Privacy Policy

Officium Solutions LLC. and its worldwide affiliates and subsidiaries (collectively “Officium Solutions LLC”, “us”, “we”, “our”) are committed to protecting your privacy while providing you with a positive experience on our website and in using our products and services.

This Privacy Notice (“Notice”) explains our privacy practices and provides information on how and why we collect, use and share personal data from our customers, website visitors, and end users of our products and services (collectively “you”, “your”) through our interaction with you through our products and services and when you visit our international websites, available at officiumsolution.com, and associated sub-domains (“Website”), our desktop, IP desk phone, or use our unified cloud communications and collaboration platform (“Services”). The Notice also describes choices that may be available to you regarding use, access, deletion and correction of your personal information.

Officium Solutions LLC’s Privacy Notice only applies to Officium Solutions LLC Websites and Services that link to or reference this Notice. Additional information on our personal information practices may be provided in supplemental terms and conditions, supplemental privacy statements, or notices provided prior to or at the time of data collection.

Please read this Privacy Notice carefully. By using and/or accessing our Websites and Services, you acknowledge that you have read and understood this Privacy Notice. This Notice is not, however, a contract and does not create any legal rights or obligations.

How We Gather Personal Information

We may collect personal information from or about you in a variety of ways.

We collect your personal information when you actively provide it to us. For example, users directly give us personal information when signing up for an account, communicating with Officium Solutions LLC, responding to surveys, participating in events or promotions, or modifying an account profile.
We may also collect personal information about you when another user actively provides it to us. For example, if an account holder invites you to a meeting using our Services, Officium Solutions LLC would collect your email address.
We may automatically collect personal information from you as you use our Services, or visit our websites.
We may record information you provide to us over the call.
We may receive personal information about you from a business or commercial partner. For example, we may receive personal information from third-party service providers that you have linked to your use of our Services (including social media accounts, single-sign-on services, and scheduling applications), publicly available sources, data enrichment vendors, payment and delivery service vendors, advertising networks, analytics providers, and our business partners.

CATEGORIES OF PERSONAL INFORMATION WE COLLECT AND USE

As used in this Notice, “personal information” or “personal data” means any information or data relating to an identified or identifiable natural person or household that we process in connection with our Websites and Services; an identifiable natural person or household is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person or household. SMS consent or phone numbers for the purpose of SMS aren’t shared.

Officium Solutions LLC uses this personal data to:

Provide and improve our Services: We use your personal information to offer, operate, and maintain our services, including personalizing your experience and addressing customer support issues.
Protect our Services from abuse: Your data helps us detect, prevent, and respond to potential fraud, unauthorized use, security breaches, or violations of our policies.
Meet legal obligations: We collect and process personal data to comply with applicable laws, regulations, and legal requests, including knowing information about our customers for contractual, tax, or reporting obligations.
Collect analytics and metrics: We use your data to understand usage patterns, monitor service performance, and gather insights to improve and develop new features.
Market to you: With your consent, we may use your contact information to send you updates, offers, and other relevant information about our products and services.
Facilitate payments and transactions: We process your data to manage billing, payment, and related transactional activities.
Communicate with you: Whether for account-related matters, security updates, or feedback collection, we use your information to keep in touch.

Contact and Account Information

Name, username, email address, phone number, IP address, and any other identifiers a user provides when accessing or using the Service

Account holders’ usernames and account numbers

Billing name and address for paid Services

Phone number for Officium Solutions LLC, language preference, title, department

Create a customer account

Provide Officium Solutions LLC Services

Communicate with a customer

Respond to requests for support

Market to potential customers

Social media account information, single-sign-on service tokens, Google/Apple/Microsoft sign in tokens

Service Usage Data

Internet Protocol (“IP“) address, MAC address, other device ID (“UDID”), device type, operating system type and version, client version, type of camera, microphone or speakers, connection type and other related information

User feedback ratings, internal feature usage analytics, usage logs, cookie identifiers

Traffic data about the communications that take place through our platform (such as chat, video conferencing, SMS), network monitoring data

