PRIVACY POLICY
This privacy statement (“Privacy Policy”) covers the site operated at www.ourrecords.com (the “Site”). We respect your right to privacy and we understand that, as a visitor to our Site, you prefer to control your own personal information preferences. For this reason, we may ask you to register or provide personal information and preferences when you visit certain areas of the Site, download free software, request information, register for or purchase products or services, or subscribe to newsletters. We will guard the personal information you share with us to ensure the content and Service we provide on the Site are tailored to your current, designated preferences.
We respect the rights users give us when opting to receive e-mail or other forms of communication and enforces internal policies to preserve those rights. It is our objective to retain the long-term ability to continue to communicate with our customers and interested parties.
As a standard part of our Service, OurRecords facilitates the communications between organizations and the members with whom they are affiliated (“Affiliations”).
If you do not want us or our representatives to contact you, you may “opt-out” of this preference (described below) at any time, whether you’re online or contacting us directly. As an option, you’ll always have the flexibility to opt back in at anytime based on previous information or newly updated information. Opt in/out options for OurRecords marketing communications or communications with organizational Affiliations may be updated through the user portal.
If you are under age 13, a law called the Children’s Online Privacy Protection Act (COPPA) says that we must have your parent’s (or legal guardian’s) permission before we may collect and use your personal information.
Acceptance of Privacy Policy
Your use of our Site and/or Service is subject to this Privacy Policy and the applicable Terms of Use. BY USING OUR SITE AND/OR SERVICE, YOU ARE ACCEPTING THE PRACTICES SET OUT IN THIS PRIVACY POLICY AND THE APPLICABLE TERMS OF USE.
If we decide to change our Privacy Policy, we will post those changes to this Privacy Policy page and any other places we deem appropriate so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. We reserve the right to modify this Privacy Policy at any time, so please review it frequently. If we make material changes to this policy, we will notify you here, or by other means, such as e-mail, at our discretion.
Your continued use of any portion of the Site following posting of the updated Privacy Policy will constitute your acceptance of the changes.
How We Collect Information
When you browse the Site, you are able to do so anonymously. Generally, we don’t collect personal information when you browse, not even your email address. Your browser, however, does automatically tell us the type of computer and operating system you are using.
Log Files. Any time you visit the Site, our servers automatically gather information from your browser (such as your IP addresses, browser type, Internet service provider (ISP), referring/exit pages, platform type, date/time stamp, and number of clicks) to analyze trends, administer the Site, prevent fraud, track visitor movement in the aggregate, and gather broad demographic information. For example, we may log your IP address for system administration purposes. IP addresses are logged to track a user’s session. This gives us an idea of which parts of our Site users are visiting. We do not share the log files externally.
Cookies. We may use “cookies” to keep track of some types of information while you are visiting the Site. Cookies are very small files placed on your computer, and they allow us to count the number of visitors to the Site and distinguish repeat visitors from new visitors. They also allow us to store passwords and user preferences and to track user trends. We rely on cookies for the proper operation of the Site; therefore if your browser is set to reject all cookies, the Site will not function properly. Users who refuse cookies assume all responsibility for any resulting loss of functionality. We do not link the cookies to any personally identifiable information.
Web Beacons. “Web beacons” (also known as “clear gifs” and “pixel tags”) are small transparent graphic images that are often used in conjunction with cookies in order to further personalize the Site for our users and to collect a limited set of information about our visitors. We may also use web beacons in email communications in order to understand the behavior of our customers. We do not link the web beacons to any personally identifiable information.
Information About You. When you purchase products or register or subscribe to the Service at the Site, we collect a wide variety of information about you. For interactive content and services such as blogs, where you may choose to have a public profile, we may display your information to other community members and visitors. You may choose to provide us with your photo(s) or video(s) and by providing us such content, you agree that we may make them available to users of the Site. Except as otherwise stated in this Privacy Policy, we do not disclose your personally identifiable information to other users of the Site.
