Privacy Policy
Effective: September 1, 2019
This Privacy Policy describes how Vistasuite collects, uses and discloses information, and what choices you have with respect to the information.
Updates in this version of the Privacy Policy reflect changes in data protection laws. In addition, we have worked to make the Privacy Policy clearer and more concise by:
organizing it into the sections listed in the Table of Contents below,
providing a series of examples that help illustrate how the policies may be implemented by Vistasuite and
defining and capitalizing a few terms that are used more than once for simplicity and brevity.
When we refer to “Vistasuite”, we mean the Vistasuite entity that acts as the controller or processor of your information, as explained in more detail in the “Identifying the Data Controller and Processor” section below.
Applicability Of This Privacy Policy
This Privacy Policy applies to Vistasuite’s online workplace productivity tools and platform, including the associated Vistasuite mobile and desktop applications (collectively, the “Services”), Vistasuite.com and other Vistasuite websites (collectively, the “Websites”) and other interactions (e.g., customer service inquiries, user conferences, etc.) you may have with Vistasuite. If you do not agree with the terms, do not access or use the Services, Websites or any other aspect of Vistasuite’s business.
This Privacy Policy does not apply to any third party applications or software that integrate with the Services through the Vistasuite platform (“Third Party Services”), or any other third party products, services or businesses. In addition, a separate agreement governs delivery, access and use of the Services (the “Customer Agreement”), including the processing of any messages, files or other content submitted through Services accounts (collectively, “Customer Data”). The organization (e.g., your employer or another entity or person) that entered into the Customer Agreement (“Customer”) controls their instance of the Services (their “Vista”) and any associated Customer Data. If you have any questions about specific Vista settings and privacy practices, please contact the Customer whose Vista you use. If you have received an invitation to join a Vista but have not yet created an account, you should request assistance from the Customer that sent the invitation.
Information We Collect And Receive
Vistasuite may collect and receive Customer Data, customer information, and data (“Customer Provided Information”) in a variety of ways:
Customer Data. Customers or individuals granted access to a Vista by a Customer (“Authorized Vista Users”) routinely submit Customer Data to Vistasuite when using the Services.
Customer Information. Vistasuite also collects, generates and/or receives Customer Provided Information:
Vista and Account Information. To create or update a Vista account, you or your Customer (e.g., your employer) supply Vistasuite with an email address, phone number, password, domain and/or similar account details. In addition, Customers that purchase the Services shall provide Vistasuite (or its payment processor, FUSEBILL) with billing details such as credit card information, banking information and/or a billing address.
Usage Information.
Services Metadata. When an Authorized Vista User interacts with the Services, metadata is generated that provides additional context about the way Authorized Vista Users work.
Log data. As with most websites and technology services delivered over the Internet, our servers automatically collect information when you access or use our Websites or Services and record it in log files. This log data may include the Internet Protocol (IP) address, the address of the web page visited before using the Website or Services, browser type and settings, the date and time the Services were used, information about browser configuration and plugins, language preferences and cookie data.
Device information. Vistasuite collects information about devices accessing the Services, including type of device, what operating system is used, device settings, application IDs, unique device identifiers and crash data. Whether we collect some or all of this Customer Provided Information often depends on the type of device used and its settings.
Location information. We receive information from you, your Customer and other third-parties that helps us approximate your location. We may, for example, use a business address submitted by your employer, or an IP address received from your browser or device to determine approximate location. Vistasuite may also collect location information from devices in accordance with the consent process provided by your device.
Cookie Information. Vistasuite uses cookies and similar technologies in our Websites and Services that help us collect Customer Provided Information. The Websites and Services may also include cookies and similar tracking technologies of third parties, which may collect Customer Provided Information about you via the Websites and Services and across other websites and online services. For more details about how we use these technologies, please see our Cookie Policy.
Third Party Services. Customer can choose to permit or restrict Third Party Services for their Vista. Typically, Third Party Services are software that integrates with our Services, and Customer can permit its Authorized Vista Users to enable and disable these integrations for their Vista. Once enabled, the provider of a Third Party Service may share certain information with Vistasuite. For example, if a cloud storage application is enabled to permit files to be imported to a Vista, we may receive user name and email address of Authorized Vista Users, along with additional information that the application has elected to make available to Vistasuite to facilitate the integration. Authorized Vista Users should check the privacy settings and notices in these Third Party Services to understand what data may be disclosed to Vistasuite. When a Third Party Service is enabled, Vistasuite is authorized to connect and access Customer Provided Information made available to Vistasuite in accordance with our agreement with the Third Party Provider. We do not, however, receive or store passwords for any of these Third Party Services when connecting them to the Services.
Contact Information. In accordance with the consent process provided by your device, any contact information that an Authorized Vista User chooses to import (such as an address book from a device) is collected when using the Services.
