Privacy Policy

Our commitment to protecting your personal information

Last revised on May 24, 2018, effective as of May 25, 2018

Your privacy is important to us. We are committed to upholding fair practices to protect your information. This Privacy Policy explains our information practices and choices to be made about the way your information is collected and used. We make our policies and procedures available on every page of this website.

Scope of this Privacy Policy

This Privacy Policy does not govern all the information Stuffix may process. Our commitments to customers and service providers is governed by a separate Data Processing Amendment.

Our commitments to employees are governed by our internal employment policies.

In all instances we are committed to transparency with our customers, employees and protecting data privacy.

Overview of Sources of Personal Data

Stuffix obtains information about individuals primarily in these ways:

  • when you visit this website,

  • when you contact us about becoming a customer or with any other request,

  • when you become a Stuffix customer,

  • when individuals use a Suffix customer’s help desk function,

  • when a Suffix customer uses our service to combine its data with the data residing in other applications, such as Salesforce,

  • when you provide services to to Stuffix, and

  • through the employment process at Stuffix..

This Privacy Policy governs how we collect and process data obtained as mentioned above. Our Data Processing Amendment governs the processing of any information as a result of the customer and service provider relationship. More details about our commitment to customers and service providers, our fair information practices can be found in the Data Processing Amendment.

Some definitions

This Privacy Policy refers to information collected by Stuffix Inc. (referred to in this Privacy Policy as “Stuffix”, “us”, “we” or “our”), the provider of the Helprace website and services accessible from the Helprace website (Collectively referred to herein as the “Helprace Service”).

“You” or “your” refers to the individual who uses the Helprace website, features, and services, or accesses available information, or engages with us directly by email or telephone.

This Privacy Policy includes terms such as “using” and “processing” information such as using cookie information on a computer, subjecting this information to analysis and handling this information in any way, including collecting, storing, evaluating, modifying, deleting, combining, disclosing, and moving information around within our organization.

Whose information does Stuffix collect?

Stuffix collects information from three types of individuals:

Our customers are individuals and businesses who have signed up for a Stuffix account. We handle all information we receive from customers under the terms of Stuffix’ Data Processing Amendment.

End users are individuals that use goods and services provided by Stuffix Customers. If you interact with Stuffix in the course of seeking customer service for a particular product or service, you are likely an end user. We process “End User Data” which covers information about end users of Stuffix customers, which includes but is not limited to, the first name, last name, phone number and email address of an end user.

Employees are the people who work, and apply to work, for Stuffix. Please refer to the Employees section of this policy to read about the information Stuffix collects from its personnel.

What information does Stuffix collect?

Depending on your use of the Helprace website, or interactions with us, we collect two types of information: personal information and non-personal information.

Personal Information

By definition, personal information identifies you or may be used in combination with other pieces of personal information to identify you. Examples of personal information include your name, company name, job title, address, e-mail address, telephone number and credit card information. Personal information can also include information that does not identify you, but could be combined with other information in a way that allows you to be identified. This includes information such as age, gender, profession, zip code, IP address, and current location.

Non-Personal Information

Non-personal information is data that cannot be used or combined with other data to identify or contact you – which include browser types, domain names, and statistical data involving the use of the Helprace website.

When does Stuffix use end user information from third parties?

Stuffix collects End User Data necessary to provide the Helprace services to our customers.

We may use End User Data to find and store additional Public Data in order to create a more comprehensive customer profile. “Public Data” is defined as information received from a third party partner named FullContact, a GDPR and Privacy Shield Certified company. Public Data may be claimed, edited or discarded from FullContact systems by following this link and is subject to their Privacy Policy.

To opt-out of collecting End User Data, you can disable the App Contact Cloud in your Helprace Account Settings. To disable this feature, you must be an Account Owner or Admin. As an end user, you may decline to provide End User Data to us when we ask for it, though doing so may prevent us from helping you effectively.

End users may voluntarily provide us with information they have made available on social media websites. If you provide us with this information, we may collect publicly available information from the social media websites you provided. You can control how much of your information social media websites make public by visiting them and changing your privacy settings.

