Privacy Policy - Zencase

Privacy Policy

At Groundswell Productivity Solutions, LLC d/b/a ZenCase (“ZenCase,” “us,” or “we”), we recognize that your privacy is important. This Privacy Policy discloses the privacy practices for our Website, www.zencase.com (the “Site”), as well as related products and services we may offer to you, including our cloud-based legal practice management application called ZenCase that is accessed via https://app.zencase.com (collectively referred to as the “Services”). This Privacy Policy also covers how personal and other information that we receive or collect about you is treated. Please read the information below to learn more about our privacy practices.

This Privacy Policy is designed to be read in connection with the Terms of Service, which is available at https://zencase.com/terms_of_service.  By using our Services, you agree to be bound by our Terms of Service, as well as this Privacy Policy.

We reserve the right to change this Privacy Policy periodically by updating this page. You should check this page from time to time to ensure that you continue to agree with the terms of this agreement. Your continued use of the Site and/or the Services after such modifications will constitute your: (a) acknowledgment of the modified Privacy Policy; and (b) your agreement to abide and be bound by that Privacy Policy.

If you have any questions about this Privacy Policy, please feel free to contact us at [email protected]

IMPORTANT: BY USING THE SITE AND/OR SERVICES, YOU GIVE YOUR CONSENT THAT ALL PERSONAL DATA THAT YOU SUBMIT MAY BE PROCESSED BY US IN THE MANNER AND FOR THE PURPOSES DESCRIBED BELOW. IF YOU DO NOT AGREE TO THESE TERMS AND CONDITIONS, DO NOT USE THE SITE OR OUR SERVICES.

Types of Information We Collect

To enhance the user experience on our Site, and to continue providing the quality Services you expect from ZenCase, we collect two types of information about our users: Personally Identifiable Information (“PII”) and Aggregate Information.

PII: This refers to information that lets us know the specifics of who you are.  Examples of PII may include your first and last name, email address, mailing address (including zip code), employer, job title and department, telephone and facsimile numbers,  and other identifying information. We also work closely with third parties (including, for example, subcontractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them, subject to your agreements with them.

Aggregate Information: This refers to information that does not by itself identify a specific individual. We gather certain information based upon where users visit on our Site and what other sites may have directed users to us.  We also automatically collect information based on how our Services are accessed and used.  

How We Collect and Use Information

We do not collect any PII about you unless you voluntarily provide it to us.  However, you may be required to provide certain PII to us when you elect to use our Site or Services.  These may include: (a) registering for an account; (b) entering a sweepstakes or contest sponsored by us or one of our partners; (c) signing up for special offers from selected third parties; (d) sending us an email message; (e) submitting a form or transmitting other information by telephone or letter; or (e) submitting your credit card or other payment information when ordering and purchasing Services. When processing certain information, such as payment information with affiliated banking institutions or payment processors, we encrypt the transaction, using Secure Socket Layer (SSL) encryption technology, in order to prevent your PII from being stolen or intercepted.  Additionally, your credit card information is never stored on our servers.

This information, which is collected in a variety of different ways, is compiled and analyzed on both a personal and an aggregated basis. This information may include the Website’s Uniform Resource Locator (“URL”) that points to the site you just came from, which URL you go to after visiting our Site, what browser you are using, and your Internet Protocol (“IP”) address.  We may use anonymized information for purposes that include testing and improving our Site and Services, research, data analysis, and developing new products and features. We may also share such anonymized information with others.

We will also use certain forms of PII to enhance the operation of our Site, improve our internal marketing and promotional efforts, statistically analyze Site use, improve our Services, and customize our Site’s content, layout, and services. We may use PII to deliver information to you and to contact you regarding administrative notices. Finally, we may use your PII to resolve disputes, troubleshoot problems, and enforce our agreements with you, including our Terms of Service and this Privacy Policy.

We may link or combine the PII we collect and/or receive about you and the information we collect automatically. This allows us to provide you with a personalized experience regardless of how you interact with us.

We may also collect certain Aggregate Information. For example, we may use your IP address to diagnose problems with our servers, software, to administer our Site and to gather demographic information. Our third-party advertising partners may also provide us with aggregate, but not individual, reports that will tell us how many ads were presented and clicked upon at out Site.

Cookies

Depending on how you use our Site and/or Services, we will store cookies on your computer in order to collect certain aggregate data about our users and to customize certain aspects of your specific user experience. A cookie is a small data text file which is stored on your computer that uniquely identifies your browser. Cookies may also include more personalized information, such as your IP address, browser type, the server your computer is logged onto, the area code and zip code associated with your server, and your first name to welcome you back to our Site. We may use cookies to perform tasks such as: monitoring aggregate site usage metrics, storing and remembering your passwords (if you allow us to do so), storing account and advertising preferences that you have set, and personalizing the Services we make available to you.

We may also use an outside advertising partner to display banner advertisements on our Site. As part of their service, they will place a separate cookie on your computer. We will not provide any third-party advertising partners with any of your PII or information about your purchases. We and our third-party ad server will collect and use Aggregate Information about you, such as your IP address, browser type, the server your computer is logged onto, the area code and zip code associated with your server and whether you responded to a particular ad. Other advertisers may also place banner ads on our Site in the same manner as above, but we will not disclose any PII to them.

Most browsers are initially set up to accept cookies, but you can reset your browser to refuse all cookies or to indicate when a cookie is being sent. However, some aspects of the Site may not function properly if you elect to disable cookies.

