manage your sales
Customers - Agents - Products - Orders - Billing - Commissions - Operations
We provide a frontend and backend system that gives you a complete view of your customers, agents and products - from sales to payments to customer service. With our system, you have a powerful, easy-to-use solution to manage your orders, billing, administration and operations.
Our objective is to deliver quality in everything we provide. We aim to exceed our customer expectations each and every day. With 1000s of powerful features to manage your business and years of industry experience to help you succeed - our system will guarantee your success.
Web based management and administration software system.
Manage all your customer and agent information.
Access anywhere using an Internet browser and connection.
Private label / white label your frontend and backend back office.
Use your own domain names with SSL security certificates.
Unlimited user logins with custom access levels.
We keep your data safe and secure.
Define and customize your database information.
Import and export your data to and from the system.
Information transmitted and stored is encrypted.
Independent daily security check audits.
Daily virus definition updates and real-time virus scanning.
24/7 hosting, redundancy and data backup.
Automatic daily and hourly data backups.
Separate hourly, daily, weekly, and monthly backups.
On-site and off-site database backups.
Secure and redundant web and database servers.
Control access to database by limiting administrator access.
Customize user login security access and preferences.
Extensive database search tools and functions.
Save time and find information quickly and easily.
All your database content is searchable.
Execute simple and complex database searches.
Add extensive data filters to your search criteria.
Search: customers, agents, payments, products.
Search your database from any page.
Unified view of all your customer and member information.
Define your customer and member database information.
Internal and external customer and member database forms.
Add and assign customer and member to agents.
Setup multiple customer and member products with custom pricing.
Setup multiple customer and member payment methods.
View complete billing transaction history.
Extensive search capabilities to find customer and members quickly.
Add, edit and view customer and member notes.
Send custom and personalized emails with attachments.
Track customer and member calls and interactions.
Upload and categorize customer and member documents.
Automated database update tracking for each customer and member.
Track key dates: created, active, recurring, hold, inactive.
Add and assign leads to internal and external agents.
Easily create and work a lead list from start to sale.
Track key lead database fields: source, next step, status.
Track leads calls and interactions.
Customize lead tracking options.
Extensive search capabilities to find leads quickly.
Import leads from 3rd party sources.
Round-robin leads between sales representatives.
Add, edit and view lead notes.
Send custom and personalized marketing emails.
Bulk email lead lists with marketing messages.
Unified view of all your agent & group information.
Create agent & group in a tree hierarchy downline.
Define your agent & group database information.
Assign and customize product information and pricing.
Extensive search capabilities to find agents & groups quickly.
Add, edit and view agent & group notes.
Send custom and personalized emails with attachments.
Automated database update tracking for each agent & group.
Create unlimited user logins.
Store bank accounts, licenses and credentials.
Setup internal and external sales representatives.
Upload and categorize agent & group documents.
Unified view of all your group information.
Create groups in a tree hierarchy downline.
Define your group database information.
Assign and customize product information and pricing.
Add and assign customer and agents to groups.
Extensive search capabilities to find groups quickly.
Add, edit, view group notes.
Send custom and personalized emails with attachments.
Automated database update tracking for each group.
Create unlimited user logins.
Store bank accounts, licenses and credentials.
Setup internal and external representatives.
Upload and categorize group documents.
Secure online payment processing.
Set up your own merchant accounts and payment gateways.
Unlimited number of merchant accounts and payment gateways.
Merchant account (MID) transaction volume distribution.
Real-time credit card and debit card authorization and processing.
Real-time ACH bank drafts and echecks authorization and processing.
Accept paper checks, purchase orders, cash, wire transfers, payroll deductions.
Setup list bill invoices for group payments.
Easily customize and split product payments.
Track approved payments, declined payments, refunds, chargebacks.
Batch process payments using NACHA ACH files and custom file exports.
Reconcile payments using NACHA ACH files and custom file imports.
Payment Card Industry (PCI) and HIPAA compliant.
Recurring subscription, trial fee and one-time fee billing.
Setup custom price points and fee structures.
Setup recurring billing subscriptions.
Setup initial trial start billing.
Batch recurring billing and subscription billing.
Integrated with customer and agent product status dates.
Robust financial reporting with up-to-the-minute transaction information.
View detailed billing reports, statistics, charts.
Extensive search capabilities to find transactions quickly.
Create customized billing and transaction lists.
Filter lists and reports by agent and product.
Filter lists and reports by payment method and processor.
Setup product re-billing and step-down billing.
Automated invoice and receipt generation.
Reconcile billing transactions and payments.
Configure your products for your business.
Setup an unlimited number of products.
Setup internal and external products.
Setup custom price points and fee structures.
Recurring subscription, trial fee and one-time fee pricing.
Manage your products descriptions and images.
Customize products for each agent and group.
Configure automated workflows for a product.
Track sales by products throughout the system.
