Last updated on May 18, 2013
A note from TRUSTe:
Interfolio, Inc. is a licensee of the TRUSTe Privacy Program. This privacy statement discloses the privacy practices for http://www.interfolio.com. TRUSTe is an organization whose mission is to build users’ trust and confidence in the Internet by promoting the use of fair information practices. Because this web site wants to demonstrate its commitment to your privacy, it has agreed to disclose its information practices and have its privacy practices reviewed for compliance by TRUSTe.
If you have questions or concerns regarding this statement, you should first contact Interfolio Security and Privacy by phone: (877) 997-8807 or email: firstname.lastname@example.org. If you do not receive acknowledgment of your inquiry or your inquiry has not been satisfactorily addressed, you should then contact TRUSTe online at: http://www.truste.org/consumers/watchdog_complaint.php. TRUSTe will then serve as a liaison with the Web site to resolve your concerns.
Interfolio complies with the EU Safe Harbor framework as set forth by the Department of Commerce regarding the collection, use, and retention of data from the European Union.
- “Visitor”, which means that you simply browse the Site;
- “Applicant” which means you have registered with us and established an Account. Applicants may be students, employees or faculty members of a University or may join Interfolio without such affiliation;
- “Recommender”, which means that you have been asked to submit a letter of recommendation for an Applicant;
- “University User”, which means you are an employee, contractor or agent of a University operating in such capacity. A “University” is a college or university with whom Interfolio has a contractual relationship, generally with the career services department or a specific academic department, to provide services to students, employees and faculty members; and
- “Recipient User”, which means an employee, contractor or agent of a college, university or other employer that uses the Service to locate potential employees and/or faculty members (“Recipient”).
So we are clear about the terminology we are using, when we use the phrase “Personal Information”, we mean contact information (i.e., your name, address, email address, and/or telephone number) and any other non-public information that is used or intended to be used to personally identify an individual, and information associated with the foregoing. When we use the phrase “Anonymous Information”, we mean information that is not associated with or linked to your Personal Information. Anonymous Information does not enable identification of or contact with, individual persons.
HOW WE COLLECT INFORMATION
We receive and store information you voluntary provide to us (either through the Site or in some other way) upon registration or your use of the Site and Services. When you register with us, regardless of the type of User you are, we require you to provide certain Personal Information, such as your name and email address. You may choose to provide additional Personal Information as part of certain Services.
Some of our Services are designed for Applicants, in which case the following provisions apply. Please remember that you do not have to submit any of this additional information, but we may not be able to provide you certain Services without that information.
- If you are an Applicant creating a dossier on the Site for our document transmission services (a“Dossier”), we collect information relevant to your Dossier, including your contact information, information about your experience, education, and interests. We will also collect and manage documents associated with your Dossier, such as your writing samples, transcripts, letters of recommendation, and cover letters.
- If you are an Applicant creating your portfolio on the Site to publish on our Site (“Portfolio”), in addition to the information we may collect for your Dossier, we may collect additional information about your work history, publications, experience and other information you voluntarily submit to us, whether through the Site or otherwise.
Disclosure—Information Collected from Third Parties.
Certain Personal Information may be provided about you by other Users. For example, if you are a University User, someone within your University will have registered you and granted you access to our Services. If you are a Recommender, an Applicant may provide us your name and email address. We will consider any Personal Information about you collected as part of the registration process to be your Personal Information.
Disclosure—Usage of Third Party Cookies
HOW WE USE INFORMATION
As we mentioned above, we typically use Personal Information to: (a) assist you in managing the documents in your Dossier and Portfolio, (b) provide you an online location for your academic portfolio (if you so choose); (c) facilitate Applicants applying to Recipients; and (d) otherwise connect Applicants to Recipients. As a result, we use your Personal Information to:
- Administer your Account;
- Provide you with Services and customer support;
- Tailor the features of the Site or Services to you;
- Respond to your requests, resolve disputes and/or troubleshoot problems;
- Communicate with you about the Site and the Services.
We may also use your Personal Information to create Anonymous Information records by excluding information that makes the information personally identifiable to you, any other individual and the applicable University or Recipient.
We may send you communications via email about the Site and Services. You can opt out of receiving certain communications from the Site by clicking the “Unsubscribe” link at the bottom of each email. Please note that even if you unsubscribe or opt-out, we may still send you Site and Service related communications (e.g., emails related to your account).
DISCLOSURE OF INFORMATION
Let’s be upfront—if you are an Applicant, you are probably using our Services to help you either send components of your Dossier to Recipients or to manage your online Portfolio. Either way, our Services are designed to manage your distribution of certain Personal Information to selected Recipients (or, in some cases, on our Site). As an Applicant, we may (and you hereby authorize us to) disclose the Personal Information selected by you to Recipients designated by you. To be clear, if you tell us to send your Dossier to the ABC University, we will consider it an authorization to disclose your Dossier to that university (and you agree that it will constitute an authorization). Additionally, if you maintain a Portfolio, you authorize us to disclose the Personal Information selected by you in the manner designated by you on our Site (whether publicly or privately).
