PayFactors Group LLC (“PayFactors”) has adopted this Privacy Shield Policy (“Policy”) to establish and maintain an adequate level of Personal Data privacy protection. This Policy applies to the processing of Personal Data that PayFactors obtains from Customers located in the European Union and Switzerland.
The Federal Trade Commission (FTC) has jurisdiction over PayFactors’s compliance with the Privacy Shield.
All PayFactors employees who handle Personal Data from Europe and Switzerland are required to comply with the Principles stated in this Policy.
Capitalized terms are defined in Section 14 of this Policy.
This Policy applies to the processing of Individual Customer Personal Data that PayFactors receives in the United States concerning Individual Customers who reside in the European Union and Switzerland. PayFactors provides products and services to businesses and consumers.
This Policy does not cover data from which individual persons cannot be identified or situations in which pseudonyms are used. (The use of pseudonyms involves the replacement of names or other identifiers with substitutes so that identification of individual persons is not possible.)
PayFactors has designated the Legal Department to oversee its information security program, including its compliance with the EU Privacy Shield program and Swiss Safe Harbor. The Legal Department shall review and approve any material changes to this program as necessary. Any questions, concerns, or comments regarding this Policy also may be directed to email@example.com.
PayFactors will maintain, monitor, test, and upgrade information security policies, practices, and systems to assist in protecting the Personal Data that it collects. PayFactors personnel will receive training, as applicable, to effectively implement this Policy. Please refer to Section 7 for a discussion of the steps that PayFactors has undertaken to protect Personal Data.
III. RENEWAL / VERIFICATION
PayFactors will renew its EU Privacy Shield and US Swiss Safe Harbor certifications annually, unless it subsequently determines that it no longer needs such certification or if it employs a different adequacy mechanism.
Prior to the re-certification, PayFactors will conduct an in-house verification to ensure that its attestations and assertions with regard to its treatment of Individual Customer Personal Data are accurate and that the company has appropriately implemented these practices. Specifically, as part of the verification process, PayFactors will undertake the following:
PayFactors will prepare an internal verification statement on an annual basis.
PayFactors serves as a service provider. In our capacity as a service provider, we will receive, store, and/or process Personal Data. In such cases, we are acting as a data processor and will process the personal information on behalf of and under the direction of our partners and/or agents. The information that we collect from our Individual Customers in this capacity is used for managing transactions, reporting, other operations related to providing services to the Individual Customer, and as otherwise requested by our partner and/or agent.
PayFactors uses Personal Data that it collects directly from its Individual Customers and for its partners indirectly in its role as a service provider for the following business purposes, without limitation:
PayFactors will not disclose Personal Data to Third Parties.
Please be aware that PayFactors may be required to disclose an individual’s personal information in response to a lawful request by public authorities, including to meet national security or law enforcement requirements.
PayFactors does not collect Sensitive Data from its Individual Customers.
VII. DATA INTEGRITY AND SECURITY
PayFactors uses reasonable efforts to maintain the accuracy and integrity of Personal Data and to update it as appropriate. PayFactors has implemented physical and technical safeguards to protect Personal Data from loss, misuse, and unauthorized access, disclosure, alternation, or destruction. For example, electronically stored Personal Data is stored on a secure network with firewall protection, and access to PayFactors’s electronic information systems requires user authentication via password or similar means. PayFactors also employs access restrictions, limiting the scope of employees who have access to Individual Customer Personal Data.
Further, PayFactors uses secure encryption technology to protect certain categories of personal data. Despite these precautions, no data security safeguards guarantee 100% security all of the time.
PayFactors personnel may access and use Personal Data only if they are authorized to do so and only for the purpose for which they are authorized.
This Policy may be amended from time to time, consistent with the Privacy Shield Principles and applicable data protection and privacy laws and principles. We will make employees available of changes to this policy either by posting to our intranet, through email, or other means. We will notify Customers if we make changes that materially affect the way we handle Personal Data previously collected, and we will allow them to choose whether their Personal Data may be used in any materially different manner.
XII. QUESTIONS OR COMPLAINTS
EU Individual customers may contact PayFactors with questions or complaints concerning this Policy at the following address:
XIII. ENFORCEMENT AND DISPUTE RESOLUTION
In compliance with the US-EU Privacy Shield Principles, PayFactors commits to resolve complaints about your privacy and our collection or use of your personal information. EU individuals with questions or concerns about the use of their Personal Data should contact us at: firstname.lastname@example.org.
If a Customer’s question or concern cannot be satisfied through this process PayFactors has further committed to refer unresolved privacy complaints under US-EU Privacy Shield to an independent dispute resolution mechanism operated by the Council of Better Business Bureaus.
If you do not receive timely acknowledgement of your complaint, or if your complaint is not satisfactorily addressed by PayFactors, EU individuals may bring a complaint before the BBB EU Online Privacy Shield. Information about how to file a complaint before the BBB EU Privacy Shield program can be found at: www.bbb.org/EU-privacy-shield/for-eu-consumers/. Finally, as a last resort and in limited situations, EU individuals may seek redress from the Privacy Shield Panel, a binding arbitration mechanism.
PayFactors commits to cooperate with EU data protection authorities (DPAs) and comply with the advice given by such authorities with regard to human resources data transferred from the EU in the context of the employment relationship.
In compliance with the US Swiss Safe Harbor Principles, PayFactors commits to resolve complaints about your privacy and our collection or use of your personal information. Swiss individuals with a question or concern about the use of their Personal Data should contact us at: email@example.com.
If a Customer’s question or concern cannot be satisfied through this process PayFactors has further committed to refer unresolved privacy complaints under the US-Swiss Safe Harbor to an independent dispute resolution mechanism operated by the Council of Better Business Bureaus.
If you do not receive timely acknowledgement of your complaint, or if your complaint is not satisfactorily addressed please visit: http://www.bbb.org/EU-privacy-shield/bbb-eu-safe-harbor-dispute-resolution/ for more information and to file a complaint.
XIV. DEFINED TERMS
“Individual Customer” means an Individual customer or client of PayFactors from EU or Switzerland. The term also shall include any individual agent, representative, of an individual customer of PayFactors and all employees of PayFactors where PayFactors has obtained his or her Personal Data from such Individual Customer as part of its business relationship with PayFactors.
“Data Subject” means an identified or identifiable natural living person. An identifiable person is one who can be identified, directly or indirectly, by reference to a name, or to one or more factors unique to his or her personal physical, psychological, mental, economic, cultural or social characteristics. For Customers residing in Switzerland, a Data Subject also may include a legal entity.
“Employee” means an employee (whether temporary, permanent, part-time, or contract), former employee, independent contractor, or job applicant of PayFactors or any of its affiliates or subsidiaries, who is also a resident of a country within the European Economic Area.
“Europe” or “European” refers to a country in the European Union.
“Personal Data” as defined under the European Union Directive 95/46/EC means data that personally identifies or may be used to personally identify a person, including an individual’s name in combination with country of birth, marital status, emergency contact, salary information, terms of employment, job qualifications (such as educational degrees earned), address, phone number, e-mail address, user ID, password, and identification numbers. Personal Data does not include data that is de-identified, anonymous, or publicly available. For Switzerland, the term “person” includes both a natural person and a legal entity, regardless of the form of the legal entity.
“Sensitive Data” means Personal Data that discloses a Data Subject’s medical or health condition, race or ethnicity, political, religious or philosophical affiliations or opinions, sexual orientation, or trade union membership.
“Third Party” means any individual or entity that is neither PayFactors nor a PayFactors employee, agent, contractor, or representative.