Track key products dates: active, next billing, hold, inactive.
View and export product sales reports and statistics.
Extensive search capabilities to filter customers and agents by product.
Automated product fulfillment.
Real time vendor account payables tracking.
Track your liabilities and balances due to vendors.
Setup product vendors and their costs.
Automatic payable adjustments credits and debits.
Track vendor payments and pay electronically.
Extensive search capabilities to find payables quickly.
View and export account payables reports and statements.
Real time sales commission tracking.
Setup custom product commission structures.
Setup weekly, monthly, residual and one-time commissions.
Setup advanced and split commissions.
Automatic commission adjustments credits and debits.
Track commission payments and balances.
View, email, export and store commission reports.
View, email, export and store commission statements.
Pay commissions electronically.
Print and email commission statements.
Easily communicate with your customer and agents.
Quickly and easily email a customer and agent list.
Personalize emails with your customer and agents information.
Schedule emails to be sent automatically based on customer and agent information.
Automatic confirmation, reminder and receipt emails.
Create unlimited custom and personalized email templates.
Setup HTML graphic emails and text based emails.
Insert customer and agent information to personalize.
Customize emails by product.
Add attachments and documents.
Send bulk emails to mailing lists.
Track emails sent, delivered, opened, bounced.
Email marketing tools to drive customer and agent satisfaction and improve communications.
Create and send elegantly formatted invoices.
Customizable invoice templates.
Brand the look and feel of invoices.
Send PDF invoices and email based invoices.
Add unlimited customer and agent products.
Automate follow up on overdue invoices.
Track your outstanding invoices.
Track invoice payment history.
Track and make invoice adjustments.
Automate sending of recurring invoices.
Impress customer and agents by sending timely invoices.
Streamline administration and operations.
Setup your custom workflows and processes.
Manage and market your products online.
Manage your customer and agent information in one location.
Quickly and easily view, add or edit information.
Enter customer and agents using paper, phone, fax and in-person forms.
Setup an array of product options and transactions.
Setup custom ecommerce forms and customer and agent questions.
Build product websites and secure customer and agent portals.
Create, send and track email messages.
Generate detailed reports to view and export.
Store historical customer, agent, billing, product data.
Setup users with usernames, passwords and accessibility.
Track your users, employees, administrators.
Automated data update tracking by user.
Track system pages users view.
Track database searches users enter.
Track reports users generated.
Track user login history.
Build simple or complex ecommerce websites.
Create your own website template.
Multiple in-house templates to select.
Complete control of page content and text.
Personalized agent replicated websites.
Each agent receives a replicated website URL.
Use your own domain names.
Customize product and pricing display.
Multiple methods for customer and agent Enrollment.
Create websites for the public.
Create private websites for existing customer and agents only.
Create tracking websites for marketing.
Setup Google Analytics website traffic statistics.
Customize ecommerce forms for your customer and agents.
Multiple internal back office ecommerce forms.
Multiple external website ecommerce forms.
Real-time API and file import processing methods.
Define your ecommerce form questions: contact, demographic, custom questions.
Ensure information meets specified criteria before form is complete.
Instantly authorize and process credit card and ACH check payments.
Automate and personalize confirmations and receipts.
Enter customer and agents using paper, phone, fax and in-person forms.
Monitor the interactions occurring with your customers and agents.
Track your support and service agents.
Reports on service and support questions.
Reports on user support productivity.
History of customer and agent calls and interactions.
Track service and support calls for products.
Easy to use customer and agent data entry forms.
Tools to drive customer and agent satisfaction and improve communications.
Unified view of all your customer and agent information.
Add unlimited notes to customer and agents.
Append and update notes to customer and agents.
Quick and easy methods to view notes.
Quick and easy methods to add and edit notes.
Add internal notes for administrators only.
Search on your customer and agent notes.
Setup to do tasks for customer and agents.
Assign to do tasks to be handled.
Notifications and reminders.
Track open and completed to do tasks.
Set to do action date and time.
Setup multiple types of to do tasks.
Types: phone calls, email, fax, mail, meeting, payment, reminders.
Prioritize to do tasks by importance.
View to do tasks in a personal calendar.
Store and share customer and agent and agent documents.
Securely share content as a link or a shared folder.
Share with anyone - inside or outside your company.
Easily upload and manage customer and agent and agent documents online.
Store: PDF, DOC, XLS, TXT, PowerPoint, Graphics, Video, Audio files.
Label and categorize customer and agent and agent documents.
Track and report on customer and agent and agent document submission.
Share documents with staff and customer and agents.
Secure your customer and agent and agent documents.
SSL encryption, redundant storage, configurable permissions.
Share, manage and access all your business content online.
Store: PDF, DOC, XLS, TXT, PowerPoint, JPG, GIF, Video, Audio files.
Organize all your content in one place.
Familiar file and folder structure.
Easily upload and manage your documents and files.
