Effective: February 18, 2025

The Reynolds and Reynolds Company (“Reynolds”) and its affiliates; TSD Rental, LLC (“TSD Mobility Solutions”), and Gubagoo Inc. (“Gubagoo”), hereafter referred to collectively as ‘Reynolds’ throughout this Privacy Policy, complies with the EU-U.S. Privacy  Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF  (collectively, the “DPF”) as established by the U.S. Department of Commerce regarding the collection, use, processing, and retention of personal information transferred from European Union and the United Kingdom in reliance on the DPF.  Reynolds has certified to the Department of Commerce that it adheres to the Data Privacy Framework Principles of notice, choice, accountability for onward transfer, security, data integrity and purpose limitation, access, and recourse, enforcement, and liability (collectively the “DPF Principles”). If there is any conflict between the terms in this privacy policy and the EU-U.S DPF Principles, the EU-U.S DPF Principles shall govern. To learn more about the EU.US.DPF Privacy Framework, and to view our certification, please visit https://www.dataprivacyframework.gov/

With regard to personal information received or transferred under the Data Privacy Framework Principles, Reynolds is subject to the regulatory authority of the U.S. Federal Trade Commission (FTC). In certain situations, Reynolds may be required to disclose personal data in response to lawful requests made by public authorities, including those issued in connection with national security or law enforcement requirements.

Reynolds remains liable for the onward transfer of personal data to third parties acting as Reynolds agents, unless Reynolds can prove it was not a party to the events giving rise to any harm caused by such transfers the damages.

How We Collect Personal Information

We may collect personal information on this website in the following ways:

Anonymous Information

We may regularly track site traffic for administrative purposes. We use this anonymous data for a few things:

  • To ensure smooth site traffic flow.
  • To assess what pages on our sites are visited the most.
  • From what countries or Internet Service Provider [ISP] domains visitors access our site.
  • To improve the availability and performance of the site.

Our web servers may also collect the anonymous information that your browser automatically transmits any time you are on the web.

Cookies

We use cookies and similar technologies to record information about you when you are visiting our sites. Cookies are text files placed on your computer. They collect standard internet log information and visitor behavior. Your personal information may also be collected, retained, used and linked to your behavioral information. We use this information to respond to improve your experience on the site, to respond to you when you contact us, and to provide the products or services you request. We also use cookies to help track website traffic and improve our websites.

Linking Behavioral Information to Personal Information.

If you voluntarily provide our website with your name and contact information through a web chat or web form submission, we may link your behavioral information to your personal information. We may provide this linked information to the company whose Website you have submitted your personal information on, as well as use this data to improve your service and experience on the Website.

Google Analytics

We may use Google Analytics to help analyze how our users use the site. Google Analytics uses cookies to store information about your use of the website, including your IP address. That information is sent to Google, where we access it for reports. We use these reports to review visitors’ use of the website.

Google will not associate your IP address with any other data they hold. We only store your IP address with personal information if you submit that information through a form on our site.

We also have implemented the following Google Analytics features based on Display Advertising:

  • Remarketing with Google Analytics
  • Google Display Network Impression Reporting
  • DoubleClick Campaign Manager integration
  • Google Analytics Demographics and Interest Reporting

Third-party vendors, including Google, show our ads across the internet. We and third-party service providers use ad-tracking. These parties use first-party cookies (such as the Google Analytics cookies) and third-party cookies (such as the DoubleClick cookie). Together, these cookies report if you have seen our ads (ad impressions) and how you have interacted with our ads and ad services. We want this information so we can make sure any of our advertising that you see is relevant to you.

Facebook Conversion Tracking Pixel

We may from time to time use Facebook Advertising, Facebook Pixel Re-Marketing, and related communication means. These tools allow us to understand and deliver ads and make them more relevant to you. The collected data remains anonymous, and we cannot see the personal data of any individual user.

However, the collected data is saved and processed by Facebook. Facebook may be able to connect the data with your Facebook account and use the data for their own advertising purposes (in accordance with Facebook’s Data Use Policy found under: https://www.facebook.com/about/privacy/). Facebook has ultimate control of the information gathered through Facebook Advertising, Facebook Pixel Re-Marketing, and communications. You can opt-out of Facebook’s use of cookies and Facebook Pixel Re-Marketing through settings on your Facebook Account.

