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Plantronics Software Privacy Policy

Plantronics Hub Desktop/Mobile, Plantronics Manager, Plantronics Manager Pro, Habitat Soundscaping

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Effective Date: April 17, 2018

Plantronics values your privacy in your personal information and data stored in Plantronics Hub, Plantronics Manager, Plantronics Manager Pro or Habitat Soundscaping (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.

Visit Plantronics’ EU General Data Protection Regulation (GDPR) web page for more information about GDPR and Plantronics.

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 (Administrators)

    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.

    Lightweight Directory Access Protocol (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

    Note:  In general, the data collected by Plantronics Manager Pro is directly related to the level of subscription.  For example, if you are not subscribed to the Call Quality and Analytics Suite, then the data required to populate these reports will not be collected.

    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. Planned future UI element

    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

    Required by Plantronics Manager UI and 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.

    Values for Plantronics Hub preferences & Plantronics device settings

    Required for compliance status, compliance reporting & troubleshooting.

    Plantronics device usage information:  last  detected date, base and headset button presses(including volume button press events),  headset & ADT state changes, connect/disconnect

    Provides IT with more information on the actual usage and adoption of devices in the environment.   Required for basic reporting with exception of Volume Events which is sent only with subscription of Call Quality and Analytics Suite or better

    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. USB devices that enumerate as an audio device 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 Radio Link Quality report.  Data sent only with subscription of Call Quality and Analytics Suite or better

    Plantronics Hub install/uninstall/upgrade & call control enable/disable

    Required for policy compliance status/reporting & troubleshooting

    End user email address,  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 for Mobile 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

    Plantronics assigned identifiers for ensuring an instance of Hub can be associated to a user.

    Network username, mobile device hostname & domain

    Associates a unique user to a device and the device to a system. 

    Mobile device platform, model, operating system version

    Required for proper update selection, troubleshooting and reporting.

    Plantronics Hub version & application ID

    Required for proper update selection, troubleshooting and reporting.

    Plantronics firmware update status

    Required for compliance status, compliance reporting & troubleshooting.

    Plantronics device information: model ID, product ID, serial number (IMEI), firmware version, headset type, device status, first/last detected timestamp, & last updated timestamp

    Required for proper update selection, troubleshooting and reporting.

    Plantronics device settings

    Required for compliance status, compliance reporting & troubleshooting.

    Plantronics device usage information: last detected, headset button presses (including volume press events), battery state events, connect/disconnect

    Provides IT with more information on the actual usage and adoption of devices in the environment. Required for reporting functionality.

    Call events: sessionId, direction, line type, source, mute events via button press only, call accepted, call ended, call in progress, ringing, idle, duration. Note:  We do not currently distinguish between app call events (OTT) and native call events

    Planned future UI element

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

    What We Collect Why We Collect It

    Menu Selections & App usage

    Provides Plantronics with menu usage patterns allowing Plantronics to improve both the overall experience as well as the “first time use” experience.  headset connection diagnostics (e.g. bluetooth connection failures), network diagnostic information (e.g., long latency, http error responses), app crashes

    Note: While using our mobile apps, we ask to collect your location information for the purpose of enabling features in the Plantronics Hub for Android/iOS mobile app such as the BackTrack™ feature. This feature helps to identify the location of your headset’s most recent disconnect event for the purpose of tracking a lost headset. The location information is stored locally in Plantronics Hub for Android/iOS on your mobile phone only.

    Plantronics Hub for Desktop in a Plantronics Manager Environment

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

    Plantronics Hub for Desktop in the Consumer Environment

    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 the 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:

    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. 

    Plantronics Hub for Mobile in a Consumer 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

    Plantronics assigned identifiers for ensuring an instance of Hub can be associated to a user.

    Mobile device hostname

    Used to identify the mobile device 

    Mobile device platform, model, operating system version

    Required for proper update selection, troubleshooting and reporting.

    Plantronics Hub version & application ID

    Required for proper update selection, troubleshooting and reporting.

    Plantronics firmware update status

    Required for compliance status, compliance reporting & troubleshooting.

    Plantronics device information: model ID, product ID, serial number (IMEI), firmware version, headset type, device status, first/last detected timestamp, & last updated timestamp

    Required for proper update selection, troubleshooting and reporting.

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

    Menu Selections & App usage

    Provides Plantronics with menu usage patterns allowing Plantronics to improve both the overall experience as well as the “first time use” experience.  headset connection diagnostics (e.g. bluetooth connection failures), network diagnostic information (e.g., long latency, http error responses), app crashes

    Note: While using our mobile apps, we ask to collect your location information for the purpose of enabling features in the Plantronics Hub for Android/iOS mobile app such as the BackTrack™ feature. This feature helps to identify the location of your headset’s most recent disconnect event for the purpose of tracking a lost headset. The location information is stored locally in Plantronics Hub for Android/iOS on your mobile phone only.