When does Stuffix use customer information from third parties?

Stuffix receives some information from third parties when you contact us. For example, when you submit your email address to us to show interest in becoming a Stuffix customer, we receive information from a third party that provides automated fraud detection services to us. We occasionally collect information that is made publicly available on social media websites. You can control how much of your information social media websites make public by visiting them and changing your privacy settings.

Where and when is information collected from customers and end users?

Stuffix will collect personal information that you submit to us. We may receive personal information about you from third parties as described above.

Registering to use the Helprace Service and during the course of using Helprace services.

Customers will be required to establish an account in order to take advantage of certain features of the Helprace website. In order to establish an account you will be required to provide us with information (including personal information and non-personal information). We may also obtain such information from you if you identify yourself to us by sending us an email with questions or comments.

Cookies

We use “Log Files.” For more information about these files,the full list of cookies we use, what they do, and how to disable the nonessential ones, please refer to our Cookie Policy.

Employees

If you are a Stuffix worker or job applicant, we collect information you voluntarily provide to us. We use this information for Human Resources purposes, to administer benefits to workers and to screen applicants.

Personnel can contact us in order to i) update or modify information, ii) change communication preferences and other information they receive from us, or iii) receive a record of the information we have relating to them. These updates, corrections, modifications and deletions will have no effect on other information that we maintain, or information that we have provided to third parties in accordance with this Privacy Policy prior to a given update, correction, change or deletion.

Does Stuffix collect information from children under 16 years of age?

We are fully committed to protecting the privacy of children. The Helprace Service is not designed for or is directed at children under the age of 16. We do not collect personal information from any person we are aware is under the age of 16.

What does Stuffix do with the information it collects from customers?

Generally, Stuffix uses the collected information to provide you with a better overall experience when interacting with us. The data you provide us when visiting the Helprace website helps us understand who uses our services, for internal operations such as managing, optimizing and improving the Helprace website and our support services, to offer better customer support and to better target Stuffix advertising in some instances (which can include using your email to send you information about our services).

Your information is used to send you a welcome email after you create an account, when you are invited to join Stuffix, the Helprace Service, or the Helprace website. Your information is also used when you sign up for a demo, webinar, subscribe to our newsletter or engage in email communication related to the Helprace website. We give you the option to unsubscribe from any emails we send you.

If you identify yourself by sending us an email, we may use your information (including personal information) to respond to your email, which may be filed with the request and its responses (including personal information), for future reference. This information can then be used to send updates to the Terms of Service, Privacy Policy or pricing. Since these are one-time emails crucial to your use of the Helprace Service and Helprace website, you will not be able to unsubscribe from them.

Stuffix may also use gathered information to perform analytics on user behavior or to evaluate and improve the Helprace services. Some of this information may be linked to personal information strictly for internal purposes or for improving your experience with the Helprace Service and Helprace website, in which cases we will ask for your consent.

What does Stuffix do with the information it collects from end users?

We uses End User Data to identify you and provide you with customer service on behalf of a Stuffix customer. We may disclose End User Data to their respective Stuffix customers so that they are better able to assist you. To learn more about how we process data on behalf of Stuffix customers, read our Data Processing Amendment.

Third Parties Overview

Third parties independently, directly collect personal and non-personal information without permission from Stuffix. Third parties may include potential or actual advertisers, providers of advertising products, services, vendors, website tracking services, merchants, affiliates, commercial partners, sponsors, licensees, market researchers, and similar parties.

Outside Contractors and Third-Party Processors

Stuffix may employ independent contractors, vendors or suppliers (Outside Contractors) that provide specific services related to the Helprace website and services. These include hosting, credit card processors, fraud prevention tools. These Outside Contractors, in providing their services to us, may have access to information collected through the Helprace Service and the Helprace website, including personal information.

Stuffix makes it clear that Outside Contractors agree to i) protect the privacy of personal information in accordance with this Privacy Policy or Data Protection Amendment, and ii) Not use or disclose personal information for any purpose other than for providing us with products and services contracted out or as required by law.