Integrated throughout websites, emails, letters and forms.
Share content with direct links to files and folders.
Secure your media files.
SSL encryption, redundant storage, configurable permissions.
Customized and standard business reports.
Unlimited access to create all your reports.
Generate custom customer, agent, sales, financial, product reports.
Develop reports containing exactly the data fields selected.
Use advanced filtering options to generate custom reports.
Produce detailed financial audit and reconciliation reports.
Create customer and agent retention reports and statistics.
Save, archive and email reports.
Export reports to multiple file formats Excel, Text, XML.
Export reports to 3rd party applications.
Analytics and business intelligence capabilities.
Export your data at any time from the system.
Import your data at any time to the system.
Real-time API and batch file import processing methods.
Batch process payments using NACHA ACH files and custom file exports.
Reconcile payments using NACHA ACH files and custom file imports.
Custom vendor file formats including HIPAA EDI 834 file formats.
Track administrators who import and export data.
Create and save custom data export files.
Transmit data to vendors using their real-time API.
Transmit data to vendors using their batch file import specifications.
Secure transmission of data using secure FTP (SFTP).
Secure transmission of data using PGP encryption.
We offer extensive configuration and customization capabilities.
Setup your custom workflows and operational processes.
Define and customize your database information and questions.
Setup custom ecommerce forms and customer and agent questions.
Easily setup custom questions attached to your products.
Customize products, content and pricing for each agent.
Setup custom product price points and fee structures that span the hierarchy.
Generate and export reports containing exactly the data fields selected.
Use advanced filtering options to generate custom reports.
Setup custom commission and vendor payout structures.
Customize user login security access and preferences.
Create unlimited custom and personalized email templates.
Define the terminology used for names and labels throughout your system.
Differentiate your company as the preferred choice for customer and agents in an increasingly commodity-driven, better, faster, cheaper world of competition.
Your company name, NOT our name, is used exclusively.
Advanced private branding (white label) the entire system.
Private Branding allows you to customize the look and feel of your sales websites.
This feature is known as white labeling or creating custom skins.
Private label the entire back office management area.
Use your own domain names.
Use your own SSL security certificates.
Create private websites for existing customer and agents only.
Build simple or complex e-commerce websites.
Industry knowledge and experience.
We pride ourselves on customer and agent familiarity.
Contact support and receive assistance instantly.
Free professional and friendly support via online portal, email, phone, on-site.
Live assistance through our live chat system.
U.S. based support and development teams.
Toll-free telephone support.
On-demand after-hour emergency support.
Experienced account managers.
Professional training services.
On-site or off-site training options.
We offer extensive configuration and customization capabilities.
We look at your desired business outcomes and then we develop an appropriate approach that will help you achieve them.
Comprehensive set of integrated solutions that include technology, strategy, and creative services.
Flexible information technology plans to pro-actively manage your business.
Cost-effective, strategic expertise that makes your business more competitive.
Focused on building scalable, flexible, and reliable web-based solutions that ensure client satisfaction.
Professional methodology to development, helps us ensure that we deliver projects on a timely and cost-effective basis.
Our commitment is to make your success our success.
Our #1 objective is to develop and deliver quality in everything we do. As a market-leading technology company this means we must deliver on-time products and services that exceed customer expectations.
We promise to sustain the highest quality of customer satisfaction through personal accountability, professional commitment, and employee empowerment at all levels of our organization. We strive to treat all customers we encounter with courteous and prompt service, integrity and respect.
It is our pledge to maintain a direct, forward, and frank policy in every facet of our business practices to maintain the trust of our customers.
We vow to continually strive to improve our products and services by delivering advancements to the market that allow our customers to do their jobs more effectively. We pledge to foster innovation through an unyielding commitment to ground-breaking research and development efforts.
As an industry leader, we realize that our customers depend on our forward thinking and unique industry viewpoint to enable their own marketing and growth plans. We pledge to continually and clearly publicize our corporate polices and product roadmap to assist our customers in navigating any changes in the technology landscape.
Administration123 Privacy Policy, effective as of June 1, 2020
This Administration123 Privacy Policy ("Privacy Policy") explains our privacy practices for the activities described herein. Please read this Privacy Policy carefully to learn how we collect, use, share, and otherwise process information relating to individuals ("Personal Data"), and to learn about your rights and choices regarding your Personal Data.
A reference to "Administration123," "we," "us" or the "Company" is a reference to Enrollment123, Inc., a California corporation doing business as Administration123. Our address is 668 N Coast Highway #167, Laguna Beach, CA 92651.
1. Responsible entity
Administration123 is the controller of your Personal Data as described in this Privacy Policy, unless specified otherwise.
This Privacy Policy does not apply to the extent we process Personal Data in the role of a processor or service provider on behalf of our customers, including where we offer to our customers various cloud products and services through which our customers (or their affiliates): (i) create websites and applications running on our platforms; (ii) sell or offer their own products and services; (iii) send electronic communications to others; or (iv) otherwise collect, use, share or process Personal Data via our cloud products and services.
