Privacy Policy

We consider your data to be private and confidential, and we hold ourselves to the highest standards of trust in their safekeeping and use.

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Effective starting: May 25, 2018

Key Changes

What this policy covers

Your privacy is important to us, and so is being transparent about how we collect, use, and share information about you. Pragmatic Conferencing Solutions Corp. has created (and will continuously update) this Privacy Policy to demonstrate and communicate its commitment to doing business with the highest ethical standards and appropriate internal controls.

Note to RP1Cloud customers: If you clicked the privacy policy link on our RP1Cloud website, you have been redirected to this Pragmatic Privacy Policy which also applies to RP1Cloud customers. RP1Cloud is a division of Pragmatic Conferencing Solutions Corp.

This policy document is intended to help you understand:

This Privacy Policy covers the information we collect about you when you use our products or services, or otherwise interact with us, unless a different policy is communicated. “Pragmatic,” “we” and “us” refers to our corporate affiliates and they are as follows:

  • Pragmatic Conferencing Solutions Corp. is the registered and legal name of our Canadian conferencing business.
  • Pragmatic Business Services U.S. Corporation is the registered and legal name of our American conferencing business.
  • Pragmatic Conferencing PTY Ltd. is the registered and legal name of our Australian conferencing business.
  • In all three instances, we do business as “Pragmatic.” That’s how our customers would know us. We also have a business unit called RP1Cloud™, and it is a division of Pragmatic.

We offer a wide range of products, including our audio conferencing, web conferencing and cloud-based video conferencing products. Our audio and web conferencing products fall under our Pragmatic brand while our cloud-based video conferencing product falls under our RP1Cloud brand. We refer to all of these products, together with our other services and websites as "Services" in this policy.

This policy document also explains your choices about how we use the information that we have collected about you. Your choices include how you can object to certain uses of information about you, and how you can access and update certain information about you. If you do not agree with this policy, do not access or use our Services or interact with any other aspect of our business.

Where we provide the Services under contract with an organization (for example your employer) that organization controls the information processed by the Services. For more information, please see Notice to End Users below.

What information we collect about you

We collect information about you when you provide it to us, when you use our Services, and when other sources provide it to us, as further described below.

Information you provide to us

We collect information about you when you input it into the Services or otherwise provide it directly to us.

Account and Profile Information: We collect information about you when you register for an account, create or modify your profile, set preferences, sign-up for or make purchases through the Services. For example, you provide your contact information and, in some cases, billing information when you register for the Services. We keep track of your preferences when you select settings within the Services. As a minimum, we need your name, company name, business email, billing address and phone number to create an account for using Pragmatic’s conferencing services, and we like to confirm who will be considered the billing contact and/or the account contact. The same information is collected when creating an account for the RP1Cloud service.

Content you provide through our products: The Services include the Pragmatic and RP1Cloud products you use, where we collect and store content that you post, send, receive and share. This content includes any information about you that you may choose to include.

When using the Pragmatic audio conferencing service, we capture the phone number you dialed to join the conference, the passcode(s) used to authenticate the conference you were joining, the date and the time you joined and disconnected, the phone number you dialed in from, your duration on the call, and any DTMF special features you may have invoked, especially those as a moderator. If we dialed out to one or more participants, at your request, to connect them to your call, or if you did so via our Moderator Dial Out feature, we will capture the phone number that was dialed out to bill the appropriate long-distance charges, should they apply. DTMF stands for dual-tone multi-frequency signaling, and it is used for telephone signaling over the line in the voice-frequency band to the call switching center. As it relates to Pragmatic, DTMF is commonly referred to as Star Touch features, such as *4 to record and *6 to mute your line. All of the above information is captured to accurately bill for the services used and to provide you with your reports and details via our invoices and/or Customer Self-Serve (CSS) portal.

