This policy applies to Ultimate Software customers, employees, website visitors, and job applicants.
Ultimate Software adheres to the Safe Harbor privacy frameworks, which were developed by the U.S. Department of Commerce in consultation with the European Commission and the Federal Data Protection and Information Commissioner of Switzerland, on the transfer of PII from European Union member countries and Switzerland to the United States (the “U.S.-EU Safe Harbor Frameworks” and the U.S.-Swiss Safe Harbor Framework”, collectively the “Safe Harbor Frameworks”). The Safe Harbor privacy principles are notice, choice, onward transfer, access, security, data integrity, and enforcement. More information about the U.S. Department of Commerce’s Safe Harbor program can be found at http://www.export.gov/safeharbor/.
For purposes of this Policy, “PII” means any information collected by Ultimate Software that identifies or could be used by Ultimate Software to identify an individual.
How Personal Information is Collected
Ultimate Software collects PII about a visitor to our website only when the visitor chooses to provide such information. On certain pages, for example, a visitor has the opportunity to provide his/her PII such as his/her name, company, address, phone number, and e-mail address. By supplying such information to Ultimate Software, a visitor can request details about Ultimate Software, including information about the company’s product line and investor information, or sign up for company-sponsored events or use the company’s support website.
Website / Cookies
In order to improve the content and format of our site, Ultimate Software uses website tracking software to automatically capture technical information that is then stored in our server’s log files. This information may include, but is not limited to, user domain, the type of Internet browser being used, which of our Web pages is visited, and the amount of time spent on our site.
Job Applicants and Employees
Ultimate Software collects PII from its employees and job applicants for, among other things, legitimate human resource business reasons such as payroll administration, filling employment positions, maintaining accurate benefits records, meeting governmental reporting requirements, security, health and safety management, performance management, company network access, and authentication.
Ultimate Software collects PII from our customers who use our solution. The information may be collected through our SaaS solution, or by members of our support team who provide support to customers. The type of PII collected is similar to the information collected under the “Job Applicants and Employees” paragraph, above.
Use of Your Personal Information
We use your PII to provide you with the services which Ultimate Software is contractually obligated to provide to you, or to assist you in completing a transaction, or communicate with you about our products or services. We use PII from website visitors to respond to any inquiries such visitors make to our website and to provide you with related information of interest to you. We do not sell or rent your PII to third parties.
We may disclose your PII if we are required to do so by law or we in good faith believe that such action is necessary to (1) comply with the law or with legal process; (2) protect and defend our rights and property; (3) protect against misuse or unauthorized use of our website; or (4) protect the personal safety or property of our users or the public (among other things, this means that if you provide false information or attempt to pose as someone else, information about you may be disclosed as part of any investigation into your actions).
Sharing of Your Personal Information
Ultimate Software may contract with third-party providers to perform certain functions on our behalf or to enhance our existing product and service offerings. Examples include providing marketing assistance, product, and service support.
These third parties may have access to your PII only to the extent necessary to permit them to do their jobs, however, they are bound by confidentiality agreements before any information is provided to them, and they are restricted from using the information for other purposes.
If you do not wish your information shared with third-party providers for the purposes of proving services you may opt-out by contacting us at email@example.com.
Links to Non-Ultimate Software websites and Third Parties
Ultimate Software will take reasonable steps to provide that your PII is accurate, complete, and current, to its intended use. We provide individuals with reasonable access to the PII that they provide to us, as well as the ability to review and correct such information.
To protect your privacy and security, we also take reasonable steps to verify your identity, before granting access to your PII. In addition, we may limit or deny access to PII where providing such access would be unreasonably burdensome or expensive in the circumstances, or as otherwise permitted by the Safe Harbor Frameworks.
To prevent unauthorized access or disclosure, to maintain data accuracy, and to allow only the appropriate use of your PII, we utilize physical, technical, and administrative controls and procedures to safeguard the information we collect.
To protect the confidentiality, integrity, and availability of your PII, Ultimate Software utilizes a variety of physical and logical access controls, firewalls, intrusion detection/prevention systems, network and database monitoring, anti-virus, and backup systems. We use encrypted sessions when collecting or transferring sensitive data through our websites.
We limit access to your PII and data to those persons who have a specific business purpose for maintaining and processing such information. Ultimate Software’s employees who have been granted physical access to your PII are made aware of their responsibilities to protect the confidentiality, integrity, and availability of that information and have been provided training and instruction on how to do so.
Ultimate Software will take reasonable steps to provide that PII is accurate, complete, and current, to its intended use. Ultimate Software will only use PII in ways that are compatible with the purposes for which it was collected or subsequently authorized by the individual.
Enforcement and Verification
Where Ultimate Software has knowledge that one of Ultimate Software’s employees or third parties is using or disclosing PII in a manner contrary to this Policy, Ultimate Software will take reasonable steps to prevent or stop the use or disclosure. Ultimate Software holds its employees and agents accountable for maintaining the trust that our customers place in our company.
The Ultimate Software Group
Attention: Vice President of Privacy, Risk & Compliance
1485 North Park Drive
Weston, FL 33326
The practices described in this Policy are the current PII protection policies as of June 9, 2014. Ultimate Software reserves the right to modify or amend this Policy at any time consistent with the requirements of the Safe Harbor Principles.