Privacy Policy

Introduction

Sogolytics (formerly SoGoSurvey) is a Software as a Service (SaaS) based company that provides its clients tools to conduct two-way communication with their customers, employees, suppliers, and constituents. At Sogolytics, protecting the privacy of our clients, survey participants, and visitors is a core business principle. Like the postal service, we understand that the information we deliver belongs to our clients and their survey participants, not us.

Our practices stated in this Privacy Policy are applicable worldwide. Sogolytics is a global organization with legal entities, business processes, management structures, and technical systems that cross borders. We may share information between Sogolytics entities and transfer it between our offices around the world. Some countries may provide less legal protection for personal information than the country in which the information was obtained. Even if a country does not have stringent requirements for protecting your privacy, we still handle information in the manner described here.

This Privacy Policy applies only to information collected by Sogolytics on our website at the URL https://www.sogolytics.com/ (the “Site”), our Sogolytics service platform owned and operated by Sogolytics LLC (“Sogolytics”, “we”, “us”, “our”), and any other service or product provided by Sogolytics that explicitly specifies the applicability of this Privacy Policy (collectively, “Service(s)”). This Privacy Policy does not apply to data collected on third party websites, apps, or services, or the use of Sogolytics’s platform and services by third parties for collection of information, even if such third parties are Sogolytics’s partners and display Sogolytics branding on their websites, apps, or services. Data collected by third parties is subject to their own privacy policies and practices. This Privacy Policy describes how Sogolytics collects, receives, uses, stores, shares, discloses, transfers, and processes your personal information (collectively, “Process”, “Processed”, “Processing”), as well as your rights and choices in determining what we do with the information that we collect or hold about you. This Privacy Policy does not govern the Processing of non-personal or anonymized information by Sogolytics.

This Privacy Policy is a part of Sogolytics’s Terms of Service at the URL https://www.sogolytics.com/terms-of-service/. If any word or phrase has been defined within the Terms of Service, but has not been defined within this Privacy Policy, that word or phrase shall have the meaning that has been assigned to it under the Terms of Service.

If you have questions or concerns regarding this Privacy Policy, please contact us at privacy@sogolytics.com.

1. What Information does Sogolytics collect?

Sogolytics collects information about: (1) our customers (“Clients”); (2) the individuals who participate in, or are invited to participate in, any of our clients’ surveys (“Survey Participants”); and (3) any visitor to our Site, apps, platforms, and Services, whether or not they are Clients, Survey Participants, or other visitors (collectively, “Visitors”). Collectively, the information collected about our clients (“Client Information”), Survey Participants (“Participant Information”), and Visitors (“Visitor Information”) is referred to as “Information”.

1.1 All Visitors:

• If you choose to use our referral service on Sogolytics to share an article from our Service, we will ask you for your email address and your recipient’s email address. We will automatically send your recipient a one-time email in your name inviting him or her to visit the Site or Service to view the article.
• We collect certain information in accordance with the Section on “Cookies, web beacons, and other tracking technologies” below.
• If you share any personally identifiable information through comments or forms on our blog, forum, or public resources, it may be read, collected, or used by third parties to send unsolicited messages to you. You assume sole responsibility for the use of any personally identifiable information that you choose to submit in public view. To request removal of your personal information from our blogs, forums, or public resources, contact us at privacy@sogolytics.com. In some cases, we will let you know if we are unable to do so and why. We encourage all users to exercise caution when providing personal information in blogs, forums, and public posts.
• You can import contacts from Gmail or other address books to invite other individuals to become Sogolytics users. We do not collect the username and password for the email account from which you wish to import your contacts, and we only collect the contact email address for contacts that you select for that purpose.

1.2 Clients:

• When our clients register on the Service, we ask for contact information including company name, name of contact, title of contact, telephone number, email address, User ID, password, and billing information which may include credit card numbers. We may ask our clients to provide additional categories of information as mentioned in the sign-up form. Clients are required to provide us with Information that is necessary for us to provide our Services.
• Clients can log in to our Service using sign-in services such as Facebook Connect, Google Sign-in, or an Open ID provider. These services will authenticate your identity and provide you the option to share certain Information with us, such as your name and email address to pre-populate our sign-up form. Services like Facebook Connect give you the option to post information about your activities on this Service to your profile page to share with others within your network.

