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Qualtrax Privacy Policy

LAST UPDATED 06-04-2018

Qualtrax (“we,” “our,” or “us”) is committed to protecting your privacy. This privacy policy (the “Privacy Policy”), along with our Terms of Use, describes how Qualtrax via its website, (referenced herein as the “Site”) collects and uses personal information that you decide to share by visiting the Site. This Privacy Policy is also designed to help you make informed decisions about how to use the Site and the services it offers. By visiting the Site and using the services available via the Site, you are accepting and consenting to the practices described in this Privacy Policy.

Please note that we reserve the right to modify this privacy statement at any time, so please review it frequently. If we make material changes to this policy, we will notify you here, by email, or by means of a notice on our home page. By continuing to use the Site after notice of changes have been sent to you or published on the Site, you consent to such changes.

For the purposes of this Privacy Policy, we use the term “post” to mean the following: filling out the fields in a registration page; or uploading materials to any other place or page within the Site.


When you visit the Site, you provide us with two types of information: website usage information that is collected by us as you interact with the Site and personal information that you knowingly choose to disclose as part of your use of the Site.

We may also receive personal information about you from our Distributors or Resellers, whom we have contracted with to make sales of our product in various regions.

The table below sets out the categories of personal information you provide to us and that we receive from other sources and how we use that information. The table also lists the legal basis which we rely on to process the personal information and information as to how we determine applicable retention periods.

Category of personal information How we use it Legal basis for the processing
Contact information and basic personal details. Such as your name, phone number, address, location, IP address, and e-mail address We use this information to communicate with you.


We use this information to deal with enquiries and other requests made by you, including customer service issues, relating to Qualtrax products.

The processing is necessary for our legitimate interests, namely for communicating with you effectively and responding to your queries.


The processing is necessary for the performance of a contract and to take steps prior to entering into a contract.

Correspondence and comments. When you contact us directly, e.g. by email, phone, mail, or when you interact with customer service, we will record your comments and opinions. To address your questions, issues and concerns and resolve your customer service issues. The processing is necessary for our legitimate interests, namely communicating with you effectively for the purposes of resolving your issues.
Payment information.
Details such as your credit card or other payment information.
We use this information to facilitate payment for Qualtrax products. The processing for facilitating payment is necessary for the performance of our contract with you (in accordance with our Terms and Conditions).
The processing is necessary for our legitimate interests, namely the detection and prevention of fraud.
All personal information set out above. We will use all the personal information we collect to operate, maintain and provide to you excellent customer service, to monitor and improve our website and business, for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes, to keep the website safe and secure and to help us develop new products and services. The processing is necessary for our legitimate interest, namely to administer and improve our business and develop new customers.

We may link or combine the personal information we collect and/or receive about you and the information we collect automatically. This allows us to provide you with a personalized experience regardless of how you interact with us.

We may also anonymize and aggregate any of the personal information we collect (so that it does not identify you). We may use anonymized information for purposes that include testing our IT systems, research, data analysis, improving our service and developing new website features.


Qualtrax does not sell or otherwise share your personal information with third parties for marketing, sales or other purposes. Qualtrax shares your information with third parties only in the following limited circumstances described below, in which case Qualtrax believes that such disclosure is reasonably necessary to provide the service, legally required or permitted by you:

  • Qualtrax may provide information to Qualtrax’s own service providers to help us operate the Site and to provide the services to you that are offered through the Site. This type of sharing may include disclosures to third parties who host the Site, help deliver e-mail updates or otherwise provide back-end services. These providers will only be able to use such information subject to Qualtrax’s rights to do so and only for purposes of performing the services that Qualtrax contracts with them to provide on Qualtrax’s behalf.
  • Qualtrax may be required to disclose personal information pursuant to lawful requests, such as subpoenas or court orders, or in compliance with applicable laws. We do not reveal information unless we have a good faith belief that an information request by law enforcement or private litigants meets applicable legal standards.
  • Qualtrax may share personal information when we believe it is necessary to comply with law, to protect our interests or property, to prevent fraud or other illegal activity perpetrated through the Site, or to prevent imminent harm to any person or group of people. This may include sharing information with other companies, lawyers, agents or government agencies.
  • If ownership of all or substantially all of the Qualtrax business were to change, your registration information may be transferred to the new owner so that the Site can continue to operate. In any such transfer of information, your information would remain subject to the promises made in any pre-existing privacy policy.


From time to time we may contact you with relevant information about our products and services. Most messages will be sent electronically. For some messages, we may use personal information we collect about you to help us determine the most relevant information to share with you.

If you do not want to receive such messages from us, you will be able to tell us by replying to the email or by following the unsubscribe link at the bottom of our emails.


Security. Qualtrax is committed to protecting the security of your personal information. We use a variety of up-to-date security technologies and procedures to help protect your personal information from unauthorized access, use, or disclosure. For example, we store any personal information you provide on computer systems with limited access. These systems are located in controlled facilities. When we transmit highly confidential information over the Internet, we protect it through the use of encryption, such as the Secure Socket Layer (SSL) protocol.

