vOffice's Privacy Statement
vOffice is a sub division of Flexi e-Solutions (FES) - headquartered in Melbourne, Australia with presence in Kuala Lumpur - Malaysia, Legazpi City - Philippines, Kerala - India, Dallas - USA and Singapore was established in 2002 as a ICT company that relentlessly aim to simplify technology to work for businesses of all sizes. FES is dedicated to establishing a trusting relationship with its users, based on respect for personal identity and information, by promoting the use of fair information practices. This privacy statement covers all Web properties owned and maintained by FES, including but not limited to www.receptionist.com.my, www.receptionist.net.au, www.flexiphonesystem.com, www.flexihostings.net, www.accessvpn.com, www.flexihostings.net.au and www.flexifax.com.my.
Because vOffice wants to demonstrate its commitment to our users' privacy, we are disclosing:
|How vOffice uses the information|
|With whom vOffice may share user information|
|Your choices about collection, use and distribution of the information|
|The safeguarding procedures that are in place to protect the loss, misuse or alteration of information under vOffice control|
|How users can correct any inaccuracies in the information|
A: Information Collection
In order to use vOffice services at any level, and to access certain information or areas of the website, a user must first complete the registration form. During registration a user is required to give contact information (such as name, telephone number or an email address). We use this information to contact the user about services on our sites.
When a user purchases a paying service, we request information from the user on our order form. A user must provide contact information (such as name, email, and billing address). If we have trouble processing an order, the information is used to contact the user.
We store information that we collect through cookies and log files to create a profile of our users. A profile is stored information that we keep on individual users that details their viewing preferences. Consequently, collected information is tied to the user's personally identifiable information to provide offers and improve the content of the site for the user. This profile is used to tailor a user's visit to our Web sites, and to direct pertinent marketing promotions to them. We do not share personally identifiable elements of your profile with other third parties. Your profile is shared in aggregate form only.
A cookie is a piece of data stored on the user's computer tied to information about the user. Usage of a cookie is in no way linked to any personally identifiable information while on our site. We use both session ID cookies and persistent cookies. For the session ID cookie, once users close the browser, the cookie simply terminates. A persistent cookie is a small text file stored on the user's hard drive for an extended period of time. Persistent cookies can be removed by following Internet browser help file directions. Persistent cookies enable us to track and target the interests of our users to enhance the experience on our site. See the "Profile" section, above.
B: Information Use and Sharing of Information
B1: Communications from the Site
Special Offers, Free Trials and Updates
We send all new customers welcoming emails and may communicate with them to introduce and explain their new services. Visitors to our website that are not customers but provide vOffice with contact information may receive emails from vOffice that contain information about our services, special offers and other promotions. Established users will occasionally receive emails containing information about us, updates on new service features, service usage tips, information about third party services or other vOffice services that are likely to be of interest to our users, and customers satisfaction questions. We may contact former customers to gather feedback on the services.
Invoices and Account Statements
We send all customers regular emails on invoices of the charges. These emails are a part of the vOffice service, and users cannot opt-out of receiving them, though they can deactivate their account.
On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account. However, these communications are not promotional in nature.
We communicate with users on a regular basis to provide requested services and regarding issues relating to their accounts. We reply via email or phone, in accordance with the users wishes.
Though we make every effort to preserve user privacy, we may need to disclose personal information when required by law wherein we have a good-faith belief that such action is necessary to comply with a current judicial proceeding, a court order or legal process served on our Web site. For example, vOffice may disclose personal information to law enforcement, other government officials, or third parties in response to criminal or civil subpoenas. Sometimes, these requests come from our third party Internet, telecommunications and service providers all over the world who supply the network required for us to deliver our services. In order to maintain the integrity of our network, we often cooperate with requests from these third party providers and/or requests from law enforcement or other governmental officials directed to these providers.
Aggregate Information (non-personally identifiable)
We may share aggregated demographic information with our partners. This is not linked to any personally identifiable information.
Third Party Intermediaries
We use an outside credit card processing company to bill users for goods and services. These companies do not retain, share, store or use personally identifiable information for any secondary purposes
In the event vOffice goes through a business transition, such as a merger, or acquisition by another company, or selling a portion of its assets, users' personal information will, in most instances, be part of the assets transferred. Users will be notified prior to a change of ownership or control of their personal information. If as a result of the business transition, the users' personally identifiable information will be used in a manner different from that stated at the time of collection they will be given a choice not to have their information used in this different manner, as described in the notification of changes section, below.
vOffice Web sites contain links to other sites. Please be aware that vOffice is not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our sites and to read the privacy statements of each and every Web site that collects personally identifiable information. This privacy statement applies solely to information collected by vOffice Web sites. vOffice has advertising and affiliate relationships with dozens of third party sites that drive interested parties to our sites. Information that is collected on these sites does not fall within the auspices of this policy.
D: Safeguards and Data Retention
D1: User Information
vOffice takes every precaution to protect its user's information. When users submit sensitive information via vOffice Web sites, their information is protected both online and off-line. When our registration/order forms ask users to enter sensitive information (such as credit card number), that information is encrypted and is protected with the best encryption software in the industry - SSL. While on a secure page, such as our paid order form, the lock icon on the bottom of Web browsers such as Netscape Navigator and Microsoft Internet Explorer becomes locked, as opposed to un-locked, or open, when users are just 'surfing'.
While we use SSL encryption to protect sensitive information online, we also employ security measures to protect user-information off-line. All of our users' information, not just the sensitive information mentioned above, is restricted in our offices. Only employees who need the information to perform a specific job (for example, our billing clerks or a customer service representative) are granted access to personally identifiable information. Finally, the servers that store personally identifiable information are in a secure environment. .
D2: Data Retention
The time period for which we keep information varies according to what the information is used for. In some cases, there are legal requirements to keep data for a minimum period. Unless there is a specific legal requirement for us to keep the information, we will retain it for no longer than is necessary for the purposes for which the data was collected or for which it is to be further processed.
E: Supplementation of Information
F: Correcting/Updating/Deleting/Deactivating Personal Information
If a user's personally identifiable information changes (such as zip code, phone, email or postal address), or if a user no longer desires our service, we provide a way to correct, update or delete/deactivate users' personally identifiable information by contacting Flexi Phone System Customer Service.
G: Notification of Changes
If, however, we are going to use users' personally identifiable information in a manner different from that stated at the time of collection we will notify users via email. Users will have a choice as to whether or not we use their information in this different manner. However, if users have opted out of all communication with the site, or deleted/deactivated their account, then they will not be contacted, nor will their personal information be used in this new manner. In addition, if we make any material changes in our privacy practices that do not affect user information already stored in our database, we will post a prominent notice on our Web site notifying users of the change. In some cases where we post a notice we will also email users, who have opted to receive communications from us, notifying them of the changes in our privacy practices.