Third Party Data. Vistasuite may receive data about organizations, industries, Website visitors, marketing campaigns and other matters related to our business from parent corporation(s), affiliates and subsidiaries, our partners or others that we use to make our own information better or more useful. This data may be combined with Customer Provided Information we collect and might include aggregate level data, such as which IP addresses correspond to zip codes or countries.
Additional Information Provided to Vistasuite. We receive Customer Provided Information when submitted to our Websites or if you participate in a contest, activity or event, request support, or interact with our Vistasuite social media accounts.
Generally, no one is under a statutory or contractual obligation to provide any Customer Data or Customer Provided Information (collectively, “Information”). However, we do need certain Information and it is collected automatically. If some Information is not provided, we may be unable to provide the Services.
How We Use Information
Customer Data will be used by Vistasuite in accordance with Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and as required by applicable law. Vistasuite is a processor of Customer Data and Customer is the controller. Customer may, for example, use the Services to grant and remove access to a Vista, assign roles and configure settings, access, modify, export, share and remove Customer Data and otherwise apply its policies to the Services.
Vistasuite uses Customer Provided Information in furtherance of our legitimate interests in operating our Services, Websites and business. More specifically, Vistasuite uses Customer Provided Information:
To provide, update, maintain and protect our Services, Websites and business. This includes use of Customer Provided Information to support delivery of the Services under a Customer Agreement, prevent or address service errors, security or technical issues, analyze and monitor usage, trends and other activities or at an Authorized Vista User’s request.
As required by applicable law, legal process or regulation.
To communicate with you by responding to your requests, comments and questions. If you contact us, we may use your Customer Provided Information to respond.
To develop and provide search, learning and productivity tools and additional features. Vistasuite tries to make the Services as useful as possible for specific Vistas and Authorized Vista Users.
To send emails and other communications. We may send you service, technical and other administrative emails, messages and other types of communications. We may also contact you to inform you about changes in our Services, our Services offerings, and important Services-related notices, such as security and fraud notices. These communications are considered part of the Services and you may not opt out of them. In addition, we sometimes send emails about new product features, promotional communications or other news about Vistasuite. These are marketing messages so you can control whether you receive them.
For billing, account management and other administrative matters. Vistasuite may need to contact you for invoicing, account management and similar reasons and we use account data to administer accounts and keep track of billing and payments.
To investigate and help prevent security issues and abuse.
If Information is aggregated or de-identified so it is no longer reasonably associated with an identified or identifiable natural person, Vistasuite may use it for any business purpose. To the extent Information is associated with an identified or identifiable natural person and is protected as personal data under applicable data protection law, it is referred to in this Privacy Policy as “Personal Data.”
Data Retention
Vistasuite will retain Customer Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and as required by applicable law. Vistasuite may retain Customer Provided Information pertaining to you for as long as necessary for the purposes described in this Privacy Policy. This may include keeping your Customer Provided Information after you have Deactivate(d) your account for the period of time needed for Vistasuite to pursue legitimate business interests, conduct audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes and enforce our agreements.
How We Share And Disclose Information
This section describes how Vistasuite may share and disclose Information. Customers determine their own policies and practices for the sharing and disclosure of Information, and Vistasuite does not control how they or any other third parties choose to share or disclose Information.
Customer’s Instructions. Vistasuite will solely share and disclose Customer Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement and Customer’s use of Services functionality, and in compliance with applicable law and legal process.
Displaying the Services. When an Authorized Vista User submits Customer Provided Information, it may be displayed to other Authorized Vista Users in the same or connected Vistas. For example, an Authorized Vista User’s email address may be displayed with their Vista profile.
Collaborating with Others. The Services provide different ways for Authorized Vista Users working in independent Vistas to collaborate, such as shared channels. Customer Provided Information, such as an Authorized Vista User’s profile Information, may be shared, subject to the policies and practices of the other Vista(s).
Customer Access. Owners, administrators, Authorized Vista Users and other Customer representatives and personnel may be able to access, modify or restrict access to Customer Provided Information.
Third Party Service Providers and Partners. We may engage third party companies or individuals as service providers or business partners to process Customer Provided Information and support our business. These third parties may, for example, provide virtual computing and storage services. Additional information about the subprocessors we use to support delivery of our Services is set forth at Vistasuite Subprocessors.
Third Party Services. Customer may enable or permit Authorized Vista Users to enable Third Party Services. When enabled, Vistasuite may share Customer Provided Information with Third Party Services. Third Party Services are not owned or controlled by Vistasuite and third parties that have been granted access to Customer Provided Information may have their own policies and practices for its collection and use. Please check the privacy settings and notices in these Third Party Services or contact the provider for any questions.
Corporate Affiliates. Vistasuite may share Customer Provided Information with its corporate affiliates, parents and/or subsidiaries.
