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We take customer privacy very seriously and understand our responsibility to protect personal and confidential information. We do not sell or share customer information with anyone outside of our direct or affiliate organization, and do not make it available to outside marketers. This policy discloses our practices regarding the collection and use of customer information.
Information We May Collect:
We may collect nonpublic personal information about you (credit card information, payment history) from the following sources: information we receive from you on registration or other forms, such as your name, address, and credit card information; information about your conference call transactions with us, such as your conference call history and invoice balances; and information we receive from third parties, such as consumer reporting agencies and other lenders, regarding your credit worthiness.
Conferencing Tree provides a highly secure web portal to collect information from customers who are placing orders. This electronic ordering process enables our customers to enjoy a convenient and time saving way to begin using their requested conferencing services. We maintain physical, electronic, and procedural safeguards that comply with federal standards, safeguarding your nonpublic personal information. At any time, if you become an inactive customer, we will continue to adhere to the privacy policies and practices described above.
When an order is processed, which includes the customer’s contact information, email address and credit card information, the customer will receive a confirmation email immediately that says the order is in queue to be processed. As soon as the information is obtained off our secure server, the credit card data is automatically deleted forever from the server and is transferred to our in-house database which is secured and inaccessible to anyone outside of our organization. Internal access is limited to those individuals on a need to know basis in order to service and bill a customer’s account. We have a strict code of ethics and disciplinary procedure in place.
We encrypt credit card and other financial information for even greater protection. However, we are not responsible for unauthorized access by illegal means, in the absence of negligence by Conferencing Tree or its affiliates.
As stated in our customer order form, the customer is responsible for the security of the personal identification numbers (PIN codes) that are issued to them to access the conference bridges. If security has been breached, customers are advised to contact our customer service department to get the PIN numbers changed immediately.
We reserves the right to change this Privacy Policy at anytime. Please review this policy each time you visit our website to stay current, as continued patronage and use of this website denotes your assent to any modifications.
If at anytime you believe Conferencing Tree has acted contrary to this policy, please contact us by using our Contact Us web page and we will take whatever steps are necessary to investigate and remedy the situation.
Use of Personal Information
At certain points on the Conferencing Tree web site: www.conferencingtree.com – we will ask you to provide us with personally identifiable information that allows us to contact you or use your information as described at the point of data collection when you sign up for services on the Conferencing Tree web site, sign up for newsletters, register for our blog, use one of our services, fill out an online survey, make a request for account information, refer friends or colleagues through our Refer-a-Friend program, or enter a sweepstakes or other promotion through the Conferencing Tree web site.
Other than the use described at the point of data collection, we will only use personal information that you provide us to contact you regarding new Conferencing Tree services, features and Conferencing Tree special offers, or to notify you regarding important information relevant to your Conferencing Tree services.
We use a third-party vendors to provide conferencing services and other communication services. When you sign up for web conferencing, we will share certain account information as necessary with this vendor to provide that service. These service providers/vendors are prohibited from disclosing this information to others and is restricted to using it solely for the purpose of providing the service.
We do not give, sell, or transfer any personal information to any other third party other than as described above for the purpose of providing web conferencing services or when legally required to do so(as described under Disclosure of Information for Legal Purposes).
Use of Cookies
When you visit the Conferencing Tree web site, we will use “cookies” (small text files transferred from our Web site to your hard drive) to recognize repeat users, track general site usage patterns, to configure individual user settings for our Conferencing Plugin for Outlook®, monitor the performance of certain marketing initiatives, and to generally provide a better experience to site visitors. We do not use cookies to gather any personal information.
Security Policies
Conferencing Tree has strict internal policies and procedures to safeguard your privacy including the use of technology to maintain data security and to restrict access to personal information only to authorized users. Personal information that we collect from you is stored in environments that follow generally accepted industry security standards. However, no method of electronic storage is 100-percent secure and in the absence of negligence on the part of Conferencing Tree, we are not responsible for any piracy or other unauthorized access to such information by hackers or others who obtain access by illegal means.
You are responsible for the security of your conference call services account’s host and participant codes and PIN issued to you. Please notify us promptly either by email at support@ConferencingTree.com if you believe any of this information has been obtained by unauthorized users.
Anonymous Information Gathering
We use web analytics software to gather anonymous web site visitor information in order to provide a better experience for site visitors, to track response rates of advertising campaigns, and to gain insights into how we might improve existing services or consider new service offerings. This anonymous information consists primarily of: The technology being used by site visitors including web browser and operating system; date and time of site visits; pages visited; duration of visits; and referring web sites.
Disclosure of Information for Legal Purposes
We may disclose personal information, service usage records, and web site data logs to law enforcement agencies in the event legal process is served on us by local, state or federal law enforcement officials or in good faith in order to aid official investigations.
Third Party Web Site Links
While we do our best to provide you with helpful, trustworthy resources, we cannot endorse, approve or guarantee information, products, services, or recommendations provided at a third party web site. Because we may not always know when information on a linked site changes, we are not responsible for the content or accuracy of any third party web site. We will not be responsible for any loss or damage of any sort resulting from the use of a link on its web site nor will we be liable for any failure of products or services advertised or provided on these linked sites.
We offer links to you on an “as is” basis. When you visit a third party web site by using a link on our site, you will no longer be protected by our privacy policy or security practices. The data collection, use and security practices of the linked site may differ from the practices of our site. You should familiarize yourself with the privacy policy and security practices of the linked web site. Those are the policy and practices that will apply to your use of the linked web site, not our policy and practices.
Privacy Policy Complaints
If you believe that we have acted contrary to our privacy policy in any way, please contact us either by email at support@ConferencingTree.com or by calling us at 1-800-000-0000*. We take your trust and privacy seriously and will investigate any complaint and take reasonable actions to resolve the issue.
Privacy Policy Changes
Conferencing Tree reserves the right to modify its privacy policy at any time. Continued use of our web site and conferencing services shall constitute acceptance of any changes in privacy policy.
Conference Call Privacy and Security Tips
Conference call security is essential. Conferencing Tree’s strict security protocols, plus the following tips, will help you conduct your calls with confidence.
1) Use passcode entry to ensure only the participants invited are allowed to access your conference call.
2) Choose entry and exit tones to notify you when a participant joins or leaves your conference call
3) Conduct a roll call to find out who is on your conference call.
4) Lock your conference call to ensure that no one joins after you begin.
5) At the end of your call, disconnect all lines to ensure everyone leaves at the same time.
6) Change your conference call passcode regularly or when you suspect misuse.
7) At the beginning of your conference call, take advantage of the ability to enter a moderator billing code which tracks the subject of each call. This tool helps you monitor your usage and alerts you if your dial-in number and passcode are used without your permission.
8) Limit the distribution of your passcode to prevent misuse of your account.
9) Support materials used by conference call participants should be shredded before disposal to prevent intentional or accidental misuse of your proprietary information.