Applicable To: All customers and visitors to DMI websites
Approval Date: 06/24/2014
AUTHORIZED DOCUMENTS ARE PUBLISHED ONLINE ONLY. VERIFY ANY COPY AGAINST THE ONLINE SYSTEM BEFORE USE.
The following subsections detail the customer privacy policies.
Users may choose to provide Personal Information through DMI websites. The ways in which users may provide the Personal Information, and the types of information users may submit, are as follows:
NOTE: DMI will not knowingly collect or use Personal Information from children younger than 13 years of age without parental consent.
- Contact DMI: If a user communicates with DMI through the “Contact Us” link on DMI websites, DMI may ask for information such as name, email address, and telephone number. This allows DMI to respond to user questions and comments.
- Request Technical Support: If a user requests technical support online, DMI will ask for information necessary to complete the transaction, such as name, location, and information about computer hardware, software, and the nature of the problem the user is experiencing. DMI may retain non-personal information concerning technical issues to provide the user with continuing support. This information may be made available to technical specialists in order to improve service for similar technical issues encountered by end users.
- Marketing Communications: DMI may ask users for contact details, including phone number, email address, and company name when downloading whitepapers or viewing webinars.
- Careers: Users may be able to submit a resume and other information online to apply for a job with DMI. DMI may ask users to provide email address, residence, education, work experience, and other Personal Information typically found on a resume. Personal Information collected from a resume may be aggregated with information from third parties when verifying the veracity of the Personal Information provided.
- Public Forums and Blog Comment: Users may provide Personal Information in DMI’s publicly-accessible blog or community forums. Users should be aware that any information provided in these areas may be read, collected, and used by other users who access the blog or forums.
- Testimonial: DMI posts customer testimonials on DMI websites which may contain Personal Information. We do obtain users consent via email prior to posting the testimonial in order to post the users name along with the testimonial.
- DMI as Services and Solutions Provider: DMI may obtain various types of Personal Information about users of clients, subcontractors, and business partners. This may include:
- Contact information (points of contact (POCs), addresses, phone and fax numbers, and email addresses)
- Information about products and services ordered or provided
- Financial and payment information
- User ID, passwords, and information collected through Internet-based activities
- Other transaction-related information
NOTE: DMI also collects business information such as legal name of the business, address, network, and storage system information.
The Personal Information users provide DMI may be used for the following purposes:
- To evaluate the quality of DMI products
- To provide users with information about services that may be of interest
- To contact users
- To help DMI conduct recruitment-related activities, evaluate a user’s interest in employment, and contact a user regarding possible employment with DMI
- To deliver or provide products or services to the user
- To respond to requests
- For asset or helpdesk management
- To access and provision mobile devices
- To establish or maintain client and business relationships
- To provide access to Internet or application-based activities
- To provide data usage metrics
- To conduct other activities as necessary or appropriate in connection with the servicing and development of the business relationship
Preventing Marketing Communication
If users do not want DMI to use Personal Information data to distribute marketing communication, users can exercise the right to prevent such processing by selecting/clearing (as applicable) certain check boxes on the web pages and/or forms on which DMI collects user Personal Information for this purpose. Also, to the extent that users receive marketing communications from DMI, and wish to unsubscribe or otherwise stop receiving such communications, users can do so from the unsubscribe link on the email itself, or use the DMI Unsubscribe Page.
Accessing Collected Information
If users would like to have access to the Personal Information that DMI retains to correct inaccuracies or request removal of Personal Information from the blog, testimonials, or community forums, users may contact DMI at firstname.lastname@example.org. DMI will respond with an acknowledgement to the user’s access requests within 30 days.
In some cases, DMI may not be able to remove users Personal Information. In such cases, DMI will inform users of the inability to do so and why.
For users with an existing relationship with one of DMI’s clients, and with whom DMI has no direct relationship, refer to the client’s website and contact the client with any such requests. DMI will cooperate as appropriate with requests from clients to assist with such responses. If the client requests that DMI remove the data, DMI will respond with an acknowledgement to the request within 30 days.
DMI may share user’s Personal Information with third parties in the following scenarios:
- When users provide Personal Information in connection with a job search, it is maintained in a database that is managed by a third party service provider. DMI’s service provider is authorized to use the information only in connection with hosting, managing, and maintaining DMI’s resume database.
- DMI may provide users Personal Information to companies that provide services on DMI’s behalf. Such companies may include a payment processor or customer service provider. These companies are authorized to use Personal Information in order to provide such services to DMI.
- DMI shares users Personal Information as required by law, such as to comply with a subpoena, or similar legal process; and when DMI believes, in good faith, that disclosure is necessary to protect DMI’s rights, protect user’s safety or the safety of others, investigate fraud, or respond to a government request.
- If DMI is involved in a merger, acquisition, or sale of all or a portion of DMI’s assets, users will be notified via email or prominent notice of any change or ownership or uses of Personal Information, as well as any choices users may have regarding Personal Information.
- To any third party, with users prior consent to do so.
