AuditFile.com Privacy Policy

 

Last Updated: May 2, 2018

 

This is the Privacy Policy of the AuditFile.com website (the “Site”), operated by AuditFile, Inc. (together with our affiliates and subsidiaries, “AuditFile.com”, “we”, “us”, “our” and terms of similar meaning) and our related mobile applications, products, and services (together, the “Service” or “Services”). It describes the information that we collect from you as part of the normal operation of our Site, and how we use and disclose this information. All of the different forms of data, content, and information described below are collectively referred to as “information.” A “Device” is any computer used to access the AuditFile.com Service, including without limitation a desktop, laptop, mobile phone, tablet, or other consumer electronic device.

By accepting the Privacy Policy in the registration process or by visiting and using the Site, you expressly consent to our collection, use and disclosure of your personal information in accordance with this Privacy Policy. This Privacy Policy is incorporated into and subject to our Terms of Service. Capitalized terms used but not defined herein shall have the meanings ascribed to them in the Terms of Service.

 

1. The Information We Collect And Store

We may collect and store the following information when running the AuditFile.com Service:

Information You Provide. We may collect personal information that can be used to contact or identify you and may include information such as an individual’s name, email address, telephone number, bank account details, taxation details, and accounting and financial information (“Personal Information”). When you register an account or add a User to an account, we collect some Personal Information, such as your firm’s name, your name, your phone number, a credit card or other billing information, your email address and business postal addresses. When you invite others to join AuditFile.com, you provide us with certain contact information that allows us to send an invitation. We may also receive Personal Information through other users, for example if they have tried to give you access to an AuditFile.com account or refer AuditFile.com to you. It is your responsibility to ensure your Personal Information is up-to-date.

Others' Personal Information If you provide Personal Information about someone else, you must ensure and hereby agree that you are authorized to disclose that information to AuditFile.com and that, without AuditFile.com taking any further steps required by applicable data protection or privacy laws, AuditFile.com may collect, use and disclose such information for the purposes described in this Privacy Policy. You must take reasonable steps to ensure that the individual concerned is aware of and consents to the various matters detailed in this Privacy Policy, including the fact that that person’s Personal Information is being collected, the purposes for which that information is being collected, the intended recipients of that information, AuditFile.com’s identity, and how to contact AuditFile.com.

Sensitive Personal Information You are prohibited from uploading any Sensitive Personal Information about yourself or others, as set forth in the Terms of Service.

Audit Information. We collect and store the information related to audits that you provide us in connection with the AuditFile.com Service (the “Audit Information”).

Log Data. When you use the Service, we automatically record information from your Device, its software, and your activity using the Services. This may include the Device’s Internet Protocol (“IP”) address, browser type, the web page visited before you came to our website, information you select or search for on our website, locale preferences, identification numbers associated with your Devices, your mobile carrier, date and time stamps associated with transactions, system configuration information, metadata concerning your files, and other interactions with the Service.

Cookies. We also use “cookies” to collect information and improve our Services. A cookie is a small data file that we transfer to your Device. We may use “persistent cookies” to save your registration ID and login password for future logins to the Service. We may use “session ID cookies” to enable certain features of the Service, to better understand how you interact with the Service and to monitor aggregate usage and web traffic routing on the Service. You can instruct your browser, by changing its options, to stop accepting cookies or to prompt you before accepting a cookie from the websites you visit. If you do not accept cookies, however, you may not be able to use all aspects of the Service.

 

2. How We Use Personal Information

Personal Information. Personal Information is or may be used: (i) to provide and improve our Service, (ii) to administer your use of the Service, (iii) to better understand your needs and interests, (iv) to personalize and improve your experience, and (v) to provide or offer software updates and product announcements. If you no longer wish to receive communications from us, please follow the “unsubscribe” instructions provided in any of those communications, or update your account settings information.

Analytics. We also collect some information (ourselves or using third party services) using logging and cookies, such as IP address, which can sometimes be correlated with Personal Information. We use this information for the above purposes and to monitor and analyze use of the Service, for the Service’s technical administration, to increase our Service’s functionality and user-friendliness, and to verify users have the authorization needed for the Service to process their requests. We may use Google Analytics for these purposes. To learn more about the privacy policy of Google Analytics, click here, and to learn how to opt out of that service, click here.