Billing Information. To process payment for our Service, we may require your name, address, phone number, email address and credit card information. Such information is used primarily to process your order or as otherwise described herein. Credit card transactions are processed through industry standard Secure Socket Layer (SSL) and/or strong encryption (3DES) by a third party, which only uses your information for that purpose. Our third party payment processor will retain your credit card information, but we will not. We do not gather nor store your credit card information; such gathering and storing of such information is done solely through our third party payment processor. We disclaim any liability for the security of your credit card information. Your subscription will be billed on an annual basis and will automatically be renewed unless you terminate the Service in accordance with our Terms of Use. You will be asked to confirm or provide your credit card information before the expiration of your subscription. You agree to timely provide us with your confirmation and/or updated information. You expressly agree that we may instruct our third party payment processor to process your renewal subscription if you do not respond to our request within the timeframe set forth in the renewal notice. {You may want to think about a certain time period here – send renewal notice out 30 or 60 days in advance? You mentioned that you want subscriptions to auto renew, but if you are not keeping the credit card information, what happens if you change payment processors?}
E-mails and Telephone Calls. We require an e-mail address from you when you purchase and products or register for any Service at the Site. We use your e-mail for both transactional (e.g., order confirmation, refund processing) and promotional (e.g., newsletters, new product offerings, special discounts, event notifications, special third-party offers) purposes. E-mail messages we send you may contain code that enables our database to track your usage of the e-mails, including whether the e-mail was opened and what links (if any) were clicked. If you would rather not receive promotional e-mails from us, please see the section below labeled Opt-Out. We reserve the right to send you certain communications relating to the Site, such as service announcements and administrative messages, without offering you the opportunity to opt out of receiving them. We may also contact you by telephone or text message (including to any wireless number you may provide to us) solely in connection with purchases and services at the Site. If you would rather not receive telephone calls or text messages from us, you may change or delete your number from your account preferences page(s), or ask to be removed from our contact list if you receive a call or text message from us. We fully comply with the requirements of the U.S. CAN-SPAM Act.
Demographic Data. Demographic data is also collected at the Site. We use this data to tailor our visitors’ experience at our Site, showing them content that we think they might be interested in, and displaying the content according to their preferences. Some of this information may be shared with advertisers on a non-personally identifiable basis.
Online Survey Data. We may periodically conduct voluntary surveys. We encourage our visitors to participate in such surveys because they provide us with important information regarding the improvement of the Site. You may also volunteer for certain surveys that we may offer to our users, and any additional rules regarding the conduct of such surveys will be disclosed to you prior to your participation. We do not link the survey responses to any personally identifiable information, and all responses are anonymous; provided, however, that there may be instances where a survey related to an Affiliation in which case the survey responses may be linked to personally identifiable information.
Public Forums. We may make discussion boards available to our visitors. Any information that is disclosed in these areas becomes public information and you should exercise caution when deciding to disclose any personally identifiable information. Please consult the guidelines for each discussion board when posting comments on them for other specific information.
When We May Disclose Your Information to Third Parties
Disclosure to Trusted Organizational Affiliations at Your Request. As a standard part of our Service, OurRecords facilitates the communications between organizations and the members with whom they are affiliated. If you choose to accept an Affiliation with an organization, you may either (depending on the situation) directly provide your information in connection with the opportunity to such third party Affiliation, or we may provide your information to the third party organizational Affiliation by pre-populating the informational forms. Your information will not be transferred until you actually accept the Affiliation. You may opt-out of the Affiliation at any time up until this point. You agree that we will not be responsible or liable for any loss or damage of any sort incurred as the result of any such dealings, including the sharing of the information you supply to us with third party Affiliations described here, or as the result of the presence of such Affiliations on the Site.
Disclosure By Law. You acknowledge and agree that we may disclose information you provide if required to do so by law, at the request of a third party, or if we, in our sole discretion, believe that disclosure is reasonable to (1) comply with the law, requests or orders from law enforcement, or any legal process (whether or not such disclosure is required by applicable law); (2) protect or defend our, or a third party’s, rights or property; or (3) protect someone’s health or safety, such as when harm or violence against any person (including you) is threatened.