Other examples of content we collect and store include the optional Reference Number added by a moderator at the time of joining a Pragmatic audio conference call. This number can also be added via a link in the post-call summary email received by the moderator after the conclusion of the call. The reference number information is captured in your calls’ Call Detail Records (CDR), which we use for billing and reporting purposes. It appears on your invoice as a means of helping you identify and categorize that specific conference call. It also appears in our Customer Self-Serve (CSS) site, which is accessible to our customers using their unique permissions. There are no billing implications or charges incurred for using a reference number. It is an optional feature used by our customers for reporting purposes. Depending on your account settings, you may use a Security Passcode, which is entered at the time of the call to provide an additional layer of security for those connecting to your conference call. This Security Passcode is temporary, and is retained only for the duration of the call itself and discarded immediately after the conclusion of the call. It is not stored in any way, nor does it appear in any report.

When using the Pragmatic web conferencing service, we capture your name and the passcode used to authenticate yourself when joining the call or when logging in to start the call. Once you are in the web conference, you may provide additional content dependent on how you choose to use the service. Examples of content include annotations, application sharing, desktop sharing, chat sessions, file uploads, and webcam video. This content would be shared during a live web conference and stored only if the web conference was recorded by the moderator.

Content you provide through our websites: The Services also include the websites owned or operated by us. We collect other content that you submit to these websites, which include social media or social networking websites operated by us. For example, you provide content to us when you complete the Contact (“Let’s Work Together”) form on our Pragmatic or RP1Cloud websites. In that Contact form, you provide us with your name, business email, company name, and a brief message. This information is then submitted via email to someone responsible for managing these inquiries so that we may follow up with you. You also provide content to us via the Get a Quote form on the Pragmatic website. In that Get a Quote form, you provide us with your name, business email, phone number and a note describing your conferencing needs. This information is then submitted via email to our sales team so that they may follow up on your inquiry, and to create an account for you should you be interested in doing so. On our RP1Cloud website, you provide content to us via the Free Trial form. In this form, you provide us with your organization, name, country, language and business email. This information is then submitted via email to our sales team so that they may follow up on your inquiry, and our support team is notified so that they can create your free trial account. Our marketing team is also notified to understand the level of interest in our RP1Cloud product.

Occasionally we may provide a survey link in our email signatures for key personnel, such as our support team, or as part of a focused marketing initiative. Examples of surveys that we have done in the past include those seeking feedback regarding training sessions provided for our Adobe Connect product, as well as feedback regarding our RP1Cloud onboarding & training sessions. The information collected resides in Survey Monkey and is used to improve our training methods and coach the training facilitators.

You may directly provide information to us via Comments regarding a Help Center article in the Pragmatic Help Center or RP1Cloud Help Center. You can also directly provide information to us via New Posts in the Pragmatic Community or RP1Cloud Community.

Information you provide through our support channels: The Services also include our customer support, where you may choose to submit information regarding a problem you are experiencing with a Service. Whether you designate yourself as a technical contact, open a support ticket, speak to one of our representatives directly, or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue. If you choose to communicate with us via our Chat tool on the Pragmatic or RP1Cloud websites, the following are required fields that we ask for: your name, email, your message and the department/product you are contacting us about. If you contact us by telephone, we obtain only the basic information we need to identify the caller before we engage further in account-specific dialogue. Typically, we will ask for your account number, name and email address. If you contact us via email, you are the one providing us with the information you have chosen to share, and we will only seek additional information if required to identify and authenticate the customer before engaging in account-specific dialogue.

On our Pragmatic website, you may submit a request via online forms depending on your need. As of May 4, 2018, we have one form to Submit a Request or Report an Issue where you are asked to provide your email address, a subject, a description and attachments if necessary. There is another form for Paying my Bill by Credit Card where you are asked to provide your email address, a subject, a description, your credit card number and attachments if necessary.

On our RP1Cloud website, you may submit a request via online forms depending on your need. As of May 4, 2018, we have one form to Submit a Request or Report an Issue where you are asked to provide your email address, a subject, a description and attachments if necessary. There is another form for RP1Cloud Connection Failure Report where you are asked to provide your email address, a subject, a description and attachments if necessary as well as specific technical notes to help us isolate the issue you are experiencing with the RP1Cloud service.