 

3. Information Sharing and Disclosure

Your Use. Unless you specified otherwise, Audit Information and Personal Information that you provide to us may be shared with other Users that are connected to your Subscriber’s account. Under no circumstances will we sell your Audit Information or Personal Information to third parties.

Service Providers, Business Partners and Others. We may use certain trusted third party companies and individuals to help us provide, analyze, and improve the Service (including but not limited to data storage, maintenance services, database management, web analytics, payment processing, and improvement of the Service’s features). These third parties may have access to your information only for purposes of performing these tasks on our behalf and under obligations similar to those in this Privacy Policy. As of the date this policy went into effect, we use Amazon’s AWS service to store some of your information. You can read more about AWS security and compliance here.

Third-Party Applications. We may share your information with a third party application with your consent, for example when you choose to access our Services through such an application. We are not responsible for what those parties do with your information, so you should make sure you trust the application and that it has a privacy policy acceptable to you.

Compliance with Laws and Law Enforcement Requests; Protection of AuditFile.com's Rights. We may disclose to parties outside AuditFile.com information that you provide and that we collect when we have a good faith belief that disclosure is reasonably necessary to (a) comply with a law, regulation or compulsory legal request; (b) protect the safety of any person from death or serious bodily injury; (c) prevent fraud or abuse of AuditFile.com or its users; or (d) to protect AuditFile.com’s property rights.

Business Transfers. If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction, but we will notify you (for example, via email and/or a prominent notice on our website) of any change in control or use of your information, or if your information becomes subject to a different Privacy Policy. We will also notify you of choices you may have regarding the information.

Non-Private or Non-Personal Information. We may disclose your non-private, aggregated, or otherwise non-personal information, such as usage statistics of our Service.

 

4. Changing or Deleting Your Information

If you are a User with proper access control privileges, you may review, update, correct, or delete information in your Subscriber’s account. If you are a Master User, you may delete your account. In some cases we may retain copies of your information if required by law. When a User chooses to close an account, we will remove your information from our marketing and billing systems. This will ensure there are not further mailings or billings directed towards the canceled User. We may be required to retain information to comply with accepted accounting principles for other connected AuditFile.com accounts. For questions about your Personal Information on our Service, please contact privacy@auditfile.com.

 

5. Data Retention

We will retain your information for as long as your account is active or as needed to provide you the Services. If you are a Master User and wish, on behalf of a Subscriber, to cancel your account or request that we no longer use your information to provide you Services, you may delete your account. We may retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. Consistent with these requirements, we will try to delete your information quickly upon request. Please note, however, that there might be latency in deleting information from our servers and backed-up versions might exist after deletion. Only the Master User may request on behalf of a Subscriber that an account be deleted.

 

6. Security

The security of your information is important to us. We are the only engagement system to implement two-factor authentication, and all transactions on our Site are protected with 256-bit secure socket layer encryption (SSL). For more on our security, see here.

We follow generally accepted standards to protect the information submitted to us, both during transmission and once we receive it. No method of electronic transmission or storage is 100% secure, however. Therefore, we cannot guarantee its absolute security. If you have any questions about security on our website, you can contact us at privacy@auditfile.com.

 

7. Our Policy Toward Children

Our Services are not directed to persons under 13. We do not knowingly collect personally identifiable information from children under 13. If a parent or guardian becomes aware that his or her child has provided us with Personal Information without their consent, he or she should contact us at privacy@AuditFile.com. If we become aware that a child under 13 has provided us with Personal Information, we will take steps to delete such information from our files.

 

8. Contacting Us

If you have any questions about this Privacy Policy, please contact us at privacy@auditfile.com.

 

9. Changes to our Privacy Policy

This Privacy Policy may change from time to time. If we make a change to this privacy policy that we believe materially reduces your rights, we will provide you with notice (for example, by email). And we may provide notice of changes in other circumstances as well. By continuing to use the Service after those changes become effective, you agree to be bound by the revised Privacy Policy.

 

10. European Economic Area

If you are accessing the Site while in the European Economic Area, please review our European Union General Data Protection Regulation (GDPR) notice available here.