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Privacy policy

XMedius Solutions Inc. (“XMedius“) respects the privacy of your personal information and is committed to protecting it and using it solely for the purpose for which it was collected.

  1. SCOPE AND APPLICATION
  2. WHAT INFORMATION WE COLLECT
  3. WHY WE COLLECT THIS INFORMATION
  4. HOW IS THE INFORMATION STORED AND COMMUNICATED
  5. SECURITY
  6. HYPERLINKS AND THIRD PARTIES
  7. COOKIES
  8. GENERAL INFORMATION

 

1.    SCOPE AND APPLICATION

The term “personal information” means information that specifically identifies any individual, such as name, date of birth and email address, and any other information that is required by applicable law to be treated as “personal information”.

This Privacy Policy (the “Policy“) governs the collection, usage and storage of information obtained from the users through the use of (i) our website, (ii) the interface or web application XMediusFAX®; (iii) the interface or web application XMediusSENDSECURE®; (iv) our software solutions; or (v) any other service or solution developed by XMedius (collectively hereinafter the “Interface“). This policy applies to all information collected by XMedius through the Interface.

The Interface offers on-premises and/or cloud services relating, among other things, to the transmission of faxes and secure file sharing (the “Services“). By downloading and accessing the Interface, you agree to be bound by the terms of this Policy, the terms and conditions of the Services (the “Terms and Conditions“), the applicable End User License Agreements (“EULA“), and any other applicable laws. If you do not agree to these terms, please do not use the Interface or our Services.

XMedius reserve the right to change its Policy at any time without prior notification. The current version of the Policy is available on the Interface indicating the effective date. If the changes to the Policy are significant in nature, we will notify you by email or by posting a prominent notice on the landing page of the Interface. You will be deemed to have accepted these changes if you continue to use the Interface after any such changes. You are encouraged to periodically check our Policy.

Usage of the Interface is governed by the Terms and Conditions, which strictly prohibit any misuse of the Services such as to send content which is illegal, obscene or otherwise objectionable to third parties, including but not limited to, spamming. The Terms and Conditions applicable to the Services can be found at the following address:  https://portal.xmedius.com/terms_of_service.

 

2.    WHAT INFORMATION WE COLLECT

Specific registration with XMedius and the Services are required to download or use the Interface properly (at the exclusion of our website), in other words, your use of the Interface is linked to your Customer’s Account, as such term is defined in the Terms and Conditions.

Upon your first use of the Interface (at the exclusion of our website), you will be prompted to provide information related to your Customer’s Account in order to link the Interface to such Customer’s Account. This information may be, but is not limited to, your enterprise/site account identifier, access token, license identifier, username and password. While rendering the Services, we may also collect, but not limited to, the following information: contact information, documents, files, photos, settings, email addresses, phone numbers, credit card numbers, billing contacts and service usages.

Also, while you are accessing the Interface, your device’s operating system and unique ID, IP address, access times, MAC address, location and language may be logged automatically. This information may be stored locally on the device you are using and may be communicated to XMedius notably for rendering the Services, but also for statistical purposes and in order to improve the Interface and its features.

We sometimes require personal information in order to provide our Services. The information we collect is necessary to provide our Services, and we do not collect any information which is not strictly required by the nature of the Services. Also, XMedius may sometimes collect personal information that you willingly provide when you inform us of any problem regarding the Services or the Interface.

Furthermore, XMedius may also collect certain data regarding your use of the Interface, such as the features used or the sections navigated, or any other data to identify the operating system of the device that you are using. This data cannot be used to identify you personally.

 

3.    WHY WE COLLECT THIS INFORMATION

The information is collected and used notably for the following reasons:

  • to render the Services properly;
  • to address any problems which are brought to our attention;
  • to evaluate and improve the content and features of our Interface;
  • to contact you about your experience with the Services and the Interface and notify you about company news and promotions.