Payment Information: We collect certain payment and billing information when you register for certain paid Services. For example, we ask you to designate a billing representative, including name and contact information, upon registration. You might also provide payment information, such as payment card details, which we collect via secure payment processing services.

Information we collect automatically when you use the Services

We collect information about you when you use our Services, including browsing our websites and taking certain actions within the Services.

Your use of the Services: We keep track of certain information when you visit our sites (i.e. website, customer portal) and interact with any of our Services. This information may include the features you use; the links you click on; the type, size and filenames of attachments you upload to the Services; frequently used search terms; and how you interact with others on the Services. For example, when you navigate our Pragmatic or RP1Cloud Help Centers online, we can see which search terms are being used.

When you use our RP1Cloud service, we will collect overall connection statistics and telemetry data; the date/time you joined and left the RP1Cloud meeting; any scheduled meeting information you would have entered when scheduling RP1Cloud meetings via the RP1Cloud Portal and we would also collect the data you are presenting/sharing if you are recording the RP1Cloud meeting. As it concerns the RP1Cloud Portal, we would collect your username, email address, phone number, password and session identification information (this is a token pertaining to your specific login to save you from having to log back in to the RP1Cloud service every few minutes).

Device and Connection Information: We collect information about your computer, phone, tablet, or other devices you use to access the Services. When you chat with us via our Online Chat feature on either the Pragmatic or RP1Cloud website, we capture your location, browser, platform, device, IP address and user agent. We also capture your visitor path (i.e. the pages you’ve visited on the website), the number of past visits and past chats, as well as your name and email address, and your phone number (optional).

We may collect other device information which includes your connection type and settings when you install, access, update, or use our Services. When you connect to our RP1Cloud service, we will collect your device/username; device IP, and device model. We also collect information through your device about your operating system, browser type, IP address, URLs of referring/exit pages, and device identifiers. We do not use your IP address and/or country preference to approximate your location to provide you with a better Service experience such as making the appropriate region-specific version of our website available to you, however Google would provide geotagging on our behalf which simply means if your IP address is in Australia, your search for either Pragmatic or RP1Cloud would show our Australian websites as the first search result. How much of this information we collect depends on the type and settings of the device you use to access the Services. Server and data center Service administrators can disable collection of this information via the administrator settings or prevent this information from being shared with us by blocking transmission at the local network level.

Cookies and Other Tracking Technologies: Pragmatic and our third-party partners, such as our advertising and analytics partners, use cookies and other tracking technologies (e.g., web beacons, device identifiers and pixels) to provide functionality and to recognize you across different Services and devices or sites. For more information, please see our Cookies and Tracking Notice, which includes information on how to control or opt out of these cookies and tracking technologies.

Information we receive from other sources

We receive information about you from other Service users, from third-party services, from our related companies, and from our business and channel partners.

Other users of the Services: Other users of our Services may provide information about you when they submit content through the Services. For example, you may be mentioned in a ZenDesk issue opened by someone else. We also receive your email address from other Service users when they provide it to invite you to the Services. Similarly, an administrator may provide your contact information when they designate you as the billing or technical contact on your company's account.

Other services you link to your account: We receive information about you when you or your administrator integrate or link a third-party service with our Services. For example, if you create an account or log into the Pragmatic or RP1Cloud Help Center or Community using your Google, Facebook, Twitter or Microsoft credentials, we receive your name and email address as permitted by your Google, Facebook, Twitter or Microsoft profile settings to authenticate you. You or your administrator may also integrate our Services with other services you use to allow you to access, store, share and edit certain content from a third-party through our Services. For example, you may authorize our Services to access, display, and store files from a third-party document-sharing service within the Services interface. Or you may authorize our Services to connect with a third-party calendaring service so that your meetings and connections are available to you through the Services. You may authorize our Services to sync a contact list or address book so that you can easily connect with those contacts within the Services or invite them to collaborate with you via our Services. The information we receive when you link or integrate our Services with a third-party service depends on the settings, permissions, and privacy policy controlled by that third-party service. You should always check the privacy settings and notices in these third-party services to understand what data may be disclosed to us or shared with our Services.

