Last updated November 7, 2023
This privacy notice for IP Services, Inc. (doing business as IPS) (“IPS,” “IP Services,” “we,” “us,” or “our”), describes how and why we collect, store, use and/or share (“process”) your information when you use our services (“Services”), such as when you:
- Visit our website at https://www.ipservicesinc.com, or any website of ours that links to this privacy notice
- Engage with us in other related ways, including any sales, marketing, or events
Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at [email protected].
This summary provides key points from our privacy notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.
- We keep to a minimum the information we hold about you.
- We will not share your information with any other company or organization unless required to by law and we will not sell your information.
- We use your data to provide our services to you, meet our legal obligations, and improve our website.
- We use website cookies.
- When you visit, use, or navigate our Services, we collect and process personal information that you provide to us directly and automatically through web analytics. This information we collect can vary depending on how you interact with IPS and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.
- We process your information to provide, improve, and administer our Services, communicate with you, for security, and to comply with the law. We also process your information for other purposes with your consent. Learn more about how we process your information.
- We have organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information.
- We receive information from public databases, marketing partners, social media platforms, and other outside public sources.
- Generally, we do not give your information to third parties, but there are some exceptions – details of which are outlined below under the when and with whom do we share your personal information section.
To see more about how we use your personal data, read the notice or notices which apply best to your relationship with us below.
This website contains links to third party sites. The policies and procedures we described here do not apply to those sites. We suggest contacting those sites directly for information on their privacy, security, data collection, and distribution policies.
TABLE OF CONTENTS
- What information do we collect?
- How do we process your information?
- What Legal bases do we rely on to process your personal information?
- When and with whom will do we share your personal information?
- How long do we keep your information?
- How do we keep your information safe?
- Do we collect information from minors?
- What are your privacy rights?
- Controls for do-not-track features
- Do California residents have specific privacy rights?
- Do Virginia residents have specific privacy rights?
- Do we make updates to this policy?
- How can you contact us about this policy?
- How can you review, update, or delete the data we collect from you?
What information do we collect?
Personal information you disclose to us
In Short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to use when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.
Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect includes the following:
- Contact Information. When you submit information to IPS, we collect personal data from you which includes your name, address, job title, company, email address, and contact preferences. We do not knowingly collect personal data from persons under the age of 18.
- Communications With Us. We collect personal data from you such as email address, phone number, or mailing address when you request information about our services, request customer or technical support, or otherwise communicate with us. We collect any information that you include in the content of messages you send to us.
- Interactive Features. We offer interactive features such as chat services, forums, and social media pages. We collect information you submit or make available through these features.
- Conferences and Trade Shows. We attend conferences and trade shows where we collect personal data from individuals who interact with, or express an interest, in IPS and/or our services. If you provide us with any information at one of these events, we will use it for the purposes for which it was collected.
You are not obligated to provide us with your Personal Information. However, if you do not provide the Personal Information necessary to provide you with our products and services, you will not be able to benefit from them.
Information automatically collected
In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.
We automatically collect certain information when you visit, use, or navigate the Services. For example, Information is collected through Cookies on our website or through aggregated tracking information derived mainly by tallying page views throughout our sites. This information allows us to best tailor our content to users’ needs and to help improve our website and its functionality. This information does not reveal your specific identity (like your name or contact information) but does include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs (i.e., the page from which you navigated to the Services), country, location, information about how and when you use our Services, the links and buttons on which you click, how far you scroll on a page, the time you spend on the Services, as well as any events sent to a behavioral tracking service such as Google Tag Manager, Google Analytics, ActiveCampaign, and other technical information.
We collect this information via automated means, such as standard server logs, cookies, local browser storage, ETags, clear GIFs (also known as “Web beacons”), device fingerprinting and similar technologies. We use this information for our internal analytics and reporting purposes, to administer, operate and improve the Services and our other services and systems, and to provide services, content and advertising that are tailored to you.
