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Plantronics Software Privacy Policy

PLANTRONICS HUB, PLANTRONICS MANAGER, AND PLANTRONICS MANAGER PRO
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EFFECTIVE DATE: JANUARY 25, 2017

Plantronics values your privacy in your personal information and data stored in Plantronics Hub, Plantronics Manager or Plantronics Manager Pro (individually and collectively "Service"). This Privacy Policy ("Policy") describes what information Plantronics and its affiliated companies ("Plantronics," "we" or "us") collect about you and why, what we may do with that information and how we handle your data. These privacy terms are specific to the Service. Additional privacy terms can be found in the general Plantronics Privacy Policy.

SCOPE OF THIS PRIVACY POLICY

This Privacy Policy is incorporated into the Terms of Service applicable to the Service and applies to the information obtained by us through your use of the Service.

CHANGES TO THIS PRIVACY POLICY

As the Service evolves, we may need to update this Policy to reflect changes in the Service, our business and applicable laws; we will, however, always maintain our commitment to respect your privacy. We will post revisions to this Policy, with effective dates, in an easy to find area of our web site. We recommend that you check back here periodically to stay informed of any changes. We will request your consent to any changes if required by law; if consent is not required, please understand that your continued use of the Service after any change means that you agree with, and consent to be bound by, the revised Privacy Policy. If you disagree with any changes in this Policy and do not wish your information to be subject to the revised Policy, you will need to discontinue use of the Service as described below (see “How Do I Cancel the Service and Delete My Data?). In the event of a material change in our data collection and handling practices, Plantronics will post a prominent notice on the web site for 30 days prior to the changes taking effect.

  • I. Information Collection and Use

    What Information Does Plantronics Collect About Me and Why?

    Plantronics Manager Pro & Plantronics Manager

    The following data is required for the proper functionality of the services and features provided by Plantronics Manager Pro

    What We Collect Why We Collect It
    The first name, last name and email address of the IT Administrator(s) for the tenant
    • Required for tenant creation and used by Plantronics for customer communication.
    Company Name & Time Zone
    • To create and support your Plantronics Manager Pro tenant & to ensure localized event timestamps and reporting.
    Browser Info and Access Events (log in/out)
    • Plantronics supports the latest versions of the most popular browsers. To ensure compatibility, we need to understand what browsers and which versions are most utilized by our customers.
    Access Events (Log in/out)
    • These events can be monitored by Plantronics at an individual (customer) level or in aggregate for understanding administrative behaviors.
    LDAP Server Information (Server, port, version)
    • These fields are optional and can be populated by the IT Admin to leverage LDAP filters to simplify management of user groups.
    Network Share Location
    • Required by Plantronics Hub in the Plantronics Manager service. Establishes a location for Plantronics Hub to source updates.

    Plantronics Hub in a Plantronics Manager Pro Environment

    The following data is required for the proper functionality of the services and features provided by Plantronics Manager Pro

    What We Collect Why We Collect It
    Client instance ID, System ID
    • Plantronics assigned identifiers for ensuring a system and an instance of Hub can be associated to a user.
    Network username, computer hostname & domain
    • Associates a unique user to a device and the device to a system.
    Computer platform and model, operating system version, processor type, last reboot timestamp, admin rights status
    • Required for proper update selection, troubleshooting and reporting.
    Windows default audio device and default communication device configuration
    • End user and IT troubleshooting resource.
    Lightweight Directory access Protocol (LDAP) group membership
    • Queried by Plantronics Hub when LDAP groups are used within Plantronics Manager Pro to identify membership.
    Plantronics Hub version & application ID
    • Required for proper update selection, troubleshooting and reporting.
    Softphone & media player state changes and usage of corresponding Plantronics Hub plugins
    • Required by Plantronics Hub to provide mute & volume sync, call control. Generated data used in reporting.
    Update information: Plantronics Hub update status, Plantronics firmware update status, user update notification selection
    • Required for compliance status, compliance reporting & troubleshooting.
    Plantronics device information: model ID, product ID, serial number, firmware version, headset type, device status, first/last detected timestamp, & last updated timestamp
    • Required for proper update selection, troubleshooting and reporting.
    Plantronics Hub & Plantronics device settings
    • Required for compliance status, compliance reporting & troubleshooting.
    Plantronics device usage information: last used, based and headset button presses, base, headset & ADT state changes, connect/disconnect
    • Provides IT with more information on the actual usage and adoption of devices in the environment. Required for reporting functionality.
    Device information for other manufacturers’ products, such as make, model, firmware version, etc. The metadata is dependent upon what data the manufacturers have opted to expose in HID.
    • Required for reporting functionality. Provides IT with 360 view of their device environment. HID devices that expose the Telephony Page (0xB) and are not made by Plantronics fall into this category.
    Call events: sessionId, direction, line type, source, pluginId, answeredinSoftphone, hold & mute events, call accepted, call ended, call resumed, call in progress, ringing, idle, mobile call ring/in progress/end, reject, make, redial, duration. DTMF true or false (actual digits pressed are NOT collected)
    • Required for reporting specifically in the Conversation Analysis suite.
    Plantronics Hub install/uninstall/upgrade & call control enable/disable
    • Required for compliance status, compliance reporting & troubleshooting
    End user email address, UAC, local IP address, network IP address, media player actions & Bluetooth options
    • Versions of Hub prior to 3.9 may send these pieces of data. Plantronics Manager Pro does not keep or store this information. Update to the latest version to ensure this data is not sent.