Pragmatic Companies: We receive information about you from companies that are owned or operated by Pragmatic, in accordance with their terms and policies. This includes RP1Cloud™, a cloud-video service and a division of Pragmatic.

Pragmatic Affinity Partners: We work with a select group of customers who agree to participate in our affinity program, which generates leads for us and rewards those affinity program members in return. We receive referral information from these partners, such as contact information, company name, and what Pragmatic products they may be interested.

Other Partners: We receive information about you and your business details from third-party partners, such as D&B Hoovers. This provides us with business intelligence to better understand our customers such as their industry, company size, stock ticker symbol and more. We receive information about you from our RP1Cloud channel partners (Distributors, Resellers and Commission Partners) in the form of a sales lead or a signed agreement for the RP1Cloud video conferencing service.

How we use information we collect

How we use the information we collect depends in part on which Services you use, how you use them, and any preferences you have communicated to us. Below are the specific purposes for which we use the information we collect about you.

To provide the Services and personalize your experience: We use information about you to provide the Services to you, including to process transactions with you, authenticate you when you log in, provide customer support, and operate and maintain the Services. We collect the bare minimum information required without jeopardizing account security and authentication.

For research and development: We are always looking for ways to make our Services smarter, faster, secure, integrated, and useful to you. We use collective learnings about how people use our Services and feedback provided directly to use to troubleshoot and to identify trends, usage, activity patterns, and areas for integration and improvement of the Services. For example, we produce internal reports that analyze user activity in anonymous, aggregated form on a monthly basis to understand usage patterns so that we may better predict customer engagement, and ensure our service platforms are optimized to handle the traffic load as well as forecast expected vs. projected usage or revenues. We analyze and aggregate frequently used search terms to improve the accuracy and relevance of suggested topics that auto-populate when you use the search feature. In some cases, we apply these learnings across our Services to improve and develop similar features, or to better integrate the services you use. We also test and analyze certain new features with some users before rolling the feature out to all users.

To communicate with you about the Services: We use your contact information to send transactional communications via email and within the Services, including a welcome email confirming the creation of your account, confirming your purchases, reminding you of subscription expirations, responding to your comments, questions and requests, providing customer support, and sending you technical notices, updates, security alerts, and administrative messages. We also provide tailored communications based on your activity and interactions with us. For example, certain actions invoked using our audio conferencing service will send you an email after you have concluded your conference call. Or it may be a conference call recording confirmation. We also intend in the near future to send you communications as you onboard to a particular Service to help you become more proficient in using that Service. These communications are part of the Services, and in most cases you can opt out of them, although doing so may debilitate your service experience. If an opt out is available, you will find that option within the communication itself or in your account settings.

To market, promote and drive engagement with the Services: We use your contact information and information about how you use the Services to send promotional communications by email that may be of specific interest to you. These communications are aimed at driving engagement and maximizing what you get out of the Services, including information about new features, survey requests, and newsletters. We also communicate with you about new product offers, promotions, and contests. You can control whether you receive these communications as described below under "Opt-out of communications."

Customer support: We use your information to resolve technical issues you encounter, to respond to your requests for assistance, and to repair and improve the Services. Your information can help provide historical context into either service-related issues or user behavior which allows us to more-easily understand or resolve the issue.

For safety and security: We use information about you and your Service use to verify accounts and activity, to monitor suspicious or fraudulent activity, and to identify violations of Service policies.

To protect our legitimate business interests and legal rights: Where required by law or where we believe it is necessary to protect our legal rights and interests, and the interests of others, we use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with the acquisition, merger, or sale of a business.

