Privacy Policy
Protecting the privacy of users of the City of Ontario (“Ontario”) operated websites is important to us. Ontario is committed to the security and privacy of our customers’ and their customers’ data. This Privacy Policy explains our commitment to safeguarding our customers and their data and describes our data handling practices. This Privacy Policy lists the types of data Ontario collects, explains how we use and protect that data, and discloses our key procedures surrounding privacy.
By accessing any of our services or company operated websites (including those used by and containing the names of our customers (the “Site(s)”, you signify that your use is subject to the terms of this Privacy Policy. We may change this Privacy Policy from time to time by modifying the Privacy Policy and posting a new version here the new version will become effective immediately.
The following sections make up our Privacy Policy.
How Ontario Protects Your Privacy Internally
Ontario will not review, share, distribute, or reference any Services Data (as defined below) except as provided in the Customer Agreement, this Privacy Policy or as may be required by law.
Ontario wants your Business Information (as defined below) and the Customer Information (as defined below) to remain as secure as reasonably possible. We adhere to industry-standard technical safeguards and strict agreements with our employees who are permitted to access our customers’ Business Information or Customer Information to maintain confidentiality of such information. When you conduct a transaction online, Ontario uses SSL encryption to encrypt your information in order to ensure the integrity and privacy of the information that you provide via the Internet. Some of our services are hosted on servers that are co-located at a third-party facility with whom we have a contract providing for security measures. For example, hosted Services Data (as defined below) is submitted via SSL encryption and stored on a server equipped with industry standard firewalls.
Hosted data may include Services Data (defined below) and personally identifiable information and other information that belongs to our customers, our customers’ customers, website visitors, or other users. Business Information and Customer Information collected by Ontario may include you or your customer’s data entered in the course of using our services or performing transactions (“Services Data”). Ontario will not review, share, distribute, or reference any such Services Data except as provided in the Customer Agreement, or as may be required by law. Individual records of Services Data may be viewed or accessed by authorized Ontario employees, agents or independent contractors only for the purpose of resolving a problem, support issues, suspected violation of the service or license agreement, or as may be required by law. In every case, customers are responsible for maintaining the security and confidentiality of their usernames and passwords.
Business Information and Customer Information Collection and Use By Ontario
Ontario collects the Business Information and Customer Information necessary to enable us to respond to your requests for our products and services, for you to use our services, to perform transactions, and to send you information regarding our products and services from time to time. Since many of the users of our products and Sites use the aforementioned capabilities in their capacity as employees of companies, governmental authorities and other organizations (collectively “organizations”), much of the Business Information and Customer Information we collect will be in that capacity (rather than information about you individually, such as your personal tastes, etc.). For these purposes, we have defined “Business Information” as any information that identifies or may identify an organization or an individual contact at an organization or that allows others to contact an organization or an individual contact at an organization. For these purposes, we have defined “Customer Information” as any information that is provided by customers of organizations that use the Ontario products and services such as name, address, balances, payment amounts, account number, e-mail address and other relevant account information. When you use our Site to perform or process transactions, you may be asked to submit Services Data such as:
- Your name, mailing address, city, state, zip code, email address, phone number,
- Your bill payment (including payment amount and designated payee),
- Your credit or debit card or bank account numbers, expiration date, cardholder name,
- Tax ID, Social Security Number (SSN), and/or employer identification number.
When you visit the Site, you may also be asked to submit information such as email address, company name, address, and/or phone number. In addition, we collect credit card, debit card and related payment information when you or your customers use our products, or services, online in the processing of transactions. Our information collection and use practices are described in more detail below:
Services Registration/Account Set Up: You may be asked, on behalf of your organization, to complete registration/activation form(s) on the Sites or on paper, with contact information for use by Ontario in accordance with this policy. Registration or activation information may include the name of your company, contact information, product information, customer ID, bank account information, federal ID numbers, bank account, credit card, debit card, ACH, contact information, and other relevant information in order to set up accounts and process transactions.
Customer Profile: We also collect Business Information and Customer Information when you or your customers create a profile or account on some of the Sites. This information is required in order to access certain areas of the Sites, perform transactions, and request information from us about our products and services. This information includes organization name, contact information and other information, and the products and services you may have licensed. We use this information in accordance with this policy to identify you, process your requests, and administer your Ontario account(s).
Support: We may offer certain limited online support services at the Sites. If you access online support on any of the Sites, you may be asked for information such as customer ID, product name, product version, and other information to help us determine what the technical issues are and how best to help you resolve them. In addition, certain products and services may allow you to submit support-related questions directly from the product.
Information You Give Us: We receive and store any information you enter on our Site or give us in any other way. See this Privacy Policy for examples of what we collect. You can choose not to provide certain information, but then you might not be able to take advantage of many of our features.