- DMI shares users Personal Information within DMI’s family of companies. DMI has central sales functions that cross-sell different services to individual clients. Client’s names and POCs could be shared among the different DMI companies, or from the different DMI companies to this central sales organization for lead generation. Sometimes company names and POCs are shared for cross marketing purposes as well. Customer data used to support operations, either technical data, device, or employee data, will only be used by the operation center supporting that customer, and is not shared with any other business or function within DMI.
Collecting Non-Personal Information
The Personal Information users provide DMI may be used for the following purposes:
- Log Files: DMI gathers non-personal information automatically and stores it in log files. This non-personal information includes Internet Protocol (IP) address, browser type, language, country, Internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and clickstream data. DMI uses this information, which does not identify users, to analyze trends, administer the site, track users’ movements around the site, and gather demographic information about the user base as a whole.
DMI does not link this automatically-collected data to users Personal Information.
- Managing Cookies: Users can manage cookies by using features and functions available on most Internet browsers. For example, most browsers allow users to choose what cookies can be placed on a computer, and to delete or disable cookies. Users can find instructions for managing cookie controls on websites for particular browsers. Below are links for popular browsers:
- Microsoft Internet Explorer
- Apple Safari
- Mozilla Firefox
- Google Chrome
NOTE: Disabling cookies may prevent the use of specific features on DMI sites and other websites, such as maintaining an online account.
Cookies associated with the Flash Player may be removed by managing settings with Adobe. To learn more about flash cookies, including how to delete or prevent placement of flash cookies, visit: http://www.adobe.com/products/flashplayer/security/.
- Clear Gifs (Web Beacons/Web Bugs): DMI, or our third-party tracking utility partner, employs a software technology called clear gifs (i.e., Web Beacons/Web Bugs) that helps better manage content on a site by providing information on effective content. Clear gifs are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of Web users. In contrast to cookies, which are stored on a user’s computer hard drive, clear gifs are embedded invisibly on Web pages and are about the size of the period at the end of this sentence. DMI does not tie the information gathered by clear gifs to users Personal Information.
Accessing Other Sites via Links
The DMI website contains links to other sites that are not owned or controlled by DMI. Be aware that DMI is not responsible for the privacy practices of such other sites.
DMI encourages users to be aware when leaving DMIs site, and to read the privacy statements of each and every website that collects Personal Information.
Some of DMI’s websites provide employees access to personnel and benefits information from the Internet, may provide more detailed privacy or disclaimer notices, or are subject to the DMI Employee Privacy Statement which takes priority over this notice. These websites include:
- Web Mail – webmail.dminc.com/owa/auth/logon.aspx
- Timesheets – timesheets.dminc.com/
- Password Change – itselfportal.dminc.com/
- International Password Change – pwss.dminc.com/
- DMI Human Resources Portal – portal.adp.com/
Protecting Personal Information
DMI has global hosting centers that store and process Personal Information in various locations in Europe and the United States. DMI takes reasonable precautions to protect Personal Information in these centers and in other locations in the United States from loss, misuse, unauthorized access, disclosure, alteration, and destruction. DMI also makes reasonable efforts to keep Personal Information reliable for its intended use, accurate, current, and complete. When DMI collects sensitive Personal Information on websites or through services, DMI encrypts the transmission of that information using Secure Sockets Layer (SSL) technology. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, DMI cannot guarantee its absolute security.
Retaining Personal Information
DMI will retain any Personal Information collected, as described in section 2.1 of this policy, for a maximum of 5 years or as needed to provide users services. If users wish to request that DMI no longer uses Personal Information to provide services, contact DMI at email@example.com. DMI will retain and use Personal Information as necessary to comply with legal obligations, resolve disputes, and enforce agreements.
DMI will retain Personal Information processed on behalf of clients for as long as needed to provide services to the clients. DMI will retain and use this Personal Information as necessary to comply with legal obligations, resolve disputes, and enforce agreements.
Adhering to the Safe Harbor Framework
DMI complies with the U.S.-EU Safe Harbor framework and the U.S.-Swiss Safe Harbor framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal data from EU member countries and Switzerland. DMI adheres to the Safe Harbor Privacy Principles of notice, choice, onward transfer, security, data integrity, access, and enforcement. To learn more about the Safe Harbor program, and to view DMI’s certification, visit http://www.export.gov/safeharbor/.
The following subsections provide contact information.
Contacting Digital Management, Inc.
For unresolved privacy or data use concerns that DMI has not addressed satisfactorily, contact TRUSTe at https://feedback-form.truste.com/watchdog/request.
Quality assurance (QA) representatives are responsible for performing independent reviews and/or audits throughout the lifecycle of the project to ensure process compliance. The Quality Center of Excellence (QCoE) is responsible for maintaining this policy. Suggestions for improvement may be submitted to the QCoE at QA@dminc.com.
Definitions of Acronyms and Terms
The following table defines terms related to this policy.
Table 4–1: Acronyms and Terms
|DMI||Digital Management, Inc.|
|ISP||Internet service provider|
|POC||point of contact|
|QCoE||Quality Center of Excellence|
|SSL||Secure Sockets Layer|