Privacy Policy

This Privacy Policy (“Privacy Policy”) explains how OUTpros (“Company,” “we,” “us,” or “our”) processes personal information in general, as well as specifically as required by applicable privacy laws, including the California Consumer Privacy Act (“CCPA”).

OUTpros Privacy Commitment

OUTpros is committed to safeguarding customer and user privacy. We collect only the essential information necessary for conducting business and delivering our services. We do not generate revenue from advertising, and we keep a clear distinction between the information you entrust to us and any advertising-related activities.

The objective of this policy is to provide clear details about the data we collect, how we use it, and the boundaries we adhere to. While we understand this policy may be more extensive than preferred, it is important to cover all relevant scenarios. This Privacy Policy applies to everyone who interacts with our company, including, but not limited to, our clients and our virtual professionals (“VAs” or “Talent”). When certain policies apply only to a specific group of users, we will note that specifically.

Scope of this Privacy Policy

This Privacy Policy pertains to all OUTpros websites linked to it, as well as the products and services offered by OUTpros through these websites, mobile applications, and any client or talent portals we operate. It does not extend to any other websites, products, or services governed by separate privacy policies.

This Privacy Policy is divided into three parts:

• Part I – Information OUTpros collects and processes as a business.
• Part II – Information that OUTpros processes as a service provider.
• Part III – General topics relevant to both Parts I and II, including our security commitments and how we notify you of changes.

Part I – Information OUTpros collects and processes as a business

What information OUTpros collects

We collect information for legitimate purposes, which falls into three categories:

1. Information you provide

i. Event registrations and form submissions: We record information submitted when requesting information about our products or services, event registration, newsletter subscription, downloads, surveys, and customer support requests.

ii. Account signup: When you sign up as a client, we may request your name, contact number, email address, company name, address, industry, and other general information. A unique username and password may be required for account access. Optional information such as your photo, time zone, and language can be provided but are not necessary. When you sign up as a virtual professional, we may request your name, contact number, email address, address, photo, and other general information.

iii. Payment processing: As a client, purchases require your name, contact information, and payment details. As a virtual professional, we may require general contact information, payment details, and other personal and/or banking information depending on the payment method you choose.

iv. Testimonials: With your authorization, testimonials about our products and services may include your name and other personal or company information.

v. Interactions with OUTpros: Interactions via email, telephone, social media, SMS, and chat conversations may be stored and analyzed to improve customer interactions.

vi. SMS messages and/or reminders: We collect your mobile phone number and name when you opt in to receive SMS messages from us.

2. Information collected automatically

i. Information from browsers, devices, and servers: Data such as IP address, browser type, language preference, time zone, referring URL, access date, operating system, and mobile device information are collected for website analytics.

ii. Information from cookies and tracking technologies: Cookies, beacons, tags, scripts, and similar technologies track website navigation, email campaign effectiveness, and user engagement.

iii. Information from application logs and mobile analytics: Product and service usage data, errors, performance information, user settings, and device details help improve our offerings.

3. Information from third parties

i. Referrals: Referrals may provide your name, email address, and other information, shared for specific purposes.

ii. Information from reselling partners and service providers: Reselling partners and service providers may share information about your interest in our products.

iii. Information from social media sites and publicly available sources: Feedback, reviews, and interactions on social media platforms and publicly available sources may be collected for service, marketing, and product improvement.

Purposes for using information

In addition to the purposes listed above, we use your information for:

