Introduction

This Privacy Policy explains what information ChoiceWORX, LLC and its related entities (“ChoiceWORX”) collect about you and why, what ChoiceWORX does with that information, how the information is shared, and how ChoiceWORX may handle the content you place in the ChoiceWORX products and services.

Scope of Privacy Policy:

This Privacy Policy applies to the information that is obtained through your use of “ChoiceWORX Products and Services” via a “Device” or when you otherwise interact with ChoiceWORX.

ChoiceWORX Product and Services” include our:

  • SaaS Products
  • Downloadable Software Components
  • Websites

But does not include:

  • ChoiceWORX products or services for which a separate privacy policy is provided.

Unless otherwise stated, the ChoiceWORX SaaS Products and Downloadable Software Components are treated the same for the purposes of this document. By registering for or using ChoiceWORX Product and Services you consent to the collection, encryption, transfer, storage, de-identification, processing, storage, disclosure and other uses described in this Privacy Policy.

Definitions:

Content: any information or data that is provide by you that is uploaded, submitted, posted, created, transmitted, stored or displayed in the ChoiceWORX Product or Service.

Device: is any desktop, laptop, mobile phone, or tablet used to access the ChoiceWORX Product and Services, including without limitation any other consumer electronic device.

Device Information: Information provided by you or your Employer or obtained directly from a device without limitation, hardware device data, operating environment data, application software data, and system data including performance data, fault data, log data from the hardware, operating environment, or application software.

Downloadable Software Components: ChoiceWORX’s downloadable software Components and that are installed by customers on a Device of their choice.

Employer Information: Information providers by your Employer without Limitation such as Company Name and Company Industry.

Information: All of the different forms of data, content, and information collected by ChoiceWORX as described in this Privacy Policy.

Machine Learning Optimization Set” or “MLOS: Statistical information and data relating to all handled events, automation and statistics about the usage of Knowledge Items and such Information. This data may be synchronized with the other data. The MLOS does not contain any Personal, Company, or Device Identifiable Information.

Personal Information: Information provided by you or your Employer that may be used to readily identify or contact you as an individual person, such as: name, email address, mobile phone number or job title. Personal Information does not include information that has been de-identified such that it does not allow for the ready identification of specific individuals.

SaaS Products: ChoiceWORX’s Product and Services that display a link to this Privacy Policy. For the avoidance of doubt, if a ChoiceWORX hosted solution displays a link to a different privacy policy, then that other privacy policy shall apply.

Websites: ChoiceWORX’s websites, including but not limited to ChoiceWORX.com, and any related websites, sub-domains and pages.

Information you provide to us:

ChoiceWORX collects the following information:

Account and Profile Information: Information about you and your company as you register for an account, create or modify your profile, make purchases through, use, access, or interact with the ChoiceWORX Products and Services, (including but not limited to when you download, ChoiceWORX Downloadable Software Components. Information collected includes:

  • Employer Information
  • Personal Information
  • Device Information
  • Content
  • Information such as selected feature preferences and notification preferences

You may provide this information directly when you enter it in ChoiceWORX Products and Services.

In some cases, another user (such as a system administrator) may create an account on your behalf and may provide your employer information, including Personal Information (most commonly when your company requests that you use our products). If you are providing information (including Personal Information) about someone else, you must have the authority to act for them and to consent to the collection and use of their Personal Information as described in this Privacy Policy. ChoiceWORX collects Information under the direction of the Employers and often have no direct relationship with the individuals whose information is processed.

If you are an employee of one of the Employers and would no longer like ChoiceWORX to process your information, please contact your Employer.

Content: In the process of using the ChoiceWORX Products and Services or Websites, Content may include Personal Information or other sensitive information that you choose to include (“incidentally-collected Personal Information”).

Other submissions: ChoiceWORX collects other data that you submit to ChoiceWORX Websites or as you participate in any interactive features of the ChoiceWORX Products and Services, participate in a survey, activity or event, apply for a job, request customer support, communicate with us via third party social media sites or otherwise communicate with us.  For example, information regarding a problem you are experiencing with ChoiceWORX Products and Services could be submitted to our Support Service or posted in ChoiceWORX’s forums.