Call Detail Records produced by a telephone call or other telecommunications transactions. The record contains various attributes of the call, such as time, duration, completion status, source number and destination number;

Fraud data such as blacklist history and security logs
Metadata such as session logs and join & leave time of participants
Log data including IP address, Internet Service Provider (“ISP“), browser type, referring/exit pages, operating system, date/time stamp, and/or clickstream data
Publicly available data from End User accounts
Connect you to and optimize your experience using our Website and Services
Provide customers dashboards and reports
Respond to requests for support
Conduct fraud and threat analysis, and detect and prevent spam or unlawful or abusive activity or other violations of our acceptable use policy (“AUP”)
Monitor performance of our data centers and networks
Conduct analytics to improve Officium Solution’s Website and Service performance
Personalize your experience with our Websites and Services – for example, providing you with disclosures appropriate to your location
Comply with applicable law
SMS messages
Content of blocked SMS messages that violate our spam rules
Conduct fraud and threat analysis, and detect and prevent spam or unlawful or abusive activity or other violations of our AUP
Geolocation information
Information about where you are located when using the Service
Provide the Service
Communicate with users about the service
Respond to requests for support

Market Officium Solutions LLC’s services to account holders and/or other potential users

Personal Information we collect from End Users on behalf of Officium Solutions customers:

If you are not a Officium Solutions LLC customer but you engage in communications powered by Officium Solutions LLC Services (an “End User”), we may collect and store personal information about you on behalf of a Officium Solutions LLC customer.

End User Personal Data

Name, username, email address, phone number, IP address, cookie identifiers and any other identifiers a user provides when accessing or using the Service
Other forms of personal information we collect on behalf of the relevant customer such as title, role, organization, phone number and other related information
Other forms of personal information we collect as necessary to offer the relevant Website, Service such as IP address, cookie identifiers and other related information
Provide Officium Solutions LLC Services to the Officium Solutions LLC customer on whose behalf we collect or store the information
Communicate with a customer
Respond to requests for support
Detect and prevent spam or fraudulent activity, and detect and prevent unlawful or abusive activity or other violations of our AUP
For other legitimate business purposes permitted by our agreement with the relevant Officium Solutions LLC customer

Certain Officium Solutions LLC services may also access and store personal information about you from a customer’s social media accounts or accounts a customer may have with other third-party services, when the customer chooses to connect its Officium Solutions LLC accounts with its other accounts. This personal information may include name, email, geolocation and any other publicly available information on these platforms. With respect to social media, only personal information that an End User has directly provided to the relevant Officium Solutions LLC customer or that an End User has designated as publicly accessible will be accessed or stored. We use this personal information in connection with providing our Services to our customers. For example, we use this personal information to enable Officium Solutions LLC customers to respond to social media posts and messages from within their Officium Solutions LLC accounts, and to enable Officium Solutions LLC customers to track and analyze their interactions with End Users via social media.

Cookies and other similar technologies:

Cookies are small text files placed on your device to store data that can be recalled by a web server in the domain that placed the cookie. This data often consists of a string of numbers and letters that uniquely identifies your computer, but it can contain other information as well. Some cookies are placed by third parties acting on our behalf which we have called out below in the Third-party cookies section. Our cookies help provide additional functionality to the Websites, track the traffic patterns for our websites, combat potential fraud, and study how our users use and interact with the Websites and Services.

How we use cookies

We use cookies and similar technologies for several purposes, depending on the context or product, including:
Recognizing you if you sign in to use our offerings. This allows us to provide you with recommendations, display personalized content, and provide other customized features and services.
Keeping track of your specified preferences. This allows us to honor your likes and dislikes, such as your language and configuration preferences.
Detecting and preventing fraudulent activity and improving security.
Conducting research and diagnostics to improve our offerings.
Reporting, which allows us to measure and analyze the performance of our offerings.

First-party cookies

Strictly Necessary cookies: These cookies are necessary for the website to function and cannot be switched off in our systems. They are often set in response to actions made by you, which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms.