We may disclose certain Personal Information:
- To third parties to whom you ask or authorize us to send Personal Information (including, if applicable, Recipients and/or your University);
In the event we offer public or private forums on the Site or Services, you are welcome to share as much Personal Information as you think is necessary and appropriate (or authorize us to share such information). But please be aware than any Personal Information will be made available to other Registered Users and/or generally on our Site and we do not control what third parties do with such information.
Disclosure to Universities or Recipients
If you are affiliated with a University, you hereby authorize us, and we may disclose your Dossier, related Personal Information and your Dossier’s delivery history to your University and its University Users, unless you opt-out of such disclosure in your account settings. If you do not wish to share this information with your University, you can opt-out by logging into your account and changing your privacy settings.
Giving you tools to help you protect your Personal Information is a vital part of our mission. It is up to you to make sure you are comfortable with the information you provide. Please remember that we do provide Personal Information to Recipients to whom you have authorized disclosure and, if applicable, your University. We do not control how Universities or Recipients (or their respective Users) use or disclose the information they obtain from us.
IF YOU AUTHORIZE US TO SHARE PERSONAL INFORMATION WITH A RECIPIENT OR YOUR UNIVERSITY, WE DO NOT HAVE ANY CONTROL OVER HOW ANY SUCH RECIPIENT OR UNIVERSITY USES AND DISCLOSES YOUR PERSONAL INFORMATION, INCLUDING INFORMATION YOU PROVIDE DIRECTLY TO THAT RECIPIENT. YOU ACKNOWLEDGE AND AGREE THAT (1) INTERFOLIO DOES NOT EVALUATE ANY RECIPIENT’S OR UNIVERSITY’S PRIVACY PRACTICES, AND (2) INTERFOLIO WILL NOT HAVE ANY LIABILITY FOR ANY ACTIONS OF ANY RECIPIENT OR UNIVERSITY. YOU SHOULD KNOW THAT RECIPIENTS TO WHOM WE MAY DISCLOSE YOUR DISCLOSED PROFILE MAY SHARE YOUR DISCLOSED PROFILE WITH OTHERS.
ACCESSING AND CONTROLLING YOUR INFORMATION
To change information that you have previously provided Interfolio, you may log in to your account athttp://www.interfolio.com and edit the information on your Settings page. You may also contact Interfolio’s Customer Support to change this information by emailing email@example.com or by calling (877) 997-8807. If you change and/or request changes to your information, subsequent uses or disclosures of that information by us will reflect those changes, however, we do not have the ability to update any information previously disclosed to any third party, including your University. We will correct any inaccuracies in any Personal Information that we have in our possession once notified of the requested change. We endeavor to process these requested changes as soon as is possible, but it may take up to thirty (30) days to make requested changes.
You may not be able to access Confidential Personal Information submitted to the Services about you. Similarly, if you have provided us with Confidential Personal Information, you may not be able to control this information or to whom it is disclosed, provided, however, than you can request its deletion by emailing firstname.lastname@example.org or by calling (877) 997-8807. Such a request will not affect any previously disclosed information.
Certain information is necessary in order for us to provide the Site or Services; therefore, if you delete such necessary information you will not be able to use the Site or Services. If you wish to have your Personal Information removed from our databases or to discontinue the Service you may contact us at email@example.com. Within a reasonable time period after we receive your request, we will remove your Personal Information provided, however, that we may continue to maintain and use your Personal Information in a manner where the information is no longer personally identifiable.
Please note that even though you may request the deletion of your Personal Information by us, we may be required (by law or otherwise, such as to prevent fraud, resolve disputes, troubleshoot problems, or enforce our Services Agreement) to keep this information and not delete it (or to keep this information for a certain time) in which case we will comply with your deletion request only after we have fulfilled such requirements). When we delete Personal Information, it will be deleted from the active database, but may remain in our archives.
THIRD PARTY SITES
We follow generally accepted industry standards to protect the personal information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. If you have any questions about security on our Web site, you can send email us firstname.lastname@example.org. This site has security measures in place to protect the loss, misuse and alteration of the information under our control.
The Site is not directed to children and children are not eligible to use our Services. Protecting the privacy of children is very important to us. We do not collect or maintain Personal Information from people we actually know are under 13 years old, and no part of the Site or Services is designed to attract people under 13 years old. If we later obtain actual knowledge that a User is under 13 years old, we will take steps to remove that User’s Personal Information from our databases.