Privacy Policy

Last update: May 26, 2023 V 4.7

Introduction

Voxco Group Inc. and its subsidiaries and affiliates (collectively, ‘Voxco’) is committed to protecting and respecting your privacy. When you visit our website, use our products and services, or otherwise interact with Voxco we may collect and process information about you (‘personal data’). This privacy policy outlines how Voxco handles your personal data and your rights to that data.

Who we are

Voxco is a provider of survey software to market and social research organizations, insights departments, universities, and governments. As a general course of business we may collect personal data from clients, system users, job applicants, individuals who fill out forms on our website or a website using our software (herein a ‘client website’), or have asked for information about our products and services via other means, and those wishing to provide services to Voxco. In these situations we are the ‘Data Controller’ (i.e. the party that determines what data should be collected and how it will be used), or in connection with certain processing of personal data for Clients, the ‘Data Processor’ (i.e. the organization that acts on the instructions of the Data Controller.

This privacy policy applies to Voxco as a Data Controller and covers the processing activities of all its legal entities and operating locations.   To obtain more information or contact Voxco, please see the “Additional Information” section at the end of this policy for our contact locations.

Data collected by us or our clients

Voxco clients use our software to gather survey answers from individuals. All of our products are provided through a self-service platform, whereby our clients decide what data to collect, how to manage the data and which of their system users should have access to the data. In this regard, our clients, who own and control the data they collect, are the Data Controllers; while in connection with its software-as-a-service and certain other activities, Voxco is the Data Processor (we only process personal data based on direct and specific instructions from our clients).

If you participated in a web or mobile survey from one of our clients, the survey footer may state ‘powered by Voxco’ and the data may be hosted on a Voxco-provided server environment.  Please note that regardless of those aspects, it is the Voxco client who is solely responsible for all decisions regarding any personal data they collect about or from you in the survey. For information on how a Voxco client intends to use your data (and to see their privacy policy) please contact the Voxco client from whom you received the survey invitation.

Furthermore, please note that Voxco may aggregate and/or compile anonymous data for statistical purposes. This information could be collected from forms on our website or on a client website.

The information we collect

The personal information gathered by Voxco falls into three main categories: (1) any information you actively provide to Voxco, and (2) information we collect through other means and (3) anonymous information we collect for statistical purposes.

Information you provide us

The specific personal data you provide to us may vary depending on your interaction and relationship with Voxco.  We may collect and process the following type of personal data from you and use it in accordance with this privacy policy:

• Your name, gender, job title/role and professional contact details (e.g. phone number, email and company, office address);
• Any other personal data that you actively share with us through one of the following means: filling out forms on our website (voxco.com) or related webpages, filling out forms of Voxco’s survey on our website or on a client  website (ex. free survey tools etc.), by sending an email, participating in an online chat, by providing information in any applications that we use for technical support, by leaving voice mails, conferences or webinars, or for online pages such as blogs or social media, or other means;

• Purchasing and payment information, including any credit card and banking information that you provide Voxco to process payment;
• If you visit our offices, you may be required to sign-in at our security desk by providing your name, contact information and other credentials;
• Your CV (curriculum vitae) or portfolio of work that you send us as part of a job application at Voxco;
• Any other information you provide us that may be relevant to your relationship with Voxco and that enables us to provide you products, services and information.

Information we may collect from other sources

In addition to information you provide us, we may also collect information from third parties and via automated means from our website (described below).

The sources and type of personal data includes:

• Website usage information: like most website operators, Voxco collects certain information automatically about our website traffic in order to optimize the visitor experience and continually improve our website. Specifically, when you visit our website (voxco.com) and any associated webpages, we may collect information, including but not limited to the following, about your interaction with the site: URLs of our web pages that you visited, URLs of referring and exiting pages, page views, time spent on a page, number of clicks, platform type, location data and other information about how you used the website.

• Device information: when you use our website (www.voxco.com) we collect, by automated means, technical information such as IP address or other device identifier, geolocation data, and operating system version.
• Samples: when you download our sample mobile app or participate in a sample survey, we may automatically collect information about your device (computer or mobile device).

• Third party sources: occasionally, we may collect personal data about you from publicly available sources such as, for example, Google and LinkedIn; as well as from third parties including our partners or supply chain members.

• Your employer: if you are an employee of a Voxco client (active or previous client), any personal information (e.g. email) that your employer gives to Voxco in order to provide you system access to your company’s Voxco account or other Voxco resources; or, similarly, if you are an employee of a company to whom Voxco is providing product information, demos or other communication, any of your contact information that your employer provides to Voxco in order to give you said information, product demonstration or other communication.