Information collected from your use of ChoiceWORX Products and Services:

Information collected by ChoiceWORX Products and Services: As is true with most products and services delivered over the Internet, certain information is stored in log files when you interact with the SaaS Products. This information includes internet protocol (IP) addresses as well as browser type, internet service provider, operating system, date/time stamp, locale and language preferences, identification numbers associated with your Devices, your mobile carrier, and Device Information. This Information and the content of the information published is controlled by the device manufacturer, the manufacturer of its components, publisher of the operating environment, or the provider of installed software products and is treated in accordance with those Privacy Policies.

Operational and Statistical Information Derived from Usage.  ChoiceWORX and/or third party licensors, from time to time, may compile de-identified statistical information and data relating to device information including all events, automation and statistics about the usage of ChoiceWORX Products and Services and such information and data may be synchronized with other data (hereinafter “Machine Learning Optimization Set” or “MLOS”), the MLOS does not contain Identifiable Employer, Personal or Device Information.  ChoiceWORX and its third-party licensors may use the MLOS, and the information therein, for the purposes of:

  • further developing and improving the Service and other products and services,
  • improving the machine-learning algorithms of the Service to improve functionality
  • for internal support, such as error-analysis, research, bug fixing, and testing.

Information from Downloadable Software Components: During the installation of ChoiceWORX Downloadable Software Products, the installer sends Information to ChoiceWORX to allow ChoiceWORX to understand the relationship between Employer, User, and the Device.  a device and the user. The Downloadable Software Components communicates with ChoiceWORX servers for licensing purposes, as well as to check for Device Information and Software Information. The Information collected includes the name and version of the Downloadable Software Components and Employer Information, Personal Information, and Device Information.

Analytics Information Derived from Downloadable Software Components:

Analytics information is derived from downloadable software components in the form as generated by the hardware device, operating environment, application software, and system.  In the De-Identification process, ChoiceWORX conducts a one-way hash of Employer Information, Personal Information, and Device Information that we collect before such information is synchronized with the collection of Content which includes information published and controlled by the device manufacturer, the manufacturer of its components, the publisher of the operating environment, or the provider of installed software products.

Information collected from other sources:

Information from third party services: ChoiceWORX also obtains information from third parties for the purpose of classifying Information collected from an employer, user or Device.

How the collected Information is used:

General Uses: The Information collected about you (including Personal Information to the extent applicable) is used for a variety of purposes, including to:

  • Enable you to access and use ChoiceWORX Services;
  • Personalize ChoiceWORX Services, including by providing user selected preferences;
  • Process and complete transactions, and send you related information;
  • Provide, operate, maintain, improve, and promote ChoiceWORX Services;
  • Send transactional messages, including responding to your questions, and requests; providing customer service and support; and sending you technical notices, updates, security alerts, and support and administrative messages;
  • Monitor and analyze trends, usage, and activities in connection with ChoiceWORX Services;
  • Investigate and prevent unauthorized access to ChoiceWORX Services;
  • For other purposes about which ChoiceWORX obtained your consent.

The use of Information collected through the ChoiceWORX Services shall be limited to the purposes disclosed in this policy.

Compiling aggregate analytics information: ChoiceWORX makes extensive use of analytics information (including log and configuration data) to understand how the Service is utilized, how the utilization can be improved, and to further develop the ChoiceWORX Services. As such ChoiceWORX compiles analytics information including the Content elements captured in such logs.

Information sharing and disclosure:

ChoiceWORX will not share or disclose any of your Personal Information or Content with third parties except as described in this policy. ChoiceWORX does not sell your Personal Information or Content.

Your Use: When you use ChoiceWORX Services, Content you provide will be displayed back to you. Certain features of ChoiceWORX Services allow you or your administrator to provide Content. ChoiceWORX urges you to consider the sensitivity of any data you input into ChoiceWORX Services.

Company Use: By using ChoiceWORX Services, your administrator or team manager may access your Content in the use of the Service. Some of this Content may display your profile information, including Personal Information included in your profile. ChoiceWORX urges you to consider the sensitivity of any data you input into ChoiceWORX Services.

