Forefield Privacy Policy

Last modified: June 16, 2008

At Forefield we recognize that privacy is important. This Policy applies to all of the products, services and websites offered by Forefield.

If you have any questions about this Policy, please feel free to contact us through our website or write to us at Privacy Matters, c/o Forefield Inc., 33 Boston Post Road West, Suite 270, Marlboro, MA, 01752.

Information we collect and how we use it

Information you provide – When you sign up for a Forefield Account, we ask you for personal information (such as your name, address, phone number, email address and an account password for individual subscribers). For individual subscribers, we also request credit card or other payment account information which we maintain in encrypted form on secure servers.

Forefield cookies – When you visit Forefield, we send one or more cookies – a small file containing a string of characters – to your computer that uniquely identifies your browser. We use cookies to improve the convenience of accessing our service, by storing your login and password to facilitate repeated logins. Most browsers are initially set up to accept cookies, but you can reset your browser to refuse all cookies or to indicate when a cookie is being sent. However, some Forefield features and services may not function properly if your cookies are disabled. For example, we also set a temporary session cookie which maintains your authentication during an individual visit to the Forefield servers.

Log information – When you use Forefield services, our servers automatically record information that your browser sends whenever you visit a website. These server logs may include information such as your web request, Internet Protocol address, browser type, browser language, the date and time of your request and one or more cookies that may uniquely identify your browser.

User communications – When you send email or other communication to Forefield, we may retain those communications in order to process your inquiries, respond to your requests and improve our services.

Client & Prospect information – Our services may allow you to store client and prospect lists (some custom sites do not have that capability). Client and prospect data that may be stored includes a clients name, address, and email address. Such data is used by us to send printed or html content created by you to your clients and prospects, when authorized by you. We also offer an optional email tracking service which can be enabled, when present on the site, by you to track which recipients of email communication have opened their emails and clicked through to find out more about a given topic.

Affiliated sites – We offer some of our services in connection with other websites, including Netgram (a commercial print partner) and Cybersource (processor of credit card transactions). The affiliated sites may have different privacy practices and we encourage you to read their privacy policies.

Links – Forefield may present links in a format that enables us to keep track of whether these links have been followed. We use this information to improve our products and for reporting to our enterprise customers. For example, by knowing popular search terms we are better able to identify content areas of interest which then influence our editorial direction. We also report aggregated data to our enterprise customers for their own advisors so that they can gauge the usage levels and value received for their Forefield license. Aggregated data includes, but is not limited to, information on popular pages and searches, # of presentations built for each presentation available, hits and visits for the most active advisors for our site.

Forefield processes personal information only on our servers in the United States of America and only for authorized services.

Choices for personal information

When you sign up for a Forefield account, we ask you to provide personal information. If we use this information in a manner different than the purpose for which it was collected, then we will ask for your consent prior to such use.

If we propose to use personal information for any purposes other than those described in this Policy, we will offer you an effective way to opt out of the use of personal information for those other purposes. We will not collect or use sensitive information for purposes other than those described in this Policy, unless we have obtained your prior consent.

You can decline to submit personal information to any of our services, in which case Forefield may not be able to provide those services to you.

Information sharing

Forefield only shares personal information with other companies or individuals outside of Forefield in the following limited circumstances:

We provide such information to our trusted businesses or persons for the purpose of processing personal information on our behalf. We require that these parties agree to process such information based on our instructions and in compliance with this Policy and any other appropriate confidentiality and security measures.

We have a good faith belief that access, use, preservation or disclosure of such information is reasonably necessary to (a) satisfy any applicable law, regulation, legal process or enforceable governmental request, (b) enforce applicable Terms of Service, including investigation of potential violations thereof, (c) detect, prevent, or otherwise address fraud, security or technical issues, or (d) protect against imminent harm to the rights, property or safety of Forefield, its users or the public as required or permitted by law.

If Forefield becomes involved in a merger, acquisition, or any form of sale of some or all of its assets, we will provide notice before personal information is transferred and becomes subject to a different privacy policy.

We may share with third parties certain pieces of aggregated, non-personal information, such as the number of users who searched for a particular term, for example, or how many users used a specific document on the site. Such information does not identify you individually.

Please contact us at the address below for any additional questions about the management or use of personal data.

Information security

We take appropriate security measures to protect against unauthorized access to or unauthorized alteration, disclosure or destruction of data. These include internal reviews of our data collection, storage and processing practices and security measures, as well as physical security measures to guard against unauthorized access to systems where we store personal data.

We restrict access to personal information to Forefield employees who need to know that information in order to operate, develop or improve our services. These individuals are bound by confidentiality obligations and may be subject to discipline, including termination and criminal prosecution, if they fail to meet these obligations.

Data integrity

Forefield processes personal information only for the purposes for which it was collected and in accordance with this Policy. We review our data collection, storage and processing practices to ensure that we only collect, store and process the personal information needed to provide or improve our services. We take reasonable steps to ensure that the personal information we process is accurate, complete, and current, but we depend on our users to update or correct their personal information whenever necessary.

Accessing and updating personal information

When you use Forefield services, we make good faith efforts to provide you with access to your personal information and either to correct this data if it is inaccurate or to delete such data at your request if it is not otherwise required to be retained by law or for legitimate business purposes. We ask individual users to identify themselves and the information requested to be accessed, corrected or removed before processing such requests, and we may decline to process requests that are unreasonably repetitive or systematic, require disproportionate technical effort, jeopardize the privacy of others, or would be extremely impractical (for instance, requests concerning information residing on backup tapes), or for which access is not otherwise required. In any case where we provide information access and correction, we perform this service free of charge, except if doing so would require a disproportionate effort.

Enforcement

Forefield regularly reviews its compliance with this Policy. Please feel free to direct any questions or concerns regarding this Policy or Forefield’s treatment of personal information by contacting us through this website or by writing to us at Privacy Matters, c/o Forefield Inc., 33 Boston Post Road West, Suite 190, Marlboro, MA, 01752. When we receive formal written complaints at this address, it is Forefield’s policy to contact the complaining user regarding his or her concerns. We will cooperate with the appropriate regulatory authorities, including local data protection authorities, to resolve any complaints regarding the transfer of personal data that cannot be resolved between Forefield and an individual.

Changes to this policy

Please note that this Privacy Policy may change from time to time. We will not reduce your rights under this Policy without your explicit consent, and we expect most such changes will be minor. Regardless, we will post any Policy changes on this page and, if the changes are significant, we will provide a more prominent notice (including, for certain services, email notification of Policy changes). Each version of this Policy will be identified at the top of the page by its effective date, and we will also keep prior versions of this Privacy Policy in an archive in case issues at a later date warrant an examination of an earlier policy.

If you have any additional questions or concerns about this Policy, please feel free to contact us any time through this website or at Privacy Matters, c/o Forefield Inc., 33 Boston Post Road West, Suite 190, Marlboro, MA, 01752.

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