Welcome to the SurveyGizmo web site (the “Site”) operated by Widgix, LLC (“Widgix,” “we,” “our,” or “us”). As an application service provider, Widgix LLC provides you, our customer, with two-way communication tools (including our software SurveyGizmo).
We also strive for HIPAA compliance – and we want to make sure you are too! For more info, head here.
But we do comply with the law, so under limited circumstances we could be asked to release your information (e.g., if we are compelled by a subpoena).
1. What kind of information Widgix collects
In order to operate our services, Widgix collects information about both you, our customers (“Customers” or “you”) and the individuals who participate in, or are invited to participate in and/or respond to, any of your surveys (“Survey Respondents”). Collectively, the information collected about you (“Customer Information”) and Survey Respondents (“Respondent Information”) are referred to as “Information”.
Customer Information: When you register on our Site, we ask for your name and contact information, including: company name, name of contact, title of contact, company address, telephone number, email address, user name and password, and billing information which may include credit card numbers. We don’t store any credit card information, instead we use a third party service as a credit card processor. Customers also provide us with information regarding the ordered Services (e.g., the type of account plan Customers pay for, account preferences, use of survey options or preferences, etc.). In addition to the information you actively provide to us, we also collect information from other sources regarding when and how often you log on to our Site. (See “Tracking Technologies” below.)
We will not — under any circumstances — sell or rent Customer or Respondent Information to any third party.
Respondent Information: We receive Respondent Information from survey respondents. If you’re using our email campaign distribution method, you provide us with the email address, and optionally other contact information, of each Respondent. Before receiving that information, we contractually require that you warranty that you have a pre-existing relationship with the Survey Respondent and/or the Survey Respondent’s permission to receive electronic messages. Permission is considered to be granted when a contact has asked to be subscribed to a list and an email is sent to confirm the validity of the email. This “double opt-in” process ensures that all contacts have been given permission to receive bulk email and that they have provided a valid email address that will not result in bounced messages or SPAM abuse reports.
Survey Respondents provide us with the information requested by you (for example, if your survey question asks about the respondent’s gender or zip code) as well as all answers to the survey questions. Customers are solely responsible for the content of the surveys and response data as well as complying with all applicable laws and regulations that might apply to the content that is solicited by Customers, as we state in our Terms of Service. As one of our software features for our Customers, we can record: (i) if and when a Survey Respondent has responded to a survey and (ii) if and when a Survey Respondent has received a reminder. In addition, we receive any information contained in any communications a Survey Respondent makes directly with Widgix. (See “Tracking Technologies” below.)
We will not – under any circumstances – use Respondent Information for any purpose other than to provide services to our Customers.
We log Customer and Survey Respondent Internet Protocol (IP) addresses to confirm the accuracy of survey data and Survey Respondent IP addresses are also converted into geo-data for Customers within our software. For our software system administration purposes, we also log a user’s session so that we know when, how often and what pages of the Site a user visits. To avoid the need to re-insert your username and password every time you and your Survey Respondents move from one page of our Site to the next, we use a cookie. (See “Tracking Technologies” below.) We also collect information from our Customers and Respondents regarding the devices and applications used to access our services (like browser type and operating system) and referral sources (if you arrived from another website or email).
You can login to our site using third party sign-in services such as Google Accounts Authentication and Authorization. These services authenticate your identity and give you the choice to share certain types of personal information with us (like your name and email address) to pre-populate your login.
Our site includes social media features as part of our distribution methods. These features, including the Facebook Post or Twitter Post buttons, may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the feature to function properly. These features are hosted by a third party social media network (like Twitter or Facebook). Your interactions with these features are governed by those third party social media networks’ privacy policies.
Customers collect information using our software services platform. As a service provider for our Customers, Widgix acts as a custodian for that information, with no direct relationship with the individuals or end users whose personal data our software processes. Widgix provides features and services for Customers to provide notice to their end users or customers concerning the purpose for which personal information is collected. To protect the privacy of our Customers, we cannot disclose private information to end users regarding our Customers’ accounts.
Like most other websites, Widgix uses “cookies” to collect data about visitors. Cookies are alphanumeric identifiers stored on your computer’s hard drive through your Web browser for the purpose of identifying you when you visit a site or page. Cookies enable us to recognize your browser when you visit and to tell us whether you and other visitors have visited the Site previously. For these purposes your cookies are tied to personally identifiable information (like your email address). If you have provided your name or other contact information to Widgix via a web form, we are able to tie that information back to the cookie.