Functional cookies: These cookies enable the website to provide enhanced functionality and personalization. They may be set by us or by third party providers whose services we have added to our pages.

Performance cookies: These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site.

Targeting cookies: These cookies may be set through our site and may be used to build a profile of your interests and show you relevant adverts on other sites.

Third-party cookies

In addition to our own cookies, we may also use various third-party cookies to report usage statistics of the Service, deliver advertisements on and through the Service, and so on. These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites.

What are your choices regarding cookies?

Cookie Preferences on Officium Solutions LLC websites: Our cookies allow you to take advantage of some essential and useful features. Blocking some types of cookies may impact your experience of our sites. You can change your cookie preferences at any time by clicking ‘Cookie Preferences’ in the footer of the Officium Solutions LLC websites.

Browser settings: You can also manage browser cookies through your browser settings. The ‘Help’ feature on most browsers will tell you how to remove cookies from your device, prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie, how to disable cookies, and when cookies will expire. Check the support site for your browser to understand privacy settings available to you. If you block or reject some of our cookies through your browser’s settings, you might not be able to use certain offerings that require you to sign-in to an account and some features and services may not work. You might also have to manually adjust your preferences or settings every time you visit our websites.

Information we collect from third parties:

We may collect the names, e-mail addresses, postal addresses and city of residence of individuals from third parties to market our products / services to these individuals. This collection of information and marketing is always carried out in compliance with applicable law. We only collect this information where we have checked that these third parties either have your consent or these third parties are otherwise legally permitted or required to disclose your personal information to us.

For our customers and account holders, we may collect personal information about you (such as names, e-mail addresses, postal addresses and city of residence) from other sources, including publicly available databases or third parties from whom we have purchased data, and combine this data with information we already have, in accordance with applicable laws. This helps us to update, expand and analyze our records, identify new customers, and provide products and services that may be of interest to you. For our End Users, we do not use the data we collect about you when you use our services for marketing without your consent.

We may collect personal information about you from other applications you may use if you choose to integrate Officium Solutions LLC Apps or Services with other Apps or Services.

We and our third-party marketing service providers may also use the information customers send to us for our marketing purposes, if this is in accordance with your marketing preferences and applicable law. However, you may opt out of marketing communications from us by using the “unsubscribe” link within each email or by following the opt-out process described in the SMS communications.

Lawful basis for processing personal information

When we collect personal information from you in connection with offering our Website, Apps or Services, our lawful basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

We will normally collect personal information from you where we need the personal information to perform a contract with you (i.e. to provide the Services), or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect the personal information in question (i.e. Service Usage Data) or we may process your personal information where we have your consent to do so.

If we ask you to provide personal information to comply with a legal requirement or enter into a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provide your personal information).

Similarly, if we collect and use your personal information in reliance on our or a third party’s legitimate interests and those interests are not already listed above (see the “Personal Information We Collect and Use” section), we will make clear to you at the relevant time what those legitimate interests are.

If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided under the “Contact Us” section below.

SHARING AND DISCLOSURE OF PERSONAL INFORMATION TO THIRD PARTIES

We will not rent or sell personal information about you. Phone numbers collected for SMS consent will not be shared with third parties or affiliates for marketing purposes under any circumstances. We may share and disclose other personal information that we collect (as identified in the “Personal Information We Collect and Use” section) with the third parties either with your consent, or for business or legal purposes and in accordance with applicable law. We may share this information with our Business partners, contractors, vendors, and authorized third party agents in order to:

Operate, deliver, improve and customize our Websites and Services;
Provide support and technical services;
Send marketing and other operational communications related to our Websites, Apps, and Services;
Enforce our acceptable use policy;
Conduct analytics in order to better the user experience and improve Officium solutions LLC Websites and Services
Provide offers and advertisements to customers based on their interests and interactions with us.
Any third parties as part of or in connection with an actual or prospective corporate business transaction, such as a sale, merger, acquisition, joint venture, financing, corporate change, reorganization or change in control involving part or all of Officium Solutions LLC business or assets including in connection with insolvency, bankruptcy or similar proceedings;
Law enforcement agencies, regulatory or governmental bodies, or other third parties in order to respond to legal process, comply with any legal obligation; protect or defend our rights, interests or property or that of third parties; or prevent or investigate wrongdoing in connection with the Website, Apps or our Services;
Other third parties with your consent.

