EFFECTIVE DATE: May 22, 2017.
Scoutahead accounts can be created two ways:
1. When an organization or company enters into an agreement with Scoutahead for our Services (“Enterprise Customer”), the Enterprise Customer will provide an account for each employee it authorizes to use the Services (“Enterprise User”); or
2. Enterprise Users, in turn, can invite someone with whom they collaborate for work or business purposes (e.g., contractor, consultant) to create an account. The Enterprise User provides the name and email address of the person they want to invite to Scoutahead, and Scoutahead will send that person an email invitation with a link to create an account. The invited individual (“Individual User”) can then create an account directly with Scoutahead, independent of any company or organizational affiliation.
As explained below, the way in which a user’s account is created will affect the user’s rights in the information provided to, or collected by, Scoutahead and in the information shared and sent through the Services (“Content”).
Enterprise Users: If you are using the Services through an account issued to you by an Enterprise Customer, then you have an “Enterprise User Account” and you are an “Enterprise User.” If you are an Enterprise User, your relationship is with the Enterprise Customer that provided you with your Enterprise User Account. Any Content associated with an Enterprise User Account, or that an Enterprise User creates through the Services, becomes “Enterprise Data” and is owned by the Enterprise Customer. The Enterprise Customer is responsible for obtaining your consent to data processing carried out by Scoutahead. You should consult the Enterprise Customer’s policy for information regarding such consent, as well as information about storage, access, modification, retention, use, and deletion of Content and other information that you provide through the Services as an Enterprise User.
Enterprise Customers also have the right to control and administer Scoutahead Enterprise User Accounts. Any questions regarding your rights with respect to your Enterprise User Account should be directed to the Enterprise Customer who provided you with your Enterprise User Account.
Individual Users: If you received an invitation from an Enterprise User to create an account directly with Scoutahead, you are an “Individual User” with an “Individual User Account,” and your relationship is directly with Scoutahead. If you use the Services to communicate or interact with an Enterprise User, however, your Content may become Enterprise Data, owned by an Enterprise Customer and subject to that Enterprise Customer’s policies and procedures and to the rights afforded Enterprise Customers regarding access to Content. Please note: if you create an Individual User Account, and your employer becomes an Enterprise Customer at a later time, your Individual User Account may be converted to an Enterprise User Account associated with your employer, and all of your previous Content may become Enterprise Data under the ownership and control of your employer.
What Kind of Information Does Scoutahead Collect?
Scoutahead collects the following types of information when Enterprise Customers, Enterprise Users, or Individual Users register for, use, or access the Services:
- Information provided directly to Scoutahead. In order to provide the Services, we collect information about you directly from you, from other Enterprise Users and Individual Users with whom you interact, or from Enterprise Customers including:
- Account Information. Account information includes contact information, such as your name and email address, username, work title, department, manager, and other information related to your work and/or the Enterprise Customer who provided your Enterprise User Account; physical address; phone number; photos; and information about your occupation or education that you provided to complete your profile. We do not collect your password in clear text. Instead, your password is hashed and encrypted before transmission.
- Content. This includes all Content that you create, including, but not limited to, any messages you send, information you post, audio/video content you send to others, and files you share, or which are provided on your behalf. We also collect information about the Content you create (metadata), such as the time that particular Content was created, and from which session that Content was created. Although Scoutahead collects the Content you create, that Content is Enterprise Data and is owned by the Enterprise Customer that provided you with your Enterprise User Account, and subject to the Enterprise Customer’s policies and procedures. Content created by Individual Users while communicating or interacting with an Enterprise User may become Enterprise Data, owned by an Enterprise Customer and subject to that Enterprise Customer’s policies and procedures.
- Connections. We also collect information about the people and groups you are connected to, such as teams you’ve joined or created and people you’ve directly messaged.
- Survey Responses. You and others may conduct surveys through the Services. We collect responses from all survey participants and provide anonymized, aggregated survey results (from all respondents) to the survey creator.
- Information We Automatically Collect:
- Usage. We may collect information about the devices you use to interact with our Services. This includes your web browser type and version, IP address, mobile device identifier, information you access (e.g., to distinguish between read and unread messages), the date and time of usage, language, and browsing information. We may also automatically collect information about how you use our Site. This helps us improve the Services and can help enhance the security of your account.