Cookies can be either temporary session cookies that expire at the end of a user session when the browser is closed or persistent cookies that remain on your hard drive for an extended period of time. We use persistent cookies. A persistent cookie can remain on your hard drive for an extended period of time.
We set cookies when you visit our web site, use our application, and take a survey. Cookies are used to:
You can change the settings on your browser to prevent new cookies from being set, or to notify you when a new cookie is set. Each browser is different, but the Help section for the browser will be able to show you how to change cookie preferences or clear your cookies from time to time. If you do block cookies it may impact your experience and you may not be able to take advantage of all features of our software.
Clear Gifs (Web Beacons/Web Bugs)
Our customers can use software features that will enable clear gifs (a.k.a. Web Beacons/Web Bugs) in survey distribution email campaigns to Survey Respondents. Clear gifs are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of Web users. In contrast to cookies, which are stored on a user’s computer hard drive, clear gifs are embedded invisibly on Web pages and are about the size of the period at the end of this sentence.
Widgix also uses clear gifs in our HTML-based emails to you our customers and users to let us know which emails have been opened by recipients. This allows us to gauge the effectiveness of certain communications and the effectiveness of our marketing campaigns. If you would like to opt-out of promotional emails, please follow the unsubscribe instructions included in each promotional email.
Data Collection Technology Available to Our Customers
For more information on technology available to our customers in collecting data and information on survey respondents, please visit the following pages:
Our Software Features: Data Collection Technologies
If you use our blog or any forums associated with our site, keep in mind that any personally identifiable information you submit there can be read, collected, or used by other users, and could be used to send you unsolicited messages. We are not responsible for the personally identifiable information you choose to submit in these forums or blog comments.
2. How we use the information we collect
We use Customer Information in our normal course of business, including to contact you regarding technical support, discuss billing issues, or to bring to your attention any aspect of our mutual business. We may also use your contact information to provide you with policy or product updates or to introduce new products and services.
If you do not wish to receive promotional emails from us, please follow the unsubscribe instructions included in each promotional email. We send service-related announcements when necessary to do so, and generally, you may not opt-out of these communications, which are not promotional in nature.
All Respondent Information is stored in our databases for our Customers’ benefit. At your direction, we use a Survey Respondent’s email address (and at your option other contact information) to send survey invitations, reminders, and whatever other communications you choose to use. We also use Respondent Information to improve the performance of our Site and services by analyzing site and user behavior, troubleshooting technical problems, resolving disputes and addressing complaints, and addressing compliance issues with our Terms of Service. We require our Customers to warranty their compliance with the CAN-SPAM Act of 2003, and we may have additional approval processes surrounding email campaigns. We also have a software program that alerts us about certain kinds of illegal or dangerous behavior in accounts that violates our Terms of Service. As part of our Terms of Service our Customers maintain and warranty sole responsibility over their behavior, use of our software platform, and whatever content is inserted into or solicited by our software. We make no representations or warranty over our Customers’ use of our services, nor do we control our Customers’ behaviors. If you think there may be any violations of our Terms, please report it to us at firstname.lastname@example.org.
We collect information on behalf of our Customers, just like the Post Office sending and receiving mail on behalf of individuals. If you are an end user or customer of one of our Customers and would no longer like to be contacted by one of our Customers that use our service, please contact that Customer directly.
Our staff will only access your data at a minimum necessary standard, in order to provide technical or administrative support. For instance, if you open a support ticket, hire our consulting services, call our telephone support, or your account is flagged for a security reason, then our staff may log into your account for the purpose of troubleshooting & correcting the reported issue or performing their contracted task. We will not for any reason disseminate your data other than as you have directed (e.g. email actions, sending reports, etc.). All your data is subject to the confidentiality clause (Section 11) of our Terms of Service.
Widgix retains data that we process on behalf of our Customers and data we collect from our Customers directly for as long as it is needed to provide services to our Customers. Widgix will retain and use this data as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
Sometimes users have specific needs either under Safe Harbor, HIPAA or another institutional or state requirement. (See the U.S. – E.U. Safe Harbor + HIPAA section for more info on our compliance.) For instance, occasionally data needs to be completely destroyed after its intended use. In many cases (e.g. when a customer stops paying for an account, downgrades to a different account plan, etc.), data is retired and locked away rather than actually destroyed. In most cases this makes the loss retrievable in the event of a mistake. We can, however, comply with a request for total data destruction; you just need to let us know. See our section below (Section 4) for more information on data destruction.
