Privacy Policy

Date Last Modified
    7/20/2016
Privacy Policy Overview
    The Civil Systems, Inc. Registrations Services system (our "System") is designed to provide the following services allowing Governing Entities such as towns, cities, counties, states, and federal entities, to collect and store registration information submitted online from vendors, contractors, and other professionals and Businesses working in their jurisdictions; register animal licenses online for Individuals residing in their jurisdiction; issue permits online to Businesses and Individuals in their jurisdiction; receive registration and permit fee payments online; post inspection results online, and other associated services. Businesses and Individuals submit registration information and apply for permits online with the Governmental Entities, and make online registration/permit payments to those entities. Additionally, Registration Services allows Individuals to submit animal registration online, and make animal registration payments online.

    To access and utilize the Registration Services system, Governing Entities must first approve and sign a system use contract with Civil Systems, Inc., approve a data integration plan (analysis of existing data format, and conversion to Registration Services system standards), pay the data integration invoice upon completion, and designate a System Administrator to create and manage the Governing Entity`s staff profiles, and assign associated roles and permissions adhering to the entity`s Information Technology (IT) service policies. Likewise, it is the System Administrator`s responsibility to terminate staff profiles according to the entity`s Information Technology (IT) service policies.

    To access and utilize the Registration Services system, Business and Individual users must provide a complete profile, including at a minimum Name, Address, Telephone Number, and Email Address. Additional information, such as driver`s license, state trade license, insurance, etc. may be collected according to registration/permit type requested. Users may make online registration/permit fee payments by inputting payment method information to conduct transactions within this system.

    Civil Systems, Inc. wants you to clearly understand how information is used and the ways in which you can protect your privacy.

Profile Contact Information
    Civil Systems, Inc. ("Civil Systems, Inc.", the "Company" or "we") collects information supplied by each system user necessary to create and maintain Login/Password-protected accounts. At a minimum, each profile must include, at a minimum, Name, Address, Telephone Number, and Email Address. Profiles are stored in secure databases. Access to each profile is controlled by Login/Password, along with the Microsoft`s two-step identity verification, allowing only authorized users to access and edit profile information on demand.
Marketing Information
    Civil Systems, Inc. reserves the right to utilize information collected for targeted marketing purposes from within the online system. Under no circumstances will Civil Systems, Inc. sell, or make available, any user information to any marketing company or vendor for any reason.
Device Information
    To improve access and performance, Civil Systems, Inc. reserves the right to collect device specific information (browser type/version, operating system version, unique device identifiers, etc.), and may associate this information within user profiles.
Log Information
    Civil Systems, Inc. automatically collects and stores certain information in server logs, including how and from where users access the system, date and time of access, session time and length, Internet Protocol (IP) address, device event information (including device crashes), system activity, hardware settings, browser type, browser language, as well as cookies that may uniquely identify user browsers or user profiles.
Unique Application Numbers
    Some services either currently, or in the future, associated with the online system include a unique application number. Civil Systems, Inc. reserves the right to retain this number and information about user system environments, for example, the operating system type and the application version number) when the application is installed or uninstalled or when the application periodically contacts Civil System, Inc. servers, such as for automatic updates.
Local Storage
    Civil Systems, Inc. reserves the right to collect and store information (including profile-related information) locally on user devices using mechanisms such as browser web storage (including HTML 5) and application data caches.
Cookies and Similar Technology
    Civil Systems, Inc. reserves the right to use various technologies to collect and store information when users visit the online system, which may include using cookies or similar technologies to identify user browsers or devices. Civil Systems, Inc. also uses these technologies to collect and store information when users interact with services offered to Civil Systems, Inc. partners, such as Targeted Marketing opportunities.
How Collected Information Is Used
    Civil Systems, Inc. reserves the right to use information collected from users accessing the online system (i) to present the System and its contents to you; (ii) to provide, maintain, protect and improve the online system; (iii) to develop new, or enhance online systems and services; (iv) to protect users; (v) to carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including billing and collection; (vi) to notify you about changes to our System or any products or services we offer or provide through it; and (vii) in any other way we may describe when you provide the information. As discussed previously, Civil Systems, Inc. also reserves the right to utilize user-provided, marketing-related information to offer users targeted marketing opportunities.

    In addition, Civil Systems, Inc. reserves the right to merge old profile information with new profile information, either at the request of, or after notification of the appropriate profile owner, as identified in profile records, to ensure the most current profile is resident in the system. This merging does not include merging an individual profile with a business profile, as both profile types are possible and acceptable in the online system. But, in the case of two nearly identical profiles existing in the system, one older and receiving little or no use, and one newer and active, Civil Systems, Inc. may contact the profile owner and determine whether the profiles should be merged to avoid user confusion, and increase system efficiency.

    Civil Systems, Inc. reserves the right to utilize user email addresses to inform users about online system profile registration status, error reporting confirmation and status, system/services outages, system status, and new services.