Information from Other Sources: We might receive information about you from other sources such as your customer and add it to our account information.
Disclosure of Your Business Information and Customer Information
From time to time, Ontario may be required to release Business Information and/or Customer Information: 1) to comply with valid legal requirements such as a law, regulation, search warrant, subpoena, or court order; 2) to enforce or apply the terms of any of our customers, service or license agreements; or 3) in special cases, such as protecting the rights, property, or safety of Ontario, our customers, or others. We may also provide Business Information to government agencies and to our third party service providers including payment processors, clearinghouses, payment settlement organizations, credit and debit card processors and banks, and contractors (“Partners”) to: enable the services, and the processing of transactions using Business Information, Customer Information and/or Services Data. Ontario also may use and disclose Customer Information and Business Information in the aggregate that does not allow you to be identified to, or contacted by, third parties (“Aggregate Information”). For example, we might inform third parties regarding the number of users of the Sites and the activities they conduct while on the Sites.
Partner and Government Services: Ontario may engage Partners to perform functions on our behalf, which may include assisting us in processing your Business Information and Customer Information. Certain Partners, organizations and government agencies may collect Business Information, Customer Information and/or Services Data (such as business name, address, email address, credit and debit card information, and customer ID) directly from you and use of that information and other information provided by you. These third parties may not be governed by this policy even though those Partners and government agencies may share such information with Ontario. Any collected Business Information, Customer Information and/or Services Data, provided to Partners are subject to the restrictions referenced below under the section entitled Third Party Service Providers.
Services and Product Data: Ontario will not access your Services Data except in the following limited circumstances: (1) to provide you with technical support, solely at your request and with your permission; (2) where the inherent purpose of the product or service requires Ontario to provide the Services Data to a third party on your behalf (for example where Ontario initiates or processes transfers on your behalf) and, (3) to utilize Aggregate Information (defined below) derived from Services Data to help us improve our products and services and in developing additional offerings. Ontario will not provide your Services Data to any third party or permit any third party to access your Services Data, except by your permission or to comply with valid legal requirements such as a law, regulation, search warrant, subpoena, or court order.
This Site is Not Directed at Persons Under the Age of 13
Our Site is not directed at persons under the age of 13, and Ontario does not collect or maintain information at our Site from persons we actually know are under the age of 13.
Ontario’s Site May Be Linked to Other Websites
Ontario may create links to third-party websites. Ontario is not responsible for the content or privacy practices employed by websites that are linked to our website. This privacy policy applies only to the information we collect on the Site. This Privacy Policy does not apply to information we collect through other methods or sources, including sites owned or operated by our affiliates, vendors or partners.
Consent to Transfer
Users located outside the United States who submit Business Information or Customer Information to Ontario via the Sites should be aware that the information they submit will be transferred to our servers located in the United States. Your submission of Business Information or Customer Information to us constitutes your consent to this transfer. Although Ontario will collect and use your Business Information or Customer Information only as stated in this Privacy Policy, laws generally applicable to the protection of personal data in the United States may not be as stringent as those in some users’ home jurisdictions.
Does Ontario Share the Information It Receives?
Information about our customers is an important part of our business, and we are not in the business of selling it to others. We share Business Information and Customer Information only as described in customer and related agreements and this Privacy Policy.
Third-Party Service Providers: We engage Partners to perform functions on our behalf. Examples include processing and clearing transactions, sending postal mail and e-mail, analyzing data, processing credit and debit card, ACH and other payments, and providing customer service. They have access to personal information needed to perform their functions, but may not use it for other purposes.
Protection of Ontario and Others: We release account and other personal information when we believe release is appropriate to comply with the law to enforce or apply any conditions of use, customer agreements and other agreements or to protect the rights, property, or safety of Ontario, our users, or others. This includes exchanging information with other companies and organizations for fraud protection and credit risk reduction. However, this does not include selling, renting, sharing, or otherwise disclosing Services Data (personally identifiable information from customers) for commercial purposes in violation of the commitments set forth in this Privacy Policy.
With Your Consent: Other than as set out above, you will receive notice when information about you might go to third parties, and you will have an opportunity to choose not to share the information.
We Use Appropriate Security Safeguards
At Ontario, security is a priority. Ontario employs appropriate measures, including advanced technology, to protect personal information collected online against unauthorized access, disclosure, alteration or destruction. These measures may include, among others, encryption, physical access security, and other appropriate technologies. Ontario reviews and enhances its security systems, as necessary.
Changes to this Privacy Policy
Ontario may change this Privacy Policy at any time by posting the current policy to the Sites. Your use of the Sites constitutes acceptance of the provisions of this Privacy Policy and your continued usage after such changes are posted constitutes acceptance of each revised Privacy Policy.