Disclosure to Trusted Third Parties By Us. We may share your non-personally identifiable information with third parties, but not in a manner that would reveal your identity. We may share your personally identifiable information, sometimes in conjunction with your non-personally identifiable information, with service providers that may be associated with us to perform functions on our behalf. For example, outsourced customer care service representatives may need access to your information to perform services for you. Your information will be treated as private and confidential by such service providers and not used for any other purpose than we authorize. In addition, from time to time, we may share personally identifiable information (such as e-mail or mailing address) about our user base with carefully selected third parties, so they can offer goods and services that we believe may be of interest to our users. If you do not wish to receive offers from our trusted partners, you can change your e-mail preferences at any time by following the steps outlined in the Opt-Out section below.
Disclosure to Trusted Third Parties at Your Request. When visiting the Site, we may provide you with advertisements, promotions, sweepstakes and offers from third party providers. If you choose to accept any such offers, you may either (depending on the situation) directly provide your information in connection with the offer to such third party provider, or we may provide your information, including billing information, to the third party provider by pre-populating the offer registration forms. Your information will not be transferred until you actually accept the offer. You may opt-out of the offer at any time up until this point. Please refer to the third party provider’s own privacy policy (provided on the offer pages) if you have any questions regarding how your information is used by such providers. Please be aware that these offers may be presented on pages framed by our Site. Although these offer pages may have the look and feel of our Site, you will be submitting your information directly to the third-party advertiser. You agree that we will not be responsible or liable for any loss or damage of any sort incurred as the result of any such dealings, including the sharing of the information you supply to us with third party providers described here, or as the result of the presence of such providers on the Site.
Information Transferred As a Result of Sale of Business. We may buy or sell assets and, depending on the transaction, your personally identifiable information may be one of the transferred assets. In the event that we are acquired by another company, your personally identifiable information may be part of the assets transferred to the acquiring party. If this occurs, you will be notified if there are any material changes to the way your personally identifiable information is collected or used.
Security
We have extensive security measures in place to protect the loss, misuse and alteration of the information stored in our database. These measures include the use of Secure Socket Layer (SSL) and/or strong encryption (3DES) technology during credit card transactions and administrative access to site data, as well as other proprietary security measures which are applied to all repositories and transfers of user information. We will exercise reasonable care in providing secure transmission of information between your computer and our servers, but given that no information transmitted over the Internet can be guaranteed 100% secure, we cannot ensure or warrant the security of any information transmitted to us over the Internet and hence accept no liability for any unintentional disclosure.
Links to or Access from Other Sites
You may be able to access the Site, your account or content of your account from third party sites, such as social networking sites, by way of various applications. The privacy policies and practices of such sites in connection with information you disclose on such sites may differ from our practices as set forth in this Privacy Policy, and you should review their policies and practices to ensure that the privacy of the information you submit on their site does not conflict with and is consistent with how you wish your information to be treated. Such sites may also place their own cookies or other files on your computer, collect data or solicit personal information from you. We are not responsible for the privacy policies or practices or the content of any other websites that may provide access to, or be linked to or from, our sites, including that of any social networking sites and third party advertisers whose offerings require you to navigate away from our sites.
Opt-Out
You may use the following options for removing your information from our e-mail database if you wish to opt out of receiving promotional e-mails and newsletters.
- Click on the “unsubscribe” link on the bottom of the e-mail;
- Send mail to the following postal address letting us know which promotional e-mails you wish to opt-out of:
OurRecords, Inc.
Attn: Unsubscribe
PO Box 250926
Plano, TX 75025
- For any services that allow you to control which e-mails you receive, go to the e-mail settings page from your profile page, and un-check the undesired promotions.
Updating Your Information
We may use the data collected from visitor cookies in aggregate form only and does not tie to them any personally identifiable information. Use of this information helps us better understand what users are seeking and learning on the Site and helps us identify potential navigation issues.
If you have registered with any of our sites, you can help us maintain the accuracy of your personal information by notifying us when you change your name, address, title, phone number, e-mail address, or your content preferences. If at any time you wish to update your information or preferences, or you prefer to stop receiving communication from us, feel free to contact us at any time.
Privacy Contacts
E-mail: privacy@ourrrecords.com
Mail: OurRecords, Inc.
Attn: Privacy
PO Box 250926
Plano, TX 75025
This Policy was last updated: October 13, 2014.