With your consent: We use information about you where you have given us consent to do so for a specific purpose not listed above. For example, with your permission, we may publish testimonials or featured customer stories to promote the Services,.

Legal bases for processing (for EEA users):

If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have legal bases for doing so under applicable EU laws. The legal bases depend on the Services you use and how you use them. This means we collect and use your information only where:

  • We need it to provide you the Services, including to operate the Services, provide customer support and personalized features, and to protect the safety and security of the Services;
  • It satisfies a legitimate interest (which is not overridden by your data protection interests), such as for research and development, to market and promote the Services, and to protect our legal rights and interests;
  • You give us consent to do so for a specific purpose; or
  • We need to process your data to comply with a legal obligation.

If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your information because we or a third party (e.g. your employer) have a legitimate interest to do so, you have the right to object to that use, though, in some cases, this may mean no longer using the Services.

How we share information we collect

We make collaboration tools, and we do what is reasonable to ensure that these tools work well for you. This means sharing information through the Services and with certain third parties. We share information we collect about you in the ways discussed below, including in connection with possible business transfers, but we are not in the business of selling information about you to advertisers or other third parties.

Sharing with other Service users

When you use the Services, we share certain information about you with other Service users.

For collaboration: You can create content, which may contain information about you, and grant permission to others to see, share, edit, copy, and download that content based on settings you or your administrator (if applicable) select. Examples of content you might create would be via our Pragmatic web conferencing products. When using the Pragmatic web conferencing service, we capture your name and the passcode used to authenticate yourself when joining the call or when logging in to start the call. Once you are in the web conference, you may provide additional content dependent on how you choose to use the service. Examples of content include annotations, application sharing, desktop sharing, chat sessions, file uploads, and webcam video. This content would be shared during a live web conference and stored only if the web conference was recorded by the moderator. The same can be said for the RP1Cloud cloud-based video conferencing product.

Some of the collaboration features of the Help Centers or Community of the Services display some or all of your profile information to other Service users when you share or interact with specific content. For example, when you comment on a Help Center or Community page, we display your profile picture and name next to your comments so that other users with access to the page or article understand who made the comment. Please be aware that some aspects of the Services like Confluence pages or Bitbucket repositories can be made publicly available, meaning any content posted, including information about you, can be publicly viewed and indexed by and returned in search results of search engines. You can confirm whether certain Service properties are publicly visible from within the Services or by contacting the relevant administrator.

Managed accounts and administrators: If you register or access the Services using an email address with a domain that is owned by your employer or organization, and such organization wishes to establish an account, certain information about you including your name, contact info, content, and past use of your account may become accessible to that organization’s administrator and other Service users sharing the same domain. If you are an administrator for a particular site or group of users within the Services, we may share your contact information with current or past Service users, for the purpose of facilitating Service-related requests.

Community Forums: Our Pragmatic and RP1Cloud websites offer publicly accessible blogs, forums, issue trackers, like Pragmatic Community, Pragmatic Help Center, RP1Cloud Community, and RP1Cloud Help Center. You should be aware that any information you provide on these websites - including profile information associated with the account you use to post the information - may be read, collected, and used by any member of the public who accesses these websites. Your posts and certain profile information may remain even after you terminate your account. We urge you to consider the sensitivity of any information you input into these Services. To request removal of your information from publicly accessible websites operated by us, please contact us as provided below. In some cases, we may not be able to remove your information, in which case we will let you know that we are unable to and why.

Sharing with third parties

We share information with third parties that help us operate, provide, improve, integrate, customize, support, and market our Services.

Service Providers: We work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, analysis, and other services for us, which may require them to access or use information about you. If a service provider needs to access information about you to perform services on our behalf, they do so under close instruction from us, including policies and procedures designed to protect your information. However, this would be exceptionally rare and none of our service providers are interested in, nor do they have any use for, your personal information. Their primary concern is more so at the company level than the user level and this information in general is largely irrelevant and useless to them.