User-provided

On our sites, except as explained above, we only collect personal information when you choose to provide it to us. Some examples of times we would ask you to provide personal information:

  • When you submit an employment application.
  • When you submit a contact or inquiry form.
  • When you submit a training registration form.
  • When you submit a consent form for testimonials.
  • When you log into a client portal.
  • When you order supplies.
  • When you renew software licensing agreements.
  • When you register for one of our services, such as receiving newsletters.
  • When you register to receive informational product materials, whitepapers, eBooks, and guides about our products and services.
  • When you utilize interactive quizzes, demos, calculators, or other tools provided by our websites.
  • When you send us a question or comment by email.
  • When you participate in a live chat, SMS conversation, or similar interaction.
  • When you request credit eligibility information or apply for financing.

What We Collect

We may collect the following personal information:

Information you provide to us

  • Contact information (such as name, address, email address, phone number, contact preferences, and customer information).
  • Billing information.
  • Employment information.
  • User account information.
  • Information about your interest in our products, programs, and services.
  • Engagements with live web chat or SMS conversations using our services. We may also store any transcripts from such conversations.

Information we collect automatically

  • Device information (such as IP address, operating system, browser, and other information about your system and connection).
  • Product usage and performance data.
  • Demographic and interest data (via Google's Display Advertising Features and Facebook's Conversion Tracking Pixel, outlined above).

What We Do With Personal Information

We use anonymous information from Google Analytics to improve our site functionality.

We use information from cookies to respond to you when you contact us and provide the products or services you request. We also use cookies to help track website traffic, make improvements to our websites, and provide a more customized user experience.

We use Google’s Display Advertising Features and Facebook’s Conversion Tracking pixel to understand your personal preferences and ensure any ads we deliver are relevant to you.

We use your user-provided personal information for the following purposes:

  • To respond to your communication.
  • To provide the product or service that you requested when providing your information.
  • To send more information about products or services we believe may be of interest to you.

We may disclose your personal information if we believe disclosure is reasonably necessary to comply with any applicable law, legal process, or government request; to investigate or bring legal action against someone who may be violating our rights, our terms and conditions, or the rights of others; or to protect the safety and security of our Company, our users, or the public.

We may share personal information with a third party if we are involved in a merger, acquisition, or sale of all or a portion of our stock or assets. If this occurs, you will be notified of any change to this privacy policy, as well as any choices you may have regarding your personal information.

Categories of Third Parties with Whom We Share Personal Information

We may provide your personal information to the following third parties:

We do not disclose to third parties personal information of customers that we collect for the third parties’ direct marketing purposes if the customer has exercised an option that prevents that information from being disclosed to third parties for those purposes.  To exercise that option, review the opt-out settings as listed below in the "Do not track signals" section for Google, Facebook, and HubSpot respectively.

Youtube

Our Company may utilize the services provided by the YouTube API and possesses the capability to share videos hosted by YouTube. Upon interaction with these shared videos, it may transmit data concerning your interactions to YouTube. Please note that Company does not exercise control over the information collected through the viewing of YouTube videos. The privacy policy governing such data collection and processing is that of YouTube, and we strongly advise users to review said policy prior to engaging with the content.

Privacy Policy – Privacy & Terms – Google

We bear no responsibility for the actions undertaken by third parties in their utilization of personal information shared. Customers and site visitors retain the option to exercise control over the disclosure of their information to these third parties Customers can review the opt-out settings as listed below in the "Do not track signals" section for Google, LinkedIn, Facebook, and HubSpot respectively.

Do Not Track Signals

You can opt out of Google Analytics for Display Advertising. Customize the Google Display Network ads by using Google’s Ads Preferences Manager. You can also opt out of Google Analytics by using their Opt-out Browser Add-on.

Set preferences for how Google advertises through you using the Google Ads Settings page. If you want to opt out of internet-based advertising as a whole, you can:

You can opt-out of Facebook’s use of cookies and Facebook Pixel Re-Marketing through settings on your Facebook Account.

You can opt out of HubSpot as explained at the following links:

We may use your personal information to offer you products and services that may be of interest to you. If you would like to opt out of future promotional materials from us, you have two ways of stopping it.

