Who we are
Information we collect
The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.
If you contact us directly, we may receive additional information about you such as your name, email address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.
When you register for an Account, we may ask for your contact information, including items such as name, company name, address, email address, and telephone number.
How we use your information
We use the information we collect in various ways, including to:
- Provide, operate, and maintain our website
- Improve, personalize, and expand our website
- Understand and analyze how you use our website
- Develop new products, services, features, and functionality
- Communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the website, and for marketing and promotional purposes
- Send you emails
- Find and prevent fraud
specsquared.com follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and a part of hosting services’ analytics. The information collected by log files include internet protocol (IP) addresses, browser type, Internet
Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analyzing trends, administering the site, tracking users’ movement on the website, and gathering demographic information.
Cookies and Web Beacons
Advertising Partners Privacy Policies
Note that specsquared.com has no access to or control over these cookies that are used by third-party advertisers.
Third Party Privacy Policies
You can choose to disable cookies through your individual browser options. To know more detailed information about cookie management with specific web browsers, it can be found at the browsers’ respective websites.
GDPR Data Protection Rights
We would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request copies of your personal data. We may charge you a small fee for this service.
The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete.
The right to erasure – You have the right to request that we erase your personal data, under certain conditions.
The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.
The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.
Another part of our priority is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.
specsquared.com does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our website, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.
Electronic email is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organization. At the same time, misuse of email can post many legal, privacy and security risks, thus it’s important for users to understand the appropriate use of electronic communications.
The purpose of this email policy is to ensure the proper use of Specsquared Inc. email system and make users aware of what Specsquared Inc. deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within Specsquared Inc. Network.
This policy covers appropriate use of any email sent from a Specsquared Inc. email address and applies to all employees, vendors, and agents operating on behalf of Specsquared Inc.
All use of email must be consistent with Specsquared Inc. policies and procedures of ethical conduct, safety, compliance with applicable laws and proper business practices.
Specsquared Inc. email account should be used primarily for Specsquared Inc. business-related purposes; personal communication is permitted on a limited basis, but non-Specsquared Inc. related commercial uses are prohibited.
All Specsquared Inc. data contained within an email message or an attachment must be secured according to the Data Protection Standard.
Email should be retained only if it qualifies as a Specsquared Inc. business record. Email is a Specsquared Inc. business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email.
Email that is identified as a Specsquared Inc. business record shall be retained according to Specsquared Inc. Record Retention Schedule.
The Specsquared Inc. email system shall not to be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any Specsquared Inc. employee should report the matter to their supervisor immediately.
Users are prohibited from automatically forwarding Specsquared Inc. email to a third-party email system (noted in 4.8 below). Individual messages which are forwarded by the user must not contain Specsquared Inc. confidential or above information.
Users are prohibited from using third-party email systems and storage servers such as Google, Yahoo, and MSN Hotmail etc. to conduct Specsquared Inc. business, to create or memorialize any binding transactions, or to store or retain email on behalf of Specsquared Inc. Such communications and transactions should be conducted through proper channels using Specsquared Inc.-approved documentation.
Using a reasonable amount of Specsquared Inc. resources for personal emails is acceptable, but non-work-related email shall be saved in a separate folder from work related email. Sending chain letters or joke emails from a Specsquared Inc. email account is prohibited.
Specsquared Inc. employees shall have no expectation of privacy in anything they store, send or receive on the company’s email system.
Specsquared Inc. may monitor messages without prior notice. Specsquared Inc. is not obliged to monitor email messages.
The Specsquared Compliance team will verify compliance to this policy through various methods, including but not limited to, periodic walk-thru, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.
Any exception to the policy must be approved by the Specsquared Compliance team in advance.
An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.
Data Breach Response Policy
The purpose of the policy is to establish the goals and the vision for the breach response process. This policy will clearly define to whom it applies and under what circumstances, and it will include the definition of a breach, staff roles and responsibilities, standards and metrics (e.g., to enable prioritization of the incidents), as well as reporting, remediation, and feedback mechanisms. The policy shall be well publicized and made easily available to all personnel whose duties involve data privacy and security protection.
Specsquared Inc. Information Security’s intentions for publishing a Data Breach Response Policy are to focus significant attention on data security and data security breaches and how Specsquared Inc. Established culture of openness, trust and integrity should respond to such activity. Specsquared Inc. Information Security is committed to protecting Specsquared Inc.’s employees, partners and the company from illegal or damaging actions by individuals, either knowingly or unknowingly.
This policy mandates that any individual who suspects that a theft, breach or exposure of Specsquared Inc. Protected data or Specsquared Inc. Sensitive data has occurred must immediately provide a description of what occurred via e-mail to email@example.com or through the use of Contact Us reporting web page at http://Specsquared Inc. This e-mail address and web page are monitored by the Specsquared Inc. Information Security Administrator. This team will investigate all reported thefts, data breaches and exposures to confirm if a theft, breach or exposure has occurred. If a theft, breach or exposure has occurred, the Information Security Administrator will follow the appropriate procedure in place.
This policy applies to all whom collect, access, maintain, distribute, process, protect, store, use, transmit, dispose of, or otherwise handle personally identifiable information or Protected Health Information (PHI) of Specsquared Inc. Members. Any agreements with vendors will contain language similar that protects the fund.
Policy Confirmed theft, data breach or exposure of Specsquared Inc. Protected data or Specsquared Inc. Sensitive data
As soon as a theft, data breach or exposure containing Specsquared Inc. Protected data or Specsquared Inc. Sensitive data is identified, the process of removing all access to that resource will begin.
The Executive Director will chair an incident response team to handle the breach or exposure.
