Last modified: September 24, 2018

Introduction

CompanyMileage.com LLC (“Company” or “We”) respect your privacy and are committed to protecting it through our compliance with this policy.

This policy describes the types of information we may collect from you, the User (as defined below), or that you may provide when you: (1) visit the website www.companymileage.com/ and its related webpages (our “Website”), (2) use the SureMileage or SureExpense software, and (3) download/install and use our SureMobile mobile-device application, and our practices for collecting, using, maintaining, protecting, and disclosing that information.

User” means (1) a business or company that purchases and utilizes any of our services or products as a client of our Company (a “Client”), and (2) any directors, officers, managers, employees, independent contractors, agents, or affiliates of a Client that use any of our services or products in conjunction with a business relationship (such as, but not limited to, employment or contractual relationship) with a Client.

This policy applies to information we collect from (the below list collectively referred to as our “Platforms”):

  • On this Website;
  • In email, text, and other electronic messages between you and this Website;
  • Through any of our software applications, including, but not limited to:
  1. SureMileage
  2. SureExpense
  3. SureMobile (these three collectively referred to as “Software”);
  • Integration with Cerner’s® software application; and
  • Integration with any compatible accounting and payroll systems.

It does not apply to information collected by:

  • any third party, including through any application or content (including advertising) that may link to or be accessible from or on the Website or from integrations with any third-party website or software applications.

Please read this policy carefully to understand our policies and practices regarding your information and how we will treat it. If you do not agree with our policies and practices, your choice is not to use our Platforms. By accessing or using any of our Platforms, you agree to this Privacy Policy. This policy may change from time to time (see Changes to Our Privacy Policy). Your continued use of our Platforms after we make changes is deemed to be acceptance of those changes, so please check the policy periodically for updates.

Children Under the Age of 13

Our Platforms are not intended for children under 13 years of age. No one under age 13 may provide any personal information to or on any Platforms. We do not knowingly collect personal information from children under 13. If you are under 13, do not use any of our Platforms, or provide any information about yourself to us, including your name, address, telephone number, email address, or any screen name or username you may us, and do not make any purchases through us. If we learn we have collected or received personal information from a child under 13 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 13, please contact us at http://companymileage.com/company/contact/.

Information We Collect About You and How We Collect It

We collect several types of information from and about Users of our Platform, including information:

  • by which you be personally identified, such as full name, residential or other physical address(es), e-mail address, (“Personal Information”);
  • that is about you but does not identify you or contain personal information, such as your geographic location;
  • that is about your employer but individually does not identify you, such as company name, postal address, email address, telephone and facsimile number, geographic location and financial information (such as credit card or bank account information); and/or
  • about your internet connection, the equipment you use to access our Platforms and usage details, as well such information from use by your employer.

We collect this information:

  • Directly from you when you provide it to us through any of the Platforms.
  • Automatically as you navigate through the site. Information collected automatically may include usage details, IP addresses, and information collected through cookies.
  • From our customers which are typically companies that purchase and use our Platforms.

Information You Provide to Us.  The information we collect on or through our Platforms may include:

  • Personal Information.
  • Information that you provide by filling in forms on our Website, Software, or our integration with third party software applications. This includes information provided at the time of registering to use our Website, subscribing to our service and purchasing, downloading/installing, and using our Software or through our integration with third party applications.
  • We may also ask you for information when you report a problem with our Website or Software.
  • Records and copies of your correspondence (including email addresses), if you contact us.
  • Geographic location based on geographic tracking technology contained in our Software.

Information We Collect Through Automatic Data Collection Technologies.  As you navigate through and interact with our Website, Software and integration with third party applications, we may use automatic data collection technologies to collect certain information about your equipment, browsing actions, and patterns, including:

  • Details of location data and other communication data and the resources that you access and use on the Website.
  • Information about your computer and internet connection, including your IP address, operating system, and browser type.

The technologies we use for this automatic data collection may include:

  • Cookies (or browser cookies). A cookie is a small file placed on the hard drive of your computer. You may refuse to accept browser cookies by activating the appropriate setting on your browser. However, if you select this setting you may be unable to access certain parts of our Website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you direct your browser to our Website.
  • Flash Cookies. Certain features of our Website may use local stored objects (or Flash cookies) to collect and store information about your preferences and navigation to, from, and on our Website. Flash cookies are not managed by the same browser settings as are used for browser cookies. For information about managing your privacy and security settings for Flash cookies, see Choices About How We Use and Disclose Your Information.

We do not collect personal information automatically, but we may tie this information to personal information about you that we collect from other sources or you provide to us.

