Privacy and Security

How do I get my forgotten password?

If you don't remember your password you may request an automatic resending of the password from the Sign In page by clicking on the "Forgot Password?" link. The password will be sent to the email address associated with the user account.

What is your Privacy Policy?

Our Privacy Policy can be found here.

Are accounts password protected?

Secure password protected access is supported for every user account in the system. All passwords stored in our database are encrypted. At no time are any VoicePic personnel or others able to view any password. The user specifies their own user name and password when they sign up an account. The user may change their user name or password at their discretion.

Why does "https" or the image of a padlock appear in my browser input area?

These indicate that our server is using the Secure Sockets Layer (SSL) security mechanism to ensure the security and privacy of your communications with our server. Encryption mechanisms are used to guard against others intercepting your data, data integrity mechanisms are used to ensure your information has not been tampered with and authentication mechanisms using digital certificates are used to ensure that you are really communicating with whom you believe to be communicating with (i.e. us). The SSL security mechanism is used for all services.

How are your servers secured?

Our servers are hosted in the data centers of a large cloud-based service provider that offer a wide range of backup, privacy, security, monitoring and performance options. The data centers are SSAE16 (SOC1) Compliant, which means there is 24/7 physical security of the data center and network operations center, integrated server hardening, regular full-time virus scanning and system patching and regular security review audits.

How are your backups secured?

Backups of our servers are performed daily and stored throughout the data centers of a large cloud-based service provider.

Do you have any independently accredited security certificates?

We do not have any independently accredited security and service certificates, other than SSL certificates we maintain for secure access to our servers.

Do you comply with the European Union (EU) General Data Protection Regulation (GDPR)?

If you are a User located in a European Union country, Iceland, Liechtenstein, Norway, or Switzerland and you provide us with your personal information, you are now afforded new widespread privacy rights under the General Data Protection Regulation (GDPR) effective May 25, 2018. Under the GDPR, new higher standards on what is considered the lawful processing of EU data are imposed; there are now more explicit privacy rights afforded to you; and there are now new accountability standards imposed on organizations that collect, handle, store and/or process your data. For purposes of GDPR we are a data controller.

In general, we comply with GDPR.

What rights do I have under the European Union (EU) General Data Protection Regulation (GDPR)?

Rights	Notes
The right to know who decided what personal data is being collected from you and the purpose behind doing so.
The right to know each purpose and legal justification why your personal data is being collected and processed and why collecting and processing it is needed to accomplish the disclosed purpose(s).
The identity of all third-party recipients who are to receive your personal data.
The right to know if your personal data is to be transferred out of the EU.
The right to know how long your personal data will be stored and not to have it stored longer than needed to accomplish the stated purpose.
The right to access, receive or correct your personal data at any time.
The right to have your personal data erased (where there is no longer legal or necessary grounds to process or store your personal data).
The right to have your personal data transferred to another at any time.
The right to restrict or otherwise object to, the processing of your personal data at any time where your personal data is not accurate, where the processing is unlawful, where your personal data is no longer needed or where there is no longer good legitimate grounds to process your personal data.
The right to easily and conveniently withdraw your consent to the collection, handling, storage and/or processing of your personal data at any time and to complain to us and/or the appropriate EU "supervisory authorities" if you believe any of your rights are being violated.
The right to know if you are being "profiled" or "monitored" or if certain decisions are being made automatically based on your personal data.
The right to know and to have your personal data processed only for the purpose that you had provided explicit affirmative informed consent and not for any other purpose from which was either never disclosed to you or for a purpose which you never provided explicit affirmative informed consent.
The right to know that all of the personal data that was collected, handled, stored and processed was needed in order to accomplish the purpose that you have affirmatively and explicitly consented.

Do you comply with the California Consumer Privacy Act of 2018?

In general, we comply with CCPA.

What rights do I have under the California Consumer Privacy Act of 2018 (CCPA)?

Rights	Notes
Right to opt out (1798.120). California residents have the right to request that a business stops selling their personal information to third parties.
Right to notice (1798.100.b). Businesses are obligated to inform their customers at or before the point of collection of what categories of personal information they are collecting, including the purpose of the collection.
Rights to disclosure (1798.110). California residents have the right to request that a business disclose what personal information they have collected on them in the past twelve months.
Right to deletion (1798.105). California residents can request that a business delete the personal information it has collected on them in the past twelve months.
Right to equal services and prices. California residents are protected against any discrimination that a business might subject them to based on the exercising of their CCPA rights.

Can you guarantee forensic destruction of information in your system?

We cannot guarantee complete forensic destruction of all information if you close or delete your account from our system. The technology we use is not conducive to the complete forensic destruction of information. If an account is closed or deleted we can guarantee the information associated with the account will no longer be accessible from our website and that it will also not be accessible to the user associated with the account.

What are cookies?

"Cookies" are small text files containing a string of alphanumeric characters sent to your computer that uniquely identify your web browser.

Cookies must be enabled to use our website. Cookies are required to Sign In. We use cookies for all of the things you can view and do after you Sign In to ensure security and allow our software to manage your visit.

We use two types of cookies when you Sign In. One is a session cookie, which lasts from the time you click on the Sign In button until the time you click on the Sign Out button (or 30 minutes from your last activity on the site, whichever comes first). If you exit your browser without clicking on the Sign Out button, and you return to the website within 30 minutes from your last activity, we will remember you and you will not have to Sign In again. If 30 minutes have passed since your last activity, you will have to Sign In again.

The other type of cookie is a persistent cookie. This type of cookie is only used if you check the "Stay Signed In" box on the Sign In page. This cookie will either last for 14 days or until you click the Sign Out button. If you exit your browser without clicking on the Sign Out button, and you return to the website within 14 days, we will remember you. All you need to do is click on the Sign In button without entering a user name and password and we'll take you back to the last page you were on. If 14 days have passed since your last Sign In, or you clicked the Sign Out button, you will have to Sign In again.

Note: If you are using a public or shared computer, please make sure to click the Sign Out button when you're done working with our site. This will ensure the privacy of your account and data. For similar reasons, we do not recommend checking the "Stay Signed In" box if you are using a public or shared computer.

How do I enable cookies?

To find instructions on how to enable cookies for your browser, perform a Google or Bing search with the following phrase "enable cookies for Firefox", "enable cookies for Chrome" or something similar.

How do I clear cookies?

To find instructions on how to disable, clear, or remove cookies for your browser, perform a Google or Bing search with the following phrase "disable cookies for Firefox", "disable cookies for Chrome" or something similar.