- Third Party Cookies and Analytics. Scoutahead may use third-party cookies to collect analytics about how you use the public-facing Scoutahead website (pages and content accessible when not logged in to a user account). Scoutahead uses third parties like Google Analytics for public-facing website analytics. You may opt-out of Google Analytics on its website. Please visit https://tools.google.com/dlpage/gaoptout/ for additional information.
How Does Scoutahead Use My Information?
Scoutahead may access and use the information and Content we collect from you or about you from other users with whom you interact on the Services, for a number of purposes including:
- Enhancing the security of the Services for you and our Enterprise Customers;
- To personalize your and our Enterprise Customers’ experiences with the Services;
- To offer you information and promotional material about the Services you see on our Site;
- To provide the Services;
- To manage our everyday business needs, such as administration and improvement of the Services; and
We also access and use your information and Content to conduct data and system analytics, including research to improve the Services. When performing such research, however, we will not examine the Content of messages sent from you to anyone, or to you by anyone, using our messaging features. We conduct research to develop new tools, products, and services for all users and to improve the functioning of our Services.
As set forth above, when you have an Enterprise User Account,the Enterprise Customer that provided your Enterprise User Account may control or access your account, as well as other data and/or Content. The Enterprise Customer may do so by naming one or more individuals who are designated to oversee use of the Services (“Administrator(s)”), who shall by designation have the same rights to your account, data, and Content as the Enterprise Customer.
Under what circumstances will Scoutahead disclose information?
Enterprise Users: Scoutahead may disclose information about, and created by, Enterprise Users in accordance with our agreement with the Enterprise Customer that provided the Enterprise User Account. This agreement authorizes us to disclose such information, as described below.
Individual Users: Scoutahead may disclose information collected about and created by Individual Users under the circumstances described below. (As stated above, information about and created by Individual Users may become Enterprise Data subject to Enterprise Customers’ control when Individual Users communicate with Enterprise Users. In the event that your information and Content becomes Enterprise Data, certain Enterprise Customers will have authority to disclose information about and created by you, subject to those Enterprise Customers’ policies, and Scoutahead may disclose such Enterprise Data in accordance with Scoutahead’s agreement with those Enterprise Customers, as explained below.)
Scoutahead may disclose information as follows:
- As directed by your Enterprise Customer. If you are an Enterprise User and we are asked to do so by the Enterprise Customer who provided your Enterprise User Account, we will disclose information on its behalf.
- To Third-Party Sites. We may disclose information to Third-Party Sites that you or the Enterprise Customer who provided your Enterprise User Account connect to the Services.
- With the Enterprise Customer who provided you with your Enterprise User Account. We may disclose information to the Enterprise Customer, network administrators, and other users authorized by the Enterprise Customer to access the requested information.
- With new Enterprise Customers. If you create an Individual User Account, and your employer becomes an Enterprise Customer at a later time, your Individual User Account may be converted to an Enterprise User Account associated with your employer, and all of your previous Content may become Enterprise Data under the ownership and control of your employer.
- With Others Working for and on Behalf of Scoutahead. We may provide access to, or share your information with, third-party service providers contracted by Scoutahead to perform services and functions in the United States or in other countries where such service providers assist in providing the Services (e.g., a web hosting service provider). We may also need to provide a third-party service provider access to information to support auditing, compliance, and corporate governance functions. These third parties have no independent rights related to the information and cannot use it for any purpose other than on behalf, and at the direction, of Scoutahead.
- With Scoutahead entities. We may disclose information to companies under Scoutahead’s common control, including, but not limited to, affiliates and subsidiaries.
- Inclusion in Aggregate Statistics. Scoutahead may perform statistical research about usage of the Services to better improve and provide the Services (e.g., to determine how many messages are sent in total per day on its system, or by device type).
