ZixOne Privacy Policy


 
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Effective Date: October 4, 2013

ZixCorp Systems, Inc. ("ZixCorp") provides this privacy policy for ZixOne (the "App"). If your company enables the ZixOne service, the App allows you to access your account on your company's Microsoft Exchange service ("Exchange") and to interact with certain types of attachments. This Privacy Policy only applies to the App and its back-end servers. It does not apply to your company's Exchange service or any other ZixCorp web sites, mobile applications or interactive features, or offline information collection, unless expressly stated at the time of collection.

ZixCorp has been awarded TRUSTe's Privacy Seal signifying that this Privacy Policy and ZixCorp’s practices have been reviewed by TRUSTe for compliance with TRUSTe's program requirements including transparency, accountability and choice regarding the collection and use of your personal information. With respect to this Privacy Policy, the TRUSTe program covers only information that is collected through ZixOne. TRUSTe's mission, as an independent third party, is to accelerate online trust among consumers and organizations globally through its leading privacy Trustmark and innovative trust solutions. If you have questions or complaints regarding this Policy or ZixCorp’s privacy practices, please contact us at privacy@zixcorp.com or privacy@support.zixcorp.com. If you are not satisfied with our response you can contact TRUSTe here.

Key Points to Know

WE FULLY DESCRIBE OUR PRIVACY PRACTICES BELOW IN THIS PRIVACY POLICY. THIS SUMMARY HIGHLIGHTS SOME IMPORTANT INFORMATION REGARDING OUR USE AND SHARING OF YOUR INFORMATION, AND REGARDING THIRD PARTIES WHO MAY COLLECT CERTAIN INFORMATION WHEN YOU USE THE APP. PLEASE REVIEW OUR FULL PRIVACY POLICY BEFORE USING OUR APP.

  • We primarily use the information we collect when you use the App to provide you with access to your Exchange account and in connection with your relationship or your company’s relationship with ZixCorp. In addition, we also use the information we collect as described in this Privacy Policy. To enhance App performance, ZixCorp may store and retain temporarily (which should usually not exceed a few days) the content of, and other information regarding, emails and other Exchange content that you access and view. Except as described in this Privacy Policy, ZixCorp does not use your message content for its own purposes. Read "How We Use the Information Collected Through the App/Retention" below for further details.

  • The App collects certain information regarding how you access and use the App and we may analyze this information to help improve the App. We may be able to determine which message(s) you are viewing when you use the App. Read "Information the App Automatically Collects" below for more information.

  • Because your company provides you with access to the App (by providing you with credentials), we may share any and all information about your use of the App, including your Personal Information (defined as information that identifies you as a specific individual, such as your name, mobile number, e-mail address, and username) and Usage Information, with your company or its agents. We do not share your Personal Information with third parties for marketing purposes without your consent; however, we may share your Personal Information under certain limited circumstances, such as vendors providing services or for legal compliance. For more details, read "Information Sharing" below.

  • The App does not currently use third party ad servers to display advertisements on or through the App.

Information You Provide

The App may collect "Personal Information" (which is information that can be used to identify or contact a specific individual, such as your name, mobile number, email address, and username), account information (such as a password or other information that helps us confirm that it is you accessing your account) and other information (such as your company name). To activate the App for use, you must supply your company-provided activation code or other credential, which is associated with your Personal Information. Any information combined with Personal Information will be treated as Personal Information.

Note about Children: Our services are general audience services and are not intended for individuals younger than the age of 13. We do not knowingly collect Personal Information from individuals younger than the age of 13.

Information the App Automatically Collects

To display content on your device, the back-end servers that support the App necessarily receive the information that you access on your company's Exchange server (including emails, attachments, contacts and associated information such as photos, and calendar) and the metadata associated with that information, such as header information (e.g., sender, recipient, time sent, addressees (to, from, cc and bcc), date, subject line), file structure, operating systems used, system components, and hardware used. Additionally, for security purposes, the App may automatically collect the phone number of the device on which the App is accessed and compare it to the PIN you set to access the App. Depending on your company's arrangement with ZixCorp, either ZixCorp or your company (or their respective service providers) maintains the back-end servers that support the App. ZixCorp or your company may be able to determine which message(s) you are viewing when you use the App.

We do not ask you for, access, or track any location based information from your mobile device at any time while downloading or using our mobile application or services.

