1. INTRODUCTION

 

Versaterm Inc. (“Versaterm”, “we”, “us”) has created this Privacy Policy (“Privacy Policy”) in order to set out how we collect, use, and disclose personal information through our Website and in the course of providing our products  (“Products”) and services (collectively, the “Services”).

 

Products and Services may include but are not limited to Versaterm CAD, RMS, Case Service, Versaterm hosted applications or services, and other Versaterm provided components, applications, and offerings.

 

The privacy of our users is of great importance to us. By visiting websites owned, controlled, or managed by Versaterm, including but not limited to, https://www.versaterm.com, https://www.caseservice.com, https://www.vconnect.versaterm.com, and their subpages, (collectively, the “Website”), or using the Services in any manner, you acknowledge that you accept the practices and policies outlined in this Privacy Policy and you hereby consent to the collection, use, and disclosure of your Personal Information in accordance with this Privacy Policy.

 

2. WHAT DOES THIS PRIVACY POLICY COVER?

 

This Privacy Policy covers our collection, use, and disclosure of information about identifiable individuals and information which can be used to identify an individual (“Personal Information”). Personal Information may be collected about users and visitors to the Website, as well as our customers and their end-users who use the Services.

 

This Privacy Policy covers the activities of Versaterm as well as our affiliates, including Versaterm U.S. Corp.

 

This Privacy Policy does not apply to the practices of companies that we do not own or control, including the privacy practices of our customers (“Customers”), on whose behalf we may store data. Our Customers are solely responsible for ensuring that they have obtained the necessary authorizations and consents for any Personal Information made available to Versaterm.

 

For clarity, this Privacy Policy does not govern Personal Information collected, entered, or stored by our Customers within the hosted Versaterm CAD, RMS, Case Service, or other Versaterm hosted applications or services. Information collected, entered, or stored within these systems is the property of our Customers, and their policies and applicable regulatory requirements will govern the collection and use of Personal Information in connection with these systems.

 

3. COLLECTION AND USE OF PERSONAL INFORMATION

 

3.1 Account Information. In order to use the Services, users may be required to have a valid account to log in to the specific Services (“Account”).In order to provide the Account, Versaterm may collect certain information from you (collectively, “Account Information”), including:

 

• Name, e-mail address, agency information, area of responsibility, user role and responsibilities, user access rights and privileges, and other information required to provide our Products or Services.

 

Note that use of your Account to log in to the Products or Services may be logged as required to meet regulatory, legal, or contractual requirements.

 

Versaterm may also collect certain usage information from our Customers, such as contact information for the various individuals we interact with at an agency (e.g., managers, support resources, functional specialists, technical teams, etc.). In this case, Versaterm typically collects the individual’s name, rank, title, area of responsibility, e-mail, and other contact info (office telephone number, cell number, etc.).

 

In addition, some end users have the ability to join our customer collaboration service (vConnect, and others), which is made available as part of the Services. Users may choose to provide personal information to join and participate in message boards and other offerings that may be shared with other Customers.

                                                     

3.2 Services Information. Versaterm may also collect your IP address while you are using the Website or the Services in order to optimize your use of the Website and Services and to determine where users are located for internal research and development purposes, as well as other uses as identified in 3.4 below.

 

3.3 Inquiries. If you contact Versaterm through our Website, Products, Services, or otherwise, we will collect the contact information and any other Personal Information you provided in order to communicate with you.

 

3.4 Use of Personal Information. Versaterm uses the Account Information and Services Information to:

 

• authenticate access to the Account and provide access to the Products or Services;

• provide, operate, maintain, and improve the Products or Services;

• send technical notices, updates, security alerts, and support and administrative messages;

• provide and deliver the Products, Services, and features you request, process, and complete transactions, and send related information, including confirmations and invoices;

• respond to comments, questions, requests and provide customer service and support;

• communicate with you about services, features, surveys, offers, events, and provide other news or information about our select partners and us;

• investigate and prevent fraudulent transactions, unauthorized access to the Products or Services, and other illegal activities;

• personalize and improve the Services, and provide content and features that match your interests and preferences or otherwise customize your experience on the Services;

• monitor and analyze trends, usage, and activities in connection with the Services and for marketing or advertising purposes;

• link or combine with other information we receive from third parties to help understand your needs and provide you with better service;

• enable you to communicate, collaborate, and share files with users you designate; and

• for other purposes, which we will notify you about and seek your consent.

 

3.5 Supplier Information. Versaterm also collects contact information of individuals who work for our suppliers and other partners in order to communicate with those parties and otherwise conduct business.

 

4. STORAGE LOCATION AND TRANSFER OF PERSONAL INFORMATION

 

Versaterm processes and stores its data, including Personal Information, on servers and systems located in Canada and the United States. Versaterm also hosts our Products in Amazon Web Services and Microsoft Azure, our cloud service providers (“Sub-Processors”). Depending on our agreement with our Customer, Personal Information may be stored in either or both Canada and the United States. By submitting Personal Information or otherwise using the Services, you agree to the storing or processing of your Personal Information in Canada and the United States. For clarity, this does not include information contained in the customer CAD, RMS, and Case Service systems.

 

You acknowledge and agree that your Personal Information may be accessible to law enforcement and governmental agencies in Canada and the United States under lawful access regimes or court order.

