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Privacy Statement

Privacy Statement

We are committed to secure and trustworthy Internet commerce and to the individual's right to privacy. This document applies to this website. Data protection in MeetingSphere Meeting Centers is covered in their respective Terms & Conditions.

Consent

When you call this website, we ask you to accept ‘non-essential’ cookies, i.e. cookies that help us understand how our website is used. You can, of course, deny this request. Use button 'Change Cookie Settings' below if you change your mind. For the collection of personally identifiable information, we ask for your explicit consent. If we decide to make changes to this privacy policy, we will post them here.

 

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Use and Purpose of Collected Personal Data

We only collect your information for the purposes given here and we will always tell you what it is for. For instance, when you volunteer your name or email, the form requesting that information will clearly say whether this is for supplying you with a trial or regular subscription, or for responding to a request for information, or to include you in our regular marketing communication.

We will offer EU individuals whose personal information has been transferred to us the opportunity to choose whether the personal information we have received is to be used for a purpose other than the purpose for which it was originally collected or subsequently authorized by the individual. An individual may opt-out of such uses of their personal information by contacting us at privacy@meetingsphere.com.

Who Controls Your Data

MeetingSphere Inc is an American company and our website is hosted in the US (AWS Virginia). Since our website is also used by individuals of the European Union, MeetingSphere complies with the EU-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union to the United States. MeetingSphere has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. If there is any conflict between the terms in this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield program, and to view our certification, please visit https://www.privacyshield.gov/ 

We use ‘Amazon Web Services’ as our infrastructure service provider who is also certified for compliance with that framework.

We bind our employees to observe your privacy and confidentiality rights and comply with national Data Protection regulations and the Privacy Shield Principles.

We do not share your information with 3rd parties unless required by applicable law and do not move it to locations not listed here. The following is therefore added only for compliance with the terms of the EU-U.S. Privacy Shield and does not indicate our intention to transfer your data: In the context of an onward transfer, a Privacy Shield organization has responsibility for the processing of personal information it receives under the Privacy Shield and subsequently transfers to a third party acting as an agent on its behalf. The Privacy Shield organization shall remain liable under the Principles if its agent processes such personal information in a manner inconsistent with the Principles, unless the organization proves that it is not responsible for the event giving rise to the damage. For more information on Privacy Shield Principles, please visit https://www.privacyshield.gov/EU-US-Framework.

Your Right to Information, Deletion and Opt out

If you want to know which information we hold on you, just ask under privacy@meetingsphere.com. MeetingSphere acknowledges the right of EU individuals to access their personal data pursuant to the Privacy Shield and will grant individuals reasonable access to personal information it received pursuant to these Principles. In addition, MeetingSphere will take reasonable steps to permit individuals to correct, amend, or delete such information that is demonstrated to be inaccurate or incomplete. An individual may request to access his or her information, or otherwise correct, amend, or delete his or her information pursuant to the EU-U.S. Privacy Shield Principles by contacting us at privacy@meetingsphere.com.

We will remove you directly from email lists when you unsubscribe or tell us to delete you from that list.

Be aware that we must store invoices and confirmations regarding your subscriptions for 7 years according to US accounting standards and for 10 years in Germany.

If you are an individual protected under the GDPR and therefore by the EU-U.S. Privacy Shield and do not receive timely acknowledgment of your complaint from us, or if we have not resolved your complaint, please contact or visit ICDR®/AAA® for more information or to file a complaint. An individual may be allowed to invoke binding arbitration to resolve disputes under certain limited conditions. The services of ICDR®/AAA® are provided at no cost to you. To file a complaint with the ICDR®/AAA®, click here.

Online Security

We support secure online communication using secure server and network technology not just because it is legally required but because we want your experience of our website to be simple and safe.

IP addresses

We use IP addresses to help diagnose problems, to administer our web sites, and to gather demographic information. When you visit our sites, we recognize only your domain and not your name or email address.