Follow the unsubscribe instructions at the end of email communications.

  1. Email us at marketingcommunications@reyrey.com and request to be removed from advertising lists.
  2. Except as expressly described, we do not honor do not track signals.

Data Integrity

We will use Personal Information only in ways that align with the purposes for which it was originally collected, or if applicable, as ways it was later authorized by the individual. We will make reasonable efforts to ensure that personal data we hold is accurate, complete, and relevant for its intended purposes. 

Data Security

We have safeguards in place to help prevent unauthorized access to and maintain security of information collected. 

Notice if Personal Information Is Compromised

We will notify you if we learn that your personal information is compromised.

Reviewing Your Personal Information and Making Changes

To update personal information submitted via an online contact, inquiry, or registration form, please email us at marketingcommunications@reyrey.com.

To update personal information submitted for an employment opportunity, you may email us at careers@reyrey.com.

To make modifications to your email communication preferences, or to opt-out from receiving our newsletters or marketing emails, click on the (CHANGE FORMAT) or (REMOVE) links located at the bottom of each email we send out to make updates.

Consent.

Your knowledge and consent are generally required before we may collect, use or disclose your personal information. By using the website, you hereby consent to the collection and use of behavioral information and personal information in accordance with this privacy policy. 

Minors

We do not knowingly collect any personal information from anyone under the age of 13. If you believe that information regarding a minor under the age of 13 has been provided to us, please contact us as indicated below.

Enforcement

If you have any questions about this privacy policy or our practices, please contact us at Privacy@reyrey.com. If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, you may submit a claim by following the instructions at https://www.jamsadr.com/dpf-dispute-resolution. 

Reynolds agrees to review and confirm its adherence to the EU-U.S. DPF Principles and to address any issues that arise from non-compliance with these Principles. If the company fails to comply or does not provide the annual self-certification to the U.S. Department of Commerce, it will be removed from the Department's list of Data Privacy participants. 

Dispute Resolution

In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF, Reynolds will make every effort to resolve your request and respond within 45 days of receiving a verified inquiry. Individuals from the EU or the UK with inquiries regarding our Data Protection Framework Statement should initially reach out privacy@reyrey.com. 

If you do not receive an acknowledgement of your inquiry within the previously mentioned timeframe, you may visit the JAMS Data Privacy Framework Dispute Resolution to file a complaint. The services of JAMS are provided at no cost to you. 

If your complaint related to the Data Privacy Framework is not resolved by Reynolds or JAMS, under certain conditions, you may invoke binding arbitration.
 

Contact information

Email us at Privacy@reyrey.com or contact:

Will Farley, Privacy Officer
Reynolds and Reynolds
One Reynolds Way
Dayton, OH 45430

Your privacy rights

As a consumer, subject to applicable laws ruling your jurisdiction, you have certain rights to access your personal information we hold and be able to correct, amend, or delete that information where it is inaccurate, or has been processed in violation of the DPF Principles, except where the burden of expense of providing access would be disproportionate to the risks to the consumer’s privacy in the case in question, or where the rights of persons other than consumer would be violated. These may include:

Right to Know: Upon receipt of a verifiable written request (where we will verify your ID) , and within periods set by applicable law, we will provide you with information regarding the personally identifiable information we gathered about you over the past 12 months from the date of receipt of such request, the types of sources from which we obtain the information, the purposes for which the information is gathered, and the types of third parties with which we share or to whom (if any) we sell the information, unless a request is impossible or involves disproportionate effort. In the event that the latter applies we will provide you with the reasons why such request cannot be processed. We may also deny your request in accordance with “Denying your request” section below.

Right of Access and Portability: Upon receipt of a verifiable request, and within the periods set by applicable law, we will grant you with reasonable access to the personally identifiable information that we hold about you, provided that you establish, to our reasonable satisfaction, that you are the person, or you represent the person, who the personal information relates to. You also may have the right to receive your personal information in a form and format for the purpose of transmitting that information to another entity.

Right of Correction: We will take reasonable steps to permit you to correct, update or amend personally identifiable information that is demonstrated to be inaccurate or incomplete. In addition to any other terms set out in this Policy, a request to correct may be denied if your request to correct the same alleged inaccuracy has been denied by us within the past 6 months from the receipt date.