YOUR PRIVACY RIGHTS

Requests from End Users regarding personal information we process on behalf of our Customers as a Data Processor

In general, when processing the content of communications such as voicemails, faxes, recordings etc. in connection with our Services, we do so on behalf of our EEA/UK Customers and in accordance with their instructions as a data processor. This means that if you believe Officium Solutions LLC may have collected or stored personal information about you on behalf of a Officium Solutions LLC customer as a data processor or if you wish to access, review, modify or delete any content of your communications, under applicable EEA/UK law or otherwise, you should contact that Customer directly with your request. We will then help them to fulfill that request in accordance with their instructions.

Update and access to your information

Where we process personal information collected via our website or Apps or via our Services for our own account management, billing or marketing purposes and where required by applicable law, we provide individuals with the opportunity to access, review, modify, and delete any such personal information that we process.

Right to File Complaint

You have the right to lodge a complaint about Officium Solutions LLC’s practices with respect to your personal information with your supervisory authority. Contact details for the respective authorities are available as follows:

California: https://www.oag.ca.gov/privacy/ccpa
EU: https://edpb.europa.eu/about-edpb/about-edpb/members_en
UK: https://ico.org.uk/
Switzerland: https://www.edoeb.admin.ch/edoeb/en/home.html

Your Privacy Rights as a data subject protected by EEA/UK law or as a California Resident

If you are a person located in the EEA/UK or if you are a California resident, you may have broader rights to access and delete your personal information, to object to or restrict processing of your personal information, to correct your personal information, or request portability of your personal information.

Access: You can request more information about the personal data we hold about you. You can request a copy of the personal data.
Rectification: If you believe that any personal data, we are holding about you is incorrect or incomplete, you can request that we correct or supplement the data. You can also correct some of this information directly by logging into your Service account, if you are a customer. Please contact us as soon as possible if you notice any inaccuracy or incompleteness.
Objection: You can let us know that you object to the collection or use of your personal data for certain purposes.
Erasure: You can request that we erase some or all of your personal data from our systems. You can also delete some of this information directly by logging into your Service account, if you are a customer.
Restriction of Processing: You can ask us to restrict further processing of your personal data. (This just means you can ask us to stop using it for what we have been using it for.) This may mean that we have to delete your account.
Portability: You can ask for a copy of your personal data in a machine-readable format. You can also request that we transmit the data to someone else where it’s technically possible.
Withdrawal of Consent: If you have consented to our use of personal data for a specific purpose, you have the right to change your mind at any time. Any such decision will not affect any processing that has already occurred nor will it affect processing of your personal information conducted in reliance of lawful processing grounds other than consent. Withdrawing your consent may mean your access to the Services will be limited or suspended, and your accounts may be terminated, as applicable. Where you withdraw your consent, but we are using your information because we or a third party (e.g. your employer) have a legitimate interest in doing so, or we have different legal basis for using your information (for example, fulfilling a contract with you), we may continue to process your information, subject to your rights to access and control your information.

Additional Privacy Rights as a California Resident

If you are a California resident and receive Officium Solutions LLC Services or visit our website or Apps solely as a private individual—in other words, not as the member or representative of a company or other organization—you may have the right to receive a free, yearly accounting of:

Information identifying each third-party company to whom we may have disclosed, within the past year, personal information pertaining to you for those third parties’ direct marketing purposes; and
A description of the categories of personal information disclosed.

You may have the right to know more about personal information that we have collected or disclosed, including:

The categories of personal information that we have collected or shared about you in the preceding 12 months,
The categories of sources from which we have collected that information in the preceding 12 months,
The commercial or business reason(s) we have collected or shared that information,
The categories of third parties with whom we have shared or to whom we have sold that information in the preceding 12 months, and
Pursuant to a verifiable request, the specific pieces of information that we have collected about you.