For detailed privacy information related to an Administration123 customer or a customer affiliate who uses the Administration123 cloud products and services as the controller, please contact that customer directly. We are not responsible for the privacy or data security practices of our customers, which may differ from those explained in this Privacy Policy. For more information, please also see Section 10.3 below.
2. Processing activities covered
This Privacy Policy applies to the processing of Personal Data collected by us when you:
- Visit our websites that display or link to this Privacy Policy;
- Visit our offices;
- Receive communications from us, including emails, phone calls, texts or fax;
- Use our cloud products and services as an authorized user (for example, as an employee of one of our customers who provided you with access to our services) where we act as a controller of your Personal Data;
- Register for, attend or take part in our events, webinars, or contests; or
- Participate in community and open source development.
When applications are provided by us and the application links to this Privacy Policy, this Privacy Policy applies. When applications are provided by third parties, the Privacy Policy of the third party applies and this Privacy Policy does not.
Our websites and services may contain links to other websites, applications, and services maintained by third parties. The information practices of other services, or of social media platforms that host our branded social media pages, are governed by their Privacy Policies, which you should review to better understand their privacy practices.
3. What Personal Data do we collect?
3.1 Personal Data we collect directly from you
The Personal Data we collect directly from you includes identifiers, professional or employment-related information, financial account information, commercial information, visual information, and internet activity information. We collect such information in the following situations:
- If you express an interest in obtaining additional information about our services; request customer support; use our "Contact Us" or similar features; register to use our website(s); sign up for an event, webinar or contest; or download certain content, we may require that you provide to us your contact information, such as your name, job title, company name, address, phone number, email address or username and password;
- If you register for an event or webinar, we may require that you provide to us your financial and billing information, such as billing name and address, credit card number or bank account information;
- If you register for an online community that we host, we may ask you to provide a username, photo or other biographical information, such as your occupation, location, social media profiles, company name, areas of expertise and interests;
- If you interact with our websites or emails, we automatically collect information about your device and your usage of our websites or emails (such as Internet Protocol (IP) addresses or other identifiers, which may qualify as Personal Data (please see the "What device and usage data we process" section, below) using cookies, web beacons, or similar technologies;
- If you use and interact with our services, we automatically collect information about your device and your usage of our services through log files and other technologies, some of which may qualify as Personal Data (please see the "What device and usage data we process" section, below);
- If you voluntarily submit certain information to our services, such as filling out a survey about your user experience, we collect the information you have provided as part of that request; and
- If you visit our offices, you may be required to register as a visitor and to provide your name, email address, phone number, company name and time and date of arrival.
If you provide us or our service providers with any Personal Data relating to other individuals, you represent that you have the authority to do so, and where required, have obtained the necessary consent, and acknowledge that it may be used in accordance with this Privacy Policy. If you believe that your Personal Data has been provided to us improperly, or want to exercise your rights relating to your Personal Data, please contact us by using the information in the "Contacting us" section below.
3.2 Personal Data we collect from other sources
We also collect information about you from other sources including customers and other third parties from whom we get Personal Data and from publicly available information. We may combine this information with Personal Data provided by you. This helps us update, expand, and analyze our records, identify new customers, and create more tailored advertising to provide services that may be of interest to you. The Personal Data we collect from other sources includes identifiers, professional or employment-related information, education information, commercial information, visual information, internet activity information, and inferences about preferences and behaviors. In particular, we collect or may collect such Personal Data from the following sources:
- Third party providers of business contact information, including mailing addresses, job titles, email addresses, phone numbers, intent data (or user behavior data), IP addresses, social media profiles, LinkedIn URLs and custom profiles, for purposes of targeted advertising, delivering relevant email content, event promotion and profiling, determining eligibility and verifying contact information; and
- Another individual at your organization who may provide us with your business contact information for the purposes of obtaining services; and
- If you participate in an open source or community development project, we may associate your code repository username with your community account so we can inform you of program changes that are important to your participation or relate to additional security requirements.
4. What device and usage data do we process?
We use common information-gathering tools, such as tools for collecting usage data, cookies, web beacons, pixels, and similar technologies to automatically collect information that may contain Personal Data as you navigate our websites, our services, or interact with emails we have sent to you.
4.1 Device and usage data
As is true of most websites, we gather certain information automatically when individual users visit our websites. This information may include identifiers, commercial information, and internet activity information such as IP address (or proxy server information), device and application information, identification numbers and features, location, browser type, plug-ins, integrations, Internet service provider and/or mobile carrier, the pages and files viewed, searches, referring website, app or ad, operating system, system configuration information, advertising and language preferences, date and time stamps associated with your usage, and frequency of visits to the websites. This information is used to analyze overall trends, help us provide and improve our websites, offer a tailored experience for website users, and secure and maintain our websites.
