TRUSTe

Effective Date: February 22, 2017

Personnel Data Systems, Inc. Privacy Policy

The following statement describes the privacy practices for Personnel Data Systems, Inc. (PDS) (including its wholly-owned subsidiary). This statement is divided into four sections: (1) this introduction, (2) PDS’s Online Privacy Policy, which addresses the privacy practices applicable to usage of the PDS website (www.pdssoftware.com), (3) PDS’s Hosting Privacy Policy, which addresses the privacy practices applicable to information processed by PDS in its role in Hosting its Vista HRMS software and (4) PDS’s General Privacy Provisions, which apply to both the PDS website and PDS’s role in hosting the Vista HRMS software. The use of information collected through our Hosting Services shall be limited to the purpose of providing the service for which the Client has engaged PDS.

PDS respects individual privacy and strives to collect and use personal information in a manner consistent with the laws of the countries in which it does business.

Personnel Data Systems, Inc. Online Privacy Policy

This Online Privacy Policy covers use of the company’s corporate web site www.pdssoftware.com.

If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact our U.S.-based third party dispute resolution provider (free of charge) at https://feedback-form.truste.com/watchdog/request.

All information disclosed by visitors is subject to this Privacy Policy. With respect to data received through its websites, PDS will comply with the following:

 

EU- U.S. Privacy Shield

Personnel Data Systems, Inc. participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework. Personnel Data Systems, Inc. is committed to subjecting all personal data received from European Union (EU) member countries, in reliance on the Privacy Shield Framework, to the Framework’s applicable Principles. To learn more about the Privacy Shield Framework, visit the U.S. Department of Commerce’s Privacy Shield List. [https://www.privacyshield.gov/list]

Personnel Data Systems, Inc. is responsible for the processing of personal data it receives, under the Privacy Shield Framework, and subsequently transfers to a third party acting as an agent on its behalf. Personnel Data Systems, Inc. complies with the Privacy Shield Principles for all onward transfers of personal data from the EU, including the onward transfer liability provisions.

With respect to personal data received or transferred pursuant to the Privacy Shield Framework, Personnel Data Systems, Inc. is subject to the regulatory enforcement powers of the U.S. Federal Trade Commission. In certain situations, Personnel Data Systems, Inc. may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.

Under certain conditions, more fully described on the Privacy Shield website [https://www.privacyshield.gov/article?id=How-to-Submit-a-Complaint], you may be entitled to invoke binding arbitration when other dispute resolution procedures have been exhausted.

Types and Uses of Information

PDS gathers personal information from site visitors from time to time in order to enhance existing offerings or provide additional services. The company gathers only the information essential for understanding visitors in such a way as to provide better Human Resources, Benefits and Payroll products and services. This may include contact information such as name, email address, telephone number, and company name.

Any personal information given to us through our website is used exclusively by PDS unless otherwise noted on the site and in this privacy policy. PDS will only share personal information with third parties in ways that are described in this privacy policy. We do not share, sell, rent or trade personal information with third parties for their promotional purposes.

PDS does not collect e-mail addresses without the site visitor voluntarily providing us with this information. The following describes the various locations within the website where information is gathered and defines our usage of such information.

The PDS “online request form” link, is where prospective customers can request product information from PDS. We collect Contact Name, Title, Phone, email address Company Name, Address, City/State, Zip, size, current project, decision time, budget, and their decision making role. We then trigger an email to an internal sales mailbox so that we can follow up on the request. The “Submit your RFP” link is where prospective customers can submit a Request for Proposal (RFP). We collect Company Name, City/State, Contact Name, Title, email address and we then trigger an email to an internal sales mailbox so that we can distribute the attachment to a Sales representative. The “Download our product tour” link provides prospective customers with the option to request a PowerPoint “demo” of the product. We collect Contact Name, Company Name, and email address and trigger an email to an internal sales mailbox for follow up purposes. We then trigger an email to the prospective customer (from the Sales Vice President) with the PowerPoint attached.

PDS may also collect Name, Email Address, Phone Number, Address, and Social Security Number or Social Insurance Number when registering an account with PDS Career Center.

In addition to the corporate website, PDS clients are also provided with access to the PDS Support website. The Support site provides our customers access to product documentation, product updates, as well as access to our ticket-tracking system. Please note that customer information is captured within the following areas. Within the PDS Support site, the “Update Company Profile” link collects general company information that clients can maintain. The “Update your personal profile” link is where customers can record their own contact information and preferences (eg. Newsletters, tax updates, etc.). PDS uses this information to build our contact list and determine who we should include in various communications such as product and tax updates, User Group conference information and/or corporate newsletters. By selecting these preferences you have the option to control when we contact you. Under “Contact Maintenance” a new contact can be added by selecting the NEW button. When you want a new Vista User to be added to PDS communications this is where you should add their information including name, email address and phone number, along with their preferences so that we can communicate appropriately. To keep you informed, whenever a contact record is updated we trigger an email to the contact notifying them of the username/password change, or if the contact record is touched. This area is also where clients can update and if necessary remove contact information. Alternately you may request changes by sending changes or revisions to Pat Palmer at ppalmer@pdssoftware.com.

