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The Policy applies to all clients and potential clients of poloist as well as to users of our online properties. It covers poloist’s treatment of your personally identifying information when you visit our web site or when you use any of our services. It also covers POLOIST’s treatment of any personally identifying information that our business partners share with us and any personally identifying information that we share with our business partners.
COLLECTION OF PERSONAL INFORMATION
What we collect
POLOIST may collect, from time to time, personally indentifying information which includes any information which, by its nature, can identify who you are. In addition to name, address (postal and/or e-mail), telephone number, and transaction information, we may collect demographic information (i.e., age, gender, income, occupation, and education) and opinions of subscribers, or potential subscribers, to our magazine, e-newsletters and web site. We may collect data through online tools and applications designed to assist you in personal activities (such as makeover ideas). Some sites may feature sections geared to businesses and professionals where business-related data is collected.
Modes of Collection
POLOIST collects such personal information about clients through various applications and order forms, including credit applications, surveys, contests, promotions, questionnaires, face-to-face interactions, mail, e-mail, fax, and our online properties. For certain transactions, we may obtain personal information about a client from third parties, such as consumer reporting agencies.
USE OF PERSONAL INFORMATION
POLOIST uses the personal information we collect to: fulfill our clients’ requests for our products and services; manage our business; contact our subscribers and potential subscribers about specials, fund-raising, and new products and services; and comply with regulatory and industry requirements. More specifically, we use personal information to: create and maintain client accounts; communicate with our clients; supply clients with our products and services; and provide them with information about existing or new products and services that we believe would be of value to them. We may also use information about client interests and preferences, as well as feedback we receive from surveys, to improve our products and customer service. POLOIST makes all reasonable efforts to ensure that information is used responsibly, and only for its intended purposes.
When you register for site membership, you will provide us with a name, password and working e-mail address. We use this information to set up your account. We do not sell or redistribute the membership list and will not send you e-mail at the address you provide except if you have subscribed to one of our e-mail products, or for infrequent announcements, or to resolve issues that may arise with your account.
POLOIST will from time to time conduct voluntary surveys of visitors to our site to obtain demographic information about them. Such information may be compiled and shared in an anonymous aggregate form with advertisers and other third parties but no personal data will be traceable or associated with specific individuals.
Letters to the Editor
POLOIST may ask senders of letters to the editor to include a phone number so we can make an effort to verify their identities should we need to in connection with publication of a letter. We do not retain this information for any other purpose, nor do we sell, trade or otherwise disclose it to third parties.
E-mail to Poloist
If you correspond with us via e-mail, we may retain the content of your e-mail messages together with your e-mail address and our responses. Your e-mail address will not become part of any other data base. We provide the same protections for these electronic communications that we employ in the maintenance of non-electronic information such as that received by mail and telephone.
“E-mail a Friend” Feature
POLOIST may offer an “e-mail a friend” feature, allowing site visitors to send e-mail to friends to inform them about an article they might be interested in reading, an image they might be interested in viewing or a tool they might be interested in accessing. In order for this feature to function, we ask for e-mail addresses for the recipients (so we know who to mail the message to) and from the sender (so we can tell the recipient who sent the e-mail). We do not store or save these addresses and you will not receive e-mail or other communications from POLOIST as a result of having used this feature. Note that, while the “e-mail a friend” feature cannot be used to send mass “spam” mailings, POLOIST has no control over how our visitors use this service and any e-mail sent through it originates with, and is the responsibility of, the sender, not POLOIST.
Community Services and Message Boards
POLOIST visitors, who register for our community services such as message boards, provide us with a name, password and a working e-mail address. We use this information to set up your account. We do not sell or redistribute the community service membership list and will not send you e-mail at the address you provide, except for infrequent announcements relating to the community services or as needed to resolve issues that may arise with your community service account. The e-mail address you register with us will be posted on our message boards if and when you post comments there, but you are free at any time to substitute an alternate e-mail address if you wish to keep the one you initially registered private. Participants in our community services are expected to comply with the rules governing the area, but we cannot control third parties’ use of information you may choose to provide in such a public forum.
DISCLOSURE OF PERSONAL INFORMATION
We need to share your information to provide the product or service you have requested. We need to send the information to organizations who work on behalf of POLOIST to provide a product or service to you. We will obtain your express consent before disclosing your personal information for any purpose not identified in this policy.
We will request your express consent to the use and disclosure of your personal information for specific types of transactions on the application or other forms used in connection with those transactions. Where it is reasonable to imply your consent to the use and disclosure of your personal information in accordance with this Policy (for example, in connection with a mailing for the renewal of a subscription), we may do so. Where it is reasonable, we may also imply your consent to the use and disclosure of your personal information in accordance with this Policy from continuing requests for our products and services now that you are knowledgeable about our personal information practices. We will obtain your express consent before using or disclosing your personal information for any purposes not identified in this Policy.