    If the Plantronics Product Improvement Program has been enabled, Plantronics may also collect the following content:

    Media player (play/pause/stop)
    • Provides Plantronics with metrics on headset usage for media players.
    Menu Selections
    • Provides Plantronics with menu usage patterns allowing Plantronics to improve both the overall experience as well as the “first time use” experience.

    Plantronics Hub in a Plantronics Manager Environment

    No data is collected by Plantronics Hub in a Plantronics Manager environment.

    Plantronics Hub – Consumer

    The following data is required for the proper functionality of the services and features provided by Plantronics Hub. All data stored in the United States

    What We Collect Why We Collect It
    End user display name & computer hostname
    • To identify uniqueness of users and systems. Data is anonymized.
    Computer make and model, processor information, operating system & version
    • To ensure we make a compatible version of Plantronics Hub available to your system.
    Plantronics Hub version, client ID, update status & notification status
    • Allows Plantronics to provide you with the appropriate updates & reminders
    Plantronics device information such as make, model, serial number, firmware version, headset type, device status, device update status
    • Ensures you are provided with right firmware at the right time.
    End user email address, UAC, local IP address, network IP address, media player actions & Bluetooth options
    • Versions of Hub prior to 3.9 may send these pieces of data. Plantronics does not keep or store this information. Update to the latest version to ensure this data is not sent.

    If the Plantronics Product Improvement Program has been enabled, Plantronics may also collect the following content:

    What We Collect Why We Collect It
    Softphone and media player plugins (states, state changes & usage)
    • Ensures Plantronics Hub is working with your softphone as expected.
    Device information for other manufacturers’ audio products, such as make, model, etc.
    • Improves Plantronics ability to identify audio devices & assist users with selection.
    Plantronics Hub Install/Uninstall (version, upgrade)
    • Allows Plantronics to see how the product is being deployed.
    Plantronics Hub Settings Changes
    • Provides Plantronics with insight on the value of available features.
    Media player (play/pause/stop)
    • Provides Plantronics with metrics on headset usage for media players.
    Menu Selections
    • Provides Plantronics with menu usage patterns allowing Plantronics to improve both the overall experience as well as the “first time use” experience.

    Will Plantronics Contact Me?

    You will receive essential Service-related and account-related information via email.

  • II. Information Access and Disclosure

    WHEN IS MY PERSONAL INFORMATION OR DATA SHARED?

    Plantronics does not sell or rent your information. We only disclose your information - and then only the minimum information necessary - when:

    • We need to share your information with service providers who process data on our behalf in order to operate the Service; these providers are subject to strict data protection.
    • We need to share your information with service providers to fulfill your Service requests, including sales, delivery and support requests.
    • We need to share your information with resellers of the Service in order to ensure accuracy in the payment for such Service, the management of your account and the delivery of your Service and related support services.
    • We believe it is necessary to investigate potential violations of our Terms of Service, to enforce the Terms of Service, or where we believe it is necessary to investigate, prevent or take action regarding illegal activities, suspected fraud or potential threats against persons, property or the systems on which we operate the Service.
    • We determine that the access, preservation or disclosure of information is required or permitted by law to protect the rights, property or personal safety of Plantronics and users of the Service, or is required to comply with applicable laws, including compliance with warrants, court orders or other legal process.
    • We are engaged in the sale or reorganization of all or part of our business, as permitted by applicable law.