While no transmission of information via the internet is completely secure, we take reasonable measures to protect your personal information. We cannot guarantee the security of your personal information transmitted to our Website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access.

International Transfers of your Personal Information. The personal information we collect may be transferred to and stored in countries outside of the jurisdiction you are in, where we have operations. If you are located in the European Union (“EU“), your personal information will be processed outside of the EU, in most instances in the United States; these international transfers of your personal information are made pursuant to appropriate safeguards, such as standard data protection clauses adopted by the European Commission. If you wish to enquire further about these safeguards used, please contact us using the details set out at the end of this privacy policy.


We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of our legitimate business interests and satisfying any legal or reporting requirements.

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of your personal information, the purposes for which we process your personal information and the applicable legal requirements.


In accordance with applicable privacy law, you have the following rights in respect of your personal information that we hold:

  • Right of access and transferability. The right to obtain access to your personal information along with certain information, and to receive that personal information in a commonly used format and to have it transported to another data processor.
  • Right to rectification. The right to obtain rectification of your personal information without undue delay where that personal information is inaccurate or incomplete.
  • Right to delete. The right to have your personal information deleted without undue delay in certain circumstances, such as where the personal information is no longer necessary in relation to the purposes for which it was collected or processed.
  • Right to restriction. The right to obtain the restriction of the processing undertaken by us on your personal information in certain circumstances, such as where the accuracy of the personal information is contested by you, for a period enabling us to verify the accuracy of that personal information.
  • Right to object. The right to object, on grounds relating to your particular situation, to the processing of your personal information, and to object to processing of your personal information for direct marketing purposes, to the extent it is related to such direct marketing.

If you wish to exercise one of these rights, please contact us using the contact details at the end of this privacy policy. Upon request, we will provide you with information about whether we hold any of your personal information. You may access, correct or request deletion of your personal information by contacting our Data Protection Officer(details listed below). We will respond to your request within 30 days.

If you reside in the European Union (EU), Qualtrax is the processor of your personal information for purposes of European data protection legislation. You also have the right to lodge a complaint to your local data protection authority. Information about how to contact your local data protection authority is available at


When you enter the Site as a visitor, we may collect your browser type and IP address. In addition, we may store certain information from your browser using “cookies.” A cookie is a data file containing a string of characters that uniquely identifies your browser and is stored on your computer. We may use cookies to improve the quality of our service by storing user preferences, personalization features and other information about the user. You can remove or block cookies using the settings in your browser if you want to disable this convenience feature. In addition, our web logs automatically record information that your browser sends whenever you visit a website. These web server logs may include information such as the URL the web page you have requested, your IP address, your browser type, your browser language, the date and time of your request to be served certain page and one or more cookies that may uniquely identify your browser. We may also record information about the URL from which you came to the Site if the associated web site contained a direct link to the Site.

Please note that third parties (including, for example, advertising networks and providers of external services such as web traffic analysis services) may use cookies, over which we have no control.


Search engines and other sites not affiliated with Qualtrax – including,, and – archive or otherwise may crawl the Site and make available content from the Site.


Qualtrax does not knowingly collect or solicit personal information from anyone under the age of 13 or knowingly allow such persons to register. If you are under 13, please do not attempt to register for the Site or send any information about yourself to us, including your name, address, telephone number, or email address. No one under age 13 may provide any personal information to or on the Site. In the event that we learn that we have collected personal information from a child under age 13 without verification of parental consent, we will delete that information as quickly as possible.  Furthermore, If you become aware that a child has provided us with personal information without appropriate consent, then please contact us using the details below so that we can take the appropriate steps in accordance with our legal obligations and this privacy policy.


The Site may contain links to other websites. Qualtrax is not responsible for the content or privacy practices of other web sites. Qualtrax encourages its visitors to be aware when they leave the Site and to read the privacy statements of each website they visit.


Please remember the following:

  •  You can choose not to provide registration information, even though it might be needed to take advantage of certain features of the Site.
  •  You can review the personal information you provide and make changes to that information.
  •  You can have your information deleted and/or remove your information from our e-mail list by notifying Qualtrax of such request at

The help portion of the toolbar on most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie, or how to disable cookies altogether.


Your use of the Site, and any disputes arising from it, is subject to this Privacy Policy as well as our Terms of Use and all of its dispute resolution provisions including limitation on damages and choice of law. We reserve the right to change our Privacy Policy and our Terms of Use at any time. If we make changes, we will post them and will indicate at the top of this page the policy’s new effective date. We encourage you to refer to this policy on an ongoing basis so that you understand our current privacy policy. Unless stated otherwise, our current privacy policy applies to all information that we have about you and your account.


If you have any questions, comments and requests regarding this Privacy Policy, they should be addressed to our Data Protection Officer, Amy Ankrum – Communications can also be address to us at:

Qualtrax, Inc.

105 E Roanoke Street,

Blacksburg, VA 24060.