We and our third party service providers may automatically collect certain "Usage Information" whenever you access and use the App, including, without limitation, when you log into your Exchange account and access your emails, calendar, contacts or other information. Usage Information may include the type of device you are using to access the App, the features of the App that you access or use, and the time of day you used the App, among other information. When you first use the App, we create a unique ID to identify you, and we may also automatically collect your IP address or other unique identifier ("Device Identifier") for any mobile phone, tablet or other device you may use to access the App. A Device Identifier is a number that is automatically assigned or connected to the device you use to access an app or online service, and our servers identify your device by its Device Identifier. Some mobile service providers may also provide us or our third party service providers with information regarding the physical location of the device used to access the App. Usage Information is generally non-identifying, but if we associate it with you as a specific and identifiable person, we treat it as Personal Information.

Information Third Parties Provide about You

Because your company provides you with access to the App by providing you with credentials, we may receive Personal Information about you from your company to provide you with access to the App and your Exchange account. We may combine the information we receive from your company with information we collect through the App. In those cases, we will apply this Privacy Policy to the combined information.

How We Use the Information Collected Through the App/Retention

We use information about you, including Personal Information and Usage Information, to: (1) provide you with access to your Exchange account or to provide related customer service; (2) process your registration, including verifying that information you provide is active and valid; (3) improve the App and our products, and for internal business purposes, including the measurement of the App's effectiveness; (4) process a transaction you initiate; (5) contact you with regard to your use of the App and, in our discretion, changes to our policies; and (6) as otherwise described in this Privacy Policy, for purposes disclosed at the time you provide your information, or with your consent.

The back-end servers that support the App (which may be hosted by ZixCorp, your company, or their respective service providers) use and retain temporarily (which should usually not exceed a few days) emails, attachments, calendar items and other Exchange content in order to provide and improve the App. The back-end servers may retain that content even after you exit the App.

Except as described in this Privacy Policy, ZixCorp does not use your message content for its own purposes.

Your email, attachments, contacts, calendar, and other information that you view on your Exchange account may temporarily be cached on your mobile device until you exit the App. For example, the App may access and download some of your contacts from your Exchange account when you use the App, such as to send an email. Please be aware that the App, like all other apps, may run in the background on your mobile device until you take steps to exit the App. Please follow the directions from your mobile device manufacturer in order to exit the App.

Information Sharing

Because your company provides you with access to the App by providing you with credentials, we may share any and all information about your use of the App, including your Personal Information and Usage Information, with your company or its agents. Please note that your company may also have the right or ability to access information stored, sent, received, or accessed on or through your Exchange account, independent of your use of the App. Depending on your company's arrangement with ZixCorp, your company or its service providers - rather than ZixCorp - may host the back-end servers that enable the App to function. Your company may have its own privacy and other policies that also apply to your use of the App and Exchange. ZixCorp is not responsible for the privacy practices of third parties.

We do not share or sell your Personal Information with third parties for their marketing purposes without your consent. We may share non-Personal Information, such as aggregate user statistics, demographic information and Usage Information with third parties, including content providers and analytics providers; and third parties may collect non-Personal Information when you download or use the App. We may also share your Personal Information with third parties with your consent, as disclosed at the time you provide us with information, or as described below or elsewhere in this Privacy Policy:

1. Service Providers. We may use third parties to perform certain services on our behalf, such as providing server hosting and storage, tracking analytics, or performing other administrative services. We may provide these companies with access to user information, including Personal Information, to carry out the services they are performing; however, we do not permit these companies to use App user information for their own purposes. Use of the App may cause data to be displayed on and through your mobile device which may be viewed by your mobile carrier or other access provider.

2. Administrative and Legal Reasons. We may also disclose your information, including Personal Information and Usage Information, in response to a subpoena, warrant, or when we believe in good faith that disclosure is required by law; to defend our rights; in response to a request from law enforcement regarding an investigation into criminal activity that may have occurred through or in any way using the App or other ZixCorp property; to provide information to a claimed owner of intellectual property, and/or defend any applicable Terms of Use or other policies applicable to the App; or to protect the personal safety, rights, property or security of any organization or individual. We may also use Device Identifiers to identify users, and may do so in cooperation with copyright owners, internet service providers, wireless service providers or law enforcement agencies in our discretion. These disclosures may be carried out without notice to you.