During a Change to Vistasuite’s Business. If Vistasuite engages in a merger, acquisition, bankruptcy, dissolution, reorganization, sale of some or all of Vistasuite’s assets or stock, financing, public offering of securities, acquisition of all or a portion of our business, a similar transaction or proceeding, or steps in contemplation of such activities (e.g. due diligence), some or all Customer Provided Information may be shared or transferred, subject to standard confidentiality arrangements.
To Comply with Laws. If we receive a request for information, we may disclose Customer Provided Information if we reasonably believe disclosure is in accordance with or required by any applicable law, regulation or legal process. Please see the Data Request Policy to understand how Vistasuite responds to requests to disclose data from government agencies and other sources.
To enforce our rights, prevent fraud, and for safety. To protect and defend the rights, property or safety of Vistasuite or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud or security issues.
With Consent. Vistasuite may share Customer Provided Information with third parties when we have consent to do so.
Security
Vistasuite takes security of data very seriously. Vistasuite works hard to protect Customer Provided Information you provide from loss, misuse, and unauthorized access or disclosure. These steps take into account the sensitivity of the Customer Provided Information we collect, process and store, and the current state of technology. Given the nature of communications and information processing technology, Vistasuite cannot guarantee that Information, during transmission through the Internet or while stored on our systems or otherwise in our care, will be absolutely safe from intrusion by others.
Age Limitations
To the extent prohibited by applicable law, Vistasuite, a Vistasuite business service, does not allow use of our Services and Websites by anyone younger than 18 years old. If you learn that anyone younger than 18 has unlawfully provided us with personal data, please contact us and we will take steps to delete such information.
Changes To This Privacy Policy
Vistasuite may change this Privacy Policy from time to time. Laws, regulations and industry standards evolve, which may make those changes necessary, or we may make changes to our business. We will post the changes to this page and encourage you to review our Privacy Policy to stay informed. If we make changes that materially alter your privacy rights, Vistasuite will provide additional notice, such as via email or through the Services. If you disagree with the changes to this Privacy Policy, you should Deactivate your Services account. Contact the Customer if you wish to request the removal of Personal Data under their control.
Identifying The Data Controller And Processor
Data protection law in certain jurisdictions differentiates between the “controller” and “processor” of information. In general, Customer is the controller of Customer Data. In general, Vistasuite is the processor of Customer Data and Vistasuite is the controller of Customer Provided Information.
Contacting Vistasuite
Please also feel free to contact Vistasuite if you have any questions about this Privacy Policy or Vistasuite’s practices, or if you are seeking to exercise any of your statutory rights. You may contact us at info@vistasuite.com or at our mailing address below:
130 West Liberty Drive
Suite 200
Wheaton, IL 60187
Privacy Shield Notice
Vistasuite EU - U.S. and Swiss - U.S. Privacy Shield Notice
Effective: April 12, 2017
Data Processed
We provide the Services so that our customers can communicate and operate aspects of their businesses. In providing these Services, we process data our customers submit to the Services or instruct us to process on their behalves in connection with the Services (“Customer Data”).
Purposes of Data Processing
We process Customer Data submitted by customers for the purpose of providing the Services to customers. To fulfill these purposes, we may access data to provide the Services, to prevent or address service or technical problems, to respond to customer support matters, to follow the instructions of our customer who submitted the data, or in response to contractual requirements with our customers.
Third Parties With Whom We May Share Customer Data
We use a limited number of third party providers to assist us in providing the Services to our customers. As of the date hereof, these third party providers perform technical operations such as database monitoring, data storage and hosting services and customer support software tools. These third parties may access, process or store personal data in the course of providing these services, but based on our instructions only.
If we receive personal data subject to our certification under the Privacy Shield and then transfer it to a third-party service provider acting as an agent on our behalf, we have certain liability under the Privacy Shield if both (i) the agent processes the personal data in a manner inconsistent with the Privacy Shield and (ii) we are responsible for the event giving rise to the damage.
Right of Access
Some international users (including those whose personal data is within the scope of this Privacy Shield certification) have certain legal rights to access certain personal data we hold about them and to obtain its correction, amendment or deletion. Those users may exercise some of those rights through the options described in our Privacy Policy and in our Privacy FAQs and Team Administration FAQs. But please be advised that because our personnel have a limited ability to identify and access an individual user’s personal data that our a customer has submitted to the Services, if you wish to request access, to limit use, or to limit disclosure, we may first refer your request to the customer who submitted your personal data, and we will support them as needed in responding to your request.
Requirement to Disclose
We may disclose personal data when we have a good faith belief that such action is necessary to: conform to legal requirements or to respond to lawful requests by public authorities, including to meet national security or law enforcement requirements; or to enforce our contractual obligations.