1.3 Survey Participants:

• We receive Participant Information from both Clients and Survey Participants. Clients provide us with contact information such as email address, and sometimes additional details including the name of each Participant. Before receiving such Information, we contractually require Clients to warrant that they have a pre-existing relationship with the Survey Participant and/or the Survey Participant’s permission to receive electronic messages.
• Survey Participants provide us with the Information requested by our Clients as well as all answers to the survey questions. Clients are the sole responsible party for the content of the surveys; We do not control the theme or questions asked in any survey. In order to enhance survey response rates, we track and record: (I) if and when a Survey Participant has responded to a survey and (ii) if and when a Survey Participant has received an invitation or a reminder to participate in a survey.

2. How Information is Processed?

We use Client Information to provide our services to our Clients, Participant Information in accordance with Client instructions, and Visitor Information to improve the features and security of our Site and Services. We use personal information strictly in accordance with this Privacy Policy. If Sogolytics intends to use any personal information in a manner that deviates from this Privacy Policy, we will provide a notice of how we intend to use that Information when we collect it. The use of that specific Information will be limited to the use stated in the alternative disclosure. If Sogolytics plans to use your Information for a new purpose that differs significantly from the one originally disclosed, we will provide you the option to opt out of such use.

2.1 All Visitors: We may use your Information:

• For our legitimate interests: To protect our legal rights, to improve the performance, features and security of our Site and Services by analyzing user behavior, or for detection or prevention of fraud or misuse of our Services or properties.
• For compliance with our legal obligations: For law enforcement purposes, for compliance with a legal requirement or court order.

2.2 Clients: We use Client Information to:

2.2.1. To fulfil our obligations to you

• To provide our services in the normal course of our business, including to contact you regarding technical support, discuss billing issues, or to bring to your attention any aspect of our mutual business such as changes to our agreements or this privacy policy.
• To provide you with strict service-related announcements when we consider it necessary to do so. For instance, we might send you an email if our service is suspended for maintenance. You may not opt-out of these necessary and non-promotional emails without terminating your account.
• Upon receiving a request for help or support from a Client, Sogolytics's authorized employees may, without seeking any additional permission or consent, undertake the following actions: (i) Access that Client’s account for the sole and limited purpose of providing help and support to the Client or their Survey Participants as per their request; (ii) Contact the Client's Survey Participants for investigation of issues; and (iii) Make necessary changes to resolve the issue.

2.2.2. For our legitimate interests: To provide you with 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.

2.3 Survey Participants: Sogolytics collects personal Information on its service platform under the direction of its clients and has no direct relationship with the individuals whose personal data it processes. If you are a customer of one of our clients and would no longer like to be contacted by one of our clients that use our service, please directly contact the Client that you interact with. Personal Participant Information may be used by Sogolytics to:

• Send survey invitations and reminders at our client’s direction.
• Fulfill the purpose for which the Client has engaged Sogolytics.
• Troubleshoot technical problems.
• Resolve disputes.
• Address complaints.
• Verify compliance with the Terms of Service.

2.4 Newsletters: If you subscribe to our newsletter(s), we will use your name and email address to send the newsletter(s) to you.

2.5 Testimonials: We may publish your comments, reviews, feedback, or testimonials regarding the Service. Such comments, reviews, feedback, or testimonials may contain personal information that has been provided by you as a part of the comment, review, feedback or testimonial. Except when we respond to a publicly available comment, review, feedback, or testimonial, we will seek your consent prior to publicly posting your name along with the comment, review, feedback, or testimonial. Please contact us at privacy@sogolytics.com if you want us to remove any comment, review, feedback, or testimonial that contains your personal information.

3. With whom Information is Shared?

Sogolytics does not use or disclose personal information for purposes that are materially different from those described in this policy. We will share your personal information with third parties only in the ways that are described in this privacy policy. Sogolytics will provide individuals with reasonable mechanisms to exercise their choices.

3.1 Participant Information with Client: Our business is the provision of tools that our clients use to conduct meaningful surveys with their employees, suppliers, customers, and constituents. Accordingly, we provide Clients with access to Participant Information obtained in response to the surveys that Clients have conducted. Clients may use Participant Information in accordance with their own privacy policy and applicable law.

3.2 As Explicitly Allowed by Clients or Participants: We may share or otherwise use Client Information as explicitly allowed by Clients, and we may share Participant Information as either the Client or the Survey Participant expressly allows. For example, Clients are given the opportunity to either hide or make available to Survey Participants for certain Client contact information in connection with any survey.