Access by your system administrator: You should be aware that your administrator of ChoiceWORX Services may be able to:

  • access information in and about your ChoiceWORX Services account;
  • edit information in and about your ChoiceWORX Services account;
  • restrict your access to your ChoiceWORX Services account, including your Content;
  • control how your ChoiceWORX Services account may be accessed or deleted; and
  • administrator can cause ChoiceWORX Services to be executed on one or more of your devices.

Service Providers, Business Partners and Others: ChoiceWORX works with third party services and service providers to provide website, application development, hosting, maintenance, back-up, storage, virtual infrastructure, payment processing, analysis and other services for ChoiceWORX. These service providers may have access to or process your Information for the purpose of providing those services. ChoiceWORX urges you to consider the sensitivity of any data you input into ChoiceWORX Services.

Third Party Licensors: The ChoiceWORX Services and Use may include interactions with third party licensors, as disclosed in the ChoiceWORX Terms of Use Statement, whose privacy practices may differ from ChoiceWORX. ChoiceWORX and its third-party licensors may use the MLOS, and the information therein, for the purposes of providing the Services. ChoiceWORX and its third-party licensors may use the MLOS, and the information therein, for the purposes of further developing and improving the Service and other products and services.

Aggregated or Anonymized Data: ChoiceWORX may also share aggregated or anonymized information that does not directly identify you with the third parties.

Compliance with Laws and Law Enforcement Requests;

Protection of ChoiceWORX Rights: ChoiceWORX may disclose your Information (including your Personal Information) to a third party if (a) ChoiceWORX believes that disclosure is reasonably necessary to comply with any applicable law, regulation, legal process or governmental request, (b) to enforce or comply ChoiceWORX agreements, policies and terms of service, (c) to protect the security or integrity of ChoiceWORX’s products and services, or (d) to protect ChoiceWORX, ChoiceWORX customers or the public from harm or illegal activities.

Business Transfers: ChoiceWORX may share or transfer your Information (including your Personal Information) in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of the ChoiceWORX business to another company. You will be notified via email and/or a prominent notice on the ChoiceWORX Products and Services of any change in ownership or uses of your Information, as well as any choices you may have regarding your Information.

Information ChoiceWORX does not share:

ChoiceWORX does not share Employer Information or Personal Information about you with third parties for their marketing purposes (including direct marketing purposes) without your permission.

Accessing and updating your information:

You may often correct, update, amend, or remove your Personal Information in your account settings or by directing your request to your account administrator.

You can often remove Content using editing tools associated with that Content. In some cases, you may need to contact your administrator to request they remove the Content.

You or your administrator may be able to deactivate your ChoiceWORX Services account. If you can deactivate your own account, you can most often do so in your account settings. Otherwise, please contact your administrator. To deactivate an Employer account, please contact ChoiceWORX.

ChoiceWORX will retain your account information for as long as your account is active, or as reasonably useful for commercial purposes or as necessary to comply with ChoiceWORX’s legal obligations, resolve disputes, and enforce ChoiceWORX agreements. If your account is managed by an administrator, that account administrator may have control with regards to how your account information is retained and deleted.

Contact Us

ChoiceWORX, LLC
480 Forest Avenue
Locust Valley, NY 11560
email:  customersuccess@choiceworx.com

Data storage, transfer and security:

ChoiceWORX hosts data with hosting service providers in numerous countries including the United States. The servers on which Personal Information is stored are kept in a controlled environment. While ChoiceWORX takes reasonable efforts to guard your Employer Information, Personal Information, or Device Information, no security system is impenetrable and due to the inherent nature of the Internet as an open global communications vehicle, and thus ChoiceWORX cannot guarantee that information, during transmission through the Internet or while stored on ChoiceWORX systems or otherwise in ChoiceWORX care, will be absolutely safe from intrusion by others, such as hackers. In addition, ChoiceWORX cannot guarantee that any incidentally-collected Personal Information you choose to store in Websites or SaaS Products are maintained at levels of protection to meet specific needs or obligations you may have relating to that information.

