Privacy Policy and EU-US Privacy Shield Compliance

General Privacy Policy Information

Sports Systems Services, Inc. provides event management software as a service for its clients. Sports Systems Services, Inc.’s clients determine which data elements are included in their event management systems and what data elements are populated for individuals involved in various events. Any access to or use of client data by Sports Systems Services, Inc. employees is incidental to performing Sports Systems Services, Inc.’s contractual obligations to its clients as a provider of event management solutions.

The most common data collected from users includes name, email address, employer and phone number, but other data can be requested as dictated by the client and requirements to host the user as its guest. All data is collected and processed exclusively to fulfill the experience as our client’s guest and relevant client company reporting requirements.

For each visitor to our web pages, our web server automatically recognizes and records only IP address and browser type/version.

With respect to cookies: We use cookies to record session information to make processing easier, more secure and private by allowing us to not ask you to repeat information already provided.

When users supply email addresses, postal addresses, telephone numbers or other data through this site, those users will only receive information and will only be contacted in a manner tied to the purpose or transaction for which the information was provided.

With respect to ad servers: We do not partner with or have relationships with any ad server companies, and we have no advertising on our website.

Sports Systems Services, Inc.’s EU-US Privacy Shield Compliance

Sports Systems Services, Inc. is committed to maintaining the privacy and confidentiality of Client Personal Data entrusted to us by our clients. Accordingly, Sports Systems Services, Inc. complies with the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union and Switzerland to the United States, respectively. Sports Systems Services, Inc. has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. If there is any conflict between the terms in this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield program, and to view our certification, please visit https://www.privacyshield.gov/.

Client Personal Data processed by Sports Systems Services, Inc. may be subject to contractual agreements with our clients that require more stringent privacy and security safeguards than the requirements in the Privacy Shield Framework. At a minimum, however, Sports Systems Services, Inc. handles Client Personal Data in accordance with the Privacy Shield Privacy Policy, which is based upon principles identified in the Privacy Shield Framework.

Consistent with the Privacy Shield Framework, various principles are limited when a client transfers custody of data to Sports Systems Services, Inc. for processing on the instructions of the client. In those circumstances, Sports Systems Services, Inc. receives the Client Personal Data from the European Union or Switzerland as an agent of the client merely for processing and is not required to apply the Notice, Choice, Data Integrity, and Access principles to that information. The client will remain responsible for the Client Personal Data and for compliance with applicable privacy laws and directives.

Sports Systems Services, Inc. notifies and trains appropriate staff members regarding its privacy policies and practices and the consequences for failing to comply with them. Sports Systems Services, Inc. periodically reviews its policies and practices to determine its compliance with the seven principles identified in the Privacy Shield Framework.

Sports Systems Services, Inc.’s Adherence to the Privacy Shield Principles:

Notice
When Sports Systems Services, Inc. receives Client Personal Data for processing pursuant to instructions of a client, we are acting as an agent for that client and do not provide notice to individuals regarding the collection and use of their personal data. Our clients remain responsible for providing notice, if and to the extent they believe such notice is necessary under applicable EU and other law.

Choice
When Sports Systems Services, Inc. receives Client Personal Data from individuals pursuant to instructions of clients, we are acting as an agent for our client and do not provide choice to individuals regarding the collection and use of their personal data. Our clients remain responsible for providing choice, if and to the extent they believe such notice is necessary under applicable EU, Swiss and other law.

Onward Transfer
Sports Systems Services, Inc. does not transfer Client Personal Data to unrelated third parties, unless lawfully directed by a client, or in certain limited or exceptional circumstances in accordance with the Privacy Shield Framework. For example, such circumstances would include disclosures of Client Personal Data required by law or legal process, or disclosures, made in the vital interest of an identifiable person, such as those involving life, health or safety. Sports Systems may be required to disclose an individual’s personal information in response to a lawful request by public authorities, including to meet national security or law enforcement requirements.

In the event that Sports Systems Services, Inc. ever needs to transfer Client Personal Data to an unrelated third party, Sports Systems Services, Inc. will ensure that such party either adheres to the Privacy Shield Framework or is subject to the EU Directive on Data Protection, subject to similar laws providing an adequate and equivalent level of privacy protection, or will enter into a written agreement with the third party requiring them to provide protections consistent with the Privacy Shield Framework and Sports Systems Services, Inc.’s Privacy Shield Privacy Policy.

In the event that Sports Systems Services, Inc. learns that an unrelated third party to which Sports Systems Services, Inc. has transferred Personal Data is using or disclosing Personal Data in a manner contrary to this Policy, Sports Systems Services, Inc. will take reasonable steps to prevent or stop the use or disclosure of such data.

Sports Systems has potential liability in case of onward transfers of Privacy Shield data to third parties.

Access
Contract information and Client Personal Data are accessible only by those Sports Systems Services, Inc. employees who have a reasonable need to access such information in order for us to fulfill contractual and professional obligations. All of our employees have entered into confidentiality agreements requiring that they maintain the confidentiality of Client Personal Data.