• Communication: Reaching out to you, primarily through email, regarding products you’ve downloaded and services you’ve subscribed to, as well as changes to this Privacy Policy, updates to our Terms of Service, or important notifications.
• Information Updates: Keeping you informed about new products, upcoming events, special offers, promotions, and other relevant information.
• Notifications: Informing you of changes or updates to a process you’ve opted in to, such as booking a call or a recruitment process. When you opt in to SMS messages, your phone number is used solely to send you notifications and updates via SMS.
• Recruitment: Helping our team understand your company, its needs, and the roles you may be looking to fill.
• Feedback and Surveys: Inviting you to participate in surveys or request feedback to enhance our offerings.
• Account Management: Establishing and maintaining your account, along with all necessary actions for service provision.
• Billing & Payments: Creating and sending invoices, bills, and receipts for clients, and processing payments for virtual professionals.
• Usage Analysis: Gaining insights into how users interact with our products and services to prevent issues, enhance user experience, and monitor service efficiency.
• Customer Support: Providing assistance to users and refining customer interactions.
• Fraud Prevention: Detecting and preventing fraudulent activities, as well as reporting spam, while safeguarding the rights and well-being of OUTpros, our users, and third parties.
• Record Management: Updating, expanding, and analyzing our records, including identifying potential new customers and offering products and services that align with their interests.
• Trend Analysis: Analyzing trends, overseeing website administration, and tracking visitor navigation patterns to optimize user experience.
• Marketing Enhancement: Monitoring and refining our marketing campaigns, and providing suggestions to users based on their preferences and behaviors.

Your choices regarding information usage

i. Opt Out of Non-Essential Communications: You may opt out of receiving non-essential communications, such as newsletters, by using the “unsubscribe” feature included in such messages. Essential notices, such as account notifications, security alerts, privacy updates, and critical transactional and payment-related emails, will still be delivered. For SMS messaging, you can opt out at any time by texting “STOP.” You will receive a confirmation message and no further SMS messages will be sent.

ii. Disable Cookies: You can choose to disable browser cookies before visiting our websites. Please note that disabling cookies may impact your ability to fully utilize certain features. If you are visiting us from within California or the European Union, we will provide you with an option to manage cookies when visiting our website.

iii. Optional Information: You can decide not to provide optional profile details, like your photo. You can also choose not to complete non-mandatory fields when submitting forms on our websites.

Sharing your information

i. Within OUTpros: Access to the information covered in Part I is granted to designated OUTpros entities. We do not sell personal information. We only share your information as detailed in this Privacy Policy, and only with parties that uphold appropriate confidentiality and security practices.

ii. Employees and Contractors: Relevant employees and independent contractors of OUTpros have access to Part I information on a need-to-know basis. These individuals are required to adhere to this Privacy Policy.

iii. Third-Party Service Providers: No mobile phone numbers, names, email addresses, or other identifying information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

iv. Other Scenarios: Additional scenarios involving information covered in Parts I and II are detailed in Part III.

Your rights regarding your information

You hold the following rights concerning information OUTpros retains about you:

• Right to Access: You can access (and receive a copy of, if needed) the personal information we hold about you, including its source, purpose, processing duration, and recipients.
• Right to Rectification: You can update or rectify inaccuracies in the information we possess about you.
• Right to Erasure: You can request the deletion of your personal information in specific circumstances, such as when it is no longer needed for its original purpose.
• Right to Restriction of Processing: Under certain conditions, you may request the limitation of your information’s use.
• Right to Data Portability: You possess the right to transfer your information to a third party in the best available format our team is able to provide at the time it is requested.
• Right to Object: You can object to the use of your information for certain purposes, like direct marketing.

Your rights under CCPA

The following CCPA part of this policy only applies to those people who physically reside in California. Under the California Consumer Privacy Act of 2018, you have privacy rights, including the right to access and the right to request deletion, already covered above. We do not sell your data, rendering the right to opt-out of sale irrelevant. You are protected from discrimination for exercising your rights, and your rights cannot be waived.

Exercising your rights

To exercise the rights mentioned above, you can contact us via email at info@out-pros.com. Only you or an authorized agent may request actions related to your personal information.

We cannot fulfill requests if (i) your identity cannot be verified, or (ii) the request lacks sufficient details for handling. We strive to address your request within 45 days of receipt. If more time is needed (up to 90 days), we will inform you in writing, explaining the delay.

Data retention

We retain your personal information for the period required for the purposes mentioned in this Privacy Policy. At times, we may retain information for longer periods as permitted or required by law, such as for tax, legal claims, or regulatory compliance. After the legitimate processing need ends, your data will be deleted or anonymized in active databases. The data will be securely stored on backup systems until deletion is feasible.