In addition, we gather certain information automatically as part of your use of our cloud products and services. This information may include identifiers, commercial information, and internet activity information such as IP address (or proxy server), mobile device number, device and application identification numbers, location, browser type, Internet service provider or mobile carrier, the pages and files viewed, website and webpage interactions including searches and other actions you take, operating system and system configuration information and date and time stamps associated with your usage. This information is used to maintain the security of the services, to provide necessary functionality, to improve performance of the services, to assess and improve customer and user experience of the services, to review compliance with applicable usage terms, to identify future opportunities for development of the services, to assess capacity requirements, to identify customer opportunities, and for the security of Administration123 generally (in addition to the security of our products and services). Some of the device and usage data collected by the services, whether alone or in conjunction with other data, could be personally identifying to you. Please note that this device and usage data is primarily used to identify the uniqueness of each user logging on (as opposed to specific individuals), apart from where it is strictly required to identify an individual for security purposes or as required as part of our provision of the services to our customers.
4.2 Cookies, web beacons and other tracking technologies on our website and in email communications
We use technologies such as web beacons, pixels, tags, and JavaScript, alone or in conjunction with cookies, to gather information about the use of our websites and how people interact with our emails.
When you visit our websites, we, or an authorized third party, may place a cookie on your device that collects information, including Personal Data, about your online activities over time and across different sites. Cookies allow us to track use, infer browsing preferences, and improve and customize your browsing experience.
We use both session-based and persistent cookies on our websites. Session-based cookies exist only during a single session and disappear from your device when you close your browser or turn off the device. Persistent cookies remain on your device after you close your browser or turn your device off. To change your cookie settings and preferences for one of our websites, please contact us by using the information in the "Contacting us" section below. You can also control the use of cookies on your device, but choosing to disable cookies on your device may limit your ability to use some features on our websites and services.
We also use web beacons and pixels on our websites and in emails. For example, we may place a pixel in marketing emails that notify us when you click on a link in the email. We use these technologies to operate and improve our websites and marketing emails. For instructions on how to unsubscribe from our marketing emails, please see Section 10.4 below.
4.3 Notices on behavioral advertising and opt-out for website visitors
As described above, we or one of our authorized partners may place or read cookies on your device when you visit our websites for the purpose of serving you targeted advertising (also referred to as "online behavioral advertising" or "interest-based advertising"). To opt-out of targeted advertising that is provided to us and to third parties by Administration123 Audience Studio, please contact us by using the information in the "Contacting us" section below.
4.4 Opt-Out from the setting of cookies on your individual browser
In many cases you may opt-out from the collection of non-essential device and usage data on your web browser (see the "What device and usage data we process" section, above) by managing your cookies at the browser or device level. Please note, however, that by blocking or deleting cookies and similar technologies used on our websites, you may not be able to take full advantage of the websites.
While some internet browsers offer a "do not track" or "DNT" option that lets you tell websites that you do not want to have your online activities tracked, these features are not yet uniform and there is no common standard adopted by industry groups, technology companies, or regulators. Therefore, we do not currently commit to responding to browsers' DNT signals with respect to our websites. Administration123 takes privacy and meaningful choice seriously and will make efforts to continue to monitor developments around DNT browser technology and the implementation of a standard.
4.5 Social Media Features
Our websites may use social media features ("Social Media Features"). Social Media Features may allow you to post information about your activities on our website to outside platforms and social networks. Social Media Features may also allow you to highlight information we have posted on our website. Social Media Features are either hosted by each respective platform or hosted directly on our website. To the extent the Social Media Features are hosted by the platforms themselves, and you click through to these from our websites, the platform may receive information showing that you have visited our websites. If you are logged in to your social media account, it is possible that the respective social media network can link your visit to our websites with your social media profile.
Administration123 also allows you to log in to certain of our websites using sign-in services. These services authenticate your identity and provide you the option to share certain Personal Data from these services with us such as your name and email address to pre-populate our sign-up form.
Your interactions with Social Media Features are governed by the privacy policies of the companies providing them.
4.6 Telephony log information
If you use certain features of our services on a mobile device, we may also collect telephony log information (like phone numbers, time and date of calls, duration of calls, SMS routing information and types of calls), device event information (such as crashes, system activity, hardware settings, browser language), and location information (through IP address, GPS, and other sensors that may, for example, provide us with information on nearby devices, Wi-Fi access points and cell towers).
5. Purposes for which we process Personal Data and the legal bases on which we rely
We collect and process your Personal Data for the following purposes. Where required by law, we obtain your consent to use and process your Personal Data for these purposes. Otherwise, we rely on another authorized legal basis (including but not limited to the (a) performance of a contract or (b) legitimate interest) to collect and process your Personal Data.