Laws and Legal Rights

Please note that Stuffix may be required to disclose your information (including personal information) if we believe that we are required to do so in order to comply with a statute, regulation, rule of law, subpoena, search warrant, court or regulatory order, or a similar valid legal process. We may disclose personal information, when special circumstances warrant it, in order to identify, contact, or bring legal action against a suspected violator of the Stuffix Terms of Service, for detecting fraud, for protection the safety or security of our customers and users, the Helprace website, or the general public. We may also be required to disclose your personal information in response to a lawful request made by public authority, to meet national security or law enforcement standards.

In the case of transfer of EU or Swiss individual’s data to third parties in accordance with the EU-US or Swiss-US  Privacy Shield, Stuffix is potentially liable.

Sale of Business

Stuffix reserves the right to transfer information to a third party in an event of a sale, merger or transfer of all, or substantial amount of assets of Stuffix or its Corporate Affiliates; or a portion of Stuffix or its Corporate Affiliates to which the Service is related to; or in the event that Stuffix stops its business, files a petition, or have a petition filed against for bankruptcy, reorganization, or similar; provided that the third party agrees to adhere to this Privacy Policy in full.

Affiliates

A Corporate Affiliate is a person or entity which directly, indirectly controls, controlled by, or is sharing control with Stuffix, regardless of means.

Stuffix may disclose information (including personal information) about you to our Corporate Affiliates. Any information (including personal information) relating to you that we provide to a Corporate Affiliate shall be treated by the Corporate Affiliate in accordance with this Privacy Policy.

Does this Privacy Policy apply to linked websites or services?

The Helprace Service or the Helprace website may provide you with access to other websites and services. Stuffix is not responsible for the privacy practices of websites or services that are not offered by Stuffix. Since this Privacy Policy only applies to the information collected by us, we urge you to read the privacy policies all outside websites you visit.

When does Stuffix disclose information to other third parties?

Stuffix will not disclose information to third parties aside from what is established in this Privacy Policy, the Cookie Policy, the Stuffix Data Processing Amendment or unless specifically authorized by a Stuffix customer.

Is the information collected through the Helprace Service secure?

Stuffix takes various precautions to protect the security of your information. We possess physical, electronic and managerial procedures that help safeguard, prevent unauthorized access to our Services, maintain data security, and correct use of your information.

Yet no person, system, or encryption is foolproof. While Stuffix uses generally accepted standards to protect personal information at all stages of handling, we cannot guarantee its absolute security. Once applicable law imposes non-disclaimable duty on our part to protect your information, you agree that intentional misconduct will be standards against which our compliance with that duty will be measured.

Stuffix maintains ongoing Level 1 PCI compliance, in accordance with the most rigorous industry standards for storing, processing and transmitting credit card information online.

Stuffix maintains ongoing US Health Insurance Portability and Accountability Act (HIPAA) compliance. We are able to process, maintain and store protected health information for any entities susceptible by these regulations. Stuffix will sign a business associate agreement (BAA) with your organization upon request.

For complete information about how Stuffix stores and secures customer and company data, refer to our Security Policy.

Could my information be transferred to other countries?

Stuffix is incorporated in the US. We collect information via our website, through our interactions with you, or while using our help desk services which may transfer information to our offices, employees and third parties located worldwide. This information may be hosted and viewed anywhere in the world, including countries that may not have applicable laws regulating such data transfer and use. In accordance to the fullest extent of applicable law, by using the Helprace Service and Helprace website, you voluntarily consent to trans-border transfer and hosting of such information.

Is Stuffix Safe Harbor and Privacy Shield compliant?

The EU-U.S. Privacy Shield Framework has replaced the EU-U.S. Safe Harbor Framework as of July 12, 2016. The Swiss-U.S. Privacy Shield Framework has replaced the Swiss-U.S. Safe Harbor Framework as of April 12, 2017.

EU-U.S. and Swiss-U.S. Privacy Shield Framework

Stuffix abides by the EU-US Privacy Shield Framework and the Swiss-US Privacy Shield Framework as set forth by the US Department of Commerce regarding the collection, use and retention of personal information from the European Union and Switzerland to the United States. Stuffix has certified to the Department of Commerce its adherence to the Privacy Shield Principles. If there is any conflict between the policies in this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield program, and to view our certification page, please visit https://www.privacyshield.gov/.

