Privacy Policy
Version 2025.03.22
This privacy notice tells you about the information we collect, receive, use, store, share, transfer, and process your personal information when you use our web site and/or purchase one or more of our services. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.
LuxSci is a US company. Contact information can be found on our Contact Us page. Any questions about our use of your personal data should be sent to the addresses listed there or emailed to gdpr@luxsci.com.
General Usage
What personal data do we collect?
LuxSci’s public web site forms may request: names, addresses, phone numbers, company demographics, as well as record current IP addresses and web browser user agents.
LuxSci customers may also submit additional information about the users in their account (names, phone numbers, addresses, email addresses, security questions) their company and other information related to their particular use of LuxSci’s services (e.g., email messages, calendar appointments, files, etc.).
Email messages set to and from email addresses in the LuxSci.com and LuxSci.us domains may be permanently archived and/or saved in customer relationship management (CRM) systems, support ticketing systems, and/or LuxSci employee email folders.
Why do we collect this information?
For LuxSci customers, we collect or process additional information to (a) bill for services, (d) provide technical support, (c) provide sales assistance, (d) provide the services ordered by the customers.
Email messages to/from corporate email domains are collected for compliance and oversight reasons and to enable our employees to perform their jobs and support our past, present, and potential future customers.
What do we do with your information?
Individuals who have submitted their email addresses in requests for information from LuxSci are asked to explicitly agree to this privacy policy. As part of that agreement, they accept that they may be sent email messages, including marketing email messages, from LuxSci or on behalf of LuxSci from trusted partner organizations. If at any time you do not wish to receive such messages, you have the right to opt out.
Personal information about non-customers is stored on secured servers located in the USA.
- Your credit card details are passed to a third-party payment processor (Authorize.net) which is based in the USA and is certified to the EU-US Data Privacy Framework (which requires effective safeguards for your information). Unless you create an account with us, we do not retain your credit card information.
- Personal information (which can include names, addresses, phone numbers, account IDs, passwords, email addresses, and organizational information) may be shared with specific trusted third-party vendors for the specific purposes of providing the services ordered and assisting LuxSci with its business operations. These vendors include, but are not limited to: Proofpoint, Sonian, Mediprocity, SecureVideo, NuevaSync.
- Personal information and data may be stored on servers managed by trusted third-party vendors. These vendors may include: Oracle, RackSpace, and Amazon Web Services.
- All personal information and data is stored on secured servers located in the USA unless special contractual arrangements are made between the customer and LuxSci.
How long do we keep your information for?
TRACKING TECHNOLOGIES
We, Lux Scientiae and our marketing partners, affiliates, or analytics or online chat service providers, use technologies such as cookies, beacons, tags, and scripts, to analyze trends, administer the website, tracking users’ movements around the website, and to gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual and aggregated basis.
SOCIAL MEDIA (FEATURES) AND WIDGETS
You can opt in or out of the use of social media features by enabling or disabling use of “marketing” cookies.
BEHAVIORAL TARGETING
You can opt in or out of behavioral targeting by enabling or disabling use of “marketing” cookies.
NEWSLETTERS
If you wish to subscribe to our newsletter(s), we will use your name and email address to send the newsletter to you. Out of respect for your privacy, we provide you ways to unsubscribe.
CHOICE/OPT-OUT
We provide you the opportunity to “opt-out” of having your personally identifiable information used for certain purposes, when we ask for this information. For example, if you purchase a product/service but do not wish to receive any additional marketing material from us, you can indicate your preference on our order form.
If you no longer wish to receive our newsletter and promotional communications, you may opt-out of receiving them by following the instructions included in each newsletter or communication or by emailing us at “support@LuxSci.com”. We offer an opportunity to opt-out of certain communications on our personal profile update pages, or you may contact us at 1-800-441-6612, “support@LuxSci.com”, or LuxSci, 6 Liberty Sq PMB 96671, Boston, MA 02109 USA.
If personal data is to be used in a way not previously disclosed or shared with external parties not covered in this Privacy Policy, you will be provided the opportunity to opt-out.
HTML5 LOCAL STORAGE
We use Local Storage (LS) such as HTML5 to store content information and preferences in those parts of our site that require a login. Various browsers may offer their own management tools for removing HTML5 LSs.