The team will include members from:
- IT Infrastructure
- IT Applications
- Finance (if applicable)
- Member Services (if Member data is affected)
- Human Resources
- The affected unit or department that uses the involved system or output or whose data may have been breached or expose
- Additional departments based on the data type involved, Additional individuals as deemed necessary by the Executive Director
Confirmed theft, breach or exposure of Specsquared Inc. Data
The Executive Director will be notified of the theft, breach or exposure. IT, along with the designated forensic team, will analyze the breach or exposure to determine the root cause.
Work with Forensic Investigators
As provided by Specsquared Inc. cyber insurance, the insurer will need to provide access to forensic investigators and experts that will determine how the breach or exposure occurred; the types of data involved; the number of internal/external individuals and/or organizations impacted; and analyze the breach or exposure to determine the root cause.
Develop a communication plan
Work with Specsquared Inc. communications, legal and human resource departments to decide how to communicate the breach to: a) internal employees, b) the public, and c) those directly affected.
Ownership and Responsibilities
Roles & Responsibilities:
Sponsors – Sponsors are those members of the Specsquared Inc. Community that have primary responsibility for maintaining any particular information resource. Sponsors may be designated by any Specsquared Inc. Executive in connection with their administrative responsibilities, or by the actual sponsorship, collection, development, or storage of information.
Information Security Administrator is that member of the Specsquared Inc. Community, designated by the Executive Director or the Director, Information Technology (IT) Infrastructure, who provides administrative support for the implementation, oversight and coordination of security procedures and systems with respect to specific information resources in consultation with the relevant Sponsors.
Users include virtually all members of the Specsquared Inc. Community to the extent they have authorized access to information resources, and may include staff, trustees, contractors, consultants, interns, temporary employees and volunteers.
The Incident Response Team shall be chaired by Executive Management and shall include, but will not be limited to, the following departments or their representatives: IT-Infrastructure, IT-Application Security; Communications; Legal; Management; Financial Services, Member Services; Human Resources.
Any Specsquared Inc. personnel found in violation of this policy may be subject to disciplinary action, up to and including termination of employment. Any third party partner company found in violation may have their network connection terminated.
Specsquared Inc. is committed to protecting employees, partners, vendors and the company from illegal or damaging actions by individuals, either knowingly or unknowingly. When Specsquared Inc. addresses issues proactively and uses correct judgment, it will help set us apart from competitors. Specsquared Inc. will not tolerate any wrongdoing or impropriety at any time. Specsquared Inc. will take the appropriate measures act quickly in correcting the issue if the ethical code is broken.
The purpose of this policy is to establish a culture of openness, trust and to emphasize the employee’s and consumer’s expectation to be treated to fair business practices. This policy will serve to guide business behavior to ensure ethical conduct. Effective ethics is a team effort involving the participation and support of every Specsquared Inc. employee. All employees should familiarize themselves with the ethics guidelines that follow this introduction.
This policy applies to employees, contractors, consultants, temporaries, and other workers at Specsquared Inc., including all personnel affiliated with third parties.
Executive Commitment to Ethics
Senior leaders and executives within Specsquared Inc. must set a prime example. In any business practice, honesty and integrity must be top priority for executives.
Executives must have an open-door policy and welcome suggestions and concerns from employees. This will allow employees to feel comfortable discussing any issues and will alert executives to concerns within the work force.
Executives must disclose any conflict of interests regard their position within Specsquared Inc.
Employee Commitment to Ethics
Specsquared Inc. employees will treat everyone fairly, have mutual respect, promote a team environment and avoid the intent and appearance of unethical or compromising practices.
Every employee needs to apply effort and intelligence in maintaining ethics value.
Employees must disclose any conflict of interests regard their position within Specsquared Inc.
Employees will help Specsquared Inc. to increase customer and vendor satisfaction by providing quality product s and timely response to inquiries.
Employees should consider the following questions to themselves when any behavior is questionable:
- Is the behavior legal?
- Does the behavior comply with all appropriate Specsquared Inc. policies
- Does the behavior reflect Specsquared Inc. values and culture?
- Could the behavior adversely affect company stakeholders
- Would you feel personally concerned if the behavior appeared in a news headline?
- Could the behavior adversely affect Specsquared Inc. if all employees, did it?
Promotion of ethical conduct within interpersonal communications of employees will be rewarded.
Specsquared Inc. will promote a trustworthy and honest atmosphere to reinforce the vision of ethics within the company.
Maintaining Ethical Practices
Specsquared Inc. will reinforce the importance of the integrity message and the tone will start at the top. Every employee, manager, director needs consistently maintain an ethical stance and support ethical behavior.
Employees at Specsquared Inc. should encourage open dialogue, get honest feedback and treat everyone fairly, with honesty and objectivity.
Specsquared Inc. has established a best practice disclosure committee to make sure the ethical code is delivered to all employees and that concerns regarding the code can be addressed.
Employees are required to recertify their compliance to Ethics Policy on an annual basis.
Specsquared Inc. will avoid the intent and appearance of unethical or compromising practice in relationships, actions and communications.
Specsquared Inc. will not tolerate harassment or discrimination.
Unauthorized use of company trade secrets & marketing, operational, personnel, financial, source code, & technical information integral to the success of our company will not be tolerated.
Specsquared Inc. will not permit impropriety at any time and we will act ethically and responsibly in accordance with laws.
Specsquared Inc. employees will not use corporate assets or business relationships for personal use or gain.
The Specsquared Compliance Team will verify compliance to this policy through various methods, including but not limited to, business tool reports, internal and external audits, and feedback.
An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.
Related Standards, Policies and Processes
Definitions and Terms