Accessing and Updating Profile Information
    To increase security, name and/or Employer Identification Number (EIN) changes require users to contact Customer Support. Supporting materials must be provided to validate any such changes. Name and/or EIN changes are not allowed by users once initial profile contact information is entered and saved in the online system. The transfer of system account is never allowed.

    Civil Systems, Inc. reserves the right to reject requests which are unreasonably repetitive, require disproportionate technical effort. For example, developing a new system or fundamentally changing an existing practice. Civil Systems, Inc. reserves the right to reject requests which risk the privacy of others, or would be extremely impractical. For instance, requests concerning information residing on backup systems. Where we can provide information access and correction, we will do so free of charge, except where it would require a disproportionate effort. Civil Systems, Inc. aims to maintain our services in a manner which protects information from accidental or malicious destruction. Because of this, after users delete information from our system, Civil Systems, Inc. may not delete residual copies from active servers and may not remove information from backup systems.

Shared Information
    Civil Systems, Inc. does not share personal information with outside companies, organizations and individuals without partnership agreements. Civil Systems, Inc. will share city-specific registration information with the Governing Entity with which the Business or Individual is registering.

    Civil Systems, Inc. reserves the right to share user-provided Targeted Marketing information with outside vendors in compliance with the Civil Systems, Inc. Privacy Policy, as stated previously in this document.

    Additionally, Civil Systems, Inc. Technical Support may view profile information stored in the online system to consolidate duplicate profile records, resolve technical issues such as password lockouts, etc., and in cases where fraudulent profiles were created for nefarious or illegal purposes.

Suspension of Account
    Civil Systems, Inc. reserves the right to suspend or terminate any account created in the online system for creation of fictitious or fraudulent activities. In the case of illegal activities, the appropriate authorities will be contacted. Any user utilizing their account to harass, offend, or interfere with any other online account or user will not be tolerated, and user account may be suspended or terminated.
Information Security
    Civil Systems, Inc. strives to provide complete data security to the best of our ability to protect all data in the online system. Civil Systems, Inc. stores all system-related data in secure databases, safeguarded by SSL encryption technology. Additionally, Civil Systems, Inc. utilizes Microsoft`s two-step security verification to provide enhanced protection for all online users.

    Civil Systems, Inc. reviews our information collection, storage and processing practices, including physical security measures, to guard against unauthorized access to systems. Civil Systems, Inc. also restricts access to personal information to Civil Systems, Inc. employees and contractors, subject to strict contractual confidentiality obligations, and under strict management by Civil Systems, Inc., for system repair/troubleshooting, and system enhancement development purposes.

    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 System. 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 System.

When This Privacy Policy Applies
    This Privacy Policy applies to information we collect (i) on this System; and (ii) in email, text, and other electronic messages between you and this System, as well as all services offered in the online system, and services offered on other sites, such as through Targeted Marketing, adhering to this Privacy Policy. Civil Systems, Inc. excludes services for adhering to this Privacy Policy if the providers of those services have separate, but equally protective privacy policies that do not incorporate this Privacy Policy.
Compliance and Cooperation With Regulatory Authorities
    Civil Systems, Inc. regularly reviews compliance with this Privacy Policy. Civil Systems, Inc. also adheres to several self-regulatory frameworks, including:

    - Formal written complaints are followed up with the individual making the complaint to address the reported problem and find a solution.

    - Complaints regarding transfer of personal data are referred to appropriate regulatory authorities, including local data protection authorities, and where necessary legal officials, if Civil Systems, Inc. is unable to resolve such problems directly for our users.

Children Under the Age of 13
    Our System is not intended for children under 13 years of age. No one under age 13 may provide any information to or on the System. We do not knowingly collect personal information from children under 13. If you are under 13, do not use or provide any information on this System or on or through any of its features/register on the System, make any purchases through the System, use any of the interactive or public comment features of this System or provide any information about yourself to us, including your name, address, telephone number, email address, or any screen name or user name you may use. 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 privacypolicy@civil-systems.com.
Changes
    Civil Systems, Inc. reserves the right to change our Privacy Policy from time to time to enhance it to better protect our online system users. Civil Systems, Inc. will post any Privacy Policy changes https://www.civil-systems.com/Home/PrivacyPolicy and, if changes are significant, Civil Systems, Inc. will provide a more prominent notice (including, for certain services, email notification of Privacy Policy changes). Civil Systems Inc. will also keep prior versions of our Privacy Policy in an archive at https://www.civil-systems.com/Home/PrivacyPolicy for user review. Users are responsible for ensuring we have an up-to-date active and deliverable email address for you, and for periodically visiting our System and this privacy policy to check for any changes.
Contact Us
    If you have any questions about this Privacy Policy, please contact us at privacypolicy@civil-systems.com.
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