Pragmatic Partners: We work with third parties who provide sales and technical services to deliver and implement customer solutions around the Services. We may share your information with these third parties in connection with their services, such as to assist with billing and collections, and to provide customizations. We may also share information with these third parties where you have agreed to that sharing.

Third Party Apps: Our Services do not allow you, your administrator or other Service users to add new functionality or change the behavior of the Services by installing third party apps within the Services.

Links to Third Party Sites: The Services may include links that direct you to other websites or services whose privacy practices may differ from ours. If you submit information to any of those third-party sites, your information is governed by their privacy policies, not this one. We encourage you to carefully read the privacy policy of any website you visit.

Social Media Widgets: The Services may include links that direct you to other websites or services whose privacy practices may differ from ours. Your use of, and any information you submit to, any of those third-party sites is governed by their privacy policies, rather than that of Pragmatic.

Third-Party Widgets: Some of our Services contain widgets and social media features, such as the Twitter "Tweet" or Facebook “Like” button. These widgets and features collect your IP address, which page you are visiting on the Services, and may set a cookie to enable the feature to function properly. Widgets and social media features are either hosted by a third party or hosted directly on our Services. Your interactions with these features are governed by the privacy policy of the company providing it.

With your consent: We share information about you with third parties when you give us consent to do so. For example, we often display personal testimonials of satisfied customers on our public websites. With your consent, we may post your name alongside the testimonial.

Compliance with Enforcement Requests and Applicable Laws; Enforcement of Our Rights: In exceptional circumstances, we may share information about you with a third party if we believe that sharing is reasonably necessary to (a) comply with any applicable law, regulation, legal process, or governmental request, including to meet national security requirements, (b) enforce our agreements, policies, and terms of service, (c) protect the security or integrity of our products and services, (d) protect Pragmatic, our customers or the public from harm or illegal activities, or (e) respond to an emergency which we believe in good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person.

Sharing with affiliated companies

We share information we collect with affiliated companies and, in some cases, with prospective affiliates. Affiliated companies are companies owned or operated by us. The protections of this privacy policy apply to the information we share in these circumstances.

Pragmatic companies: We share information we have about you with other Pragmatic corporate affiliates to operate and improve products and services and to offer other Pragmatic affiliated services to you. This includes companies that own or operate the services such as RP1Cloud which is a division of Pragmatic.

Business Transfers: We may share or transfer information we collect under this privacy policy in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. You will be notified via email and/or a prominent notice on the Services if a transaction takes place, as well as any choices you may have regarding your information.

How we store and secure information we collect

Information storage and security

We use data hosting service providers in the United States and Canada to host the information we collect, and we use technical measures to secure your data. For more information on where we store your information, please see our Cloud hosting infrastructure page.

While we implement safeguards designed to protect your information, no security system is impenetrable, and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others.

Some of our RP1Cloud customers deploy the RP1Cloud service on-premise, in which case the responsibility for securing storage and access to the information you put into the Services rests with you and not RP1Cloud, a division of Pragmatic. We strongly recommend that server or data center users configure SSL to prevent interception of data transmitted over networks, and to restrict access to the databases and other storage points used.

How long we keep information

How long we keep information we collect about you depends on the type of information, as described in further detail below. After such time, we will either delete or anonymize your information, or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.

Account information: We retain your account information for as long as your account is active and a reasonable period thereafter in case you decide to re-activate the Services. The information is also retained to make it available to your account administrator (see the Managed Accounts section below). We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations, and to continue to develop and improve our Services. Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyze personal characteristics about you.

Information you share on the Services: If your account is deactivated or disabled, some of your information and the content you have provided will remain to allow your account administrator to make full use of the Services. For example, we continue to retain your usage activity and user profile and continue to display content you provided via the Help Center and Community sites.

Managed accounts: If the Services are made available to you through an organization (e.g., your employer), we retain your information as long as required by the administrator of your account. For more information, see "Managed accounts and administrators" above.