3. Business Transitions. We may share Personal Information with any parent company, subsidiaries and affiliates, primarily for business and operational purposes. ZixCorp reserves the right to disclose and transfer all information related to the App, including Personal Information, if it goes through a business transition, such as a merger, acquisition by another company, or sale of all or a portion of its assets, or other corporate change, including, without limitation, during the course of any due diligence process or bankruptcy.

Mobile Analytics

We and our third-party service providers may use Usage Information to allow us to better understand the functionality of the App on your device. When conducting analytics, we do not link the information we store in connection with the analytics to any Personal Information you submit within the mobile application.

Updating Your Information

If you would like to update the information associated with the Exchange account you access through the App, please contact the appropriate IT or technical support contact at your company; ZixCorp is unable to update the information associated with your corporate Exchange account.

You may opt out of receiving marketing e-mails from ZixCorp by following the opt-out instructions provided to you in those e-mails. Please note that we reserve the right to send you certain communications relating to your account or use of the App (such as notifications of service upgrades or changes), and you may not be able to opt-out from these transactional account messages and other communications.

Third Party Content and Links to Other Sites

Certain content provided through the App may be hosted and served by third parties. For example, your company or its third-party Exchange service provider may host the back-end server that enables the App to function. In addition, the App may link to third party web sites (including websites linked in emails you receive) or content over which we have no control and which are governed by the privacy policies and business practices of those third parties. ZixCorp is not responsible for the privacy practices or business practices of any third party.

Security

ZixCorp takes reasonable precautions to help protect your information from loss, misuse, unauthorized access, disclosure, alteration, and destruction. Those precautions include the maintenance of reasonable physical, electronic, and procedural safeguards, such as encryption to protect data during transmission. Please note, however, that the App transmits data via the Internet, WiFi or mobile networks, which may not be completely secure. ZixCorp cannot guarantee the security of the Internet or any WiFi or mobile network.

Consent to Transfer

If you are located outside of the United States, please be aware that information we collect will be transferred to and processed in the United States for the purposes described above. By using the App, or providing us with any information, you fully understand and unambiguously consent to this transfer, processing and storage of your information in the United States, a jurisdiction in which the privacy laws may not be as comprehensive as those in the country where you reside and/or are a citizen. As noted above, if your company hosts the server that enables the App to function in a jurisdiction other than the United States, your company is responsible for its own privacy practices with respect to those jurisdictions and you should consult with your company regarding its privacy policies. ZixCorp is not responsible for the privacy practices or business practices of any third party, including your company.

Changes to This Privacy Policy

We may update this privacy policy to reflect changes to our information practices. If we make any material changes we will notify you by email (sent to the e-mail address used in connection with the App) prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

California Residents - Your California Privacy Rights

Pursuant to California Civil Code Section 1798.83, when California customers provide personal information to a business, they have the right to request certain disclosures if the business shares personal information with third parties for the third parties' direct marketing purposes. Once per calendar year the customer may request that the business provide a list of companies with which it shared certain categories of personal information during the preceding year for the third parties' direct marketing purposes, and a list of the categories of personal information that the business shared. Alternatively, the law provides that a company that has a privacy policy that provides consumers with choice regarding sharing personal information with third parties for those third parties' direct marketing purposes may instead provide California customers with information on how to exercise that choice. As stated in this Privacy Policy, we do not share information with third parties for those third parties' direct marketing purposes. California customers may request further information about our compliance with this law by e-mailing privacy@zixcorp.com or privacy@support.zixcorp.com. You must put the statement "Your California Privacy Rights" in the subject field of your e-mail. You must include your name, street address, city, state, and zip code. We are not responsible for requests that are not labeled or sent properly, or do not have complete information. Please note that we are only required to respond to one request per customer each year, and we are not required to respond to requests made by means other than through this e-mail address.

Contact Us

If you have questions, suggestions, or complaints about this Privacy Policy or ZixCorp’s privacy practices, send an email to privacy@zixcorp.com or privacy@support.zixcorp.com. You can also contact ZixCorp’s Chief Privacy Officer at the following postal address: 2711 N. Haskell Avenue, Suite 2200, LB 36, Dallas, Texas 75204-2960, USA and phone number +1 (214) 370-2200.