Security log

To secure our web servers and your data, we log the IP addresses from which a server is accessed in its security log. We guard these logs closely and do not use them logs for the profiling of users or their activity or any purpose other than security. Should it be necessary in the course of security investigations to identify the user behind a dynamic IP address, we will approach the relevant Internet service providers for that information only following due process through the prescribed legal channels.

Geo location

To serve you in the right currency and place your trial in the appropriate data center (Ireland or Virginia) we match your IP address against a geo-location database which tells us the country (for US customers, also State) you connect from. We use this information only for configuring our website just-in-time. We do not log or store location data.

Lead Forensics

Contained within our website is a tracking code provided by Lead Forensics. This code enables Lead Forensics to track activity on the website and provide us with information on the IP address of the requesting computer, the date and duration of the user’s visit, and the web pages which the user visits.

The Lead Forensics tool uses IP tracking for identifying businesses and is not the same as cookies. The Lead Forensics tracking code only provides information that is readily available in the public domain. It does not, and cannot, provide individual, personal or sensitive data regarding who has visited our website. It provides information on what companies have visited our website by identifying them from their IP address. This data may be used by us to contact the business about their experience or for marketing purposes. We will not pass this data to third parties for any reason. More information can be found at www.leadforensics.com.

Google Analytics

This website uses Google Analytics, a web analytics service provided by Google, Inc. (‘Google’). Google Analytics uses ‘cookies’, which are text files saved on your computer, to help the website analyze how you use the site. The information generated by the cookie about your use of the website will be transmitted to and stored by Google on servers in the United States. If this website anonymizes IP addresses, your IP address will be truncated by Google within an EU member state or other EEA state before being transmitted to the US. Only in exceptional situations will your full IP address be transmitted to Google servers in the United States and truncated there. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above. You can also prevent Google from collecting information (including your IP address) via cookies and processing this information by downloading this browser plugin and installing it: http://tools.google.com/dlpage/gaoptout

You can prevent data collection via Google Analytics by clicking here. An "Opt-out Cookie" shall then be applied for this website which shall prevent any future collection of your data when visiting this website. Note that if you delete this ‘cookie’ you’ll need to set it again.

Status: Opt-out cookie for Google Analytics has been set.

Further information concerning the terms and conditions of use and data privacy can be found at the Google Analytics Terms of Service or at the Google Analytics Privacy Overview. Please note that on this website, Google Analytics is supplemented by "gat._anonymizeIp();" to ensure anonymized collection of IP addresses (IP masking).

Email addresses

If you choose to give us your email address when taking out a subscription or asking for information or support, we will communicate with you regarding those matters via email. We will include you in general marketing communication only if you give us your email for that purpose.

We do not share email addresses with anyone. You can choose not to receive any more email at any time. This does not apply to email that is required for conducting ongoing business with you.

Payment information

When you buy a subscription, our website will present forms that collect your financial information, such as your banking details or credit card numbers. The information collected by these forms is not stored – not even temporarily – on our systems but on the systems of our certified payment provider Stripe. Again: Your financial information is not stored on MeetingSphere systems.

Inquiries

If you have any questions about this privacy statement – if, for example, you wish to inspect or update the information we hold about you – contact us at privacy@meetingsphere.com.

The EU-U.S. Privacy Shield subjects MeetingSphere to the investigatory and enforcement powers of the Federal Trade Commission (FTC). In compliance with the Privacy Shield Principles, MeetingSphere commits to resolve complaints about our collection or use of your personal information. As a European Union individual with inquiries or complaints regarding our Privacy Shield policy, you should first contact MeetingSphere at privacy@meetingsphere.com. MeetingSphere commits to refer unresolved Privacy Shield complaints to the International Centre for Dispute Resolution / American Arbitration Association (ICDR®/AAA®), an alternative dispute resolution provider located in the United States. If You do not receive timely acknowledgment of Your complaint from us, or if we have not resolved Your complaint, please contact or visit ICDR®/AAA® for more information or to file a complaint. An individual may be allowed to invoke binding arbitration to resolve disputes under certain limited conditions. The services of ICDR®/AAA® are provided at no cost to You.