The information we collect includes:
- Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. This log data includes your IP address, device type, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called “crash dumps”), and hardware settings).
- Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server) through which you accessed our Services, device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
- Location Data. We collect location data such as information about your device’s location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your Location setting on your device. However, if you choose to opt out, you may not be able to use certain aspects of the Services.
- Analytical Data. We collect analytical data about your use of the Services. For example, we collect the frequency of your access to the Services, the time you spend accessing the Services, when you scroll, as well as any events sent to a behavioral tracking service, the pages that referred you to the Services, as well as the pages and items on the Services that you viewed or interacted with.
- Inquiries. If you contact us with questions or complaints, we will collect the information related to your inquiry and to verify your identity. This may include your name, email address, postal address, telephone number and other contact information, depending on the nature of your inquiry.
How do we process your information?
In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, for purposes based on legitimate business interests, compliance with our legal obligations and the law, and/or for other purposes with your consent.
We process your personal information for a variety of reasons, depending on how you interact with our Services, including:
- To deliver and facilitate delivery of services to the user. We process your information to provide you with the requested service.
- To respond to user inquiries/offer support to users. We process your information to respond to your inquiries and solve any potential issues you might have with the requested service. We maintain records of our dealings with you.
- To send you marketing and promotional communications. We and/or our third-party marketing partners use the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt-out of our marketing emails at any time (see the “What are your privacy rights” below).
- To deliver targeted advertising to you. We may process your information to develop and display personalized content and advertising tailored to your interests, location, and more. For more information see our Cookie Notice.
- To protect our Services. We process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
- To identify usage trends. We process information about how you use our Services to better understand how they are being used so we can improve them and tailor the user experience.
- To determine the effectiveness of our marketing and promotional campaigns. We process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.
- To send administrative information to you. We use your personal information to send you product, service and new feature information and/or information about changes to our terms, conditions, and policies or to request feedback about your use of our Services.
- For other business purposes. We use your information for other business purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Services, products, services, marketing and your experience, or to request feedback.
If you contact us to apply for employment, we will hold the following information about you:
- Your name and contact information.
- Resume including qualifications, education and previous experience and employers and your referees contact details, as well as anything else you submit through our online form or that you choose to tell us.
- If you submit electronically, we also generate log files from various servers: this will include an IP address assigned to you or, more likely, to someone who provides you with Internet access.
Considering your application for Employment
We will use your resume or any information you or a recruitment agency provide to us to consider you for employment. If you are unsuccessful, we will retain this information for two years after the recruitment exercise has ended and then this information will be securely destroyed. If you are employed, this information will become part of your personnel file.
What Legal bases do we rely on to process your personal information?
In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.
If you are located in the EU or UK, this section applies to you.
The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we rely on the following legal bases to process your personal information:
- Consent. We process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time. Learn more about withdrawing your consent.
- Performance of a Contract. We process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
- Legitimate Interests. We process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we process your personal information for some of the purposes described in order to:
- Send users information about special offers and discounts on our products and services
- Develop and display personalized and relevant advertising content for our users
- Analyze how our Services are used so we can improve them to engage and retain users
- Support our marketing activities
- Diagnose problems and/or prevent fraudulent activities
- Understand how our users use our products and services so we can improve user experience
- Legal Obligations. We process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
- Vital Interests. We process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.
If you are located in Canada, this section applies to you.
We process your information if you have given us specific permission (i.e., express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e. implied consent). You can withdraw your consent at any time.
In some exceptional cases, we are legally permitted under applicable law to process your information without your consent, including, for example:
- If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way
- For investigations and fraud detection and prevention
- For business transactions provided certain conditions are met
- If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim
- For identifying injured, ill, or deceased persons and communicating with next of kin
- If we have reasonable grounds to believe an individual has been, is, or may be victim of financial abuse
- If it is reasonable to expect collection and use with consent would compromise the availability or the accuracy of the information and the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada or a province
- If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records
- If it was produced by an individual in the course of their employment, business, or profession and the collection is consistent with the purposes for which the information was produced
- If the collection is solely for journalistic, artistic, or literary purposes
- If the information is publicly available and is specified by the regulations
When and with whom do we share your personal information?