    We do not share your account information or user activity history with third parties for the purpose of enabling them to deliver their advertisements to you.

    IF I AM A USER OF A PLANTRONICS MANAGER PRO ENTERPRISE ACCOUNT, CAN MY ACCOUNT ADMINISTRATOR SEE MY DATA?

    An Administrator of a Plantronics Manager Pro enterprise account has access to all data you create as an end user associated with that Plantronics Manager Pro enterprise account

    DOES PLANTRONICS ACCESS OR REVIEW MY DATA?

    As a rule, Plantronics employees do not monitor or view your personal information or data stored in the Service, but we list below the limited circumstances in which our employees may need to access or review your personal information or account data:

    • We believe our Terms of Service have been violated and confirmation is required or we otherwise have an obligation to review your account data as described in our Terms of Service;
    • We need to do so in order to respond to your request for support;
    • Where necessary to protect the rights, property or personal safety of Plantronics and its users; or
    • In order to comply with our legal obligations, such as responding to warrants, court orders or other legal process. We vigilantly protect the privacy of your account data and, whenever we determine it possible, we provide you with notice if we believe we are compelled to comply with a third party’s request for information about your account.

    DOES PLANTRONICS EVER MAKE ANY OF MY PERSONAL INFORMATION OR DATA PUBLIC?

    No.

  • III. Plantronics Product Improvement Program

    The Plantronics Product Improvement Program collects the data from the client systems where Plantronics Hub is installed and helps improve products.

    PURPOSE

    We use the data that is collected by the program to analyze and improve the product experience for customers. The collected data is analyzed to improve product features and customers' experience with the product.

    COLLECTED DATA

    • System environment (software and hardware details)
    • Effectiveness of installed Plantronics product features
    • How product is used

    When you opt into the “Plantronics Product Improvement Program”, the content generated will be aggregated and stored in the Plantronics cloud data center in the United States. By opting into the “Plantronics Product Improvement Program”, you are confirming your consent to this data being hosted and accessed in the United States. For a detailed list of data being generated please see “Information Collection and Use”.

    PRIVACY PROTECTION

    The data collected by Plantronics Product Improvement Program will be used only for product improvement. The system-and/or user specific data will be anonymized or used in aggregate form.

  • IV. Data Storage and Transfer

    WHERE IS MY DATA STORED?

    PLANTRONICS HUB - CONSUMER

    When you use Plantronics Hub (consumer) on your computing device, data transmitted will be stored in Amazon Web Services (“AWS”) in the United States.

    PLANTRONICS HUB IN PLANTRONICS MANAGER OR PLANTRONICS MANAGER PRO ENVIRONMENT

    When you use Plantronics Hub in a Plantronics Manager or Plantronics Manager Pro environment, on your computing device, data transmitted will be stored in one of four AWS regions. Our AWS regions currently include the United States, Singapore, Australia and Ireland. The various regions provide us the ability to store data in locations which meet our customers’ requirements and help us comply with local regulations. Some limited device data associated with the settings of the audio device are also stored locally on the user’s system and replicated in regional data centers.

    Under limited circumstances, when our global customers require technical assistance from our United States support team, Plantronics employees in the United States may view and/or receive, only with consent, EU based customer data. Plantronics is prepared to enter into Standard Contractual Clauses with EU customers upon their request.

    HOW CAN I ACCESS OR CORRECT INFORMATION PLANTRONICS HOLDS ABOUT ME?

    If you wish to (i) access any personal information that we maintain about you; (ii) request that we correct or delete the personal information that we maintain about you; or (iii) request that we not use or stop using your personal information for marketing purposes, you may contact us via email at privacy@plantronics.com. We will comply with such requests to the extent required by law or our policies, and subject to any limitations in our systems.

    IS MY DATA SECURE?

