How We Protect Your Privacy
If there are questions or concerns regarding this statement, please contact:
Attn: Privacy Office
5100 N. River Road
Schiller Park, IL 60176
- Personally Identifiable Information Encore Collects and Uses
- Personally Identifiable Information Disclosure
- Website and Internet Privacy
- Links to Other Websites
- Active Information Collection
- Passive Information Collection
- Other Uses and Disclosures of Information
- Data Security
- Processing of PII for Marketing Purposes
Personally Identifiable Information Encore Collects
Information you give us:
When you order equipment or services and/or join one of Encore’s programs, we need to collect certain PII from you in order to provide our services to you and to improve our services. The service that you choose will determine what information we collect from you. This information may include, but is not limited to:
- Email address
- Home and/or business address
- Phone numbers at which we can contact you
- Your date of birth
- Method of payments (credit card and expiration date)
- Driver’s license and province/country of issuance
We may also require certain information from you when you request any of the following services or equipment: special equipment needs, special service needs, special commercial terms, or use of a specific offer that you qualify to receive. For example, if you wish to use an equipment offer that Encore provides to members of an association/affiliate to which you belong, we may need to collect information about your membership to verify your qualification for the offer and provide you with the correct offered services.
You may choose not to provide some of your PII to us, but this may prevent us from providing our services to you, or limit our ability to provide you with the level of service that you would otherwise expect from us.
Encore’s websites and services are not directed to or intended for persons under the age of 18. Encore does not knowingly collect PII from persons under the age of 18. If you are under the age of 18, please do not provide such information to us.
Active Information Collection
Active information collection points at the Encore Sites may include:
Encore maintains rigorous standards to protect your PII. We use encryption technology to ensure the secure transmission of any PII you provide for use during an onsite transaction. All transactions at our Encore Site are conducted using 128-bit Secure Sockets Layer (SSL) encryption. SSL is the standard security technology for establishing an encrypted link between a web server and a web browser to protect all data passed between the web server and browsers. SSL is an industry standard and is used by millions of websites in the protection of online transactions with customers. You can easily determine when you are sending data securely by looking at the web address (URL) in your browser window: the first few letters will change, from “http” to “https” when you are transmitting information protected by SSL encryption. The “s” in “https” stands for “secure.”
Email Reply Mechanisms
The Encore Sites may provide you with one or more email mechanisms through which you may submit questions or comments. Information you provide via such email mechanisms is typically optional. We may use the information you provide in your email to respond to your inquiry, and we reserve the right to retain whatever information you submit in your email, including any PII via the email mechanism.
Question, Comment, and Feedback Forms
The Encore Sites may post a form for you to use in submitting questions, comments, and other feedback about us, our affiliates, the Encore Sites, or our affiliates’ products and services, and other topics. We use such feedback information to improve the Encore Sites, and affiliates’ products and services as well as for marketing and research purposes. Most information you provide in such forms is optional, but you will need to provide at least some PII, so that we may respond to your inquiry.
Information Request Forms
The Encore Sites may include a form that you can use to request information about us, our affiliates, or our affiliates’ products and services, or to request catalogs or brochures or price quotes. In addition to asking you to identify the specific information or materials in which you are interested, these forms may request, among other things, your PII, so that we may send you the information or materials you request. These forms may also request certain information about you to help us better understand your interests and needs.
Surveys and Evaluations
The Encore Sites may ask you to complete optional surveys and evaluations about us, our affiliates, the Encore Sites, or our affiliates’ products and services, and other topics. These surveys and evaluations might request PII so that we can follow up with you. Typically, we use such surveys and evaluations to better understand our customers and their preferences.
As access to portions of the Encore Site is restricted to authorized users, you may be required to complete a registration form. This form may ask you for a variety of information that will help us to identify you and contact you, including some PII and your relationship to us. Registration information will be associated with your username and password, without which you will not be able to access the restricted portions of the Encore Sites.
Information we collect about you:
When you order equipment or services, we will also record information that details your order (e.g. where you ordered the equipment or services, where and when you used the equipment or services, payment arrangements, insurance preferences and other information related to the equipment or services personnel).
How we collect information will depend on how you use our services. We may collect this information directly from you by postal mail, phone, fax, email, at our offices, upon completion of an application or enrollment form, or through your use of our Encore Sites or the Internet. To the extent you use our Encore Sites, we may also collect information about your use of our Encore Sites, transactional and account information, email and other information related to communications to our Encore Sites.