In Short: We share information in specific situations described in this section and/or with the following categories of third parties.
Vendors, Consultants, and Other Third-Party Service Providers. We share your data with third-party vendors, service providers, contractors, or agents (“third parties”) who perform services for us or on our behalf and require access to such information to do that work. We have contracts (e.g., NDA) in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organization apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct. The categories of third parties we share personal information with are as follows:
- Sales & Marketing Tools
- Sales & Marketing Services
- Performance Monitoring Tools
- Data Analytics Services
- Communication & Collaboration Tools
- Communication Services
- Ad Networks
- Social Networks
We also need to share your personal information in the following situations:
Business Transfers. We share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
Business Partners. We share your information with our business partners to offer you certain products, services, or promotions.
Disclosure for Legal Reasons or as necessary to protect IP Services, Inc. We release personal data to other parties: (1) to comply with valid legal requirements such as laws, regulations, search warrants or court orders; (2) in special cases, such as a physical threat to you or others, a threat to public security, or a threat to IPS’s systems or networks; or (3) cases in which IPS believes it is reasonably necessary to investigate or prevent suspected or actual harm, abuse, fraud, or illegal conduct.
Your web browser can be set to allow you to control whether you will accept cookies, reject cookies, or to notify you each time a cookie is sent to you. If you’ve set your browser to warn you before accepting cookies, you will receive a warning message with each cookie.
Strictly necessary Cookies. These are cookies that are required for the operation of our sites and are set automatically.
First Party Cookies. First party cookies are cookies that we have published on our websites to understand how visitors navigate our websites and improve the performance of our websites. We utilize third-party analytics providers to help us gather information about a visitor’s experience which includes browser type, time spent on our websites, pages clicked, operating system type, device type, and information related to how you navigate our site such as button clicks, scroll length, and form submissions. We utilize the information collected through first party cookies to perform website analytics and to update the layout and content of our websites. Third party analytics providers are able to read their own cookies on your device and are contractually restricted in how they can use the information collected.
First Party Cookie Opt Out. If you do not wish to have your information collected through first party cookies on our websites, most browsers allow you to adjust the browser settings to decline particular cookies or cookies from a specific website. Opting out of first party cookies may impact your website experience.
Third Party Cookie Opt Out. You can opt out of receiving ads based on your online behavior either by visiting the Digital Advertising Alliance (DAA) opt-out page at http://www.aboutads.info/choices/, the NAI opt-out page at http://optout.networkadvertising.org/?c=1, or by clicking on the Ad-Choices icon in or near the ad. If you elect to opt out of online behavioral advertising, you will still see ads, but they may not be as relevant to you. Please keep in mind that opting out is cookie-based and will only affect the specific computer and browser on which the opt out cookie is applied. If you delete your browser cookies or if you use a different computer or different browser and want to continue to be opted out of interest-based advertising, you will need to opt out again.
Customized Links. We also use customized links or other similar technologies to track email links that you click. We associate that information with information you have provided in order to provide you with more focused communications or product and service-related information.
Pixel Tags. Pixel tags, also known as “web beacons”, are used to support the collection of information through cookies and are generally not visible to a website visitor. Cookies placed on your browser, via our website or other websites you visit, communicate with the pixel tag to collect information about your interactions with our website. Pixel tags are also used in email advertising to understand the effectiveness of a particular advertising campaign.
Do Not Track. Some browsers transmit “do not track” signals to the Websites and other online services with which a user communicates. We currently do not take action in response to these signals.
For more information about cookies, including how to see what cookies have been set and how to manage or delete them, visit www.allaboutcookies.org. To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.
How long do we keep your information?
