Ultimate Software is responsible for the processing of personal data, defined as any operation or set of operations which is performed upon personal data, whether or not by automatic means, such as collection, recording, organization, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, blocking, erasure or destruction, it receives, under the applicable Privacy Shield Framework, and, on occasion, subsequently transfers to a third party acting as an agent on its behalf. Ultimate Software complies with the Privacy Shield Principles for all onward transfers of personal data from the European Union (and if the United Kingdom leaves the EU, then the United Kingdom) and/or Switzerland, including the onward transfer liability provisions.
With respect to personal data received or transferred pursuant to the Privacy Shield Frameworks, Ultimate Software is subject to the regulatory enforcement powers of the U.S. Federal Trade Commission. In certain situations, Ultimate Software may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact our U.S.-based third party dispute resolution provider (free of charge) at https://feedback-form.truste.com/watchdog/request.
Under certain conditions, more fully described on the Privacy Shield website, you may invoke binding arbitration when other dispute resolution procedures have been exhausted.
How Personal Information is Collected
Website / Cookies and other Tracking Technologies
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.
Ultimate Software Job Applicants and Employees
Ultimate Software collects PII such as name, address, email address, SSN from job applicants and employees of Ultimate Software 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 does not engage in automated decision making. European Union or United Kingdom residents (if it leaves the EU), who have created an applicant profile and/or applied for employment opportunities with Ultimate Software wishing to exercise applicable rights under GDPR can refer to instructions within their profile under Consent and Privacy.
Ultimate Software collects PII such as name, address, email address, SSN from customers of Ultimate Software 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 "Ultimate Software Job Applicants and Employees" paragraph, above.
Ultimate Software collects information under the direction of its customers and has no direct relationship with the individuals whose personal data it processes. Contact the customer that you interact with directly for requests or questions related to access, correction, amendment or deletion of data. We may transfer personal information to companies that help us provide our service. Transfers to subsequent third parties are covered by the service agreements with our customers. The use of information collected through our SaaS solution shall be limited to the purpose of providing the products(s) and service(s) for which the customer has engaged Ultimate Software.
We use mobile analytics software to allow us to better understand the functionality of our Mobile Software on your phone. This software may record information such as how often you use the application, the events that occur within the application, aggregated usage, performance data, and where the application was downloaded from. We do not link the information we store within the analytics software to any personally identifiable information you submit within the mobile application.
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 provide these services, 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.
Links to Non-Ultimate Software websites and Third Parties
As to its own employees and its own job applicants, 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. For access requests please contact us at firstname.lastname@example.org. We will respond to your request within a reasonable timeframe.
Ultimate Software will only retain PII as long as is necessary to comply with our legal obligations, resolve disputes, and as applicable to agreements with our customers.
Both the EU- U.S. Privacy Shield framework and the Swiss-U.S. Privacy Shield Framework provide EU citizens and Swiss citizens, respectively, with a right to access their PII. Ultimate Software has no direct business relationship with the individuals whose personal data it processes (individuals of our customers). If you are an individual of one of our customers, please direct your query to Ultimate Software customer with whom you do have a business relationship.
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 Privacy Shield.
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.
As to its own employees and its own job applicants, 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
The practices described in this Policy are the current PII protection policies approved on August 30, 2018. Ultimate Software reserves the right to modify or amend this Policy at any time consistent with the Privacy Shield Principles. If we make any material changes we will notify you or our customer by email (sent to the email address specified in your account) or by means of a notice on this website prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.
The Ultimate Software Group
Attention: Vice President of Privacy, Risk & Compliance
1485 North Park Drive
Weston, FL 33326
Those residing in the EU may contact the external Data Protection Officer (DPO) via email at DPO@ultimatesoftware.com. The DPO also serves as Ultimate Software's representative in Europe and is located at:
Intargia Management Consulting
63303 Dreieich Germany