3.3 Sub-Processors Acting on Our Behalf: We may share some of your Information with other companies who provide us with technical and other services, and act as our agents that provide services to us (Sub-Processors). Sogolytics uses the Sub-Processors listed at https://www.sogolytics.com/subprocessor-list/ (as updated from time to time) for the Processing of Information. They will be contractually granted access to only that Information which is necessary for them to perform their intended tasks. We do not share any personally identifiable information with third parties who are not our Sub-Processors.

3.4 For Legal Reasons: We may disclose your personal information as required by law such as to respond to subpoenas, court orders, or legal process, or to establish or exercise our legal rights or defend against legal claims and when we believe in good faith that disclosure is necessary to protect our rights, or to protect your safety or the safety of others. In certain situations, Sogolytics may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. We may also share your Information to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our Terms of Service, or as otherwise required by law.

3.5 Merger and Acquisition: If Sogolytics is involved in a merger, acquisition, or sale of all or a portion of its assets, Clients will be notified via email and/or a prominent notice on our Site or Service of any changes in ownership, Processing of personal Information, and choices available to Clients regarding any personal Information in our possession.

3.6 Marketing: If you are a Visitor or a Client, we may share your email address with third parties for the limited purpose of showing our advertisements to you. Where required by law, we may do so only with your consent.

4. What are your rights under this Privacy Policy?

Sogolytics respects your control over your information, and, upon request, we will confirm whether we hold or are processing information that we have collected from you. You also have the right to amend or update inaccurate or incomplete personal information, request deletion of your personal information, or request that we no longer use it. Under certain circumstances we will not be able to fulfill your request, such as if it interferes with our regulatory obligations, affects legal matters, we cannot verify your identity, or it involves disproportionate cost or effort, but in any event we will respond to your request within a reasonable timeframe and provide you an explanation. In order to make such a request of us, please contact privacy@sogolytics.com.

Please note that for personal information about you that we have obtained or received for processing on behalf of a separate, unaffiliated entity which determined the means and purposes of processing, all such requests should be made to that entity directly. We will honor and support any instructions they provide us with respect to your personal information.

Clients and other Visitors except Survey Participants: If you are a client or a Visitor of the website other than a Survey Participant, you may exercise your rights by contacting us at privacy@sogolytics.com. In addition to this Section, please see Section 11 for additional clauses that are applicable to certain jurisdictions. We may, at our own discretion, require you to furnish proof of your identity and/or proof of authorization to undertake the requested action prior to granting any request under this Section. Where permitted by law and necessary to prevent abuse, Sogolytics may charge a fee for performance of its obligations under this Section.

Survey Participants: Sogolytics provides a platform for use by its clients and acts only in accordance with the directions of its clients. Once a Survey Participant has submitted a survey response, the Survey Participant will not be able to access his/her Information through the Service. Survey Participants may contact the Client that conducted the survey and that Client, in turn, will be able to view the Survey Participant’s collected Information and, where appropriate, work with us to access, modify, or delete such Information. Where required, Sogolytics will work with the Client to fulfill such requests within 30 days.
Clients may exercise the following rights for their data:

4.1 Data Ownership: Clients own all personally identifiable information that they bring to our platform, including the Information provided directly by the Clients and the Information obtained from Survey Participants in response to surveys. Sogolytics may Process the information in accordance with this Privacy Policy.

4.2 Right to Data Portability: Data may be exported from our system by Clients for external use in a format chosen by the Client from a list of formats provided by Sogolytics.

4.3 Right to be Forgotten: Sogolytics deletes Information in accordance with Section 6 below. Clients may delete any Information from their own accounts at any time. Deleted data may continue to exist in our backups for disaster recovery purposes in accordance with Section 6 below. Certain data or Information may not be deleted by Sogolytics in accordance with Section 6 below. We may refuse to grant this request if we consider the retention of your data or information to be necessary for us to protect our legal rights, for law enforcement purposes, for compliance with a legal requirement or court order, or for detection or prevention of fraud or misuse of our Service or properties.

4.4 Right to Access and Correction: Upon request by a Client, Sogolytics will inform the Client whether we hold any personal Client Information. Clients may view and modify their Client Information in our active database at any time. Certain categories of Client Information may not be modifiable through the Client’s account. The changed Information may remain in back-ups and records subject to Section 6 below.