PAYMENTS
All payments to Lux Scientiae are made securely online via credit card or PayPal or offline via check, wire transfer, or direct deposit. After you have made a credit card payment, we keep your billing address in our secure database to facilitate future payments and to protect against fraud. We do not keep any record of your credit card number unless you authorize us to bill you automatically each month. In this case, your credit card information is stored in a PCI-compliant way on the US-based servers of our trusted partner, Authorize.net
SECURITY
We follow generally accepted industry standards to protect the personally identifiable information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.
TELL-A-FRIEND
If you choose to use our referral service to email a friend about our site, we will ask you for your friend’s name and email address. We will automatically send your friend a one-time email inviting him or her to visit the site. LuxSci stores this information for the sole purpose of sending this one-time email and tracking the success of our referral program.
Your friend may contact us at support@LuxSci.com to request that we remove this information from our database.
LINKS TO OTHER SITES
If you click on a link to a third-party site, you will leave the Lux Scientiae site you are visiting and go to the site you selected. Because we cannot control the activities of third parties, we cannot accept responsibility for any use of your personally identifiable information by such third parties, and we cannot guarantee that they will adhere to the same privacy practices as Lux Scientiae. We encourage you to review the privacy statements of any other service provider from whom you request services. If you visit a third party website that is linked to an Lux Scientiae site, you should read that site’s privacy statement before providing any personally identifiable information.
UPDATING / ACCESSING / AMENDING / CORRECTING PERSONALLY IDENTIFIABLE INFORMATION
Upon request Lux Scientiae will provide you with information about whether we hold, or process on behalf of a third party, any of your personal information. To request this information please login to your account and make this request via a Support Ticket. If you no longer have an account, please use our Contact Form.
If your personally identifiable information changes, or if you no longer desire our service and would like to have your personally identifiable information deleted, you may update it by making the change on our member profile page or by making a support ticket, or by contacting us by telephone or postal mail at the contact information listed below. We will respond to your request to access within 1 day. You can change your personal information online by logging into your “member portal”, under “Account > Contact Information”.
AGENTS/SERVICE PROVIDERS
These third parties are prohibited from using your personally identifiable information for promotional purposes and for selling that data to others.
IMPORT CONTACTS
When logged into the portal, third party personal information may be entered such as name, email, address, and other personal information. This information is only used for the purpose it is collected for.
NON-DISCLOSURE
In certain situations, Lux Scientiae may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
We reserve the right to disclose your personal information as required by law and when we believe that disclosure is necessary to protect our rights and/or comply with a judicial or bankruptcy proceeding, court order, or legal process served on our Web site. If Lux Scientiae is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via email and/or a prominent notice on our Web site of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.
If you use a bulletin board, blog, or chat room on this Web site, you should be aware that any personally identifiable information you submit there can be read, collected, or used by other users of these forums, and could be used to send you unsolicited messages. We are not responsible for the personal information you choose to submit in these forums. We encourage all users to exercise caution when providing personal information. Testimonials are also posted on our site and users have given permission to have their personal information submitted in these testimonials. With your consent we may post your testimonial along with your name. To request removal of your personal information from these public areas of our site, contact us at privacy-officer@LuxSci.com. In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why. Alternatively, if you used a third party application to post such information, you may be able to remove it by either logging into the said application and removing the information or by contacting the appropriate third party application.
Some of our blogs (e.g. LuxSci Status) are managed by a third party application that may require you to register. We do not have access or control of the information posted to the blog. You will need to contact or login into the third party application if you want your personal information that was posted to the comments section removed. To learn how the third party application uses your information, please review their privacy statement.
You agree that Lux Scientiae may disclose any and all of your information including assigned IP numbers, account history, account use, etc., to any law enforcement agent who makes a verified written request, without further consent or notification to you. LuxSci will verify the legitimacy and authenticity of any such request and determine if compliance with the request is required by local, state, or federal law. Only if the request is verified and compliance is required will the request be filled. In addition, Lux Scientiae shall have the right to suspend or terminate all services, at its sole discretion, during or as a result of such a legal investigation.
Lux Scientiae does not give out its client’s email addresses or send SPAM. Lux Scientiae may occasionally send important announcements regarding Lux Scientiae services to its customers if they have not opted out of this notification service.