Information we may collect for statistical purposes

Voxco may aggregate and/or compile anonymous data for statistical purposes. We may collect and process the following type of information from a user of Voxco’s survey tool, whether on our website or a client website:

• Main reason for visiting the website;
• Feedback about the website;
• Ability to accomplish the task needed by visiting the website;
• Overall satisfaction about the website;
• How likely the user is to refer the website to a friend or colleague;
• Any other anonymous information filled out on Voxco’s forms or otherwise using Voxco’s software.

How we use your information

The data we collect about you is exclusively for Voxco’s use. We endeavor to keep your private personal data strictly confidential and never sell your information to others. Furthermore, we only share your information as described herein, if we have your consent, or if required to meet legal and contractual service obligations. We limit access to your personal information to those at Voxco who have a legitimate business need to view it.  All our employees are contractually bound to privacy and confidentiality obligations.

To the extent required by applicable law, Voxco only processes personal information where you have provided consent, Voxco has a legitimate interest, or due to legal/contractual obligations. However, Voxco could aggregate and/or compile anonymous data for statistical purposes and could share it with its clients and any other person, for any purpose, at Voxco’s sole discretion.

The processing purposes include:

• To ensure that our website and services are presented in the optimal manner for you;

• To fulfill our obligation in providing you with information, products, and services (including training) that you request from us;
• To provide you with product demonstrations, videos, sample surveys, mobile apps, information or proposals for future services that you requested, or may be interested in;
• To carry out our obligations stemming from any contracts between you and Voxco; including processing for billing purposes or for payment transactions through service providers;
• To meet legal, security, and regulatory requirements; and to protect against fraudulent, suspicious, or other illegal activities;
• To establish and maintain general communications with you, including to notify you about changes to our products and services;
• Managing our business;
• Analyzing and improving our services;
• Providing you with additional content and services; and
• Performing other actions described at the time of collection of the data or at the beginning of our relationship with you such as in a customer agreement.

How long we store your personal information

Voxco will store your personal information only for as long as it is needed to fulfill the purpose for which it was collected. Retention periods can vary based on criteria that include: scope of purpose, contract requirements, operational needs, legal reasons and archiving requirements. We will delete or depersonalize any personal information once it is no longer needed or if you send us a written request to do so.

Where we store your personal information

The majority of the personal data that Voxco collects through forms on our website, or directly from customers of Voxco, is stored in the Customer Relationship Management (CRM) system we use, namely Salesforce.com. Their privacy statement and certification can be found at: www.salesforce.com/ca/company/privacy/. Voxco has concluded a Data Processing Agreement with SalesForce

We also use Unbounce.

Other personal data may occasionally be stored and processed at our local offices.

This is not an exclusive list of vendors. Other vendors are listed below and we may use other vendors for these or other purposes in our discretion.

With whom we share your personal data

Voxco relies on a limited number of third-party service providers to assist us with our business activities.  These entities may process some of your personal data in connection with the services they provide on our behalf. They do so under instructions from Voxco and are bound by contractual obligations to provide adequate protection of your data in line with regulatory requirements.

Voxco may share your personal data with subsidiaries and affiliates for any lawful purpose.

These third parties may include:

• Companies that provide Voxco with key services in fulfilling our business obligations, such: CRM system provider, data server hosting, IT & infrastructure services, video hosting, marketing services,  analytics, etc.

• Sub-contractors who, under confidentiality engagement with Voxco, help us augment the support and professional services we provide to clients;
• Financial and other type of institutions that provide Voxco with billing, payment and financial insurance services;
• Our partners who may provide you ancillary or complementary information, services and products.

If required to comply with any legal obligations, including national security or law enforcement requirements, we may share our personal data with third parties.  And if we are involved in an acquisition, sale, or merger, we may transfer some or all of your personal data to such a third party.

Manage your personal information

You can control the personal data we have about you in several ways.

Opt-out of communications

Voxco occasionally sends marketing emails to provide information about new products, services and features. You may opt-out of receiving such communications by using the unsubscribe link included in the footer within each email, or by contacting us at one of the addresses provided below.

Note that our system users cannot opt-out of transactional communication regarding active services that are relevant for the business relationship they have with Voxco (e.g. maintenance emails, release notes).

Your rights to your personal data

You have certain rights over your personal data that Voxco collects and processes. These rights, subject to local data protection laws, may include the following rights:

• to be informed about the purpose for which your data is being collected;
• to access your personal data held by us;
• to have incorrect or incomplete personal data corrected;
• to erase/delete your personal data to the extent permitted by other legal obligations;
• to restrict Voxco’s future processing of your personal data;
• to transfer your personal data to another controller to the extent possible;
• to object to any processing of your personal data carried out on the basis of our legitimate interests.