- Legal Process. If we receive a subpoena, warrant, discovery request, or other request or order from a law enforcement agency, court, governmental entity, or litigant seeking data from an Enterprise User or Individual User, we will provide the requesting party your, the Enterprise Customer who provided your Enterprise User Account’s, contact information and direct the requesting party to make the request directly to you or the appropriate Enterprise Customer. If we are legally compelled to produce information, we will, unless legally prohibited, use reasonable efforts to notify you or the appropriate Enterprise Customer, so that the Enterprise Customer can notify you pursuant to its policies and as permitted by law.
- Security. Scoutahead may share information with third parties, including law enforcement authorities, where we determine that doing so is appropriate to:
- Enforce our Acceptable Use Policy or Terms of Service;
- Protect our property, services, and legal rights;
- Prevent physical harm to the persons or property of others; or
- Prevent fraud against us and others.
How does Scoutahead protect my information?
Scoutahead has implemented an information security program that contains administrative, technical and physical controls that are designed to reasonably safeguard information that can individually identify you. Scoutahead undergoes routine audits to ensure its compliance with those programs.
Are my chats or messages shared with my employer?
The messaging, chat, file sharing, or other collaborative features in Scoutahead are similar for privacy purposes to email. Whenever an Enterprise User is a party to a communication (whether it is a message, file shared, etc.), access to the communication shall be governed by the policies and procedures of the Enterprise Customer who provided the Enterprise User Account, just as it would be if you sent an email to that Enterprise User’s employer-provided email address.
How do account closures work?
Enterprise Users: We maintain Enterprise User Accounts on behalf of the Enterprise Customer that iprovided them. If you would like to stop using your Enterprise User Account, contact the Enterprise Customer who provided it. In addition, Enterprise Customers may close Enterprise User Accounts for any reason, including after an Enterprise User is no longer employed by the Enterprise Customer or if the Enterprise Customer terminates its relationship with Scoutahead.
If your account is closed, Scoutahead may delete it as directed by the Enterprise Customer that issued it, or at Scoutahead’s discretion, subject to applicable law. Your Content is owned by the Enterprise Customer that issued your account and may remain with Scoutahead even if the Enterprise Customer suspends or closes your Enterprise User Account.
If you wish to delete personal information stored with Scoutahead, you must contact the Administrator of the Enterprise Customer that provided your account. We will respond to requests made by the Enterprise Customer when submitted by an authorized representative and subject to applicable law.
Individual Users: You may contact Scoutahead at email@example.com to close your account. If your account is closed, it may be deleted. Content you created while using Scoutahead will remain available to the other Scoutahead users with whom you communicated and, if you communicated with an Enterprise User, your Content may be retained by the Enterprise Customer who provided that Enterprise User Account. Users will no longer be able to search for and find your account, however, and we will cease contacting you.
Does Scoutahead Track My Activity On Other Sites?
Scoutahead does not collect personal information about your online activities over time across third-party websites or online services. Therefore, "do not track” signals transmitted from web browsers do not apply to our site, and we do not alter any of our data collection and use practices upon receipt of such a signal. In limited circumstances, where Scoutahead provides its Services directly in conjunction with a third-party service and where we need to track your activity with respect to such a service (e.g., if the Enterprise Customer wants to integrate Scoutahead with a third-party service), we will do so only to enable Scoutahead’s Services.
Some of the Services may contain links to third-party content (e.g., if a user in your organization posts a hyperlink in a chat conversation) that is neither maintained nor controlled by Scoutahead. We are not responsible for the privacy policies or practices of such third parties, and we recommend that you consult their privacy policies for more information.
Business Transfers and Corporate Changes
If we are involved in a substantial corporate transaction, such as merger, consolidation, restructuring, or sale of our assets, sale of our Services, or in the unlikely event of bankruptcy or insolvency, your information may be transferred as part of that transaction.
Transfer of Data
How does Scoutahead protect the privacy of children?
Scoutahead is a general audience site not directed at children under the age of 13. If we obtain actual knowledge that any information we collect has been provided by a child under the age of 13, we will promptly delete that information. If you believe Scoutahead has personal information about anyone under the age of 13, please contact us at firstname.lastname@example.org.
Your California Privacy Rights
Pursuant to California Civil Code Section 1798.83(c)(2), Scoutahead does not share your personal information with third parties for those third parties’ direct marketing use.
How Can I Contact Scoutahead?