Our site contains links to other sites that are not owned or controlled by Widgix. Please be aware that we, Widgix, are not responsible for the privacy practices of such other sites. We encourage you to be aware when you leave our site and to read the privacy statements of each and every website that collects personally identifiable information.
3. Who we share or disclose information to
We do not share information with any third parties except under the following very limited circumstances:
4. Can the information be changed? Data deletion and data archive.
To request deletion of data from our site, please contact us in writing at email@example.com and we can help you with what is needed from you to delete the data (e.g., depending on the type of deletion: specification of what data requires deletion, signature on company letterhead, etc.). If requested in writing for confirmation, SurveyGizmo will reply with written confirmation that all requested files, database records and backups of this data have been destroyed. Data cannot be recovered after this is performed.
There is also a feature available to cancel your account within the software application. Canceling your account within the application will delete your account’s data. Ceasing to pay for your account will archive your data. You can re-access your data to be deleted by yourself or your users by paying for a monthly subscription that will allow you access the data for use (e.g. local storage on your computer, etc.) before deletion. Alternatively, if you do not require access before deletion, you can contact us directly in writing as stated above. Upon cancellation you will have 10 days before the data is deleted from our systems.
Once a Survey Respondent has submitted a survey, the Survey Respondent may not be able to access his Information through the Site. We do have software features available to allow Survey Respondents to re-access survey responses, but that must be enabled by the Survey Creator. Survey Respondents may contact you and you, in turn, will be able to view the Survey Respondent’s collected Information and, where appropriate, work with us in modifying such Information. If contacted directly by a Survey Respondent for modification of survey responses, we will contact you, our Customer, and direct the Survey Respondent to contact you.
5. Data security
We have extensive security measures in place to protect your Information, and we are committed to the protection of your data. Unique user names and passwords must be entered each time a person logs on. We work with a third party Tier I data center service provider, ViaWest, to host our Site, Services, and Software in a secure production environment that uses a firewall and other technology to reasonably prevent access from outside intruders. When transmitting sensitive Information, we also have encryption technology available for your use. (See Project Data Encryption and How to Use Secure (SSL) Survey Links for more info. Please note that additional fees may apply for project data encryption features) All of our technology and processes are not, however, guarantees of security (see our Terms of Service for more information).
Our Software Features: Security & Privacy
Our Other Pages
6. Account Ownership Transfer
If you transfer your account billing information and point of contact information (e.g. the individual who registers for the account or the user designated within our application as the main account administrator) to another individual or organization, ownership over all of your account’s data is therefore transferred to that individual or organization. This data may include confidential information, account preferences, surveys, survey response data, and/or custom reports, customized surveys or software code that you may have purchased with our professional services team. Data and account ownership transfer responsibilities lie solely with the customer. Widgix cannot and does not monitor how or why a customer or user may transfer data or account ownership.
Widgix complies with the U.S. – E.U. Safe Harbor framework and the U.S.-Swiss Safe Harbor Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal data from European Union member countries. Widgix has certified that it adheres to the Safe Harbor Privacy Principles of notice, choice, onward transfer, security, data integrity, access, and enforcement.
To learn more about the Safe Harbor program, and to view Widgix’s certification, please visit http://www.export.gov/safeharbor/ (go to U.S.-EU Safe Harbor List > go to Organization Name > search for “SurveyGizmo” which is a registered trade name for Widgix LLC).
We also strive for compliance with HIPAA (Health Insurance Portability Act). However, if you are transmitting or storing personal health information or HIPAA applies to you in any other way, you are obligated to notify us and engage in our HIPAA compliance procedures, which may include signing a business associate agreement with us as well as purchasing the add-on feature of data encryption at-rest. For other compliance measures, you may be obligated to perform yourself within your account, including turning on data encryption in-transfer (SSL links). Please note that additional fees may apply for project data encryption features
For more HIPAA compliance information, get in touch with us at firstname.lastname@example.org or by phone at (720) 496-2990. You can also take a look at some of our other website pages for more information regarding our security measures and software features:
Our Software Features: Security & Privacy
Our Other Pages
Last Updated: January 2, 2014
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