 

4.    HOW IS THE INFORMATION STORED AND COMMUNICATED

XMedius keeps your information for a period of time it deems reasonable either to fulfill identified purposes, such as rendering the Services, or in accordance with the law, whichever time frame is longer. Once your information is no longer required to be kept, we ensure it remains anonymous or destroy it in a way which ensures protection against unauthorized access or communication.

We never disclose your personal information to anyone outside of XMedius without your consent, except for the following:

  • our providers whose services have been retained to carry out duties on our behalf (e.g. data processing). XMedius takes the necessary means to ensure that these third-party providers process your information for the sole purpose identified by XMedius;
  • any entity resulting from a merger, a corporation reorganization or change in control of XMedius, in whole or in part;
  • any public authority if the law so requires, to defend our rights, or otherwise in compliance with the law. In the event where XMedius is required to divulge information or to provide a copy of such information to a governmental authority under law or pursuant to a court order, XMedius will attempt to notify you beforehand, to the extent, however, that it is legally authorized to do so.

 

We do not sell available personal information to third parties. We use collected information exclusively for our internal and marketing purposes.

At the exclusion of the metadata, and in such case, for the purposes so designated in section 3 above, we do not monitor the content of correspondence conducted through our Interface and Services. Although sent documents are kept on our servers to make them available to you and to the recipient of such documents, we do not access, or give access to, the content of the documents unless we have a reason to believe that there is an infringement of our Terms and Conditions, or only in compliance with such Terms and Conditions. We do not make the content of the documents available to any third party other than the recipient, unless we are required to do so by law.

 

5.    SECURITY

All data is stored on servers with high-security safeguards, protected against misuse and access by unauthorized individuals. We endeavor to maintain appropriate physical, procedural and technical security with respect to our offices and information storage facilities. Any information is only made available to individuals (employees or agents) who require access to such information to carry out their responsibilities.

Unless otherwise agreed upon to in writing, the country which the administrator of the Customer’s Account inputs during the initial setup of the Services determines the storage location for your data: (i) if the main country or region is in the United States of America, the storage location will be in the United States of America; (ii) if the main country or region is located within the European Union territory, the storage location will be in the European Union; and (iii) if the main country or region is in Canada or in any other countries, the storage location will be in Canada.  Furthermore, the data may be handled by third-party service providers of XMedius so as to enable XMedius to adequately render the Services. If you are not under a specific contract with us, all data will be stored on our servers in Canada.

While XMedius takes reasonable means to protect your privacy, please be aware that no method of transmitting information over the Internet or storing information is completely secure and thus XMedius cannot guarantee the absolute security of that information during the transmission or storage on its systems or of its subcontractors. XMedius cannot warrant or represent that your information will be protected against, loss, misuse, or alteration by third parties.

 

6.    HYPERLINKS AND THIRD PARTIES

The Interface may incorporate links to other sites or resources on the Internet for your information. By clicking on such links, you leave the Interface. Any personal information you submit through these sites is subject to such sites’ privacy policy. XMedius does not exercise any control on the operation of any third parties’ websites or applications and the fact that they are listed on our Interface does not incur XMedius’ liability in any manner.

 

7.    COOKIES

We may use cookies to collect some non-identifiable information regarding your computer or mobile device and your activities in order to help improve the user experience. You can manage your cookie settings directly in your browser, however, be aware that if you disable or remove cookies, some parts of the Services or of the Interface might not work properly.

 

8.    GENERAL INFORMATION

If you have any questions regarding this Policy, on access to personal information, or the collection, use and disclosure of personal information, on how to file a complaint or update your personal information, please contact our privacy officer in the following manner:

Address : 3400, de Maisonneuve Boul. W., Suite 1135, Montreal, QC Canada H3Z 3B8

Phone: +1.514.787.2100

Fax: +1.514.787.2111

Email: privacy@xmedius.com

We will do our best to treat your request promptly. Please note that we may sometimes deny your request under relevant laws.

 

Last update: 2017-07-27