Passive Information Collection
The Encore Sites uses various technologies to passively collect information from you while you are visiting (that is, you do not actively provide this information). Such technologies allow the Encore Sites to collect a range of PII, including your Internet Protocol (IP) address (a unique identifier automatically assigned to your computer when logging onto the Internet), the type of web browser and operating system you use, the date and time you visit the Encore Sites, the specific pages you visit on the Encore Sites, and the address of the website you visited before coming to the Encore Sites. We typically use such passively collected PII for a variety of purposes, such as to administer the Encore Sites, customize the Encore Sites to your preferences, and compile aggregated statistics for marketing and research purposes.
Two types of passive information collection technologies deserve a special mention:
“Cookies” are small text files that store information about your interactions with a particular website, either temporarily (known as a “temporary” or “session” cookie, and deleted once you close your browser window) or more permanently on the hard drive of your computer (known as a “permanent” or “persistent cookie”). Cookies can make it easier to use a website by allowing servers to access certain information quickly:
Session cookies can be used to help a user’s browser navigate a website more smoothly and may show up if the user comes from a website with which the subsequent website has some relationship (e.g., a website of an affiliated company) and can give helpful information.
Persistent cookies can be used to customize a website for a user, such as by storing passwords, preferences, and registration and account information so that users do not have to re-enter them each time they visit a website.
Please note that you may configure your browser to reject cookies, but you might not be able to access important functions or areas of the Encore Site or enjoy certain conveniences at the Encore Site.
Information we receive from other sources:
We may also collect information about you indirectly through a travel agent, an account program in which you or your employer participates, through a meeting planner or other event organizer, or through one of our partner programs, when you deal with us through those means. Additionally, our affiliates and third parties may provide us with information about you.
Personally Identifiable Information Use and Disclosure
Usage / Purposes
The law requires us to only use your PII either with your consent or where specific justifications or exemptions to the consent rule apply. We set out below the purposes of the processing of your PPI and the lawful justifications or exemptions to your consent we rely upon to use your PII. It is necessary for Encore, affiliated parties and non-affiliated parties to process your PII to comply with the obligations related with the legal relationship maintained between us; this is:
- To provide the services and offerings that you request, and to communicate with you regarding such services and offerings;
- To provide all necessary services to event attendees; and
- To do all things necessary to administer all such services.
If you are a customer operating out of the EEA and attending an event in Mexico, we also process PII you provide to us for the purposes of rendering the best possible services and the offerings you request and the following legitimate interests of Encore, affiliated and non-affiliated third parties:
- To research, develop, manage, protect and improve our Encore Sites and services;
- To maintain, develop and improve our service-oriented software and other business systems; and
- To analyze data, or to have a third party do so on our behalf.
If you are a customer operating out of Mexico, we also process PII in order to be used to in any actions to comply with the legal relationship between the data-controller and the data-subject.
We also process your PII to conduct direct marketing activities. We also use your PII information or some discrete part such as your email address for other Encore marketing and communication purposes. If you do not wish that Encore processes your PII for marketing purposes, please exercise the options described in the “Processing of PII for Marketing Purposes” section below.
If you use our Encore Sites, information may also be used to evaluate what portions of our Encore Sites are visited more often than others, determine where visitors came from, where they go, and how long they stay on a particular page, or on the Encore Sites in general.
We may match information collected from you through different means or at different times, including, for example, information collected online and offline, and use such information along with information obtained from other sources, including third parties with whom we have a confidentiality agreement in place. To do this, it is often necessary to share this information with carefully selected vendors and business partners we work with, such as companies that manage accounts, offer affinity, frequent-user, and reward programs, and companies that perform marketing services and other business operations for us. For more information see Disclosure below.
You understand that under applicable law (mainly under article 37 of the Mexican Personal Data Protection Law and under the EU’s General Data Protection Laws) in order to be able to maintain and comply with our relationship and to provide you the best available services, we have the right to disclose to and share your PII without your consent with Presentation Services S.A. de C.V. and other affiliated and non-affiliated organizations as follows (otherwise we will request your consent prior to the sharing of the PII):
- To your company or organization if you use our services under a corporate or other commercial account;
- To entities that provide services on our behalf and per our instructions (data-processors);
- To your credit card issuer;
- To credit reporting and fraud checking agencies;
- To debt collection agencies, if you fail to pay monies owed to us;
- To government, regulatory and law enforcement agencies where the disclosure is required or authorized by law, and otherwise as we believe is necessary or appropriate to satisfy any law, regulation or other governmental request, to operate our Encore Sites properly, or to protect or defend our rights or the rights or well-being of our employees, users or others or if you are involved (or are suspected by governmental authorities or our security functions to be involved) in any illegal activity, even without a subpoena, warrant or court order.
