A client is a professional individual or organization who/which has subscribed to one of our services, has paid a fee and has access to all features and benefits of our digital marketing platform.
A member is an enrolled consumer that either joined an emailing list of their own accord through a client’s opt-in email sign-up page or was enrolled by a client.
Our clients receive access to individual accounts within our digital marketing platform using a secure email and password login. These accounts are used by the client to manage and monitor their digital marketing activities.
A member profile is stored information that our organization keeps on individual members which details their contact information, demographics and viewing preferences, demonstrated by opening email messages, clicking on links contained within an email message and submitting completed forms.
Our organization is the owner of client and member information collected on member list uploads, email opt-in or sign-up pages. Our organization also collects information from our clients at several different points during the new client setup process in order to customize a client account and produce an email newsletter template for the client. (For example, clients can append the data we have on them to include links back to their website or to social media URLs.) We require our clients to provide us with information, including contact and account information. Data, such as name, address, email address and phone number, in addition to financial billing information (as in billing address or credit card number, if applicable) will be collected as needed. Should a client originate from the marketing efforts of certain other websites, client information is shared with such other entity but not any member list or member email addresses. Clients who participate in third-party advertising may provide member contact information to a third party when a member clicks or opens advertising options. The number of aggregated and total members in client databases as well as blind statistics or blind data may be shared with outside parties from time to time as redacted information in order to show statistical analyses or demonstrate the performance of our organization’s digital marketing platform.
In order to use our digital marketing platform, a client uploads (one at a time or in bulk) email addresses, names and various contact information and/or demographic information for their members. This information constitutes a client’s member list and is then stored in our database for subsequent distribution of email newsletters, email campaigns and/or single email launches on behalf of the client through their individual accounts. When a member of a client receives an email from the client, the member has the ability to update their profile by adding personal information to the client’s database. This profile information update feature is optional for the member. Members may periodically be asked to join certain subsets of the client’s database based on their interests. Clients may also choose to append their members’ profile information based on recognized behavioral trends or demographic information. Our organization then has the right to deliver content specific to members who have either opted into a certain distribution based on these interests or have been added to a distribution group by a client. Our organization does not distribute, sell or share email addresses provided by our clients as database members. Clients who choose to participate in third-party advertising may share members’ behavioral email engagement data as well as member contact information and demographics with relevant third-party advertisers. This information is provided in direct response to a member demonstrating interest in the offerings of a third-party advertiser through email open data and email message click activity.
Clients can choose to stop receiving or participating in our digital marketing service at any time by sending an email request to firstname.lastname@example.org. Members can unsubscribe at any time by clicking the unsubscribe link on any email newsletter or single email message they receive.
When members of a client open an email message, click through to read a newsletter article, click on linked content in an email message, click on a banner graphic, or submit a completed form, the information about that member’s reading profile, metrics and behavior is available to the client in the form of reports. The purpose of this information is to allow the client to review the behaviors and reading patterns of members and thereby enhance marketing efforts to those members. Our organization stores information that we collect through cookies, log files, and/or client reports in order to create a profile of our client’s members. A member profile is stored information that we keep on individual members that detail their viewing preferences demonstrated by email opens, click activity and form completion. Consequently, collected information is tied to members’ personally identifiable data in order to provide offers and improve the content viewed by the member. Member profiles also include Customer Relationship Management (CRM) capabilities that a client may use to record and manage communications and follow-up with members.
As part of our desire to offer and provide customized and personalized services, our organization uses “cookies” to secure client transaction activities and enhance the performance of the site and the service. A cookie is a small identifier, or element of data, that is sent to a browser from our web server and stored on the client’s and member’s computer’s hard drive. Our organization uses session ID cookies. For this type of cookie, once users close the browser, the cookie simply terminates.
Our platform’s website pages contain electronic images known as web beacons (sometimes called single-pixel gifs) and are used along with cookies to compile aggregated statistics. This data is used to analyze how our site is being utilized and will be contained in all of our clients’ email launches to let us know which messages and links have been opened by members. This allows us to gauge the effectiveness of our communications and marketing campaigns and report that data back to our clients.
Our organization may utilize non-compulsory advertising services. The advertising program is totally optional, and our clients may freely choose whether or not to utilize integrated advertising services. In order to utilize this service, clients must provide the names and contact information of local businesses or service providers who may wish to advertise in the client’s email newsletter to our organization. Our organization will then communicate (via emails and phone calls) advertising options to these businesses. If businesses chose to become advertisers, they will position their services in a client’s newsletter in the form of text or graphic ads. 50% the ad revenue generated by this service will go to our organization and 50% will go directly to the client. This 50/50 ad revenue sharing is considered our fee for managing a client’s optional advertising services on their behalf. However, we also allow our clients to sell their own advertising services. A client may choose to manually manage their own third-party advertising campaigns by simply adding articles with text and images and/or banner graphic ads with links to a relevant website into their email newsletters launches or single email messaging as needed. In this case, the transference is considered out of our organization’s control, and the client is responsible for creating or sourcing their advertisements as well as tracking and managing any income or activity generated on a third party site by advertisements created outside of our organization’s advertising integration services.
Our organization takes every precaution to protect our client and member information. When clients submit sensitive information via their account on our website, their information is protected online and off-line. The servers that store personally identifiable information are in a secure environment. All these safeguards help prevent unauthorized access, maintain data accuracy and ensure the appropriate use of data. For security purposes, online orders, including name, address, and credit card information, are encrypted with SSL or Secure Socket Layer technology. While our organization uses SSL encryption to protect online orders, we also strive to do everything in our power to ensure and protect user information off-line. Only employees who need certain information to perform a specific job (for example, Customer Support Representatives or Billing Representatives) are granted access to personally identifiable information. All our employees are kept up-to-date on our security and privacy practices. Any time new policies are added; our employees are notified and/or reminded about the importance we place on privacy, and what they can do to ensure our clients’ information is protected. Our clients’ password-protected account information and client profile settings are unique to each client. Our organization’s trained employees who specifically need to issue a new password for maintenance or service-related purposes are the only individuals who have access to a client’s account or password. From time to time, clients may choose to share their password and login information with individuals within their organization who may also require access to the client’s account. In this case, our organization strongly recommends that our clients update their account password(s) prior the termination of any employees or volunteers who may have received shared password or login information. Recurring password updates are also generally recommended best practices for client account security.
If a client’s personally identifiable information changes (such as telephone number, email address, postal address or payment information), or if a client no longer desires our service, we provide a way to correct, update or delete/deactivate the client’s personally identifiable information. This can be accomplished by making information updates within a client’s account, or a client may call (240) 408-4002 or email email@example.com to indicate updated account information. Our organization requires 30 days’ notice in writing to terminate a client account. Should a client elect to terminate their subscription to our services, our organization will place the client’s account on hold (disabling email launches) for thirty days. At the end of the period, we will delete all email addresses and client lists from databases relevant to that client. Clients may email firstname.lastname@example.org to request termination of their account and services. Clients may contact email@example.com in order to receive an exported file containing their member database information prior to account termination.
This policy was last updated on September 16, 2019.