- Providing our websites and services: We process your Personal Data to perform our contract with you for the use of our websites and services and to fulfill our obligations under the applicable terms of use and service; if we have not entered into a contract with you, we base the processing of your Personal Data on our legitimate interest to operate and administer our websites and to provide you with content you access and request (e.g., to download content from our websites);
- Promoting the security of our websites and services: We process your Personal Data by tracking use of our websites and services, creating aggregated non-personal data, verifying accounts and activity, investigating suspicious activity, and enforcing our terms and policies to the extent it is necessary for our legitimate interest in promoting the safety and security of the services, systems and applications and in protecting our rights and the rights of others;
- Providing necessary functionality: We process your Personal Data to perform our contract with you for the use of our websites and services; if we have not entered into a contract with you, we base the processing of your Personal Data on our legitimate interest to provide you with the necessary functionality required for your use of our websites and services;
- Managing user registrations: If you have registered for an account with us, we process your Personal Data by managing your user account for the purpose of performing our contract with you according to applicable terms of a service agreement;
- Handling contact and user support requests: If you fill out a "Contact Me" web form or request user support, or if you contact us by other means including via a phone call, we process your Personal Data to perform our contract with you and to the extent it is necessary for our legitimate interest in fulfilling your requests and communicating with you;
- Managing event registrations and attendance: We process your Personal Data to plan and host events or webinars for which you have registered or that you attend, including sending related communications to you, to perform our contract with you;
- Managing payments: If you have provided financial information to us, we process your Personal Data to verify that information and to collect payments to the extent that doing so is necessary to complete a transaction and perform our contract with you;
- Developing and improving our websites and services: We process your Personal Data to analyze trends and to track your usage of and interactions with our websites and services to the extent it is necessary for our legitimate interest in developing and improving our websites and services and providing our users with more relevant content and service offerings, or where we seek your valid consent;
- Assessing and improving user experience: We process device and usage data as described in Section 4.1 above, which in some cases may be associated with your Personal Data, to analyze trends and assess and improve the overall user experience to the extent it is necessary for our legitimate interest in developing and improving the service offering, or where we seek your valid consent;
- Reviewing compliance with applicable usage terms: We process your Personal Data to review compliance with the applicable usage terms in our customer's contract to the extent that it is in our legitimate interest to ensure adherence to the relevant terms;
- Assessing capacity requirements: We process your Personal Data to assess the capacity requirements of our services to the extent that it is in our legitimate interest to ensure that we are meeting the necessary capacity requirements of our service offering;
- Identifying customer opportunities: We process your Personal Data to assess new potential customer opportunities to the extent that it is in our legitimate interest to ensure that we are meeting the demands of our customers and their users' experiences;
- Registering office visitors: We process your Personal Data for security reasons, to register visitors to our offices and to manage non-disclosure agreements that visitors may be required to sign, to the extent such processing is necessary for our legitimate interest in protecting our offices and our confidential information against unauthorized access;
- Displaying personalized advertisements and content: We process your Personal Data to conduct marketing research, advertise to you, provide personalized information about us on and off our websites and to provide other personalized content based upon your activities and interests to the extent it is necessary for our legitimate interest in advertising our websites or, where necessary, to the extent you have provided your prior consent (please see the "Your rights relating to your Personal Data" section, below, to learn how you can control how the processing of your Personal Data by Administration123 for personalized advertising purposes);
- Sending marketing communications: We may process your Personal Data or device and usage data, which in some cases may be associated with your Personal Data, to send you marketing information, product recommendations and other non-transactional communications (e.g., marketing newsletters, telemarketing calls, SMS, or push notifications) about us and our affiliates and partners, including information about our products, promotions or events as necessary for our legitimate interest in conducting direct marketing or to the extent you have provided your prior consent (please see the "Your rights relating to your Personal Data" section, below, to learn how you can control the processing of your Personal Data by Administration123 for marketing purposes); and
- Complying with legal obligations: We process your Personal Data when cooperating with public and government authorities, courts or regulators in accordance with our legal obligations under applicable laws to the extent this requires the processing or disclosure of Personal Data to protect our rights or is necessary for our legitimate interest in protecting against misuse or abuse of our websites, protecting personal property or safety, pursuing remedies available to us and limiting our damages, complying with judicial proceedings, court orders or legal processes, respond to lawful requests, or for auditing purposes.
If we need to collect and process Personal Data by law, or under a contract we have entered into with you, and you fail to provide the required Personal Data when requested, we may not be able to perform our contract with you.