Right of Deletion: Upon receipt of a verifiable request or when required or otherwise appropriate, we will delete personally identifiable information we have gathered about you, except to the extent applicable law permits or requires us to maintain that information for a longer period. We will inform you once the request has been completed or if we cannot comply with your request for a specific reason.

Right to Opt Out of Sale and Sharing: We do not sell your personally identifiable information to third parties for monetary consideration as the term “sale” is defined in applicable law.  We may, however, in accordance will applicable law share personally identifiable information in the course of our business when we instruct a service provider to act on behalf of us for the purpose of providing the goods and the services or share information gathered by cookies and similar tools with third parties for marketing purposes, including analytics.

Right to Opt Out of Certain Processing:  Upon receipt of a verifiable request or when required or otherwise appropriate, you may have the right to opt out of the processing of your personal information for the purpose of targeted advertising or for profiling in furtherance of decisions that produce legal or similar effects.

Right to Limit the Use and Disclosure of Sensitive Personal Information: If you would like to exercise the right to limit our use or disclosure of Sensitive Personal Information, please access the link “Disclosure of Sensitive Personal Information | Reynolds and Reynolds (reyrey.com).” As used in this policy, Sensitive Personal Information means and includes information that reveals:

  • A person’s social security, driver’s license, state identification card, or passport number.
  • A person’s account log-in, financial account, debit card, or credit card number in combination with any required security or access code, password, or credentials allowing access to an account.
  • A person’s precise geolocation.
  • A person’s racial or ethnic origin, religious or philosophical beliefs, or union membership.
  • A person’s mental or physical health or diagnosis.
  • A person’s citizenship or citizenship status.
  • The contents of a person’s mail, email, and text messages unless we are the intended recipient of the communication.
  • Information about a person’s sex life or sexual orientation
  • A consumer’s health condition or treatment data, genetic data and biometric data, where the processing of biometric data is intended for the purpose of uniquely identifying an individual.

Denying a Request and Non-Disclosable Information

Upon request or when required or otherwise appropriate, and within periods (if any) set by applicable law, we will endeavor to grant individuals reasonable access to the personal information that we hold about them. To guard against fraudulent requests to know, to delete to correct and to access, we will require sufficient information to allow us to confirm the identity of the individual making the request before granting access, giving details about the personal information in scope, correcting or deleting the information. Such access may be denied in whole or in part by us where the denial is permitted by applicable law. Every request from an individual will be assessed on a case-by-case basis. In the event a request is denied, we will notify the individual regarding the reasons for denial in writing. Consistent with how your personal information is maintained in the ordinary course of our business, we will provide the information in an understandable form. We may impose a reasonable charge when a request is made (e.g., for photocopying or postage) to the extent permitted under applicable law. We will not be able to disclose to you or any other individual authorized to act on your behalf, the information listed below, however, we would be able to inform you with sufficient detail that we collect certain types of information about you.

Non-Disclosable PERSONAL INFORMATION:

  • A person's Social security number
  • A person's driver’s license number or other governmental ID number
  • A person's financial account number
  • A person's any health or medical identification number
  • A person's account passwords
  • A person's security questions and answers
  • A person's unique biometric data generated from measurements or technical analysis of human characteristics.

NON-DISCRIMINATION

We will not discriminate against consumers who exercise their rights under applicable data protection laws. Unless permitted by the applicable law depending on the jurisdiction or other applicable laws, we will not:

  • Deny you goods or services
  • Charge you different prices or rates for goods or services, including through granting discounts or other benefits, or imposing penalties
  • Provide you a different level or quality of goods or services
  • Suggest that you may receive a different price or rate for goods or services or a different level or quality of goods or services

However, we may offer financial incentives to you for the collection, sale, or deletion of personally identifiable information. Any such offer will reasonably relate to the value of your personally identifiable information and contain written terms that describe the program’s material aspects. Participation in such a financial incentive program requires your prior opt-in consent, which you may revoke at any time. For questions regarding this policy or to make a request please contact us at privacy@reyrey.com.

Changes to this policy

We will post any change to this policy on this page.

 

Updated Feb 18, 2025