In addition to the disclosures outlined in the preceding section, Poloist may disclose personal information to advertisers, third party service providers including providers of marketing and promotional services, and other organizations that offer products or services that we believe would be of value to our clients. You will have been asked at the time of your registration if you wished to receive messages from our advertising and promotional partners. If you indicated that you did, you will receive such messages. If at any time you wish to stop receiving these messages, simply click the “unsubscribe” button link on the e-mail and follow the instructions to be removed from the distribution list.
In addition, every e-mail newsletter we send includes an “unsubscribe” link. Simply click on the “unsubscribe” link and follow the instructions to be removed from a newsletter distribution list.
From time to time, we may sponsor sweepstakes, contests or other events which require the collection, processing and storage of personally identifiable information to be used for the event (so that we can contact you if you are a winner). We may also co-sponsor these events along with other companies, in which case the user’s individual contact and demographic information is likely to be shared with other participating sponsors, who may use this information in accordance with their own privacy policies. If you consent at the time of entry, we may also contact you with product information from us or from our sponsors, advertisers or promotional partners. You should always read the entry form and contest rules before entering.
The sites of advertisers, sponsors and other third party service providers may be accessible from POLOIST web site. These third parties may collect information for their own promotions and offers and may have their own privacy policies. POLOIST is not responsible for these third party policies or actions and bears no liability for them.
ANONYMOUS AND/OR AGGREGATE INFORMATION
“Cookies” are small data files written to your hard drive by some web sites when you view them in your browser. Sometimes, cookies, including sessional cookies and web server logs are used to collect personal information in an aggregate or non-identifiable form. Information gathered through cookies and web server logs may include the date and time of visits, the pages viewed, time spent at our web sites, and the web sites visited just before and just after our web sites, browser information and your computer’s IP address. This information is collected on an aggregate basis and is used to improve you experience as a user on our site, to improve the content of our web pages, to monitor the activity of our advertisements, to monitor traffic to and from our web site, to customize the content and/or layout of our pages for each individual visitor and for purposes for internal review. None of this information is associated with you as an individual. It may be shared with other organizations but only in aggregate and/or statistical form. Note that companies placing advertising on our sites have the ability to assign cookies to you in a process that Poloist does not control.
PERSONAL INFORMATION RECEIVED BY US FROM THIRD PARTIES
We may also obtain personal information from third parties such as our clients, list owners, and other media owners. Typically, the personal information is provided to us with specific instructions on how it is to be used. We make all reasonable efforts to ensure that such personal information is used only for the purposes stipulated and that it is subject to strict terms of confidentiality.
In the case of personal information obtained from third parties, we will work with clients, list owners, and other media owners to fulfill the right of clients to know of the existence, use, and disclosure of their personal information and to provide access to that information.
POLOIST has organizational, physical and technological measures in place to ensure that the risk of loss, misuse or alteration of personal information within our control is minimized. We review our security policies on a regular basis.
There is always the risk that personal information disclosed online in forum areas or e-mails may be intercepted, collected and used. POLOIST is not responsible if that information is intercepted. You transmit information to anyone at your own risk. You should safeguard your passwords from others and take steps to keep your personal information safe.
Limiting the Use and Disclosure of Personal Information
Subject to contractual and other legal obligations, you are entitled to withdraw your consent to our use and disclosure of your personal information. Specifically, if you prefer that we do not use or disclose your personal information for marketing and promotional purposes, please notify our Privacy Officer. Please note that your request may take three to four weeks to implement. We are legally bound to inform you that withdrawing your consent may preclude us from providing you with certain products or services.
Accuracy of Personal Information
POLOIST will try to ensure that information about you is accurate, complete and up-to-date. We may update the personal information in our records, from time-to-time, where current information is required for the provision of a particular product or service. Please inform us of any change of name, address, or other information. Should you have questions about the accuracy of factual information we have collected about you, you will have access to that information in order to verify and update it. If we have disclosed inaccurate information about you to a third party, we will be pleased to contact the third party in order to correct the information.
If you have any questions about the collection, use, or disclosure of your personal information by POLOIST, or if you simply want to know whether we have any of your personal information on file, you may contact our Privacy Officer as set out below. POLOIST will respond to your requests for access in accordance with applicable privacy legislation. In the event that we refuse access to you, we will provide you with the reasons for our refusal upon request. Exceptions may include information that contains references to other individuals, information that cannot be disclosed for legal, security, or commercial proprietary reasons, and information that is subject to solicitor-client or litigation privilege.
QUESTIONS OR CONCERNS
To access your personal information, inform us of changes you believe need to be made to that information, request that we investigate a concern you have about our personal information practices, or obtain further information about this Policy and the practices outlined herein, please contact: