Use of private information policy (GDPR)

Last updated: March 01, 2019

Summary:

We respect the EU's General Data Protection Regulations (GDPR) and this policy explains how we collect and treat any information you give us. You won't find any complicated legal terms or long passages of unreadable text. We've no desire to trick you into agreeing to something you might later regret.

Our policy covers

  • Why we value your privacy
  • How we collect information
  • What information we hold
  • Where we store your information
  • What we use your information for
  • Who's responsible for your information at our company
  • Who has access to information about you
  • The steps we take to keep your information private
  • How to complain
  • Changes to the policy

Why we value your privacy

We value your privacy as much as we do our own, so we're committed to keeping your personal and business information safe. We're uncomfortable with the information companies, governments, and other organisations keep on file, so we ask for only the bare minimum from our customers. We'll never use your personal information for any reason other than why you gave it, and we'll never give anyone access to it unless we're forced to by law or as outlined below in order to communicate directly with you.

How we collect information

We ask for contact information including your name, email address, and phone number, on our website so that we can reply to your enquiry.

Our website does not use or employ scripts that were designed to track the websites you visit.

We only use cookies to ensure that you stay logged in to your account, and we only do this because at any time your page requests may be handled by one of hundreds of internally managed web servers.

Our website does use social media 'like' or 'sharing' buttons for major social media outlets, and those services may build profiles of your internet activity.

We neither store any information from the use of these buttons, nor query those social media outlets for any information except for totals (such as # of likes, share counts, retweet counts, etc.).

We collect your email address when you sign up for our service, and we only use that information to communicate with you regarding service-related matters.

We ask for your payment and contact information when you open an account with us that requires payment, and validation of the instrument(s) you provides to us for that payment.

Occasionally, we might receive your contact information from one of our partners. If we do, we protect it in exactly the same way as if you give it to us directly.

What information we hold

When you contact us by email or through our website, we collect your name, email address, phone number, a social media username, and the company you work for, if you've given us that.

If you sign up for a newsletter, we only collect your email address.

If you do business with us, we may also collect your business name, payment information such as credit card details and keep records of the invoices we send you and the payments you make.

All purchases are processed by Bank of America/Cybersource, our credit card gateway vendor, and we store your credit card information in an encrypted form for automated billing purposes that you agree to in our terms of service when you open an account.

If the subscription plan you selected when you opened your account does not require payment, we do not ask for or collect payment information (Fan accounts, for example.).

Where we store your information

We utilize a single third party service, which we use for the sole purpose of sending you service-related emails and ensure that it is delivered.

That service, SMTP.com, commits in their Terms of Service that it does not store your personal information (name and email we may provide them when we send email through them), except for the purpose of email delivery, and that they do not share your information with third parties. We specifically chose this service because of their reputation and history of data security.

When you contact us by email or through our website, we store your your information in our database, and/or the database of the Customer Relationship Management (CRM) software we use and manage.

With the exception of SMTP.com and our credit card processor(s), we host and manage all software used by our service in one or more secure data centers, on physical servers we own, manage, and control internally.

Any person with access to these databases is employed by Hipcast or it's parent company, VocalSpace LLC.

We do not allow third parties access to our servers or databases, and we maintain PCI Level 1 compliance for our bank(s) and credit card processor(s).

We also employ reverse firewalls to ensure that no software that is not explicitly authorized by us to communicate with the public Internet can do so.

What we use your information for

We occasionally use your contact information to send you details of our products and services. When we do, you have the option to unsubscribe from these communications and we won't send them to you again.

We will use your information to send you invoices, statements, or reminders, for as long as you maintain an open account with us.

In the event you close your account, we permanently change your email address to ensure it can't be used to contact you. However, if we close your account through automation due to billing failure, we will wait up to six months to delete your email address, so that you have a way to re-activate your account should you chose to, unless you inform us that you will not re-open your account.

Who's responsible for your information at our company

Hipcast is responsible for the security of your information. You can contact us by email at support@hipcast.com, or using our Contact Us form if you have any concerns about the information we store or how we store it.

Who has access to information about you

When we store information in our own systems, only the people who need it have access. Our management team have access to everything you've provided, but individual employees have access to only what they need to do their job.

We internally limit access to information based on the role of the person accessing it to ensure that those who do not need access do not get it.

The steps we take to keep your information private

Where we store your information in third-party services, we restrict access to those account to employees who need it. We store passwords in our own internal encrypted password manager, use a different randomly generated password for each service, and never use the same password twice.

How to complain

We take complaints very seriously. If you have any reason to complain about the methods we employ to secure the privacy of your information, please contact us by email at privacy@hipcast.com or via our Contact Us form.

If you're the letter writing type, we will happily accept your letters here:

        VocalSpace LLC
        Hipcast Privacy Coordinator
        1011 Surrey Ln Bldg 200, 
        Flower Mound Texas, 75022. 

Changes to the policy

If we change the contents of this policy, those changes will become effective the moment we publish them on our website.


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