In addition to the corporate website, visitors have the ability to visit our PDS User Group Association Site, where customers or prospective customers can gain access to various items of interest. Conference registration is available for a period of 9 months prior to a conference event, which occurs every 18 months. During this timeframe when a client wants to register for the conference event, on the Registration page, we collect Company Name, City/State, Contact Name, Title, email address, payment method, and amount information. PDS utilizes PayPal to handle all financial transactions and does not collect or retain any financial information. Once a visitor records registration information, we trigger an internal email with registration information. No external email is triggered but a ‘thank you‘ page is presented to the visitor. During the conference registration period we also post a “Call For Presenters” page, where customers can submit a recommended presentation. We collect Presenter Name, Company Name, phone, email address, and presentation information. No external email is triggered but a ‘thank you’ page is presented.

PDS may periodically use the above contact information to send visitors e-mail or other communications for sales, service, support and marketing purposes. Visitors who do not wish to receive marketing e-mail from PDS in the future may opt out of receiving these communications by following the unsubscribe instructions included in each communication. For example if visitors receive an email communication containing information they are not interested in receiving they can opt-out by replying to the email and putting “unsubscribe” in the Subject line.

If you have a testimonial on this site, you should be aware that any personal information you submit there can be read, collected, or used by other users of these forums, and could be used to send you unsolicited messages. For testimonials, we do obtain the customer's consent prior to posting their name along with their testimonial. We are not responsible for the personal information you choose to submit in these forums. If you want to remove your personal information that is being displayed on our website under public pages please see “Contact Us” below.

Agents/Service Providers

We use third parties such a credit card processing company to bill you for goods and services. We use PayPal to facilitate our payment process, so you will be directed to their Web site to complete your order for any PDS transactions. PayPal will share back your order information to us (not including credit card number), so we can complete your transaction. Please note: PayPal’s privacy policy governs the collection and use of the information you submit while on their site.

These companies do not retain share, store or use personal information for any other purposes. These third parties are prohibited from using your personal information for promotional purposes.

Tracking Technologies

PDS and its partners use cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole. You can control the use of cookies at the individual browser level, but if you choose to disable cookies, it may limit your use of certain features or functions on our website or service.

We partner with a third party to manage our advertising on other sites. Our third party partner may use cookies or similar technologies in order to provide you advertising based upon your browsing activities and interests. If you wish to opt out of interest-based advertising click here [or if located in the European Union click here]. Please note you will continue to receive generic ads.

 

Log Files

As is true of most web sites, we gather certain information automatically and store it in log files. This information may include internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and/or clickstream data. We do not link this automatically collected data to other information we collect about you. We do this to improve services we offer you, analytics, or site functionality.

Links to Other Sites

This website contains links to other sites that are not owned or controlled by PDS. Please be aware that we, PDS, are not responsible for the privacy practices of such other sites. We encourage you to be aware when you leave our site and to read the privacy policy of each and every Web site that collects personal information. This privacy policy applies only to information collected by this Web site.

Social Media Widgets

Our Web site includes Social Media Features, such as the Facebook Like button (and Widgets, such as the Share this button or interactive mini-programs that run on our site). These Features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the Feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Site. Your interactions with these Features are governed by the privacy policy of the company providing it.

Disclosure to PDS partners

PDS does not provide detailed information about individual site visits, nor the information users provide, to outside companies without users’ permission.

Data Retention

We will retain your information for as long as your account is active or as needed to provide you services. If you wish to cancel your account or request that we no longer use your information to provide you services contact Pat Palmer at ppalmer@pdssoftware.com. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Personnel Data Systems, Inc. Hosting Privacy Policy

PDS provides its customers with a suite of Human Resources, Payroll and Benefit solutions in a hosted environment.

PDS serves as a data processor for the clients who use PDS’s products. Customers of PDS’s hosted solutions fill the role of data controller. PDS maintains only that information which its customers have asked it to store and process. PDS collects information under the direction of its Clients, and has no direct relationship with the individuals whose personal data it processes. If you are a customer of one of our Clients and would no longer like to be contacted by one of our Clients that use our service, please contact the Client that you interact with directly. This Hosting Privacy Policy does not cover the privacy practices of PDS’s customers, and PDS is not responsible for its customers’ privacy policies or practices. PDS does not review, comment upon or monitor its customers’ compliance with their respective privacy policies, nor does PDS review its customer instructions to determine whether they are in compliance with or conflict with the terms of a customer's published privacy policy.