Where data is transferred over the Internet as part of a Website or SaaS Product, the data is encrypted using industry standard SSL (HTTPS). Where Downloadable Software Products are used, the responsibility of securing your Device(s) and network environment rests with you and not ChoiceWORX.

Information collected when using a ChoiceWORX Website:

ChoiceWORX Websites and Analytics Information: We collect analytics information when you use our Websites and ChoiceWORX Products and Services to help us improve our products and services. This analytics information includes the feature and function of the ChoiceWORX Products and Services being used and additional information required to detail the operation of the function and which parts of the ChoiceWORX Services are being affected.

The analytics information we collect includes elements of Content related to the function the user is performing. As such, the analytics information we collect may include Personal Information or sensitive business information that the user has included in Content that the user chose to upload, submit, post, create, transmit, store or display in a ChoiceWORX Service.

As of the date this policy went into effect, we use Google Analytics as an analytics provider. To learn more about the privacy policy of Google Analytics, refer to Google’s Policies and Principles. Use the Google Analytics Opt-out Browser Add-on to prevent analytics information from being sent to Google Analytics.

As is true with most websites and services delivered over the Internet, we gather certain information and store it in log files when you interact with our Websites and SaaS Products. This information includes internet protocol (IP) addresses as well as browser type, internet service provider, URLs of referring/exit pages, operating system, date/time stamp, information you search for, locale and language preferences, identification numbers associated with your Devices, your mobile carrier, and system configuration information. In such a case, we would treat the Information in accordance with this Privacy Policy.

Cookies and Other Tracking Technologies: ChoiceWORX and our third-party partners, such as our advertising and analytics partners, use various technologies to collect information, such as cookies and web beacons. Cookies are small data files stored on your hard drive or in device memory. We use cookies to improve and customize ChoiceWORX Services and your experience; to allow you to access and use the Websites or SaaS Products without re-entering your username or password; and to count visits and understand which areas and features of the Websites and SaaS Products are most popular. You can instruct your browser, by changing its options, to stop accepting cookies or to prompt you before accepting a cookie from websites you visit. If you do not accept cookies, however, you may not be able to use all aspects of our Websites or SaaS Products. ChoiceWORX and our third-party partners also collect information using web beacons (also known as “tracking pixels”). Web beacons are electronic images that may be used in our Websites or SaaS Products or in emails that help us to deliver cookies, count visits, understand usage and campaign effectiveness and determine whether an email has been opened and acted upon.

ChoiceWORX and our third-party partners also use JavaScript, e-tags, “flash cookies”, and HTML5 local storage to collect information about your online activities over time and across different websites or online services. Many browsers include their own management tools for removing HTML5 local storage objects.

Social Media Widgets: The ChoiceWORX Services may contain social media features, such as the Twitter “tweet” button. These features may collect your IP address, which page you are visiting on the ChoiceWORX Services, 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 the ChoiceWORX Services. Your interactions with these features are governed by the privacy policy of the company providing it.

Testimonials: ChoiceWORX may display personal testimonials of satisfied customers on the ChoiceWORX Services. With your consent, ChoiceWORX may post your testimonial along with your name. If you wish to update or delete your testimonial, you can contact ChoiceWORX using the information below.

ChoiceWORX Community: ChoiceWORX Websites may offer publicly accessible community services such as blogs, forums, bug trackers, and wikis. You should be aware that any Content you provide in these areas may be read, collected, and used by others who access them. Your posts may remain even after you cancel your account. To request removal of your Personal Information from the ChoiceWORX Community, please contact ChoiceWORX using the information listed below. In some cases, ChoiceWORX may not be able to remove your Personal Information, in which case you be notified that ChoiceWORX is unable to comply with your request and why.

Changes to our Privacy Policy:

We may modify Our Policies to take effect during your then-current Subscription Term in order to respond to changes in our products, our business, or Laws. In this case, unless required by Laws, we agree not to make modifications to Our Policies that, considered as a whole, would substantially diminish our obligations during your then-current Subscription Term. Modifications to Our Policies will take effect automatically as of the effective date specified for the updated policies. If you disagree with any changes to this Terms of Use you will need to stop using ChoiceWORX Product and Services and deactivate your account(s).