Marketing information: If you have elected to receive marketing materials from us, we retain information about your marketing preferences for a reasonable period of time from the date you last expressed interest in our Services, such as when you last opened an email from us or ceased using your Pragmatic account. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.

How to access and control your information

You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations.

Your Choices:

You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format. Below, we describe the tools and processes for making these requests. You can exercise some of the choices by logging into the Services and using settings available within the Services or your account. Where the Services are administered for you by an administrator (see "Notice to End Users" below), you may need to contact your administrator to assist with your requests first. For all other requests, you may contact us as provided in the Contact Us section below to request assistance.

Your request and choices may be limited in certain cases: for example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we or your administrator are permitted by law or have compelling legitimate interests to keep. Where you have asked us to share data with third parties, you will need to contact those third-party service providers directly to have your information deleted or otherwise restricted. If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work or where you feel your rights were infringed.

Access and update your information: Our Services and related documentation give you the ability to access and update certain information about you from within the Service. This includes our Customer Self-Serve portal for Pragmatic and our RP1Cloud Portal for the RP1Cloud service. For example, you can access your profile information from your account and search for content containing information about you in our Help Centers or Community using key word searches in the Service. You can update your profile information within your profile settings and modify content that contains information about you using the editing tools associated with that content.

Deactivate your account: If you no longer wish to use our Services, you or your administrator may be able to deactivate (disable) your Services account. If you have the administrative permissions within your organization to deactivate your own account, that setting is available to you in your account settings in the Pragmatic Customer Self-Serve and the RP1Cloud Portal. Otherwise, please contact your administrator. If you are an administrator and are unable to deactivate an account through your administrator settings, please contact Pragmatic support. Please be aware that deactivating your account does not delete your information; your information remains visible to our support team based on your past participation within the Services. For more information on how to delete your information, see below.

Delete your information: Our Services and related documentation give you the ability to delete certain information about you from within the Service. For example, you can remove content that contains information about you using the key word search and editing tools associated with that content in the Pragmatic Help Center and RP1Cloud Portal. In the RP1Cloud Portal, you can delete your recordings and meetings. You cannot however, delete your user profile, profile information, or call reports. You can edit your Chairperson Code and Participant Code. You will need to contact RP1Cloud support for assistance with deleting your user profile and/or account. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.

Request that we stop using your information: In some cases, you may ask us to stop accessing, storing, using, and otherwise processing your information where you believe we don't have the appropriate rights to do so. For example, if you believe a Services account was created for you without your permission, or you are no longer an active user, you can request that we delete your account as provided in this policy. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate your request. If there is delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honored or the dispute is resolved, provided your administrator does not object (where applicable). If you object to information about you being shared with a third-party app, please disable the app or contact your administrator to do so.

Opt out of communications: You may opt out of receiving promotional communications from us by using the unsubscribe link within each email, updating your email preferences within your Service account settings menu, or by contacting us via to have your contact information removed from our promotional email list or registration database. Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding our Services. These transactional messages include confirmations of activities you would have invoked while using our Services. For example, it may be a Welcome Email, a Post-Call Summary Report, or a Recording Confirmation email. In these three instances, the emails contain important information you need to use the Service or verify your Service activities. You can choose to opt out of some notification messages in your account settings although your Service experience may be adversely impacted if you do not have the information on hand.

Turn off Cookie Controls: Relevant browser-based cookie controls are described in our Cookies & Tracking Notice.

Send "Do Not Track" Signals: Some browsers have incorporated "Do Not Track" (DNT) features that can send a signal to the websites you visit indicating you do not wish to be tracked. The Portals you use in conjunction with our Services do not currently respond to browser DNT signals. You can use the range of other tools we provide to control data collection and use, including the ability to opt out of receiving marketing from us as described above.

Data portability: Data portability is the ability to obtain some of your information in a format you can move from one service provider to another (for instance, when you transfer your mobile phone number to another carrier). Depending on the context, this applies to some of your information, but not to all your information. Should you request it, we will provide you with an electronic file of your basic account information and the information you create on our sites or Services under your sole control. Examples include your conference recordings, usage data and reports and even our chat transcripts or service tickets or any contributions made in our Pragmatic or RP1Cloud Community sites.