6. Who do we share Personal Data with?
We may share your Personal Data as follows:
- Service Providers: With our contracted service providers, who provide services such as IT and system administration and hosting, credit card processing, research and analytics, marketing, customer support and data enrichment for the purposes and pursuant to the legal bases described above;
- Affiliates: If you use our websites to register for an event or webinar organized by one of our affiliates, we may share your Personal Data with the affiliate to the extent this is required on the basis of the affiliate's contract with you to process your registration and ensure your participation in the event; in such instances, our affiliate will process the relevant Personal Data as a separate controller and will provide you with further information on the processing of your Personal Data, where required;
- Event Sponsors: If you attend an event or webinar organized by us, or download or access an asset on our website, we may share your Personal Data with sponsors of the event. If required by applicable law, you may consent to such sharing via the registration form. In these circumstances, your information will be subject to the sponsors' Privacy Policies. If you do not wish for your information to be shared, you may choose to not opt-in via event/webinar registration or you can opt-out in accordance with Section 10 below;
- Customers With Whom You Are Affiliated: If you use our services as an authorized user, we may share your Personal Data with your affiliated customer responsible for your access to the services to the extent this is necessary for verifying accounts and activity, investigating suspicious activity, or enforcing our terms and policies;
- Third party networks and websites: With third-party social media networks, advertising networks and websites, so that Administration123 can market and advertise on third party platforms and websites;
- Professional Advisers: In individual instances, we may share your Personal Data with professional advisers acting as service providers, processors, or joint controllers - including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance and accounting services, and to the extent we are legally obliged to share or have a legitimate interest in sharing your Personal Data; and
- Third Parties Involved in a Corporate Transaction: If we are involved in a merger, reorganization, dissolution or other fundamental corporate change, or sell a website or business unit, or if all or a portion of our business, assets or stock are acquired by third party, with such third party. In accordance with applicable laws, we will use reasonable efforts to notify you of any transfer of Personal Data to an unaffiliated third party.
We may also share anonymous or de-identified usage data with Administration123's service providers for the purpose of helping Administration123 in such analysis and improvements. Additionally, Administration123 may share such anonymous or de-identified usage data on an aggregate basis in the normal course of operating our business; for example, we may share information publicly to show trends about the general use of our services.
Anyone using our communities, forums, blogs, or chat rooms on our websites may read any Personal Data or other information you choose to submit and post.
For more information on the recipients of your Personal Data, please contact us by using the information in the "Contacting us" section, below.
7. International transfer of Personal Data
We do not currently share, transfer or store your Personal Data outside of the United States of America. If at any time we do intend to share, transfer or store your Personal Data outside of the United States of America, we will only share, transfer or store your Personal Data outside of the United States of America with your prior consent.
8. Children
Our websites are not directed at children. We do not knowingly collect Personal Data from children under the age of 16. If you are a parent or guardian and believe your child has provided us with Personal Data without your consent, please contact us by using the information in the "Contacting us" section below and we will take steps to delete their Personal Data from our systems.
9. How long do we keep your Personal Data?
We may retain your Personal Data for a period of time consistent with the original purpose of collection (see the "Purposes for which we process Personal Data and the legal bases on which we rely" section, above) or as long as required to fulfill our legal obligations. We determine the appropriate retention period for Personal Data on the basis of the amount, nature, and sensitivity of the Personal Data being processed, the potential risk of harm from unauthorized use or disclosure of the Personal Data, whether we can achieve the purposes of the processing through other means, and on the basis of applicable legal requirements (such as applicable statutes of limitation).
After expiry of the applicable retention periods, your Personal Data will be deleted. If there is any data that we are unable, for technical reasons, to delete entirely from our systems, we will implement appropriate measures to prevent any further use of such data.
For more information on data retention periods, please contact us by using the information in the "Contacting us" section, below.
10. Your rights relating to your Personal Data
10.1 Your rights
You may have certain rights relating to your Personal Data, subject to local data protection laws. Depending on the applicable laws these rights may include the right to:
- Access your Personal Data held by us;
- Know more about how we processed your Personal Data;
- Rectify inaccurate Personal Data and, taking into account the purpose of processing the Personal Data, ensure it is complete;
- Erase or delete your Personal Data (also referred to as the right to be forgotten), to the extent permitted by applicable data protection laws;
- Restrict our processing of your Personal Data, to the extent permitted by law;
- Transfer your Personal Data to another controller, to the extent possible (right to data portability);
- Object to any processing of your Personal Data. Where we process your Personal Data for direct marketing purposes or share it with third parties for their own direct marketing purposes, you can exercise your right to object at any time to such processing without having to provide any specific reason for such objection;
- Opt out of certain disclosures of your Personal Data to third parties;
- If you're under the age of 16, opt in to certain disclosures of your Personal Data to third parties;
- Not be discriminated against for exercising your rights described above;
- Not be subject to a decision based solely on automated processing, including profiling, which produces legal effects ("Automated Decision-Making"). Automated Decision-Making currently does not take place on our websites or in our services; and
- Withdraw your consent at any time (to the extent we base processing on consent), without affecting the lawfulness of the processing based on such consent before its withdrawal.