This Hosting Privacy Policy applies only to the transfer of personal information received by PDS in any format through its hosted solutions, whether supplied directly by PDS customers or by employees or users of the hosted solutions anywhere in the world, including transfers from the European Union and Canada to the United States. We may transfer personal information to companies that help us provide our service. Transfers to subsequent third parties are covered by the service agreements with our Clients. With respect to data received through its hosted solutions, PDS will comply with the following:

Notice/Use of Personal Information

PDS supports a hosted system, where it collects Personal Information including but not limited to customers’ organizational data (salary and compensation figures and structures, job descriptions, job codes, reporting relationships) and employee data (specific identifying information such as name, email/physical address, current/previous base salary, performance ratings, gender, ethnicity and other demographical information). PDS operates as a data processor for its customers. PDS maintains only the Personal Information which its customers have asked PDS to store and process. It is the responsibility of the customer to ensure that the data the customer collects and later gives to PDS can be legally collected and disclosed in the country of origin. The PDS customer is responsible for giving its employees and users the appropriate level of notification that Personal Information is being collected and maintained. The PDS customer also is responsible for ensuring the security of any method used by the customer to provide Personal Information to PDS if through means other than the hosted solution.

Onward Transfer

PDS may contract with third-party providers to perform certain functions on our behalf or to enhance our existing product and service offerings. Examples include product and service support. Third parties will have access to your Personal Information only to the extent necessary to permit them to do their jobs; however, they are bound by confidentiality agreements before any information is provided to them and are restricted from using the information for other purposes.

Personnel Data Systems, Inc. General Privacy Provisions

These General Privacy Provisions apply to both PDS’s website and its hosted solutions operations. All information disclosed by site visitors, customers and other individuals or organizations is subject to these provisions. With respect to data received through PDS’s website and its hosted solutions operations, PDS will comply with the following:

Data Integrity and Access to Data

PDS will take reasonable steps to ensure that Personal Information is accurate, complete and current to its intended use. PDS will only use Personal Information in ways that are compatible for the purposes for which it was collected or subsequently authorized by the user.

Upon request PDS will provide you with information about whether we hold any of your Personal Information. PDS provides users with reasonable access to Personal Information that they provide to us as well as the ability to review, correct and delete such information. To do so, users can email our Customer Support group at support@pdssoftware.com or contact us by telephone or postal mail at the contact information listed below. PDS acknowledges that you have the right to access your personal information. PDS has no direct relationship with the individuals whose personal data it processes. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data should direct their query to the PDS’ Client (the data controller). We will respond to these requests within 10 days. In addition, to protect users’ privacy and security, PDS takes reasonable steps to verify user identity before granting access to Personal Information.

We will retain personal data we process on behalf of our Clients for as long as needed to provide services to our Client. PDS will retain this personal information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Security

To prevent unauthorized access or disclosure, to maintain data accuracy, to allow only the appropriate exercise of users’ Personal Information while also protecting the confidentiality, integrity and availability of users’ Personal Information, PDS employs a variety of industry standard security technologies. Security is provided on the data, application and hosting level. The security infrastructure includes a physically secure data center, proven firewall protection, intrusion prevention measures, SSL or VPN encryption of all data in transit, role based authorization and additional proprietary security measures. Communication to PDS servers from a client computer is achieved through a VPN or SSL connections. This ensures data, including sensitive Personal Information (e.g. financial information or social security numbers), is encrypted when transferred over the Internet. PDS provides further user-based security configured specifically for the individual client’s needs. For example, the client will be able to specify levels of user security, including: domain-limited access (access only from the client’s proxy server), password configuration (length, letters, numbers, etc.) and automatic password expiration.

We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, we cannot guarantee its absolute security. If you have any questions about security on our Web site, you can contact us at ppalmer@pdssoftware.com.

PDS limits access to users’ Personal Information and data to those persons who have a specific business purpose for maintaining and processing such information. PDS’s employees who have access to users’ Personal Information are made aware of their responsibilities to protect the confidentiality, integrity and availability of that information and have been provided training and instruction on how to do so.

Enforcement and Verification
PDS will conduct periodic assessments to validate its continued adherence to this Privacy Policy.

Where PDS has knowledge that one of its employees or third parties is using or disclosing Personal Information in a manner contrary to this Policy, PDS will take reasonable steps to prevent or stop the use or disclosure. PDS holds its employees and agents accountable for maintaining the trust that our customers place in our company.

Notification of Privacy Policy Changes/Choice

PDS reserves the right to change, modify, add, or remove portions of this Policy at any time. All changes will be posted on this page to inform our users what information we collect, how we use it, and under what circumstances, if any, we may disclose it. If we make material changes to this policy, we will notify you here, or by means of a notice on the website’s home page prior to the change becoming effective.

Legal Disclaimer

PDS may disclose Personal Information in response to lawful requests by public authorities, including to meet national security of law enforcement requirements when required by law or in the good faith belief that such action is necessary in order to conform to the edicts of the law, comply with legal mandates or processes such as bankruptcy proceeding, enforce the terms of use of PDS’s website, enforce agreement between PDS and its customers or to protect the rights, property, or personal safety of PDS, its users and the public. We may also disclose your personal information if PDS is involved in a merger, acquisition, or sale of all or a portion of its assets. You will be notified via email and/or a prominent notice on our Web site of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

Contacting PDS

If you have any questions about this privacy policy, the practices of this site, or your dealings with this site, please contact us at ppalmer@pdssoftware.com or send correspondence to the following address.

Personnel Data Systems, Inc.
Attention: Senior Vice President and Product Manager
470 Norristown Rd
Suite 202
Blue Bell, PA 19422