For Customers that have a valid HIPAA Business Associate Agreement (BAA) with Lux Scientiae, in the event of a conflict or inconsistency between the terms of this nondisclosure policy and those of the BAA, the terms of the BAA shall prevail.
CONFIDENTIALITY
- Email: The content of sent and received email messages, with the exception of the message metadata including: sender address, recipient addresses, message subject, message size, message id, IP address of the sending or connecting computers, and any message header information removed from messages for the purposes of outbound message anonymization.
- WebAidesTM: The content of all WebAidesTM, including comments and attachments
- Widgets: The content of all Widgets, except the content of custom or third party widgets that is defined directly as part of the widget definition.
- Databases: The content of all databases hosted by Customer in its web hosting account.
- Files: The content of all files saved to the Customers web/FTP space, except as they may otherwise be publicly accessible on the Internet via Customer’s web site. Note that this covers only the content of the files, not the list of what files are present and what directories they are located in.
Information that does not fall within the above classes of data (i.e. email message metadata) will still be kept in the strictest confidence in accordance with Lux Scientiae’s non-disclosure policy.
Exception 1: in a case where Lux Scientiae becomes aware of evidence of a possible violation by a client of its Acceptable Use Policy and it concludes that analysis of data is necessary in order to determine the facts, in order to prevent the sending of SPAM, Unsolicited Email, excessive utilization of system resources, or other violations of LuxSci’s AUPs, Lux Scientiae will examine such client’s data solely for such purpose. The contents of client’s data will be kept in the strictest confidence in accordance with Lux Scientiae’s non-disclosure policy.
Exception 2: from time to time Lux Scientiae may audit High Volume Outbound Email customers’ bulk email practices. As stated in the AUP, Lux Scientiae can and will store and/or review the content of any or all outbound email messages sent via the High Volume service to ensure compliance with the High Volume Email Restrictions.
Exception 3: for Customers that have a valid HIPAA Business Associate Agreement (BAA) with Lux Scientiae, in the event of a conflict or inconsistency between the terms of this confidentiality policy and those of the BAA, the terms of the BAA shall prevail.
MEDICAL PRIVACY (HIPAA)
Clients that are legally required to abide by the regulations of HIPAA (i.e. HIPAA Covered Entities and HIPAA Business Associates), Lux Scientiae has the following Addendum to its Master Services Agreement (MSA). This is the “Business Associate Agreement” required for HIPAA compliance between Lux Scientiae, as the “Business Associate”, and the Client, as the “Covered Entity”.
Due to the Security and Privacy restrictions imposed by the BAA and by HIPAA that are not required for other types of accounts, this Addendum is not automatically incorporated into new or existing Lux Scientiae accounts. If you require a BAA with Lux Scientiae, please print out and sign the BAA and Account Restrictions Agreement using the links below and return them to Lux Scientiae for review and acceptance. LUX SCIENTIAE WILL NOT BE DEEMED A BUSINESS ASSOCIATE OF ANY CUSTOMER FOR PURPOSES OF HIPAA UNLESS AND UNTIL A SIGNED ADDENDUM IS RECEIVED, REVIEWED, AND ACCEPTED BY THE LUX SCIENTIAE HIPAA PRIVACY OFFICER.
- LuxSci Business Associate Agreement
You may return signed versions of these documents to Lux Scientiae by:
- Using the Online Signature Form
- Faxing to 413-332-0598
- Emailing to: support AT LuxSci.com
- Mailing to LuxSci and 6 Liberty Sq PMB 96671, Boston, MA 02109 USA.
- Scanning and attaching digital copies to a support ticket in your Lux Scientiae account.
EU—U.S. DATA PRIVACY FRAMEWORK
Lux Scientiae is responsible for the processing of personal data it receives, under the EU-U.S. DPF and the UK Extension to EU-U.S. DPF, and subsequently transfers to a third party acting as an agent on its behalf. Lux Scientiae complies with the EU-U.S. DPF Principles for all onward transfers of personal data from the EU, and the UK, including the onward transfer liability provisions.