In compliance with the EU-US and Swiss-US Privacy Shield Principles, Stuffix commits to resolve complaints about your privacy and our collection, use and retention of your personal information. European Union of Swiss individuals with inquiries or complaints regarding this Privacy Policy should first contact Stuffix.

Stuffix has committed to refer unresolved privacy complaints under the EU-US and Swiss-US Privacy Shield Principles to an independent dispute resolution process, BBB EU Privacy Shield, operated by the Council of Better Business Bureaus. If you do not receive an acknowledgement of your complaint, or if your complaint is not satisfactorily addressed, visit www.bbb.org/EU-privacy-shield/for-eu-consumers/ for more information and to file a complaint.

If your complaint is not resolved through these channels, under limited circumstances, a binding arbitration option may be available before a Privacy Shield Panel.

What choices do I have regarding the collection, disclosure and distribution of personal information?

Except as otherwise listed in this Privacy Policy or in the Data Processing Amendment, as applicable, we will only use personal information for the purposes as described above or as otherwise disclosed when we request such information from you. You must “opt in” and give us consent to use your personal information for any other purpose. You can “opt out” of receiving certain marketing communications by changing your email preferences, or by contacting us.

Do Not Track

The term “Do Not Track” refers to a HTTP header offered by certain web browsers to request that websites refrain from tracking the user. We do not take action in response to Do Not Track requests.

Can I update or correct my information?

Your right to request updates or corrections to the information Stuffix collects depends on your relationship with Stuffix. Employees may update or correct their information according to our internal company policies.

Stuffix customers have the right to request the restriction of certain uses and disclosures of personally identifiable information in the following manner. You can contact us in order to i) Change your personally identifiable information; ii) Change notification preferences and emails you receive from us; iii) Delete personally identifiable information maintained about you on our systems (according to the following pargraph) by deleting your account.

The changes and deletions to personally identifiable information mentioned above will have no effect on other information that we maintain, or information that we have provided to third parties in accordance with this Privacy Policy prior to such change or deletion. To protect your privacy or security, we may take reasonable steps (such as requesting a unique password) to verify your identity before granting you profile access or making changes to it. You are responsible for maintaining the secrecy of your unique password and account information.

Please be aware that it is not technologically possible to remove from our system each and every record of information you have provided us. The need to back up our systems to protect information from loss means that a copy of your information may exist in non-erasable form that is difficult or impossible for us to locate. After receiving your request, all personal information stored in databases we actively use, and other readily searchable media will be changed or deleted, as soon as and to the extent reasonably and technically practicable.

If you are an end user and wish to update, delete, or receive any information we have about you, you may do so by contacting the organization of which you are a customer.

How will I know if there are any changes to this Privacy Policy?

Stuffix reserves the right to update this Privacy Policy at any time without notice. We will not make changes that result in significant additional uses or disclosure of your personal information without communicating these changes by email to allow you to “opt-in”. We may make non-significant changes to this Policy that generally will not significantly affect our use of your personal information, for which no “opt-in” is required. Therefore we encourage you to check this page periodically for any changes.

If any non-significant changes to this Privacy Policy are unacceptable to you, you must immediately contact us, and, until the issue is resolved, stup using the Helprace Service and Helprace website. Your continued use of our services and website following the posting of non-significant changes to this Privacy Policy constitutes your acceptance of those changes.

Whom do I contact if I have any privacy questions?

If you have any questions or comments about this Privacy Policy or feel that we are not abiding by the terms of this Privacy Policy, please contact our Privacy Agent.

By using the Helprace website or contacting us directly, you signify your acceptance of this Privacy Policy. If you do not agree to this Privacy Policy, you should not engage with our website, or use our services. Continued use of the website, direct engagement with us, or following the posting of changes to this Privacy Policy that do not significantly affect the use or disclosure of your personal information will mean that you accept those changes.

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