5. Choice

If personal data is to be used in a way not previously disclosed or shared with external parties not covered in this Privacy Policy, you will be provided with the opportunity to opt-out.

Direct Marketing Communications: All direct marketing communications, such as emails, sent by Sogolytics contain instructions for unsubscribing from such communication. Alternatively, you may contact us at unsubscribe@Sogolytics.com.

Cookie Opt-out: You may opt out of Functional cookies, or Analytics and Advertising cookies, by clicking the Customize button on the cookie consent box when you visit our website. Alternatively, you may opt out of tracking cookies in your web browser by opening your browser settings, going to the privacy section, and selecting the option to block third-party cookies or non-essential tracking. For more information, please see https://www.sogolytics.com/cookies/.

6. Data storage and retention

We will use the following criteria to determine the duration for which your Information will be retained:

6.1 For the legitimate purposes of record keeping and to fulfil any legal obligations including but not limited to taxation, Sogolytics may retain your email address, contact information, name, invoices, transaction details, and the period for which you had subscribed to any Service, as long as necessary for such legitimate purposes, legal obligations, resolution of disputes, and/or enforcement of our agreements.

6.2 Personally identifiable Information will be retained as long as the Client continues to use our Service. Subject to this Section 6, upon account termination, account data will be retained for a minimum period of 30 days. Sogolytics may, but shall have no obligation to, retain or maintain data beyond the period of 30 days from the date of termination of the account.

6.3 To the extent that Client has transferred to Sogolytics or used Sogolytics services to store data under the General Data Protection Regulation Addendum ("GDPR Addendum"), Client shall be the sole responsible party for deletion of Personal Data (as defined under the GDPR Addendum) as required by Client, Client’s data subjects or applicable laws.

6.4 Subject to the restrictions under this Section 6, Clients can delete any data from their own accounts or exercise the right under clause 4.3 above at any time. Deleted data may continue to exist in our backups for disaster recovery purposes in accordance with this Section 6.

6.5 We may retain any Information until any dispute is resolved, or to protect our legal rights, or if we are obligated to do so by a law, court order, or law enforcement, or for prevention and detection of fraud or misuse of our Services or properties, or for enforcement of our agreements.

6.6 For disaster recovery, Client data back-ups are taken at regular intervals as long as the Client holds an active account with Sogolytics.

6.7 Once any Information has been deleted, it cannot be recovered.

7. How does Sogolytics protect the Information?

To prevent unwanted and unauthorized access to your information, we use the following methods, techniques, and technologies:

• The Service is hosted in a secure server environment that uses a firewall, among other technologies, to reasonably prevent access from outside intruders.
• We use security logs, train our employees, and limit access to only essential personnel.
• During transmission, your Information is protected with encryption.
• For disaster recovery, Client data back-ups are taken at regular intervals as long as the Client holds an active account with Sogolytics.

All our technologies and processes are not, however, guarantees of security. Please keep your User ID and password secret and let us know at privacy@sogolytics.com immediately if you learn or suspect that your account has been compromised or our security has been breached.

8. Cookies, web beacons, and other tracking technologies

As is true of most websites and services, we gather certain information automatically and store it in log files in order to improve the features and security of our products and services. This information may include Internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and/or clickstream data, etc. We do not link this automatically collected data to other information we collect about you.

We, and third parties on our website, also use cookies and other tracking technologies. For information about the use of cookies and other tracking technologies on our website and Service(s), please see our Cookie Policy at https://www.sogolytics.com/cookies/, incorporated herein by reference.

You can control the use of cookies as described in the Cookie Policy, but disabling cookies may limit your use of certain features or functions on our website or service.

9. Third-party website(s), app(s), software(s), or service(s)

The Services may, from time to time, contain links to the websites of our partner networks, advertisers, affiliates, or any other third-party websites, apps, or services. This Privacy Policy does not apply to data collected on third party websites, apps, or services, or the use of Sogolytics’s platform and services by third parties for collection of information, even if such third parties are Sogolytics’s partners and display Sogolytics branding on their websites, apps, or services

Sogolytics provides a limited ability to use integrations with certain third-party services. Sogolytics does not monitor or control the use of third-party integrations or services by Clients, including Non-Sogolytics Applications (as defined in the Terms of Service agreement, the Master Service Agreement, or the Enterprise Agreement, as applicable); use of such third-party integrations or services may require transfer of Client Information and/or Participant Information to the applicable third-party.