- Which pages you visit on our Encore Site, to our affiliates and approved third party vendors, and venue partners for their use both on our behalf and for their own business purposes in connection with Encore services.
Other Uses and Disclosures of Information
From time to time, our service providers may have access to information you submit via the Encore Sites to provide operational or other support services for the Encore Sites (e.g., web hosting or database services). We have put in place agreements with such service providers to protect against unauthorized uses or disclosures of such information.
Processing of PII for Marketing Purposes
Attn: Privacy Office
5100 N. River Road
Schiller Park, IL 60176
If you subscribe to a Encore mailing list, your name and email address will be added to the subscribers’ database and you will be sent updates about Encore activities. If you no longer wish to receive such updates, please click on the ‘Unsubscribe’ link in the emails or contact us at any time by email or by post (as set out above) and we will remove your details as soon as possible. We may also provide additional methods for you to let us know whether you would like us to use and/or disclose your PII for promotional and marketing purposes, such as by clicking on a checkbox located on the page of our Encore Site on which your PII is collected, or otherwise made available when you make reservations.
Storage of PII
Although we take steps to protect personally identifiable information you provide via the Encore Sites from loss, misuse, or unauthorized alteration, no system is 100 percent secure or error-free. Therefore, we do not, and cannot, guarantee the security or accuracy of the information we collect via the Encore Site, and you acknowledge that you are assuming the risk in transmitting any information to us.
It is your responsibility to safeguard any usernames and passwords you use to access portions of the Encore Site and to notify us if you ever suspect that these usernames or passwords have been compromised. You acknowledge that you are solely responsible for any unauthorized use of this Site conducted via your username or password. We ask you not to share a password with anyone.
To ensure fair processing, your PII will not be retained by Encore for longer than necessary in relation to the purposes for which it was originally collected, or for which it was further processed such as for tax, accounting, legal, or reporting purposes as may be required by law.
You can exercise your right to access and amend the PII we hold about you, as well as other rights in relation to the PII we hold about you, by contacting the Privacy Office. If you make a request relating to any of your rights, Encore will consider each such request in accordance with all applicable data protection laws and regulations.
If you wish to contact us to: (1) inquire about our privacy practices; (2) provide feedback and comments regarding our privacy practices; or (3) access or correct your PII we have, contact us as detailed above.
For Customers Based in Mexico
All our customers operating out of Mexico or attending an event in Mexico have the right to: (i) access their personal information and be informed about the way in which such information is processed, (ii) rectify their personal information in case it is not up-to-date, it is inaccurate or incomplete, (iii) cancel their data if they consider that it is not used in accordance with the applicable principles, duties and obligations, and (iv) object to the processing of their data for certain purposes. These rights are known under Mexican legislation as “ARCO Rights”.
If you wish to exercise your ARCO Rights, please send an email to email@example.com with e-mail subject line “Exercise of ARCO Rights / Mexico”, together with the following information and documentation:
- Copy of your official ID and/or of your legal representative. Such documents should be scanned and attached to the corresponding email communication. For legal representative, please also attach a copy of his/her power-of-attorney.
- Clear and precise description of the personal information about which the ARCO Rights are to be exercised, as well as the right and rights you wish to exercise. This description could be included in the email cover letter or in a document attached thereto, scanned and initialized in each of its pages.
- Expressly state your agreement to receive our response through an email communication, specifying the corresponding email address.
Encore will issue a response within the following 20 business days after we receive your request. Once you receive our response, you will have a 15 business day period to respond to our communication. In case you do not reply to our response within the mentioned period, we will understand in good faith that you agree with our response. Please note that Encore, as data-controller, may refuse the exercise of your ARCO Rights in the cases permitted by applicable law, and shall inform you about such decision. The refusal may be partial, in which case Encore will carry out the access, rectification, cancellation or objection in the corresponding part.
Should you wish to revoke your consent for the processing of your personal data or limit its use and disclosure, please also follow the process described above.
For Customers Based in the EEA
If you are a customer operating out of the EEA and attending an event in Mexico, you may be able to exercise the rights below. If you wish to exercise the rights below in relation to your PII, please submit a written request to firstname.lastname@example.org.
- Information access
- Objection to processing of your PII
- Objection to automated decision-making and profiling
- Restriction of processing of PII
- PII rectification
- PII erasure
If you are a customer in the EEA, you also have the right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: +44 (0) 0303 123 113.
Links to Other Websites
Attn: Privacy Office
5100 N. River Road, #300
Schiller Park, IL 60176