With respect to personal data received or transferred pursuant to the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF, Lux Scientiae is subject to the regulatory enforcement powers of the U.S. Federal Trade Commission. In certain situations, Lux Scientiae may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF, Lux Scientiae commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF to TRUSTe, an alternative dispute resolution provider based in the United States. If you do not receive timely acknowledgment of your DPF Principles-related complaint from us, or if we have not addressed your DPF Principles-related complaint to your satisfaction, please visit https://feedback-form.truste.com/watchdog/request for more information or to file a complaint. These dispute resolution services are provided at no cost to you.
For complaints regarding EU-U.S. DPF and the UK Extension to the EU-U.S. DPF compliance not resolved by any of the other DPF mechanisms, you have the possibility, under certain conditions, to invoke binding arbitration. Further information can be found on the official DPF website: https://www.dataprivacyframework.gov/s/article/ANNEX-I-introduction-dpf?tabset-35584=2.
GDPR
Being a smaller US-based organization with some exposure to citizens of the European Union, at LuxSci we are committed to ensuring the security and protection of the personal information that we collect or process. We have implemented technologies and procedures to provide a compliant and consistent approach to data protection. We have always had a robust and effective data protection program in place which complies with existing US laws and abides by the data protection principles. However, we recognize our obligations in updating and expanding this program to meet the demands of the GDPR relating to citizens of the European Union.
In addition to the privacy policies and procedures mentioned above, we provide easy to access information via our website of an individuals right to access any personal information that LuxSci processes about them and to request information about:
- What personal data we hold about them
- The purposes of the processing
- The categories of personal data concerned
- The recipients to whom the personal data has/will be disclosed
- How long we intend to store your personal data for
- If we did not collect the data directly from them, information about the source
- The right to have incomplete or inaccurate data about them corrected or completed and the process for requesting this
- The right to request erasure of personal data (where applicable) or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use
- The right to lodge a complaint or seek judicial remedy and who to contact in such instances
- Data Protection: Accountability and governance measures are in place to ensure that we understand and adequately disseminate and evidence our obligations and responsibilities; with a dedicated focus on privacy by design and the rights of individuals.
- Data Retention & Erasure: We have implemented policies to ensure that we meet the “data minimization” and “storage limitation” principles and that personal information is stored, archived and destroyed compliantly and ethically. We have dedicated erasure procedures in place to meet the new “Right to Erasure” obligation and are aware of when this and other data subject’s rights apply; along with any exemptions, response time frames and notification responsibilities.
- Data Breaches: Our breach procedures ensure that we have safeguards and measures in place to identify, assess, investigate and report any personal data breach at the earliest possible time.
- Subject Access Request (SAR): We have implemented a subject request form to accommodate the 30-day time frame for providing the requested information and for making this provision free of charge. Our new procedures detail how to verify the data subject, what steps to take for processing an access request, what exemptions apply and a suite of response templates to ensure that communications with data subjects are compliant, consistent and adequate.
HOW LONG DO WE KEEP YOUR INFORMATION FOR?
In addition to the data retention terms given above, the following additional terms apply to those identified as being in an EU member state.
- LuxSci Affiliate accounts will be automatically closed and de-identified, to the extent applicable, after 1 year of inactivity. Inactivity is defined as (a) not logging into the LuxSci Affiliate portal and (b) not receiving any commissions from LuxSci on affiliate referrals.
- Data stored in our sales database will be de-identified, to the extent applicable,* 1 year after it is determined that the person is no longer interested in LuxSci services, or 1 year after that person/organization closes all LuxSci customer accounts.
- LuxSci customer accounts will be de-identified, to the extent applicable,* automatically 1 year after the customer account is closed.
As mentioned previously, you may explicitly request that your data be deleted or de-identified, to the extent applicable, at any time.
*We will retain and use your information as necessary to comply with our own legal obligations, to record your requests, to resolve disputes, to protect the security and privacy of our systems and customers, for statistical purposes, and to enforce our agreements.
YOUR RIGHT TO COMPLAIN
If you have a complaint about our use of your information, you can contact the LuxSci GDPR Data Protection Officer using the contact form or write to him at:
GDPR Data Protection Officer
LuxSci
6 Liberty Sq. PMB 96671
Boston, MA
USA 02109
DATA PRIVACY CONTRACT ADDENDUM
All customers whose data fall under the protection of GDPR have a GDPR Data Privacy Addendum automatically included in their Master Services Agreement with LuxSci. The most recent version of this addendum can be found here:
- GDPR Data Privacy Addendum