricot’s and our service providers’ products and services. To the extent that you provide your personal data directly to an identified third-party service provider, you should review that service provider’s privacy policy for information on its privacy practices relating to payment card data and other personal data.
- Third-party electronic payment vendors. We use third-party electronic payment vendors to process payment card data of our customer’s and our customer’s contacts, as well as other personal data required to authenticate certain online payments when products and services are purchased using credit or debit cards. Additionally, when a WildApricot customer applies to utilize the payment services of our electronic payment vendor, we will share a summary of such customer’s transaction history, as well as certain customer personal data (e.g., name, SSN number, driver’s license number) with our electronic payment vendor, who may use the information for purposes of account verification and, where permissible, to market its payment processor services to our customer.
- 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 WildApricot’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. Please refer to our Cookies Policy and our Cookies – WildApricot Help page for additional information on Cookies.
- Purposes and Legal Grounds: We use this usage data to facilitate communication between your device and our Sites, store your preferences, authenticate users, 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.
- Cookie Consent: 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 WildApricot via email at wa.privacy@personifycorp.com. Your withdrawal of consent will not apply to data that was processed prior to our receipt of your withdrawal of consent.
- Your Control of Cookies: To access WildApricot Sites as an administrator or a customer contact, 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.
- Third-Party Cookies: 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 WildApricot’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 participates 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 WildApricot. 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 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
WildApricot will retain your personal data for only as long as needed for the purposes for which the personal data is processed and to meet WildApricot’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 WildApricot has in place to protect your personal data, you should use appropriate security measures to protect your personal data. If you believe that your WildApricot account or any information you provided to us is no longer secure, notify us immediately at wa.privacy@personifycorp.com.
Your Rights
Right to Object
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 WildApricot 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, WildApricot 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 WildApricot 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. WildApricot will no longer process or share the personal data covered by your objection unless WildApricot 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 WildApricot by emailing wa.privacy@personifycorp.com or writing to WildApricot 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 WildApricot by emailing wa.privacy@personifycorp.com or writing to WildApricot 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 (GDPR), 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 WildApricot by emailing wa.privacy@personifycorp.com or writing to WildApricot 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 WildApricot at wa.privacy@personifycorp.com.
Additionally, if you are a WildApricot 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 contact of an organization with a WildApricot 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. The California Online Privacy Protection Act (CalOPPA) requires us to let California residents know that WildApricot 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.
Request for California Privacy Information. Under California’s “Shine the Light” law, a part of California’s Consumer Records Act, WildApricot customers who are California residents may request, once per calendar year, information regarding the types of customer information shared by WildApricot with third parties for their direct marketing purposes, during the previous calendar year, and the identities of those third parties. To request this information, California customers may send an email to wa.privacy@personifycorp.com with “Request for California Privacy Information” in the subject line.
Notice for Minors. Under California’s “Privacy Rights for California Minors in the Digital World,” if you are a California resident under the age of 18, you have the right to remove or request and obtain removal of certain content that you have publicly posted on the WildApricot website. There may be circumstances under which the law does not require or permit removal even if requested. Additionally, complete or comprehensive removal of content or information posted on the site or app cannot be ensured. If you are a California minor wanting to request removal, please send an email detailing the specific information you would like removed to wa.privacy@personifycorp.com.
Data Controller
If your personal data was collected by and on behalf of WildApricot (e.g., personal data of a customer collected through our website), then such personal data is controlled by WildApricot, Inc., which is located at 144 Front Street West, Suite 725, Toronto, Ontario, MSJ 2L7, Canada and which you can contact by email at wa.privacy@personifycorp.com. However, if your personal data was collected by or on behalf of a WildApricot customer, then such personal data is controlled by our customer, with WildApricot 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 WildApricot website.
Questions
You can contact us with any questions or requests relating to this Privacy Policy by email at wa.privacy@personifycorp.com.