    The security of your data is important to us and a responsibility that we embrace. Plantronics takes reasonable measures to help protect your information from loss, theft, misuse and unauthorized access, disclosure, alteration and destruction. For example, we use industry standard encryption to protect your content during transmission over the internet and 2-factor authentication for data at rest. We use a combination of administrative, physical and logical security safeguards and continue to work on features to keep your information safe. Your data is accessed by Plantronics as required to support the Service and access is limited to only those within the organization with the need to access to support the Service.

    Your data is hosted by AWS. We believe AWS is able to invest much more in security, backups and maintenance than many medium to large enterprises. For this reason, we believe the AWS web-based system typically has more security measures in place than many on-premises systems.

    If Plantronics learns of a security system breach, we may attempt to notify you and provide information on protective steps, if available, through the email address that you have provided to us or by posting a notice on our web site and/or via other communication platforms. Depending on where you live, you may have a legal right to receive such notices in writing.

  • V. Information Ownership, Data Retention, Service Cancellation and Data Deletion

    WHO OWNS MY DATA?

    PLANTRONICS HUB – CONSUMER

    When you use Plantronics Hub (consumer) on your computing device, you, the consumer, own the data you create and store (or that is created and stored automatically) in the Service.

    PLANTRONICS HUB IN PLANTRONICS MANAGER OR PLANTRONICS MANAGER PRO ENVIRONMENT

    When you use Plantronics Hub in a Plantronics Manager or Plantronics Manager Pro environment, the enterprise (your company) owns the data you create and store (or that is created and stored automatically) in the Service. With consent, the enterprise customer may allow access to the data you create and store in the Service by its reseller, by Plantronics, or by other parties designated by it.

    HOW LONG IS MY DATA RETAINED?

    We will retain information stored on Service-related servers for as long as your account is active or as needed to provide you Service. Your system manager may, at any time, download the report content of your Plantronics Manager Pro tenant.

    HOW DO I CANCEL THE SERVICE AND DELETE MY DATA?

    PLANTRONICS MANAGER PRO

    Your Plantronics Manager Pro account will be terminated, and your data will be deleted, 30 days following the expiration of your Service contract (if you do not renew your subscription). Under the terms of your subscription contract, it is non-cancelable. However, you may discontinue the use of the Service, and delete your data, at any time through the following steps:

    1. Remove Plantronics Hub from all desktops in your environment;
    2. Contact your authorized Plantronics reseller to request tenant termination;
    3. On your behalf, your reseller will contact Plantronics and request termination of your tenant;
    4. Within five business days of receiving this request from your reseller, Plantronics will terminate your tenant and issue a certificate of data destruction to you.

    Once terminated, your tenant and the data it contained cannot be reinstated.

    PLANTRONICS MANAGER

    Your Plantronics Manager account will be terminated, and your configuration data will be deleted, 30 days following the expiration of your Service contract (if you do not renew your subscription). Under the terms of your subscription contract, it is non-cancelable. However, you may discontinue the use of the Service, and delete your data, at any time through the following steps:

    1. Remove Plantronics Hub from all desktops in your environment;
    2. Locate and delete the network share that hosts the Plantronics configuration data
    3. Contact your authorized Plantronics reseller to request tenant termination;
    4. On your behalf, your reseller will contact Plantronics and request termination of your tenant;
    5. Within five business days of receiving this request from your reseller, Plantronics will terminate your tenant and issue a certificate of data destruction to you.

    Once terminated, your tenant and the data it contained cannot be reinstated.

    PLANTRONICS HUB

    As a user of Plantronics Hub in a consumer environment, you may terminate your Plantronics Hub service at any time by removing the Plantronics Hub product from your system. All previously collected data from your system has been anonymized and cannot be associated back to you as a specific user.

  • VI. Contact Us

    HOW CAN I CONTACT PLANTRONICS?

    Plantronics welcomes your feedback regarding this Privacy Policy. If you have questions, comments or concerns about this Policy, please contact us by email at privacy@plantronics.com or postal mail at:

    • Plantronics, Inc., 345 Encinal Street, Santa Cruz, CA 95060 USA Attn: Legal Department
    • Plantronics BV, South Point Building C, Scorpius 140, 2132 LR Hoofddorp, The Netherlands Attn: Legal Department