 

5. DISCLOSURE OF PERSONAL INFORMATION WITH THIRD PARTIES

 

5.1 Service Providers and Business Partners. We may from time to time, employ third parties to perform tasks on our behalf and we may need to share Personal Information with them to provide certain services. Unless we tell you differently, such third parties do not have any right to use the Personal Information we share with them beyond what is necessary for them to provide the tasks and services on our behalf. The third parties we currently engage includes third party companies and individuals employed by us to facilitate our Services and experts as may be warranted for support assistance and others.

 

5.2 Business Transfers. If our business (or substantially all of our assets) are acquired by a third party, or if we go out of business, enter bankruptcy, or go through some other change of control, Personal Information may be made available or otherwise transferred to the new controlling entity, where permitted under applicable law.

 

5.3 As Required by Law. We may disclose your Personal Information to third parties without your consent if we have reason to believe that disclosing this information is necessary to identify, contact, or bring legal action against someone who may be causing injury to or interference with (either intentionally or unintentionally) our rights or property, other users, or anyone else (including the rights or property of anyone else) that could be harmed by such activities. Further, we may disclose Personal Information when we believe in good faith that such disclosure is required by and in accordance with the law.

 

We also reserve the right to access, read, preserve, and disclose any information as we reasonably believe is necessary to:

 

• satisfy any applicable law, regulation, legal process, or governmental request;

• enforce our contracts or user agreement, including investigation of potential violations hereof; and

• detect, prevent, or otherwise address fraud, security, or technical issues.

 

The above may include exchanging information with other companies and organizations for fraud protection, spam/malware prevention, and other security-related activities. Notwithstanding the general terms of this policy, the collection, use, and disclosure of Personal Information may be made outside of the terms herein to the extent provided for in any applicable privacy or other legislation in effect from time to time or pursuant to court orders.

 

6. RETENTION

 

We will keep your Personal Information for as long as it remains necessary for the identified purpose or as required by law, which may extend beyond the termination of our relationship with you. Any Personal Information that is stored on behalf of our customers will be retained in accordance with regulatory, legal, or contractual requirements.

 

We may retain certain data as necessary to prevent fraud or future abuse, or for legitimate business purposes, such as analysis of aggregated, non-personally-identifiable data, or if required by law. All retained Personal Information will remain subject to the terms of this Privacy Policy.

 

7. INTERNATIONAL USERS

 

If you are visiting the Website or using the Services from outside of Canada and the United States, please note that you are agreeing to the transfer of your Personal Information to Canada and the United States. By providing your information, you consent to any transfer and processing in accordance with this Policy.

 

8. ACCESS, CORRECTION, AND ACCURACY

 

Versaterm will respond to requests for access to, or correction of, Personal Information, as required under applicable regulatory, legal, or contractual requirements.

 

Note that we are not able to provide access to Personal Information that we store on behalf our customers. Personal Information collected, entered, or stored within our Products or Services by our Customers is the property of our customers and is subject to their policies and applicable, regulatory, or legal requirements. If you require access or correction of Personal Information collected by our Customers, you will need to contact the applicable organization directly.

 

Individuals or consumers may make a request pursuant to their applicable regulatory, legal, or contractual rights by contacting us at the contact information below. We will verify your request using the information associated with your account, if available, including your email address.  Government identification may also be required in order to process the request.

 

9. CALIFORNIA PRIVACY RIGHTS

 

This section provides additional details about the Personal Information we collect about California consumers and the rights afforded to them under the California Consumer Privacy Act (the CCPA), to the extent the CCPA is applicable to Versaterm.

 

We collect Personal Information for commercial purposes described above. Versaterm does not sell (as that term is defined in the CCPA) the Personal Information we collect.  

 

Subject to certain limitations, the CCPA provides California consumers the right to request to know more details about the categories or specific pieces of Personal Information we collect (including how we use and disclose this Personal Information), to delete their Personal Information, to opt-out of any “sales” of Personal Information that may be occurring, and to not be discriminated against for exercising these rights.

 

California consumers may make a request pursuant to their rights under the CCPA by contacting us at the contact information below. We will verify your request using the information associated with your account, if available, including your email address. Government identification may be required. Consumers can also designate an authorized agent to exercise these rights on their behalf.

 

Note that we are not able to provide access to Personal Information that we store on behalf of our Customers (in our hosted CAD, RMS, and Case Services offerings). If you require access or correction of Personal Information collected by our Customers, you will need to contact the applicable organization directly.

 

10. CHANGES TO THIS PRIVACY POLICY

 

We may amend this Privacy Policy from time to time. Use of Personal Information we collect is subject to the Privacy Policy in effect at the time. If we make material changes or changes in the way we use Personal Information, we will notify you by posting an announcement on our Website or vConnect site. You are bound by any changes to the Privacy Policy when you use the Website or Services after such changes have been first posted.

 

11. ADDITIONAL INFORMATION

 

Questions regarding this Privacy Policy or Versaterm’s privacy practices should be directed to our Privacy Officer:

 

Versaterm

Attn: Privacy Compliance Officer

2300 Carling Avenue | Ottawa, Ontario, Canada | K2B 7G1

Phone Number: 613-820-0311

Email: info@versaterm.com

 

 

Last updated: December 3, 2020