Part II – Information that OUTpros processes as a service provider

Information entrusted to OUTpros and purpose

You may entrust information that you control, or that your organization controls, to OUTpros in connection with the use of our services or for requesting technical support. This includes information about your customers, employees, or data you manage on behalf of others. This data may be stored on our systems while using our services or shared with us for technical support.

Ownership and control of your service data

We acknowledge your ownership of service data. If you are a client or virtual professional, you have control over your service data stored and presented through our online portals, including the ability to access it, share it through supported third-party integrations, and request its export or deletion.

How we use service data

We process your service data based on your instructions through our service modules. For instance, generating an invoice may involve using customer information to create the invoice, and using campaign management services may require using email addresses for sending emails.

Sharing your information

i. OUTpros Group and Third-Party Sub-Contractors: To provide services and technical support, OUTpros may engage other group entities and third parties.

ii. Employees and Independent Contractors: Our employees and independent contractors may access your service data to identify and resolve errors, verify emails reported as spam, or validate information for accuracy. Access is restricted, logged, and audited, and employees follow strict privacy guidelines.

iii. Collaborators and Other Users: Some products allow collaboration, allowing collaborators to view your profile information. For instance, when editing a shared document, your name and profile picture may be displayed next to your edits.

Data retention

We retain your account data as long as it is necessary, unless you request your data to be deleted. Upon account termination, data may be removed from active databases periodically, and from backups only as necessary.

Part III – General

Children’s personal information

Our products and services are not intended for individuals under the age of 18. OUTpros does not knowingly collect personal information from children under 18 years old for its own purposes. If we become aware that a child under 18 has provided personal information, we will take steps to delete it. If you believe a child under 18 has provided personal information, please contact us at info@out-pros.com.

Security of your information

At OUTpros, data security is a top priority. We adhere to industry standards and have implemented appropriate administrative, technical, and physical safeguards to prevent unauthorized access, use, modification, disclosure, or destruction of the information entrusted to us. Please note that although we protect your information, anyone with access to your email may view received messages, and anyone with access to your phone may view received messages.

Locations and international transfers

We share your personal information and service data within OUTpros and with third parties engaged by us. By using our products and services or providing personal information or service data, you understand that your information may be processed, transferred, and stored in the United States of America, the European Economic Area (EEA), and other countries where OUTpros operates.

Automation and artificial intelligence

To enhance productivity, we may use technologies like artificial intelligence and machine learning. We use service data for limited purposes, such as improving algorithm accuracy and developing organization-specific models. Our technologies are powered by our own data sources, including internal communications and external sources.

External links

Our websites may contain links to third-party sites governed by their own privacy policies. Please ensure their privacy practices meet your standards before sharing personal information.

Blogs and forums

Be cautious when sharing personal information on our publicly accessible blogs and forums. We are not responsible for information you disclose publicly. Posts and profile information may persist even after account termination.

Social media widgets

Social media widgets on our websites may collect information and set cookies. Your interactions with these widgets are governed by the privacy policies of the providers.

Disclosures in compliance with legal obligations

We may be required to preserve or disclose your information to comply with applicable laws, regulations, legal processes, or governmental requests.

Enforcement of our rights

We may disclose personal information and service data to third parties for fraud prevention, spam filtering, investigating illegal activity, enforcing agreements, or protecting user safety.

Business transfers

In case of a business sale, acquisition, or merger, we will notify you and ensure the new entity honors our commitments.

Compliance with this Privacy Policy

We regularly review our practices to ensure adherence to this Privacy Policy. If you have concerns, contact us at info@out-pros.com. We will address your concerns and cooperate with regulatory authorities if needed.

Notification of changes

We may modify this Privacy Policy and notify you through announcements or email. Major changes affecting your rights will be notified 30 days in advance. Continued use after changes constitutes agreement. Please check this page periodically for updates.

Contact us

If you have any questions about this Privacy Policy, please contact us at:

OUTpros
[Company Address]
[City, State ZIP]
Email: info@out-pros.com
Phone: [Phone Number]