To exercise your rights, please contact us at one of the Voxco addresses listed below or write to us at privacy@voxco.com.  Depending on the complexity of the request, we aim to address all requests within 30 days of receipt.

Additional California Privacy Rights

If you are a California resident, the California Consumer Privacy Act may entitle you to certain rights in some cases in addition to the disclosures about data collection, use and sharing contained herein. Also, California Civil Code Section 1798.83 permits you to request certain information regarding our disclosure of personal data to third parties for the third parties’ direct marketing purposes. To make such a request, please contact us by sending an email to privacy@voxco.com.

Our site, products, and services are not intended to appeal to minors. However, if you are a California resident under the age of 18, and a registered user o, California Business and Professions Code Section 22581 permits you to request and obtain removal of content or information you have publicly posted. To make such a request, please send an email with a detailed description of the specific content or information to privacy@voxco.com. We will process your request in compliance with applicable law.

Under California law, California residents who have an established business relationship with us may opt-out of our disclosing personal data about them to third parties for their marketing purposes.

Cookie policy

What are cookies?

A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember your actions and preferences (such as language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another.

How do we use cookies?

Voxco uses ‘session cookies’ (which are erased when you close your browser) and ‘permanent’ cookies to recognize repeat visits.  The use of these cookies helps Voxco improve your browsing experience and evaluate website behavior at the aggregate level. We use this information exclusively for internal purposes and we do not share this information with other parties.

Some of our service providers may also use cookies of their own, over which Voxco does not have control. These include the collection of information for analytics and advertising, to provide social media features, to improve your browsing experience (videos and types) and to ensure the service of a live chat.

How to control cookies?

You can modify your browser settings to decline or control cookies as you wish. However, if you do not accept cookies, you may not be able to experience our website as intended and to the full functionality.

Google Analytics

Google Analytics and other analytics use cookies to allow us to see how you use the products and services, so we can improve your experience. Google’s ability to use and share information collected by Google Analytics about your visits to the site is restricted by the Google Analytics Terms of Use available at http://www.google.com/analytics/terms/us.html and the Google Privacy Policy available at http://www.google.com/policies/privacy/. You can prevent Google Analytics from recognizing you on return visits to the site by disabling cookies in your browser. If you prefer to not have data reported by Google Analytics, you can install the Google Analytics Opt-out Browser Add-on available at https://tools.google.com/dlpage/gaoptout. For information about other analytics services used, please contact us using the contact information below.

To obtain additional Information

Voxco is fully committed to addressing inquires and resolving any complaints you raise to us in a timely and appropriate manner. To exercise your rights to your personal data, or obtain additional information about this privacy policy and Voxco‘s handling of your personal data, you may email us at privacy@voxco.com or contact us at one of the addresses below.

If you live in the EEA (European Economic Area):

Voxco France

66, rue Escudier

92100 Boulogne-Billancourt

FRANCE

1. +33 (0) 1 77 70 00 50

If you live outside the European Economic Area:

Group Voxco

1440 St. Catherine Street West

Suite 900

Montreal, Quebec, H3G 1R8

CANADA

1. +1 514 861-9255

European GDPR – complaints

If you reside in the European Economic Area and believe Voxco is not processing your personal data according to this privacy policy or applicable EEA data protection laws, including GDPR, you have the right to lodge a complaint with the relevant supervisory authority under which Voxco is registered – the CNIL in France.  You can find details and their contact information at the following website https://www.cnil.fr/en/home.

Please consider contacting us before you reach out to CNIL so that we may have an opportunity to resolve your complaint.

Additional privacy aspects

Privacy of minors

We do not knowingly provide this website for anyone under the age of 16.  Those who are less than 16 years of age should not use our website.

Links to other websites

As a service to our website visitors, we may provide links to other (non-Voxco) websites. Any such links are provided solely for your convenience. Voxco is not responsible for the privacy practices or the content of any third-party websites. We encourage you to read their privacy policies prior to providing any personal data.

Security

Voxco uses industry standard security technologies when transferring and receiving personal data, but there is no guarantee of 100% perfect security of personal data on the internet.

Changes to this privacy policy

Voxco reserves the right to modify this privacy policy at any time.  Any future changes we make to our privacy policy will be posted on this page on our website (www.voxco.com). If we make changes we will modify the date with “Last Updated” date at the top of this privacy policy.

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