Smarsh complies with the U.S. - EU and U.S. - Swiss Safe Harbor Frameworks as set forth by the U.S. Department of Commerce regarding the collection, use and retention of personal data from EU member countries and Switzerland. Smarsh has certified that it adheres to the Safe Harbor Privacy Principles of notice, choice, onward transfer, security, data integrity, access, and enforcement. To learn more about the Safe Harbor program, and to view Smarsh’s certification, please visit http://www.export.gov/safeharbor/.
This report consists of 3 sections:
(1) data we collect on our corporate website, www.smarsh.com,
(2) data we collect through our Smarsh Management Console,
(3) section that applies to both areas.
Section 1: Our corporate website:
Personal Information Collection and Use
We may collect personal information from you such as your name, email address, address, and phone number if you complete a form on our site, such as a resume submission or information form. We use this information to respond to your requests.
We may also request your e-mail address or mailing address for the purposes of conducting a survey or to provide additional services (for example, subscriptions to e-mail newsletters, whitepapers, announcement lists or information about conferences and trade shows).
Whenever we request the identity of a visitor, we will clearly indicate the purpose of the inquiry before the information is requested. We maintain a strict "No-Spam" policy that means that we do not intend to sell, rent, or otherwise give your e-mail address to a third-party, without your consent.
If you would like the personal information we have collected from you updated, please contact us as described in the "contact us" section below. If you would like the personal information we have collected from you deleted, please contact us. We will respond to your request within 30 business days.
Tracking Technologies on Our Site
Every computer connected to the Internet is given a domain name and a set of numbers that serve as that computer's "Internet Protocol" IP address. When a visitor requests a page from any Web site within the Smarsh Network, our Web servers automatically recognize that visitor's domain name and IP address. The domain name and IP address reveal nothing personal about you other than the IP address from which you have accessed our site. We use this information to examine our traffic in aggregate, and to investigate misuse of the Smarsh Network, its users, or to cooperate with law enforcement.
See also Will you disclose the information you collect to outside third parties? in Section 3. We do not collect and evaluate this information for specific individuals.
Third Party Cookies and Tracking Technologies
We may use third-party advertising companies to serve ads on our behalf. These companies may employ cookies to deliver ads. Any information that these third parties collect via cookies is not linked to any personal information collected by us. You may opt-out of Retargeting ads by clicking here.
We also have frames on our site from a service provider partner. In some areas, it may appear you are our site, when you are actually on another site. We do not share your personal information with these partners and are not responsible for their privacy policies.
We recommend that you refer to the privacy policies of these third parties to see how they collect and use your information.
Widgets support functions that require you to disclose certain personal information if you choose to participate. This information is collected in many different ways such as: forms, surveys, contests, forums, subscribing or unsubscribing to mailings and correcting or updating personal information and are only used for the purpose for which they were collected.
We may use other third parties such as an email service provider to send out emails on our behalf, and a career management platform to collect resumes. We use Live Chat to assist you if you have questions while using our site or regarding your order. When you use our website, we may share your personal information with these service providers solely as necessary for them to perform their functions, but they may not use your personally identifiable information for any other purpose.
Section 2: The Smarsh Management Console
Information We Collect in the Smarsh Management Console:
We only collect archival information ("Archival Information") on behalf of our clients ("Clients") that they direct us to collect. This information includes archived communications our clients have asked us to archive, such as emails, texts, social media posts, and other forms of data and electronic communication.
Archival Information is data that we receive from our clients, or from a third party at their direction. In general, Smarsh may collect personal information about several different types of individuals, including: consumers, employees, patients, students, donors, volunteers, business clients, suppliers, and other business partners. Such data may include basic contact information such as name, postal address, e-mail address, and phone number, as well as sensitive personal information such as demographic, employee or financial information. This information is not collected actively, but through our archiving technology. We collect this information solely to perform the service to our Clients.
We also collect Client Information ("Client Information"). Client Information is personal information about people in your organization, such as account managers and users, who may or may not interact with Smarsh. Client Information usually is limited to name, work e-mail address, work phone number, and job title, and we collect it through the e-mail, phone, and written means through which you provide it to us. We use this information to support your account, maintain our business relationship with you, respond to your inquiries, and perform accounting functions. You can update your personal information and password by logging into your Smarsh Management Console and updating your account. If you would like us to delete the personal data we hold about you, we can. We will respond to requests within 30 days of receipt.
We will retain your information for as long as your account is active of as needed to provide you services. If you wish to cancel your account or request that we no longer use your information to provide you services contact us at firstname.lastname@example.org. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
Notice, Access and Choice:
We may use other third parties to assist us in performing the functions that we are contracted to perform for our clients. These third parties may collect personal information on behalf of our client or us and are prohibited from using your personal information for promotional purposes.
Section 3: The following applies to both the website and Smarsh Management Console:
The security of your personal information is important to us. Multiple safeguards are in place to limit physical access to Smarsh’s geographically-dispersed datacenters. Meanwhile, a number of steps have been taken within the Smarsh Management Console to protect personal information.
We maintain redundant, secure, and high-performance networks and storage infrastructures designed specifically for the high-availability and data protection. Using a combination of hardware, software, and advanced procedures, we strive to ensure all aspects of its message archiving services are secure and that there will be no unauthorized access to messages containing your company's (and your clients') personal information. We manage multiple geographically-dispersed SAS 70 II certified facilities for site redundancy.
We follow generally accepted industry standards to protect the personally identifiable information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.
Will you disclose the information you collect to outside third parties?
We do not provide your contact information to third party marketers without your permission. Smarsh will disclose personal information, and/or an IP address, when required by law or in the good-faith belief that such action is necessary to:
1. Conform to the edicts of the law or comply with legal process served on Smarsh,
2. Protect and defend the rights or property of the Smarsh Network of sites and related properties, or visitors to the Smarsh Network of sites and related properties,
3. Identify persons who may be violating the law, the Smarsh legal notice and Web site User Agreement, the rights of third parties, or otherwise misusing the Smarsh Network or its related properties,
4. Cooperate with the investigations of purported unlawful activities.
Smarsh uses reasonable precautions to keep the information disclosed to us secure. Smarsh reserves the right to transfer all such information in connection with the sale of all or part of Smarsh's capital stock or assets. Furthermore, we are not responsible for any breach of security or for any actions of any third parties that receive the information. We are not responsible for such third party privacy policies or how they treat information about their users.
Smarsh does not knowingly collect personally identifiable information from children under 13 years of age.
What else should I know about my privacy when online?
Please keep in mind that whenever you voluntarily disclose personal information online - for example through e-mail, chat rooms, discussion lists, or elsewhere - that information can be collected and used by others. In short, if you post personal information online that is accessible to the public, you may receive unsolicited messages from other parties in return.
Ultimately, you are solely responsible for maintaining the secrecy of your personal information. Please be careful and responsible whenever you're online.
Your Consent To This Agreement
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