Data collected by third parties is subject to their own privacy policies and privacy practices. Please check the privacy policies and terms of service / terms and conditions of any third-party website, app, software, or service that you choose to visit or use. We do not accept any liability for any collection, storage, use / misuse, sharing, disclosure or transfer of data, viruses or other malware, or any other damage, loss or harm caused to you or anyone else as a result of your visit to, or use of, any third-party website, app, or service, or use of any third-party software.

10. Changes in this Privacy Policy

As we are constantly improving our services and expanding our business, we retain the right to modify this privacy policy at any time. In the event we make any material changes, we will notify our Clients about the change by sending an email to the email address specified in the Client’s account, by means of a notice on the Site or a Service provided by Sogolytics, and/or through other reasonable means prior to the change becoming effective. The changes will be effective 14 days after the new policy has been notified or posted on the Site or Service. Information collected after the new policy is in effect will be used in conformance with the new policy. Information gathered under the old policy will continue to be used in conformance with that policy unless: (i) for Client Information, Client agrees for the Information to be used under the new policy, or (ii) for Survey Participant Information, we in conjunction with the Client, notify Survey Participants of the changes and the Survey Participant does not prohibit the use of the Information in conformance with the new policy.

Our latest Privacy Policy can always be found at our Site. We encourage you to periodically review this page for the latest information on our privacy practices.

11. EU-US, UK Extension, and Swiss-US Data Privacy Framework

Sogolytics complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce. Sogolytics has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles (EU-U.S. DPF Principles) with regard to the processing of personal data received from the European Union in reliance on the EU-U.S. DPF and from the United Kingdom (and Gibraltar) in reliance on the UK Extension to the EU-U.S. DPF. Sogolytics has certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. Data Privacy Framework Principles (Swiss-U.S. DPF Principles) with regard to the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF. If there is any conflict between the terms in this privacy policy and the EU-U.S. DPF Principles and/or the Swiss-U.S. DPF Principles, the Principles shall govern. To learn more about the Data Privacy Framework (DPF) program, and to view our certification, please visit https://www.dataprivacyframework.gov/.

The Federal Trade Commission has jurisdiction over Sogolytics compliance with the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF. In certain situations, Sogolytics may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.

In the context of onward transfers, Sogolytics is accountable for the processing of personal data it receives, under the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and Swiss-U.S. DPF and subsequently transfers to a third party acting as an agent on its behalf. Sogolytics remains liable under the EU-U.S. DPF Principles, and the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF Principles if the Sogolytics’s agent processes personal information in a manner inconsistent with the EU-U.S. DPF Principles, and the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF Principles, unless the Sogolytics proves that it is not responsible for the event giving rise to damage.

In compliance with the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF, Sogolytics commits to resolve DPF Principles-related complaints about our collection and use of your personal information. EU and UK and Swiss individuals with inquiries or complaints regarding our handling of personal data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF should first contact us at, privacy@sogolytics.com.

Sogolytics commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF to TRUSTe, an alternative dispute resolution provider based in the United States. If you do not receive timely acknowledgment of your DPF Principles-related complaint from us, or if we have not addressed your DPF Principles-related complaint to your satisfaction, please visit https://feedback-form.trustarc.com/watchdog/request for more information or to file a complaint. These dispute resolution services are provided at no cost to you.

For complaints regarding EU-U.S. DPF, the UK Extension to the EU-U.S DPF, and Swiss-U.S. DPF compliance not resolved by any of the other DPF mechanisms, you have the possibility, under certain conditions, to invoke binding arbitration. Further information can be found on the official DPF website:
https://www.dataprivacyframework.gov/framework-article/ANNEX-I-introduction.

If you are a Client in the European Economic Area, you may alternatively contact our representative for fulfilment of your data subject rights. Our representative’s information is provided below:

Representative Name: Prighter.

Proof of representation: https://prighter.com/q/15956222

Submit a data subject request: https://prighter.com/dsrtool/15956222

12. Contact Us

If you have questions about this Privacy Policy, you can contact us at privacy@sogolytics.com.

For everything else, you can reach us at: support1@sogolytics.com
2291 Wood Oak Dr #300
Herndon, VA 20171