We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal requirements). No purpose in this policy will require us keeping your personal information for longer than 2 years.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
How do we keep your information safe?
In Short: We aim to protect your personal information through a system of organizational and technical security measures.
We take appropriate steps to protect your Personal Data against loss, misuse, and unauthorized access, disclosure, alteration, or destruction.
IPS employees who handle Personal Data are subject to policies and procedures to protect your Personal Data, are required to treat it confidentially and may not disclose it to unauthorized third parties.
We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.
Do we collect information from minors?
In Short: We do not knowingly collect data from or market to children under 18 years of age.
We do not knowingly solicit data from or market to children under 18 years of age. If you are a minor, do not provide us with any Personal Data. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate any associated accounts and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at [email protected].
What are your privacy rights?
In Short: In some regions, such as the European Economic Area (EEA), United Kingdom (UK), and Canada, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account (if applicable) at any time.
In some regions (like the EEA, UK, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section “How can you contact us about this policy?” below.
We will consider and act upon any request in accordance with applicable data protection laws.
If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.
If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.
Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section “How can you contact us about this policy” below.
However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us using the details provided in the section “How can you contact us about this policy” below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.
If you have questions about your privacy rights, you may email us at [email protected].
Controls for do-not-track features
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.
Do California residents have specific privacy rights?
In Short: Yes, if you are a resident of California, you are granted specific rights regarding access to your personal information.
As we are an organization that provides services globally, we may serve California residents in which we also operate in compliance of the California Consumer Privacy Act (CCPA).
When we use the term “personal information” in this statement, we are using that term as the CCPA defines it generally as “personal information” to mean information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household. However, personal information does not include publicly available, deidentified, or aggregate consumer information. Notably, the definition of “personal information” also does not apply to the collection of personal information from job applicants, employees – whether you are our employee or any employee of the entity arranging access to our Services for you, business owners, directors, officers, or contractors.
The information we collect, use, and disclose about you will vary depending on how you interact with IP Services, Inc. and our Services. To find out more, please visit the following links:
- Personal data we collect
- How we use your personal data
- When and with whom we share your personal data
We share your personal information with third party service providers such as cloud storage providers or professional services providers and our affiliates and business partners, and government agencies (if required). We do not sell your personal information as defined under the CCPA.
If you wish to submit a personal data request related to the CCPA, please complete this form. We will respond to all requests within 30 days. In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why. You may also contact us by email at [email protected].
Do Virginia residents have specific privacy rights?
In Short: Yes, if you are a resident of Virginia, you are granted specific rights regarding access to your personal information.
As we are an organization that provides services globally we may serve Virginia residents in which we also operate in compliance of the Virginia Consumer Data Protection Act (CDPA).
When we use the term “personal information” in this statement, we are using that term as the CDPA defines it generally as “personal information” to mean information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household. However, personal information does not include publicly available, deidentified, or aggregate consumer information. Notably, the definition of “personal information” also does not apply to the collection of personal information from job applicants, employees – whether you are our employee or any employee of the entity arranging access to our Services for you, business owners, directors, officers, or contractors.
The information we collect, use, and disclose about you will vary depending on how you interact with IP Services, Inc. and our Services. To find out more, please visit the following links:
- Personal data we collect
- How we use your personal data
- When and with whom we share your personal data
We share your personal information with third party service providers such as cloud storage providers or professional services providers and our affiliates and business partners, and government agencies (if required). We do not sell your personal information as defined under the CDPA.
If you wish to submit a personal data request related to the CDPA, please complete this form. We will respond to all requests within 30 days. In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why. You may also contact us by email at [email protected].
Do we make updates to this policy?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We update this privacy notice from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.
How can you contact us about this policy?
If you have questions or comments about this policy, you may contact our Data Protection Officer (DPO) by email at [email protected].
How can you review, update, or delete the data we collect from you?
You have the right to request access to the personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, please visit: https://www.ipservicesinc.com/data-request