AccessData Group, Inc. (“AccessData”) is committed to protecting the privacy of our employees, our customers, and their employees. As part of this commitment, AccessData has established a privacy program that demonstrates our due diligence to privacy laws.
Customer – A company who has entered into a business relationship with AccessData for AccessData to perform a service.
Individual – The person whose data AccessData has processed, for example, an employee of AccessData, an employee of a customer, or a person using a AccessData website, service or tool.
Personal Information – Any data element or combination of data elements that enables the identification of an individual, including, but not limited to, name, address, human resources data, personal health information, government identification such as social security number, name, biometric identifier, home address, driver’s license number, credit card number, or account number.
Processed - personal information that is in AccessData’s possession or under its control.
AccessData, its employees, and contractors take responsibility for personal information in accordance with AccessData policies and standards. AccessData’s Chief Legal Officer is responsible for defining the requirements of this policy and for ensuring compliance with its provisions. This policy replaces and supersedes all other prior policies regarding the same or similar subject matter, as of the Policy Version Effective Date of 9.1.2017. AccessData reserves the right to alter, amend or discontinue this policy at any time without notice. AccessData is liable for personal information it processes and for personal information AccessData provides to contractors for processing. With respect to personal information that has been transferred to a contractor to be processed, contractual requirements are used to provide a comparable level of protection. AccessData’s liability for a third party’s performance of its obligations is set forth in each agreement that AccessData signs with its Customers, and AccessData assumes liability for the performance of the services and obligations subcontracted to such contractors, including those related to protection of PII. Where AccessData does not have a direct relationship with a third party processing personal information, it shall not be liable for the processing of data in that parties possession. These third parties have their own independent obligations with respect to the data, usually by operation of law or through contracts. AccessData trains its employees with respect to its privacy policies and practices.
4. Notice, Choice and Consent
AccessData provides notice as to the purposes for which personal information is collected, used, retained, and disclosed. In most cases, customers are responsible for notification of purpose and for obtaining appropriate consent when they collect personal information and personal information that is transferred to AccessData by our customers to be processed shall be deemed to have been collected with appropriate notification. AccessData assumes no responsibility for obtaining or validating that appropriate consent has been obtained in respect of data transferred to AccessData by organization(s)/customers. In some cases, AccessData collects personal information directly from the individual, for example, when individuals visit a AccessData website, or when individuals use certain confidential services. In these cases, AccessData is responsible for obtaining appropriate consent, except where inappropriate or if the collection is required/permitted by law without consent. Where appropriate, AccessData describes any choices available within the services to individuals and obtains appropriate consent. Individuals who seek to vary or withdraw consent that has been obtained by AccessData directly may do so in writing. If any party decides they do not want to receive commercial emails from AccessData they can “opt-out” by clicking on the “unsubscribe” link provided at the bottom of every commercial email. Subject to legal or contractual restrictions, AccessData shall abide by the withdrawal or variation of consent, and shall advise the individual of the consequences of a change in the scope of consent. In cases where consent has been obtained by the customer, the individual will be referred to the customer. Unless required by law, AccessData shall not use or disclose personal information for any purpose other than the purpose for which it was originally collected without first identifying and documenting the new purpose and obtaining the appropriate consent. Once data has been de-identified, aggregated or summarized it shall no longer be considered personal information, and individuals cannot seek to have their information removed from an aggregated data set, nor is consent for further use required.
5. Collection and Use
AccessData does not collect data indiscriminately. AccessData collects personal information only for the purposes of providing and promoting the services we offer and limits use to those purposes, including initiating, maintaining, enhancing, and terminating the employee- employer relationship. Personal information shall be collected by fair and lawful means, and not by misleading or deceiving individuals about the purpose for which information is collected. AccessData may also collect personal information from other sources, either with the consent of the individual or where permitted or required by law. Examples of indirect sources of personal information include background checks, employers or personal references.
6. Retention and Disposal
AccessData retains personal information only as long as necessary to fulfill the stated purposes or as legally required and thereafter appropriately disposes of such information. AccessData will specify minimum and maximum retention periods for the various records containing personal information. When personal information is no longer necessary or relevant for the identified purpose or to fulfill a legal or business requirement, it shall be securely destroyed. AccessData will either physically or electronically erase the personal information or make it anonymous in a non- recoverable manner.
Unless AccessData is permitted or required by law to prohibit access, AccessData makes personal information available for review and updating, either directly through the self- service feature in its products, by directing individuals to the employer for access, or through an access request made to established contacts within AccessData. AccessData responds to requests within the time limit set out by the applicable privacy legislation and, if applicable, provides the individual with an estimate of the cost associated with administering and responding to the request. AccessData requires sufficient information to authenticate requests for access.