Release of Information

We will not sell, trade, or rent your PII to others. We do provide some of our product and Services through contractual arrangements made with affiliates, service providers, partners and other third parties (“Service Partners”). We and our Service Partners may need to use some PII in order to perform tasks between our respective sites, or to deliver Services to you. For example, we must release your credit card information to the card-issuing bank to confirm payment for Services purchased by you and provide order information to third parties that help us provide customer service.

We will encourage our Service Partners to adopt and promote strong privacy policies. However, the use of your PII by our Service Partners is governed by the respective privacy policies of those providers, and is not subject to our control.  Except as otherwise discussed in this Privacy Policy, this document only addresses the use and disclosure of information we collect from you. Other sites accessible through this Site, including our Advertising and Service Partners, have their own privacy policies and data collection, use and disclosure practices. Please consult each site’s privacy policy. We are not responsible for the policies or practices of third parties.

Occasionally we may be required by law enforcement or judicial authorities to provide PII to the appropriate governmental authorities. In such cases, we will disclose PII upon receipt of a court order, subpoena, or to cooperate with a law enforcement investigation. We fully cooperate with law enforcement agencies in identifying those who use our services for illegal activities. We reserve the right to report to law enforcement agencies any activities that we in good faith believe to be unlawful.

We may also provide Aggregate Information about our customers’ sales, traffic patterns, and related Site information to third party advertisers, but these statistics do not include any PII.

Updating and Correcting Information

We believe you should have the ability to access and edit the PII that you have provided to us. You may change any of your PII in your account online. You may also access and correct your PII and privacy preferences by emailing us at [email protected].  Please include your name, address, and/or email address where you contact us.

We encourage you to promptly update your PII if it changes. You may ask to have the information on your account deleted or removed; however, some information, such as past transactions, logs of technical support calls, or other information may not be deleted. In addition, it may be impossible to completely delete your information without some residual information because of backups.

Marketing and Advertising

From time to time, we may contact you with relevant information about ZenCase, our Site, or our Services.  Only ZenCase (or agents working on behalf of ZenCase (and under confidentiality agreements)) will send you these solicitations.  Most messages will be sent electronically.  For some messages, we may use PII we collect about you to help us determine the most relevant information to share with you.

If you do not want to receive such messages from us, you will be able to tell us by following the unsubscribe link at the bottom of our emails, or by contacting [email protected].

Security of Your PII

We strive to take appropriate security measures to protect against unauthorized access to or unauthorized alteration, disclosure or destruction of your PII. For example:

  • We work hard to ensure that the data we collect is reliable, accurate, complete and current. We encrypt all PII, in order to prevent unauthorized parties from viewing such information when it is transmitted to us. We also keep collected information only for as long as reasonably necessary and use it only for the purposes for which it was collected or to comply with any applicable legal reporting or document retention requirements.
  • We limit access to PII only to specific employees, contractors and agents who have a reasonable need to come into contact with your information. For example, we may provide members of our technical support team with limited access to your account in order to allow them to troubleshoot problems you may be having with the Site or our Services.
  • Additionally, we also employ a number of physical, electronic, and procedural safeguards to protect PII. Our secure servers and our data centers are protected by industry-standard encryption, and our servers reside behind firewalls and employ high-level password protection.
  • Finally, access by you to your PII may be available through a password and unique customer ID selected by you. This password is encrypted. We recommend that you do not divulge your password to anyone.

In order to serve you most effectively, credit card transactions and order fulfillment are handled by established third party banking institutions and processing agents.  They receive the information needed to verify and authorize your credit card or other payment information and to process your order.

Unfortunately, no data transmission over the Internet or any wireless network can be guaranteed to be 100% secure.  As a result, while we strive to protect your PII, you acknowledge that: (a) there are security and privacy limitations inherent to the Internet which are beyond our control; and (b) the security, integrity and privacy of any and all information and data exchanged between you and us through this Site or our Services cannot be guaranteed.

Referral Program

ZenCase operates a referral program through which you may choose to provide us with names and email addresses of individuals who you feel would be interested in learning more about our products and services.  We will store the contact details in order to track the success of our referral program.  The referred individual may request that their contact details be removed from our database and they may also contact us at any time at [email protected] to make the request.

When you provide us with names and email addresses of such individuals as set out above, you will obtain the prior consent of those individuals and provide them with the information as to how we handle their personal information as described in this Privacy Policy.

Links to Third-Party Sites

The ZenCase Site may, from time to time, contain links to and from third-party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for their policies. Please check the individual policies before you submit any information to those websites.

Some of the pages on our Site may utilize framing techniques to serve content to/from our partners while preserving the look and feel of our Site. Please be aware that you are providing your personal information to these third parties and not to ZenCase.

Miscellaneous

Protecting the privacy of children is especially important to us.  For that reason, we never collect or maintain information at our Site from those we actually know are under 13, nor do we allow registration of users of our Services under the age of 13.

You should also be aware that when PII is voluntarily disclosed (i.e., your name, email address, etc.) in the discussion forums or other public areas on this Site, that information, along with any information disclosed in your communication, can be collected and used by third parties and may result in unsolicited messages (including unwanted spam messages) from third parties. Such activities are beyond our control and this Privacy Policy does not apply to such information.

If you have any questions, concerns or inquiries about our Privacy Policy, or our use of your PII or our privacy practices, please contact us at [email protected].