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Send Word Now ("SWN") is totally dedicated to protecting your privacy. We take this responsibility seriously and treat it in the same manner as our promise to deliver you critical services in times of great need. SWN's aim is to respect the sanctity of personal information while still providing our customers with the highest quality, most effective emergency notification and incident management services available anywhere. SWN observes the privacy principles of Notice, Choice/Fair Processing, Access, Security/Integrity, Onward Transfer and Enforcement/Compliance in processing personal information.
Notice
When we retain and process personally identifiable information, we will make certain information available to those individuals on a reasonable and timely basis. This information will include what personal information is being collected, who is collecting it, how and for what purposes it is being collected, how it is being used and to whom it will be disclosed.
Any time we request personal information from you, SWN will include a link to this Privacy Policy. When you use our service, communicate with our support team or e-mail us, we may need to get contact information, such as your e-mail address, phone numbers and/or wireless device information. When you submit a question online, or report a problem with our products or services, we may ask for your name, mailing address, telephone number, or e-mail address, in order to facilitate a speedy response.
Choice/Fair Processing
The primary service we provide is to allow our customers to quickly and effectively communicate with their employees and customers during an emergency. In order to best provide this capability, we need to retain thorough, up-to-date contact information on employees and/or agents of our customers. This information pertains to multiple points of contact, such as e-mails, cell phones, landlines, wireless devices, pagers and instant messaging services and is maintained in a database known as a Contact List. All of the Contact List information we possess is collected by and turned over to us by an authorized account administrator (the "Administrator") designated by our customer. The Administrator is explicitly empowered to collect Contact List information and provide the Contact List to us. SWN does not initiate the collection of any Contact List information. We will process Contact List information only with the consent of the Administrator when such processing is permitted by applicable law. If we need to process sensitive personal information, we will obtain explicit consent for such processing.
We will not process personal information in a manner incompatible with the purposes for which it was originally retained unless first authorized by the Administrator or allowed by law; we will take reasonable steps to ensure that such information is accurate, adequate, relevant and not excessive in relation to such purposes; and we will not keep such information longer than is necessary for such purposes.
We do not disclose personal information to a third party for direct marketing purposes.
Access
Once in our possession, we never use Contact List information for any purpose except as absolutely required in the performance of our essential functions. In the event that an individual wishes to verify, correct or delete their data, we will provide the Administrator with reasonable access to the personal information. We will also provide a means for individuals to exercise all other legal rights that they may have in relation to their personal information. Under no circumstance do we ever sell, lease, share, rent, or barter ANY of your personal information to anyone outside of SWN.
Personal information will be accessible and processed only by:
- SWN employees, suppliers, business partners and others who require access for the performance of their obligations to SWN
- Any person granted access by the individual to whom personal Data pertains
- Those otherwise authorized by law or court order.
Security/Integrity
SWN's website has stringent security measures in place (both technical and organizational) to protect the loss, misuse, and alteration of information under our control. We use secure, encrypted technology, privacy protection controls, and restrictions on employee access in order to safeguard your information. Please note, while we will continually make every effort to implement safeguards to protect your personal information, SWN makes no warranties or representations as to the security and confidentiality of any data you transmit. Data you transmit to SWN is at your own risk. We are not responsible for the acts of third parties that unlawfully intercept your communications or obtain your personal information by any other unlawful means.
We will utilize reasonable means to keep personal information accurate, complete and current in order to protect the quality and integrity of personal information, however, we rely on the Administrator to provide all relevant information and to advise us of any changes to Contact List information to ensure that it remains accurate, complete and current.
Onward Transfer
Our policy is to maintain the confidentiality of the personally identifiable information of organizations and personnel except where the law mandates disclosure or when we have obtained prior permission to do so. We will disclose personally identifiable information to government officials and law enforcement agencies only when it is required by law (e.g., in compliance with a subpoena, warrant or court order) or if we believe in good faith that such action is appropriate and necessary to protect and defend the rights of SWN, or to protect the life or safety of SWN users and the general public. When we transfer personal information within SWN or to third parties (including our suppliers and business partners), we will observe the privacy principles of Notice and Choice (described above), and we will require all the recipients of such data to provide at least the same level of protection for such data as specified by the standards stated in this policy.
Enforcement/Compliance
We will follow internal processes for handling complaints regarding our management of personal information.
We will demonstrate our compliance with this policy by:
- publishing this policy conspicuously so that it is accessible to all interested persons
- appointing and maintaining a Privacy Officer with responsibility for developing and implementing a privacy program
- implementing procedures to execute this policy in the conduct of our business, including training our employees in the use of such procedures and disciplining employees for failure to comply with this policy and its procedures
- at least annually, reviewing this policy to ensure that it continues to comply with prevailing privacy standards, current applicable law and regulations and existing agreements
Links
SWN's website contains links to other websites. The SWN Privacy Policy does not apply to these linked sites and SWN is not responsible for, nor do we endorse, the privacy practices or the content of these sites.
Cookies
SWN does not use cookies anywhere on our public website or within our primary applications. However, cookies are leveraged to track user sessions for billing purposes within the Send Word Now Client for Palm Treo application.
Changes to Privacy Policy
We reserve the right to change or update this Privacy Policy. In the event that we materially change our privacy policy, we will prominently provide notice on the www.sendwordnow.com homepage for 60 days thereafter.
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Contact Information
For questions, please contact:
Division of Emergency Preparedness and Coordination
301-496-1985
orsdepc@mail.nih.gov
For questions specific to your Institute or Center, please contact your Emergency Coordinator:
Emergency Coordinators by Institute/Center (PDF)
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