How we transfer information we collect internationally

International transfers of information we collect

We collect information globally and primarily store that information in Canada and the United States. We may transfer, process, and store your information outside of your country of residence, to wherever we or our third-party service providers operate for the purpose of providing you the Services. Whenever we transfer your information, we take steps to protect it.

International transfers within Pragmatic Companies: To facilitate our global operations, we transfer information to either Canada or the United States and allow access to that information from countries in which the Pragmatic owned or operated companies have operations for the purposes described in this policy. These countries may not have privacy and data protection laws equivalent to the laws of many of the countries where our customers and users are based. When we share information about you within and among Pragmatic corporate affiliates, we make use of standard contractual data protection clauses.

International transfers to third parties: Some of the third parties described in this privacy policy, which provide services to us under contract, are based in other countries that may not have equivalent privacy and data protection laws to the country in which you reside. When we share information of customers in the European Economic Area or Switzerland, we make use of European Commission-approved standard contractual data protection clauses, binding corporate rules for transfers to data processors, or other appropriate legal mechanisms to safeguard the transfer.

Privacy complaints

We encourage you to contact us as provided below should you have a general privacy-related complaint. If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact our Privacy Office by emailing and we will engage the services of a third-party dispute resolution provider if needed.

Other important privacy information

Notice to End Users

Many of our products are intended for use by organizations. Where the Services are made available to you through an organization (e.g. your employer), that organization is the administrator of the Services and is responsible for the accounts and/or Service sites over which it has control. If this is the case, please direct your data privacy questions to your administrator, as your use of the Services is subject to that organization's policies. We are not responsible for the privacy or security practices of an administrator's organization, which may be different than this policy.

Administrators are able to:

  • require you to reset your account password;
  • restrict, suspend or terminate your access to the Services;
  • access information in and about your account;
  • access or retain information stored as part of your account;
  • install or uninstall third-party apps or other integrations

In some cases, administrators can also:

  • restrict, suspend or terminate your account access;
  • change the email address associated with your account;
  • change your information, including profile information;
  • restrict your ability to edit, restrict, modify or delete information

Even if the Services are not currently administered to you by an organization, if you use an email address provided by an organization (such as your work email address) to access the Services, then the owner of the domain associated with your email address (e.g. your employer) may assert administrative control over your account and use of the Services at a later date. You will be notified if this happens.

If you do not want an administrator to be able to assert control over your account or use of the Services, use your personal email address to register for or access the Services. If an administrator has not already asserted control over your account or access to the Services, you can update the email address associated with your account through your account settings in your profile. Once an administrator asserts control over your account or use of the Services, you will no longer be able to change the email address associated with your account without administrator approval.

Please contact your organization or refer to your administrator’s organizational policies for more information.

Our policy towards children

The Services are not directed to individuals under 16. We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact our support services.

Changes to our Privacy Policy

We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice by adding a notice on the Services homepages, login screens, or by sending you an email notification. We will also keep prior versions of this Privacy Policy in an archive for your review. We encourage you to review our privacy policy whenever you use the Services to stay informed about our information practices and the ways you can help protect your privacy.

If you disagree with any changes to this privacy policy, you will need to stop using the Services and deactivate your account(s), as outlined above.

Contact Us

Your information is controlled by Pragmatic which includes Pragmatic Conferencing Solutions Corp., Pragmatic Conferencing PTY Ltd, Pragmatic Business Services U.S. Corporation and RP1Cloud™. If you have questions or concerns about how your information is handled, please direct your inquiry to Pragmatic, which we have appointed to be responsible for facilitating such inquiries or, if you are a resident of the European Economic Area, please contact our EU Representative.

48 Yonge St., Suite 1200
Toronto, Ontario, Canada
M5E 1G6


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