We will not discriminate against you for exercising any of these rights under the CCPA. Unless permitted by the CCPA, we will not:

Deny you goods or services.
Charge you different prices or rates for goods or services, including through granting discounts or other benefits, or imposing penalties.
Provide you a different level or quality of goods or services.
Suggest that you may receive a different price or rate for goods or services or a different level or quality of goods or services.

Depending on the nature of your request, we may need additional information to verify your identity.

Unsubscribe from our mailing list

We give you the choice of receiving a variety of information related to us and our services. You can manage your communication preferences through the following methods:

By following the instructions included in each promotional email from us to unsubscribe from that particular mailing.
Sending us an email at support@officiumsolution.com

These choices do not apply to service notifications or other required communications that are considered part of certain Apps/Services, which you may receive periodically unless you stop using or cancel the Service in accordance with its terms and conditions.

THIRD-PARTY SITES

This Notice does not apply to, nor are we responsible for, the privacy, information or other practices of any third parties, including any third party operating any site or service to which the Website links including but not limited to social media sites. The inclusion of a link on the Website does not imply our endorsement of the linked site or service. You should check the privacy notices of those sites before providing your personal information to them.

For Officium Solutions LLC Meetings Product only: Officium Solutions LLC Meetings product is based on the Zoom platform. Our Officium Solutions LLC Privacy Notice covers how Officium Solutions LLC collects, uses and discloses personal information in connection with the use of the Zoom platform. However, this Notice does not otherwise apply to Zoom’s practices.

BLOGS AND FORUMS

Our website offers publicly accessible blogs or community forums. You should be aware that any information you provide in these areas is public and may be read, collected, and used by others who access them and may remain on the public forum indefinitely. To request removal of your personal information from our blog or community forum, In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why. We encourage all users to exercise caution when providing personal information in blogs and community forums.

SECURITY

Keeping your information secure is important to us. Like all businesses, we cannot guarantee the security of the personal information we collect and process in connection with our Websites, Apps and Services. We have, however, taken certain steps designed to reduce the risk that your personal information will be subject to loss, misuse, unauthorized access, disclosure, alteration or destruction. Officium Solutions LLC has no control over or responsibility for the security or privacy policies or practices of other sites on the Internet you might visit, interact with, or from which you might buy products or services, even if you visit them using links from our website.

DATA RETENTION

We will retain your personal information for no longer than is necessary to fulfill the purposes for which the information was originally collected unless a longer retention period is required or permitted by law, for legal, tax or regulatory reasons, or other legitimate and lawful business purposes.

The criteria used to determine our retention periods include:

necessity to fulfill our legitimate business purpose;
prescription by applicable laws, stated in the contract and other legal obligations; and
legal or regulatory obligation or investigation.

Where we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it.

We have taken appropriate safeguards to ensure that your personal information will remain protected in accordance with this Notice and applicable laws.

CHILDREN’S PRIVACY

Officium Solutions LLC does not knowingly provide products or services directly to children under the age of 16, or knowingly collect or solicit personal information from or about children under the age of 16 outside of the school offering. If you believe that a child under the age of 16 has disclosed personal information to Officium Solutions LLC outside of the school offering, please contact info@officiumsolution.com

UPDATES TO THIS NOTICE

We may update this Notice from time to time in response to changing legal, technical, or business developments. If we make nonmaterial changes to our Notice, we will post those changes on this page in addition to updating the “Last Updated” or effective date at the top of this webpage. If we make material changes, we will notify you more directly, for example by emailing you prior to such material changes taking effect. We encourage you to review this Notice regularly to stay informed of the latest modifications.

If you have any questions, comments or concerns about this Notice, please e-mail our data protection officer at support@officiumsolution.com. Or, you can write to us at:

Officium Solutions LLC

Attn: Officium Solutions LLC Privacy Team