Our fundamental principles
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We are thoughtful about the personal information we ask you to provide and the personal
information that we collect about you through the operation of our services.
- We store personal information for only as long as we have a reason to keep it.
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We aim for full transparency on how we gather, use, and share your personal information.
Information collected by us
We only collect information about you if we have a reason to do so— for example, to
provide our services, to communicate with you, or to make our services better. We collect
information in three ways: if and when you provide information to us, automatically
through operating our services, and from outside sources.
Information you provide to us
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We receive and store any information you enter on our website or provide to us in any
other way.
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Registration: In order for you to use Onetime Fax services you must complete a
registration form. As part of registration, we require a minimum set of information from
you. Our lawful basis for collecting this personal information is to provide our
services and to communicate with you through your consent when you register with us. The
information we collect at registration is limited to a minimum set of information that
is technically required for us to provide our services to you.
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User profile: You may enter more information about yourself in order to augment the
information we collect from you during registration, such as your phone number and a
photo of yourself.
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Billing and Contact Information: If you buy something from us–a subscription to a
Onetime Fax plan, you will provide additional personal and payment information, such as
your name, credit card information, and contact information.
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Communications with Us: You may also provide us information when you respond to surveys,
communicate with us about a support question, or sign up for a newsletter. When you
communicate with us via form, email, phone, or otherwise, we store a copy of our
communications.
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You have the right to edit, update, access, transfer, or delete your personal
information if you are terminating your account with Onetime Fax. In some special
circumstances you may not be able to terminate your account.
Information collected automatically
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Log Information: Like most online service providers, we collect information that web
browsers, mobile devices, and servers typically make available, such as the browser
type, IP address, unique device identifiers, language preference, referring site, the
date and time of access, operating system, and mobile network information. We collect
log information when you use our services.
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Usage Information: We collect information about your usage of our services. For example,
we collect information about the actions that users perform– in other words, who did
what, when and to what thing. We also collect information about what happens when you
use our services (e.g., page views) along with information about your device (e.g.,
screen size, name of cellular network, and mobile device manufacturer). We use this
information to, for example, provide our services to you, as well as get insights on how
people use our services, so we can make our services better.
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Location Information: We may determine the approximate location of your device from your
IP address. We collect and use this information to, for example, calculate how many
people visit our services from certain geographic regions. We may also collect
information about your precise location via our mobile apps (when, for example, you post
a photograph with location information) if you allow us to do so through your mobile
device operating system’s permissions.
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Information from Cookies & Other Technologies: A cookie is a string of information
that a website stores on a visitor’s computer, and that the visitor’s
browser provides to the website each time the visitor returns. Pixel tags (also called
web beacons) are small blocks of code placed on websites and emails. We use cookies and
other technologies like pixel tags to help us identify and track visitors, usage, and
access preferences for our services, as well as track and understand email campaign
effectiveness and to deliver targeted ads.
Communications
Onetime Fax will never provide your email address to a third party without your explicit
permission. Onetime Fax may send out emails with news about new product features, training
information, surveys, or promotions. You may also receive notification emails from Onetime
Fax which inform you of actions needed by you. If you do not want to receive email from
us, you may turn off specific emails from your user profile and/or follow the
“unsubscribe” instructions contained in each email message. However note that in all cases
you will continue to receive all system emails (e.g. payment reminders or password
reminders) and legal notices (e.g. updates to our policies) from us unless you terminate
your account.
How and Why We Use Information
Purposes for Using Information
We use information about you as mentioned above and for the purposes listed below:
- To provide our services–for example, to set up and maintain your account;
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To further develop and improve our services–for example by adding new features that we
think our users will enjoy or will help them to create and manage their websites more
efficiently;
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To monitor and analyze trends and better understand how users interact with our
services, which helps us improve our services and make them easier to use;
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To measure, gauge, and improve the effectiveness of our advertising, and better
understand user retention and attrition — for example, we may analyze how many
individuals purchased a paid plan after receiving a marketing message or the features
used by those who continue to use our services after a certain length of time;
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To monitor and prevent any problems with our services, protect the security of our
services, detect and prevent fraudulent transactions and other illegal activities, fight
spam, and protect the rights and property of Onetime Fax and others, which may result in
us declining a transaction or the use of our services;
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To communicate with you. For example, we may email you to solicit your feedback, share
tips for getting the most out of our products, or keep you up to date on Onetime Fax;
text you to verify your payment; or call you to share offers and promotions that we
think will be of interest to you. If you don’t want to hear from us, you can opt
out of marketing communications at any time. (Please keep in mind that even if you opt
out, we’ll still send you important updates relating to your account); and
- To personalize your experience using our services.