Third-Party Use and Collection of Your Information.

Because we offer integration with third party software applications, those third parties may also collect your information, including Personal Information, through the use of any third-party software applications. We do not control these third parties and their software (other than to the extent that our Software is integrated), or how they may collect or use your information. If you have any questions you should contact the responsible provider directly.

How We Use Your Information

We use information that we collect about you or that you provide to us, including any Personal Information:

  • To present our Platforms and its contents to you.
  • To provide you with information, products, or services that you request from us.
  • To fulfill any other purpose for which you provide it.
  • To provide you with notices about your account/subscription, including expiration and renewal notices.
  • To carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including for billing and collection.
  • To notify you about changes to our Website or any products or services we offer or provide though it.
  • In any other way we may describe when you provide the information.
  • For any other purpose with your consent.

Disclosure of Your Information

We may disclose aggregated information about our Users, and information that does not identify any individual, without restriction.

We may disclose Personal Information that we collect, or you provide as described in this privacy policy:

  • To our subsidiaries and affiliates.
  • To a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of CompanyMileage LLC’s assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Information held by CompanyMileage LLC about our Users and customers is among the assets transferred.
  • To fulfill the purpose for which you provide it.
  • For any other purpose disclosed by us when you provide the information.
  • With your consent.

We may also disclose your personal information:

  • To comply with any court order, law, or legal process, including to respond to any government or regulatory request, criminal investigation, or civil discovery request.
  • To enforce or apply our Terms of Use and other agreements, including for billing and collection purposes.
  • If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of CompanyMileage LLC, our customers, or others.

Privacy Features of Platforms

  • We will not disclose client data to any third parties without written authorization from the client.
  • Client address books can be segregated by individual user, department, or division.
  • Client names can be suppressed on physical reports generated by users.

Choices About How We Use and Disclose Your Information

We strive to provide you with choices regarding the personal information you provide to us. We have created mechanisms to provide you with the following control over your information:

  • Tracking Technologies and Advertising. You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent. To learn how you can manage your Flash cookie settings, visit the Flash player settings page on Adobe’s website. If you disable or refuse cookies, please note that some parts of this site may then be inaccessible or not function properly.

Data Security

We have implemented measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. All information you provide to us is stored on our secure servers and is only accessible by authorized company officials. All CompanyMileage LLC Software, including its integrated software components in other third-party applications, is compliant with the U.S. Health Insurance Portability and Accountability Act of 1996 (HIPAA). We pride ourselves on maintaining levels of security and compliance that meet or exceed the standards set by HIPAA. A three-tiered system ensures that we can maintain the highest level of security.

Our data encryption contains the following features:

  • Split knowledge, dual-control passwords
  • Table-level encryption
  • Password rotation management
  • Log file encryption
  • Privileged user (root) protection
  • Compliance with PCI DSS, HIPAA, HITECH, FISMA and other regulatory guidelines for encryption of data at rest
  • PCI certification
  • Secure offsite key management.

Additionally, we offer secure facilities and equipment. Our features of this include:

  • Primary servers are hosted and managed by Rackspace’s data centers with 24/7 management and monitoring
  • Synchronized servers are hosted by Softlayer’s data centers with 24/7 management and monitoring
  • Data centers are SSAE 16/ISAE 320 certified
  • Backups are daily
  • Secure servers running RedHat Linux are maintained and serviced daily with any security patches
  • Firewalls are in place to prevent unauthorized access to the system
  • 256-bit encryption SSL.

Any payment transactions will be encrypted.

The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our Website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your personal information, we cannot guarantee the security of your Personal Information transmitted to our Website. Any transmission of Personal Information is at your own risk.

We are not responsible for circumvention of any privacy settings or security measures contained on the Platforms (e.g., hacking or the like).

Changes to Our Privacy Policy

It is our policy to post any changes we make to our privacy policy on this page with a notice that the privacy policy has been updated on the Website home page. If we make material changes to how we treat our Users’ personal information, we will notify you by email to the primary email address specified in your account or through a notice on the Website home page. The date the privacy policy was last revised is identified at the top of the page. You are responsible for ensuring we have an up-to-date active and deliverable email address for you, and for periodically visiting our Website and this privacy policy to check for any changes.

Contact Information

To ask questions or comment about this privacy policy and our privacy practices, contact us at:

CompanyMileage.com LLC
5495 Belt Line Road, Ste 335
Dallas, TX 75254

or via our toll-free number: (888) 255-8855

or email us on our website at http://companymileage.com/company/contact/.

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