LAST UPDATED: May 25, 2018
This policy covers the information Glosoft collects and how we use it. It also outlines the steps Glosoft takes to protect that information, how to contact us, and how we comply with relevant data protection regulations such as the GDPR.
Under the GDPR, Glosoft is a data controller for the information we collect from you. In certain cases, we are also a data processor for data collected by our clients; for more information on client-collected data, please see “Information collected by our customers” below.
What information we collect
We collect information from you in order to deliver services that you purchase and to monitor and improve the customer experience on our website. The data collected may include your name, email address, postal address, telephone number(s), and billing information such as credit card numbers. It may also include marketing preferences, survey and contest responses, and information you provide through online chats, telephone calls, and support tickets with us.
Glosoft services are intended for business use, and Glosoft does not knowingly market to or collect personal information from people under the age of 18.
How we collect information
Glosoft collects personally identifiable information in a variety of ways, including but not limited to: online order forms, online chats, telephone calls, market research surveys, and customer support tickets.
Certain information about your computer hardware and software may also be automatically collected through tools such as Google Analytics. This information can include your IP address, browser type, domain names, access times, and referring website addresses.
Glosoft may also collect information from third parties as required in order to provide you with products and services.
Please keep in mind that if you directly disclose personally identifiable information or personally sensitive data through Glosoft’s blog or social media pages, this information may be collected and used by others.
How we use your information
Provision of Services
Glosoft collects and uses your personal information to operate the Glosoft website, to deliver the services you have requested, and to inform you of other products or services available from Glosoft and its affiliates. This includes sharing your information with trusted third parties, as explained below.
If you elect use a service that provides you the ability to import your personal contacts or related information (i.e. OnePlan Connect), Glosoft will not use this information for commercial purposes except to provide that service.
Glosoft offers certain products and services in conjunction with or through trusted partners, sponsors, and affiliates (“Third-Party Services”). These services may be available for an additional fee, or they may be included for free or as a portion of a larger bundle of services. In order to properly set up these services (and, where needed, integrate them with any services you may have), we may need to share certain information you have provided to us with these Third-Party Services. For payments or other monetary transactions, Glosoft must share your personal information (specifically your billing information) with our payment processor. In all cases, we share only information that is required to set up and operate these services. Third-Parties are not permitted to use, keep, or share your data except for the specific services they have been contracted to provide.
Should Glosoft become part of a merger, acquisition, corporate reorganization, or any other change of control, your personal information will be included in Glosoft’s sale of business assets. This means that it could be shared with Glosoft’s new owners, or with a new business that Glosoft acquires. If this happens, Glosoft will make reasonable efforts to notify you and inform you of any choices you may have about the information you shared with us.
Glosoft keeps track of the websites and pages our customers visit within Glosoft in order to determine which Glosoft services are the most popular. This data is used to deliver customized content and advertising within Glosoft to customers whose behaviour indicates they are interested in a particular subject area. Data may also be used to determine the effectiveness of promotional campaigns and advertising.
Glosoft may contact you regarding services you have purchased from us to deliver information, updates, notices of functionality changes, upcoming payments, and planned service maintenance.
We may also contact you with newsletters, announcements, and special offers we think you may find valuable. You can withdraw your consent to receive these communications at any time.
Glosoft, its affiliates, trusted partners, and sponsors may be required to disclose or process any personal information we collect in order comply with legal, regulatory, and law-enforcement requests (like court orders or for taxes), especially to protect Glosoft, our customers, or the public.
In order to register domain names, personal information collected during your purchase must be provided to the registrar responsible for processing your request, as per the registrar’s rules and the rules set out by the Internet Corporation for Assigned Names and Numbers (ICANN) and/or the relevant domain name registry.
This information goes into a searchable database (WHOIS). Access to WHOIS information may be limited but you can help protect yourself by opting out of displaying your personal information through the purchase of a Domain Privacy service (some domains are not eligible for this service).
Our legal basis for processing your information
Contract: Your personal information is necessary for providing the services you requested. This includes payment and setting up the services, and also the assistance and support we provide to make sure your services are working properly.
Consent: From time to time Glosoft may send you announcements and special offers. You can withdraw your consent for these communications at any time by clicking the unsubscribe link on any email you no longer wish to receive, or by contacting our Data Protection Officer by emailing us at email@example.com.
Legal Obligation: Glosoft may be required to process any personal information we collect in order comply with legal, regulatory, and law-enforcement requests.