10.2 How to exercise your rights
To exercise your rights, please contact us by using the information in the "Contacting us" section, below. We try to respond to all legitimate requests within one month and will contact you if we need additional information from you in order to honor your request. Occasionally it may take us longer than a month, taking into account the complexity and number of requests we receive. If you are an employee of an Administration123 customer, we recommend you contact your employer's system administrator for assistance in correcting or updating your information.
Some registered users may update their user settings, profiles, organization settings and event registrations by logging into their accounts and editing their settings or profiles.
To update your billing information, discontinue your account or request return or deletion of your Personal Data and other information associated with your account, please contact us by using the information in the "Contacting us" section, below.
10.3 Your rights relating to customer data
As described above, we may also process Personal Data submitted by or for a customer to our cloud products and services. To this end, if not stated otherwise in this Privacy Policy or in a separate disclosure, we process such Personal Data as a processor on behalf of our customer (and its affiliates) who is the controller of the Personal Data (see the "Responsible Administration123 entity" section above). We are not responsible for and have no control over the privacy and data security practices of our customers, which may differ from those explained in this Privacy Policy. If your data has been submitted to us by or on behalf of an Administration123 customer and you wish to exercise any rights you may have under applicable data protection laws, please inquire with them directly. Because we may only access a customer's data upon their instructions, if you wish to make your request directly to us, please provide us the name of the Administration123 customer who submitted your data to us. We will refer your request to that customer, and will support them as needed in responding to your request within a reasonable timeframe.
10.4 Your preferences for email and SMS marketing communications
If we process your Personal Data for the purpose of sending you marketing communications, you may manage your receipt of marketing and non-transactional communications from Administration123 by notifying us using the information in the "Contacting us" section below or by replying or texting ‘STOP' if you receive Administration123 SMS communications.
Please note that opting out of marketing communications does not opt you out of receiving important business communications related to your current relationship with us, such as communications about your subscriptions or event registrations, service announcements or security information.
10.5 Your preferences for telemarketing communications
If we contact you, directly or indirectly, using telemarketing communications, you can always let us know during a telemarketing call that you do not want to be called again for marketing purposes.
11. How we secure your Personal Data
We take appropriate precautions including organizational, technical, and physical measures to help safeguard against accidental or unlawful destruction, loss, alteration, and unauthorized disclosure of, or access to, the Personal Data we process or use.
While we follow generally accepted standards to protect Personal Data, no method of storage or transmission is 100% secure. You are solely responsible for protecting your password, limiting access to your devices and signing out of websites after your sessions. If you have any questions about the security of our websites, please contact us by using the information in the "Contacting us" section, below.
12. Changes to this Privacy Policy
We will update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, and other factors. If we do, we will update the "effective date" at the top. If we make a material update, we may provide you with notice prior to the update taking effect, such as by posting a conspicuous notice on our website or by contacting you directly, or where required under applicable law and feasible, seek your consent to these changes.
We encourage you to periodically review this Privacy Policy to stay informed about our collection, processing and sharing of your Personal Data.
13. Contacting us
To exercise your rights regarding your Personal Data, or if you have questions regarding this Privacy Policy or our privacy practices please email us at support@administration123.com, call us at 1-800-385-8363, or write to us at:
Administration123 (Attention: Privacy Team)
668 N Coast Highway #167
Laguna Beach, CA 92651, USA
We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy.
14. Additional Disclosures for California Residents
The California Consumer Privacy Act requires businesses to disclose whether they sell Personal Data. As a business covered by the CCPA, we do not sell Personal Data. We may share Personal Data with third parties or allow them to collect Personal Data from our sites or Services if those third parties are authorized service providers or business partners who have agreed to our contractual limitations as to their retention, use, and disclosure of such Personal Data, or if you use Administration123 sites or Services to interact with third parties or direct us to disclose your Personal Data to third parties.
California law requires that we detail the categories of Personal Data that we share or disclose for certain "business purposes," such as disclosures to service providers that assist us with securing our services or marketing our products. We disclose the following categories of Personal Data for our business purposes:
- Identifiers;
- Commercial information;
- Internet activity information;
- Financial information;
- Professional and employment-related information;
- Education information; and
- Inferences drawn from any of the above information categories.
California law grants state residents certain rights, including the rights to access specific types of Personal Data, to learn how we process Personal Data, to request deletion of Personal Data, and not to be denied goods or services for exercising these rights.
If you are a California resident under the age of 18 and have registered for an account with us, you may ask us to remove content or information that you have posted to our website(s). Please note that your request does not ensure complete or comprehensive removal of the content or information, because, for example, some of your content may have been reposted by another user.
For information on how to exercise your rights, please refer to Section 10.2 of this Privacy Policy. If you are an authorized agent wishing to exercise rights on behalf of a California resident, please contact us using the information in the "Contacting Us" section above and provide us with a copy of the consumer's written authorization designating you as their agent.
We may need to verify your identity and place of residence before completing your rights request.