Legal Bases for Collecting and Using Information
A note here for those in the European Union about our legal grounds for processing
information about you under EU data protection laws, which is that our use of your
information is based on the grounds that: (1) The use is necessary in order to fulfill our
commitments to you under the applicable terms of service or other agreements with you or
is necessary to administer your account — for example, in order to enable access to
our website on your device or charge you for a paid plan; or (2) The use is necessary for
compliance with a legal obligation; or (3) The use is necessary in order to protect your
vital interests or those of another person; or (4) We have a legitimate interest in using
your information — for example, to provide and update our services; to improve our
services so that we can offer you an even better user experience; to safeguard our
services; to communicate with you; to measure, gauge, and improve the effectiveness of our
advertising; to understand our user retention and attrition; to monitor and prevent any
problems with our services; and to personalize your experience; or (5) You have given us
your consent — for example before we place certain cookies on your device and access
and analyze them later on.
Sharing Information
How We Share Information
We do not sell our users’ private personal information. We share information about
you in the limited circumstances spelled out below and with appropriate safeguards on your
privacy:
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Subsidiaries, Employees, and Independent Contractors: We may disclose information about
you to our subsidiaries, our employees, and individuals who are our independent
contractors that need to know the information in order to help us provide our services
or to process the information on our behalf. We require our subsidiaries, employees, and
independent contractors to follow this Privacy Policy for personal information that we
share with them.
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Third Party Vendors: We may share information about you with third party vendors who
need to know information about you in order to provide their services to us. This group
includes vendors that help us provide our services to you (like payment providers that
process your credit and debit card information, fraud prevention services that allow us
to analyze fraudulent payment transactions, postal and email delivery services that help
us stay in touch with you, customer chat and email support services that help us
communicate with you), those that assist us with our marketing efforts (e.g. by
providing tools for identifying a specific marketing target group or improving our
marketing campaigns), those that help us understand and enhance our services (like
analytics providers), and companies that make products available on our websites who may
need information about you in order to, for example, provide technical or other support
services to you. We require vendors to agree to privacy commitments in order to share
information with them.
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Legal and Regulatory Requirements: We may disclose information about you in response to
a subpoena, court order, or other governmental request.
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To Protect Rights, Property, and Others: We may disclose information about you when we
believe in good faith that disclosure is reasonably necessary to protect the property or
rights of Onetime Fax, third parties, or the public at large.
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Business Transfers: In connection with any merger, sale of company assets, or
acquisition of all or a portion of our business by another company, or in the unlikely
event that Onetime Fax goes out of business or enters bankruptcy, user information would
likely be one of the assets that is transferred or acquired by a third party. If any of
these events were to happen, this Privacy Policy would continue to apply to your
information and the party receiving your information may continue to use your
information, but only consistent with this Privacy Policy.
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Aggregated or De-Identified Information: We may share information that has been
aggregated or reasonably de-identified, so that the information could not reasonably be
used to identify you. For instance, we may publish aggregate statistics about the use of
our services and we may share a hashed version of your email address to facilitate
customized ad campaigns on other platforms.
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Published Support Requests: And if you send us a request (for example, via a support
email or one of our feedback mechanisms), we reserve the right to publish an anonymized
version of that request in order to help us clarify or respond to your request or to
help us support other users.
How Long We Keep Information
We generally discard information about you when we no longer need the information for the
purposes for which we collect and use it — which are described in the section above
on How and Why We Use Information — and we are not legally required to continue to
keep it.
Security
While no online service is 100% secure, we work very hard to protect information about you
against unauthorized access, use, alteration, or destruction, and take reasonable measures
to do so, such as monitoring our services for potential vulnerabilities and attacks.
Questions
If you have any questions, comments or requests relating to this Privacy Policy, please
send an email to help@onetimefax.com.
Changes to this Privacy Policy
Onetime Fax may amend this Privacy Policy from time to time, at its sole discretion. Use
of information we collect now is subject to the Privacy Policy in effect at the time such
information is used. If we make changes to the Privacy Policy, we will notify you by
posting an announcement on the Onetime Fax website so you are always aware of what
information we collect, how we use it, and under what circumstances if any, it is
disclosed.
Versions of these Terms
- August 8, 2024: Fixed some typos. No meaning was altered.
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March 8, 2024: First version, adapted with alterations from
Legalmattic
.