Where we store your information
The data we collect is stored primarily in Canada and is regulated by the Personal Information Protection and Electronic Documents Act (PIPEDA). Canada has been recognized by the EU as providing adequate data protection (as per article 45 of Regulation (EU) 2016/679), which allows personal information of EU residents to be freely transferred to Canada.
As Glosoft works with a number of US-based partners, we also transfer (in accordance with Article 45 of the GDPR) personal information to companies that have certified their compliance with the EU-U.S. or Swiss-U.S. Privacy Shield Frameworks.
How we protect your information
Glosoft secures the information we collect on servers in a controlled, secure environment. We maintain safeguards to protect against unauthorized access, use, modification, and disclosure of this data.
Where possible, Glosoft uses industry-standard SSL encryption when communicating your data. Glosoft also ensures that all customer websites have free access to SSL certificates from“Let’s Encrypt.”
However, no data transmission over the Internet or wireless network can be guaranteed 100% secure. While we strive to protect your personal information, there are security and privacy limitations of the Internet which are beyond our control. Information and data may be viewed or tampered with in transit by a third party, despite best efforts.
How we retain your information
Glosoft will retain your personal information for as long as your Glosoft services are active.Once your last service has been cancelled, Glosoft will:
Retain certain information stored directly on the hosting server for 40 days. Data stored by third-party services may be retained for shorter or longer periods depending on the service; please contact us for details on specific services.
Retain certain information stored in other systems for up to 7 years for potential auditing purposes and to enable us to maintain accurate business, tax, and financial records.
Glosoft may retain personal information longer in order to comply with specific legal requests or obligations. When personal information is no longer required, we will ensure it is deleted.
How we transfer your information
How to change your information
You may request access to review, update, and correct any inaccuracies in your personal information by contacting our Data Protection Officer by emailing us at firstname.lastname@example.org. We may ask you to provide personal information in the form of answers to security questions in order to verify your request.
You can also access and update much of your personal information through the Glosoft Dashboard in the My Profile section. Please ensure you always keep your contact and billing information current with us.
You also have the right to request that we delete your personal data. We will honor the request to the extent possible under our legal and contractual obligations. Please keep in mind that deleting your data may stop your Glosoft services from working properly or at all.
Glosoft uses “cookies” to help personalize your online experience. A cookie is a text file that is placed on your hard disk by a web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.
One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the web server that you have returned to a specific page. For example, if you personalize Glosoft pages, or register with a Glosoft site or service, a cookie helps Glosoft recall your specific information on subsequent visits. This simplifies the process of recording your personal information, such as billing addresses, shipping addresses, and so on. When you return to the same Glosoft website, the information you previously provided can be retrieved, so you can easily use the Glosoft features that you customized.
Some cookies are necessary for Glosoft sites to work properly, such as the cookies which indicate you’ve successfully logged into your account. Some cookies, like the ones used by Google Analytics, help us see how visitors use our sites. Others are used to customize your advertising experience. If you visit a Glosoft website with a browser that has cookies enabled, you are letting us know that you agree to us using cookies with your browser.
Information collected by our customers
Glosoft customers may collect data from people who visit their sites, regardless of whether a purchase is made. Glosoft customers are responsible for ensuring they are complying with all legal and privacy regulations, including but not limited to the European GDPR.
Glosoft does not have a direct relationship with our customers’ visitors or users.
If you would like to make any requests regarding personal information that has been collected by a Glosoft customer, please contact them directly. This applies to any kind of request, whether to access, correct, amend, or delete information. If the customer asks Glosoft to remove any personal information we will respond within thirty (30) days.
Links to Third-Party Sites
You may be able to access other websites that have links on Glosoft websites, where you can purchase products and services or register to receive materials or new product updates. In many of these cases, you will be asked to provide personal information such as your name, email address, or other contact information, or credit/billing information. If you complete an order or provide personal information to a website or service that is not provided by Glosoft, Glosoft has no control over the third party’s use of any personal information. Glosoft therefore has no responsibility or liability for the manner in which the organizations that operate such linked websites may collect, use, disclose, secure, or otherwise deal with your personal information. Glosoft provides these links to other websites as a convenience to you. Please exercise care when visiting linked websites, which will have separate and independent privacy policies.
We provide you with the ability to log in to your account using social media services such as Facebook, Google+, or Twitter. If you choose to use this feature, the service you select will prompt you for your consent to share some personal information. We will store that information in order to give you access to your account.
If you no longer want to use social sign-in, you can disable it in the My Profile section of the Glosoft Dashboard.
How to contact us