AccessData does not use or disclose personal information for purposes other than those for which it is collected, unless required by law. AccessData discloses personal information to the following third parties to fulfill the specified purposes: Corporate Entities – In the event that AccessData, or any portion of our assets, are acquired, sold, or transferred, AccessData may disclose Personal Information with the company involved to complete the business transition. Service Providers and Subsidiaries, Affiliates and Contractors – AccessData may disclose Personal Information to service providers or to AccessData’s subsidiaries, affiliates, and contractors to fulfill the services AccessData offers. These services may include, among other things, providing products or services to you or your employer on our behalf, creating or maintaining our databases, researching and analyzing the usage and performance of the application, preparing and distributing communications, responding to inquiries, or as part of our process. Employer Designated Third Parties – As part of the services AccessData delivers to employers, AccessData transfers data to third parties such as banks, tax agencies, and benefit providers. Legal Parties – In response to a legal inquiry, AccessData may disclose Personal Information to law enforcement or the applicable party involved in the inquiry to fulfill the request. When required to provide information in response to a legal enquiry, AccessData exercises reasonable caution to ensure that the order or request is valid and only legally required Personal Information is disclosed. If AccessData has knowledge that a third party uses or discloses personal information in an unapproved manner, AccessData takes reasonable steps to prevent or stop the use or disclosure. Where applicable, to limit or opt out of the disclosure of personal information, individuals should contact AccessData in the manner set out in the Enforcement Section. AccessData does not sell any personal information to third parties for marketing or any other commercial purposes.
9. Cross Border Transfer
Should AccessData for any reason transfer personal information outside of a local jurisdiction, it shall only be done with adequate protections in place and in compliance with applicable laws and standards. For data transfers to the U.S. from the E.U. AccessData complies with the U.S.-E.U. Privacy Shield Framework regarding the collection, use, retention and disclosure of personal information from the E.U. and E.E.A. to the U.S., and certifies its adherence to the Privacy Shield Privacy Principles of notice, choice, onward transfer, security, data integrity, access, enforcement, and the applicable supplemental principles. To learn more about the Privacy Shield Principles please visit https://www.privacyshield.gov.
AccessData has implemented policies, procedures and practices to protect personal information. AccessData protects personal information using recognized industry standard security safeguards appropriate to the sensitivity of the information. AccessData reviews its security policies and procedures on a regular basis and updates them as needed to maintain their relevance. AccessData makes reasonable security arrangements to protect personal information in its custody or under its control from and against risks, such as loss or theft, as well as unauthorized access, collection, use, disclosure, copying, modification, disposal and destruction. The methods of protection include physical measures, organizational measures and technological measures. AccessData requires all third parties to whom it may transfer personal information as required to perform its services, to maintain adequate security safeguards in compliance with applicable laws and standards to protect personal information.
In delivering services, AccessData relies on customers, contractors, employers and employees to supply AccessData with accurate, complete and up-to-date information that is relevant to AccessData’s delivery of the services. Individuals are asked to review their records on a regular basis and make the appropriate updates or notify of errors promptly. AccessData makes reasonable efforts to maintain the integrity of the data within its products as necessary to fulfill the purposes for which the information is to be used. Where AccessData collects information outside of service delivery, AccessData makes reasonable efforts to keep personal information as accurate, complete and up-to-date as is necessary to fulfill the purposes for which the information is to be used. AccessData provides a means for individuals to update or correct the personal information AccessData possesses.
12. Monitoring and Enforcement
Where appropriate, individuals may request access and raise concerns or complaints regarding their personal information with AccessData by contacting AccessData’s legal department and submitting it via email to: Privacy@AccessData.com or by mailing it to the Chief Legal Officer AccessData Group, Inc. 588 West 400 South, Suite 350, Lindon, Utah 84042. If an individual files a complaint, AccessData will investigate the matter or suspected failure to comply with this notice or AccessData’s Privacy Principles. It is AccessData’s practice to respond to the individual within 45 days of receiving the complaint. AccessData will take all appropriate action to remedy any such issues. If the matter cannot be settled, AccessData agrees to cooperate with the dispute resolution system set forth below. If individuals feel that their complaint was not satisfied, they may file a formal complaint, free of charge, with the regulatory bodies below. • In Canada, the Privacy Commissioner of Canada or the Privacy Commissioner in the applicable province Office of the Privacy Commissioner of Canada 30 Victoria Street Gatineau, Quebec K1A 1H3 Phone: 1-800-282- 1376 • In the U.S., the Attorney General in the applicable State • In the E.U., the United Kingdom’s Information Commissioner’s Officer or their member state Data Protection Authority. The Information Commissioner’s Office Wycliffe House, Water Lane Wilmslow-Cheshire SK9 5AF Phone +44 1625 545 745 Email: firstname.lastname@example.org To contact the DPAs directly see http://ec.europa.eu/justice/data-protection/article- 29/structure/data-protectionauthorities/index_en.htm • In Switzerland, the Swiss Federal Data Protection and Information Commissioner Office of the Federal Data Protection and Information Commissioner FDPIC Feldeggweg 1 CH - 3003 Berne Telephone: +41 (0)58 462 43 95 Telefax: +41 (0)58 465 99 96 Regarding any Privacy Shield complaints, grievances should be filed with the entities in the following order: AccessData, the applicable EU Data Protection Authority, The Department of Commerce, the FTC, then the Privacy Shield Panel. The individual may apply to the Privacy Shield Panel to invoke binding arbitration. AccessData will conduct periodic assessments to confirm the accuracy of this policy and verify its adherence to AccessData’s Privacy Principles. In addition, AccessData will deploy internal auditing measures to monitor its compliance with the Principles and to address all questions or complaints.