    Habitat Soundscaping

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

    What We Collect Why We Collect It

    First name, last name, address, phone number and email address of the Administrator(s) for the tenant.

    Required to administer services, including contacting the tenant responsible for managing the Habitat Soundscaping system.

    Company name and time zone.

    Required to create the Habitat Soundscaping tenant.

    Distraction control metadata, including distraction noise levels and system volume increases and decreases.

    Required to enable core product functionality, including adaptive response to distractions in the environment.

    Office environment layout.

    To enable users to visualize the Habitat Soundscaping system in their environment. To identify location(s) and level of distraction(s), as well as system volume adaptation.

    User preferences.

    Required to allow customization of the user 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 contractual data protection provisions.
    • 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?

    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;
    • 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. If legall permissible, we provide you with notice if we believe we are compelled to comply with a third party’s request for information about your account.
  • 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 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 Pro Environment

    When you use Plantronics Hub in a 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.

     

    Habitat Soundscaping

    When you use Plantronics Habitat Soundscaping, data transmitted by the on-premise server will be stored in Amazon Web Services (“AWS”) in the United States.

     

    International Data Transfers

    Your personal information may be transferred to, and processed in, countries other than the country in which you are resident.  These countries may have data protection laws that are different to the laws of your country.

    Specifically, our Website servers are located in the U.S. and Australia, Singapore and Ireland, and our group companies and third party service providers and partners operate around the world.  This means that when we collect your personal information we may process it in any of these countries.

    However, we have taken appropriate legal safeguards, these include implementing the European Commission’s Standard Contractual Clauses for transfers of personal information between our group companies, which require all group companies to protect personal information they process from the EEA in accordance with European Union data protection law.

    Further details about the Standard Contractual Clauses we have implemented, or the safeguards we have adopted with our third party service providers and partners, will be provided upon 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. 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.

    For Plantronics Manager Pro data we use industry standard HTTPS/TLS for data encryption in transit and hardware based encryption for data at rest. For Habitat Soundscaping data we use industry standard encryption to protect your content during transmission over the internet.

    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.

     

    Legal Basis for Processing Personal Information (EEA visitors only)

    If you are a visitor from the European Economic Area, our basis for collecting and using your personal information will depend on the personal information concerned and the specific context in which we collect it.

    We may collect information from you in the following ways:  1) with your consent; 2) in order to perform our contractual obligations with you; 3) where the processing of the information is within our legitimate business interests and such business interest is not overridden by your data protection interests or fundamental rights and freedoms; or 4) in order to perform our legal obligations or to protect your vital interests or the vital interests of another.

    If legally permissible, we will inform you that we are collecting your personal information and whether the collection of the information is mandatory or not, including the possible consequences if you do not provide the information requested (e.g., our inability to perform certain requests).

    If you have questions about or need further information concerning the basis on which we collect and use your personal information, please contact us at privacy@plantronics.com.

  • 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.

    Habitat Soundscaping

    When you use Plantronics Habitat Soundscaping, you own the data you create and store (or that is created and stored automatically) in the Service.

     

    How Long is My Data Retained?

    Plantronics Manager Pro

    We will retain information stored on Service-related servers according to data retention parameters set by your Plantronics Manager Pro administrator.  The default data retention setting is to retain the data 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.

     

    Habitat Soundscaping

    We will retain information stored on Service-related servers for as long as your account is active or as needed to provide you Service.

     

    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.

     

    Habitat Soundscaping

    As a user of Plantronics Habitat Soundscaping, you may terminate your service by contacting your authorized Plantronics Habitat Soundscaping reseller to request tenant termination. On your behalf, your reseller will contact Plantronics and request termination of your tenant.

    All previously collected personal data from your system will be deleted within ten days. Other data from your system has been anonymized and cannot be associated back to you as a specific user.

     

    In addition, if you reside in the European Economic Area or Switzerland, you also have the following rights:

    • You have the right to object to the processing of your personal information, the right to ask us to restrict the processing of your personal information or the right to request the portability of your personal information. You can exercise these rights by contacting us at Privacy@Plantronics.com
    • In the circumstances where you have consented to the collection and processing of your personal information, you can withdraw your consent at any time.  Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal.  Additionally, if the information was collected for another reason (e.g., to perform a contractual obligation, for legitimate business interests that are not outweighed by your data protection interests or for another legally permissible purpose, the withdrawal of your consent will not be effective).
    • You have the right to file a complaint with a data protection authority about our collection and use of your personal information.  For more information, please contact your local data protection authority. (Contact details for data protection authorities in the European Economic Area, Switzerland and certain non-European countries (including the US and Canada) are available here.)
  • 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

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