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PRIVACY POLICY  At VirtualOfficeAmerica, we are very concerned with your security and privacy. You have entrusted your business information with us, and we take the responsibility of safeguarding that information very seriously. This privacy policy covers:
Information We Collect VirtualOfficeAmerica collects certain information about you and / or your company when you sign up for our services. Specifically, we collect your company name (legal and trade names), your address and telephone number, and your Employer Identification Number. Other information we collect, but NEVER through the website, include your checking account numbers, credit card numbers, vendor addresses, and other items of information necessary to produce payments and deposits for you. When you request a quote, either we or a VirtualOfficeAmerica representative may obtain your name, telephone number, company name, and other information necessary to compute a quote for service for you and contact you with that quote. You may view the information we collect at https://secure.virtualofficeamerica.net/rfp.asp; however, the information collected on this form is forwarded via email to the appropriate VirtualOfficeAmerica personnel, and is not stored. This information is NEVER shared with outside parties, although VirtualOfficeAmerica may from time to time employ customer satisfaction contractors to assist in the preparation of quotes or client responses. In that case, our policy is to insist on a client confidentiality and a non-disclosure agreement from the contractor. VirtualOfficeAmerica maintains certain employee information on its site for your use. VirtualOfficeAmerica does not have access to the employee information nor do we enter or maintain this information. You are not required at any time to divulge any employee information, although without such you cannot effectively use the VirtualOfficeAmerica payroll interface and employee benefits administration functions. Information Third Parties May Access VirtualOfficeAmerica provides email notification of additions to and changes in employee information and timesheet information for payroll and employee census purposes. When you sign up for service with VirtualOfficeAmerica, you can specify to which email addresses you wish for this information to be forwarded, if at all. Only the service providers you have explicitly authorized may have access to any information. There are two ways that third parties may gain information. First, if (and only if) you explicitly request that we allow certain parties have access to your information, we can allow those individuals to have access. This includes the forwarding of timesheet and employee information to another service provider such as your payroll servicer, employee benefits management company, CPA, etc. The access by providers is provided by ‘class’, so that providers do not receive any more information than is required to provide the services you have requested them to provide. For example, the CPA/Accountant ‘class’ only allows the viewing of reports, and does not include email notification of payroll timesheet or census information, nor access to benefits or other forms. The ‘benefits’ and ‘payroll’ classes allow only for the maintenance of payroll system information and uploading / viewing of payroll reports and forms, but not accounting reports. as of the site you assign and only perform the functions you authorize under the permissions control section of the web site. How VirtualOfficeAmerica Uses Your Information Your information is used to provide bookkeeping, payroll timesheet, and employee census information tracking services. The information is also used to prepare your checks, payments, and deposits. Your contact information is used solely by us in communicating with you regarding any bookkeeping or transaction issues, or to communicate any modifications or notices about our services. With Whom VirtualOfficeAmerica Shares Information VirtualOfficeAmerica will only share information with your pre-approved service providers. Please be aware that you are responsible for creating and authorizing additional users under your account and specifying what information those users may access. VirtualOfficeAmerica will not, under any circumstances, share your personal information with any parties that are not performing internal services for us or that you have not explicitly authorized. We will share information with governmental or legal entities only when compelled under a valid warrant or specific court order to do so. In such an event, unless legally barred from doing so we will notify you of such action. VirtualOfficeAmerica may share certain business operational information with other individuals you designate (such as your internal controller, etc) over the telephone or email; however, we must have your explicit permission to do so. Any individual or group claiming to have permission to gain or discuss any information regarding you or your company, even your existence, will be denied such information until you have provided written authorization for us to release such information. What choices you have regarding collection, use, and distribution of the information The only information that is required to use the service is your name and signature, company name, and banking information necessary to produce your checks, payments, and deposits. You have complete control over any users you set up under your account; VirtualOfficeAmerica cannot create users under your account, nor do we have access to any user passwords created under your account. Any time you wish to revoke the right of a service provider or any non-user individual to receive access to information, you must inform us in writing. You may inform us via email, however do not consider the email to be received by us until you have received a confirmation from us. Should you end your use of the service and wish to have all of your personal and company information deleted, you must notify us in writing. Even if you do not request that we delete your information, we will continue to treat your information under this privacy policy as if you were still a user. What security procedures VirtualOfficeAmerica employs to protect the loss, misuse, or alteration of information under our control. VirtualOfficeAmerica employs many controls to protect your privacy. You must log on to the VirtualOfficeAmerica website to obtain access to any information. The logon mechanism is controlled by the operating and database systems, and is not connected directly to the website. This means that your user name and passwords are not stored on our site. The website you log into uses 128-bit SSL RSA encryption, the highest standard level of encryption in use. The website employs server-side memory variables to maintain certain identity information for you. This information is not stored in cookies and is not stored on your system; it exists only in memory and only until you log out of the site or close your browser. The site injects certain information, including user name, ip address, and timestamps into transactions and logs whenever a user generates, approves, views, or edits a transaction or report. This information is not disclosed to anyone except in the situations noted above, and is collected only as an aid in tracking purported unauthorized access and enhancing the availability of our systems to you. Please be aware that your passwords are very important to the security of your site. We recommend that you change your passwords occasionally, ESPECIALLY the administrator password. VirtualOfficeAmerica does not have access to your passwords or those of your users. VirtualOfficeAmerica can change your password only with an authorized request to do so, and this cannot be done automatically online in the event you or a user forget a password. Both you and your users are free however to change their own passwords on the site, but knowledge of the existing password is required. Your bookkeeping information, such as reports, bank statements, invoice images, and other items which are not transactional in nature are stored in areas separate from the web server portion of the system, and requests for images through the website (by clicking on ‘view’ in a transaction, for example) are fulfilled by data-handling programs designed and built only by VirtualOfficeAmerica programmers, no outside parties have access to the base code of these systems. The paper-based original information retained on your behalf, such as invoices received from your vendors and cleared checks, are kept in a secure, locked area within our operations center, which is also inside of a secure, locked location. This information is returned to you annually or whenever you request it, or shredded using high-security procedures designed to meet or exceed the requirements of the federal government and the SEC. All web servers and other systems containing your information are kept in secure locations, and VirtualOfficeAmerica solely owns and operates the systems in place; we do not use ‘shared servers’. How You May Correct Inaccurate Information Inaccurate employee information may be corrected online by those users to which you have granted access. Inaccurate company information may be corrected by notifying your bookkeeping contact you are given when signing up for the service. VirtualOfficeAmerica is not responsible for inaccurate information maintained by your other service providers, but we are happy to help you try to resolve any inaccurate information with any service provider you have requested us to work with. |
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