EU and Swiss Individuals have access to personal information about them that Sports Systems holds and are able to correct, amend, or delete that information where it is inaccurate, or has been processed in violation of the Principles, except where the burden or expense of providing access would be disproportionate to the risks to the individual’s privacy in the case in question, or where the rights of persons other than the individual would be violated.

Due to the nature of the services Sports Systems Services, Inc. provides, as well as security concerns, the burden, expense and security risks of providing every individual access to Client Personal Data to would be disproportionate with risks to the individual’s privacy in the case in question. Such access would risk violating the rights of persons other than the individuals seeking access and would increase the security risks. Therefore, Sports Systems Services, Inc. cannot provide every individual with access to Client Personal Data in order to correct, amend, or delete information, although some individuals in some cases are provided access to Personal Data, in accordance with client mandates.

Security
Sports Systems Services, Inc. is committed to the security of all personal data. Sports Systems Services, Inc. takes reasonable physical, electronic, and managerial precautions to protect Client Personal Data in its possession from unauthorized access, disclosure, alteration, destruction, tampering, loss or misuse.

Sports Systems Services, Inc. utilizes some of the most advanced technology for Internet security available today. When you access our site using a Secure Socket Layer (SSL)-compatible Internet browser (including IE 5.01+, Firefox 1+, Mozilla 1+, Netscape 4.7+, AOL 5+, Safari, and Opera 7+), SSL technology protects your information using both server authentication and data encryption, ensuring that your data is safe, secure, and available only to registered Administrative Users authorized for your project.

In addition, SportsSystems.com is hosted in a secure server environment that uses a Cisco firewall and other advanced technology to protect against the loss, misuse or alteration or information that we have collected from you at our site.

Data Integrity
Sports Systems Services, Inc. does not modify or alter in any way Client Personal Data but preserves such data in its original form to the extent possible, consistent with any processing that is directed by clients or necessary to fulfill the services requested by clients.

Verification
Sports Systems Services, Inc. utilizes the self-assessment approach to assure its compliance with its Privacy Shield privacy policy. Sports Systems Services, Inc. regularly verifies, at least once each year, that the policy is accurate, comprehensive, prominently displayed, completely implemented, and in conformity with the Privacy Shield principles. All employees at Sports Systems Services, Inc. have signed the company’s Electronic Communications & User Policy and thus have pledged to protect the confidentiality and integrity of electronic information and the privacy of client data. Appropriate employee training is in place and internal procedures for periodically conducting objective reviews of compliance are in place. A statement verifying this self-assessment is signed by a corporate officer or other authorized representative of the organization at least once a year.

Enforcement
Sports Systems Services, Inc. assures compliance with this Privacy Shield Privacy Policy and the Privacy Shield Framework by utilizing the self-assessment approach. The self-assessment is conducted on an annual basis to ensure that all of Sports Systems Services, Inc.’s relevant privacy practices are being followed in conformance with this Privacy Shield Privacy Policy and the Privacy Shield Framework. Any employee that Sports Systems Services, Inc. determines is in violation of these policies will be subject to discipline, up to and including termination of employment.

Sports Systems Services, Inc. will also assure compliance with this Privacy Shield Privacy Policy and the Privacy Shield Privacy Framework by fully investigating and attempting to resolve any complaint or dispute regarding the use and disclosure of personal data in violation of this Privacy Policy.

In order to comply with the EU-US Privacy Shield Privacy Principles, Sports Systems Services, Inc. commits to the resolution of complaints about your privacy and our collection or use of your personal information. We have committed to resolve any complaints by European Union and Swiss citizens relating to this policy, which cannot be resolved directly with our company, through BBB EU Privacy Shield, a dispute resolution procedure administered by the Council of Better Business Bureaus, Inc.

Sports Systems is subject to the investigatory and enforcement powers of the FTC (Federal Trade Commission) and/or the Department of Transportation.

Contact

In compliance with the Privacy Shield Principles, Sports Systems Services, Inc. commits to resolve complaints about our collection or use of your personal information. EU and Swiss individuals with inquiries or complaints regarding our Privacy Shield policy should first contact Sports Systems Services, Inc. at:

Sports Systems Services, Inc.
2160 North Central Road, Suite 104
Fort Lee, NJ 07024 USA
ATTN: PRIVACY
Phone: 1 201-585-9269
Email: Staff@SportsSystems.com

Sports Systems Services, Inc. has further committed to refer unresolved Privacy Shield complaints to the Council of Better Business Bureaus, an alternative dispute resolution provider located in the United States. If you do not receive timely acknowledgment of your complaint from us, or if we have not addressed your complaint to your satisfaction, please contact or visit www.bbb.org/EU-privacy-shield/for-eu-consumers/ for more information or to file a complaint. The services of the Council of Better Business Bureaus are provided at no cost to you.

Under certain limited conditions, it is possible for the individual to invoke “last resort” binding arbitration.

Privacy Shield Privacy Policy Updates

This Privacy Shield Privacy Policy may occasionally be updated. When material updates are made, the date of the last revision will be reflected at the end of the page. This page may be bookmarked to facilitate periodic review of this Privacy Shield Privacy Policy and to note recent updates.

Last Updated: August 8, 2018