Keeping Our Employees’ and Customers’ Data Safe Is Our Top Priority.
This Ubiquity Privacy Policy (“Privacy Policy”) describes how Ubiquity Global Services, Inc., and its affiliates (collectively, “Ubiquity”) collect, use, and share personal data of employees, prospective employees, prospective clients, and clients of customers of Ubiquity and Ubiquity’s subsidiaries and affiliates around the world, including within the US, EU, and UK. This Privacy Policy does not apply to data concerning employees or individuals protected under the Philippine Data Privacy Act of 2012. Our Philippine affiliate, Ubiquity Global Services Philippines Inc., has its own regional Privacy Policy.
EU-U.S. Data Privacy Framework Commitments
Ubiquity complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce. Ubiquity has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. DPF Principles, UK Extension Principles, and Swiss-U.S. DPF Principles with regard to the processing of personal data received from the European Union, the United Kingdom, and Switzerland. If there is any conflict between the terms in this Privacy Policy and the EU-U.S. DPF Principles and/or the Swiss-U.S. DPF Principles, the Principles shall govern. To learn more about the Data Privacy Framework (DPF) Program, and to view our certification, please visit https://www.dataprivacyframework.gov/.
U.S. Entities Adhering to DPF Principles
The following U.S. entities of Ubiquity adhere to the EU-U.S. DPF Principles, UK Extension Principles, and Swiss-U.S. DPF Principles:
Ubiquity Solutions LLC
Ubiquity Support Inc.
These entities are covered by Ubiquity’s DPF submission.
Types of Employee Data We Collect
The types of Personal Data that Ubiquity collects include the following:
Personal information, including name, address, telephone number, email address, date of birth, gender, national identification number, social insurance number or other tax identification number, and bank account information.
Employment related information, including job title, office location, work contact information, email address, department, supervisor, job responsibilities, accounting information, compensation information (including, but not necessarily limited to, base salary information, commissions, or bonuses and severance), pension information, benefit eligibility and elections, employment history, job application, interview evaluation, key dates (e.g., hire, rehire, service, termination, next review), incentive data (e.g., ratings and payment amounts), and performance information. Ubiquity also may receive Personal Data regarding an employee’s spouse, family members, or other dependents for emergency contact purposes. In addition, Ubiquity may receive Personal Data that is “sensitive” in a few instances. In particular, where permitted by applicable law, Ubiquity may receive information regarding criminal records and health or medical data for purposes of insurance claims resolution, payment of claims, and insurance underwriting purposes.
Use and Processing of Employee Personal Data
In addition to the other specific uses discussed in this Privacy Policy, Ubiquity uses employee Personal Data to perform its contracts with employees, to comply with legal obligations, and for its legitimate business purposes. Among other things, information may be used for the following specific purposes:
Annual compensation risk assessment;
Maintenance of employee directory and global email system;
Performance management;
Coordination of annual succession planning and talent management review;
Internal audits;
Record-keeping and internal reporting;
Maintenance of corporate insurance programs;
Compensation, including administration and analysis;
Payroll processing;
Pension plan administration;
Succession planning;
Benefits and personnel administration; and
Monitoring and enforcing compliance with company policies and procedures.
Sharing of Employee Personal Data
In addition to the specific situations discussed elsewhere in this Privacy Policy, Ubiquity may disclose employee Personal Data in the following situations:
Prospective employees
Non-employee individuals
Name, address, telephone number, email address, date of birth, gender, national identification number, and social insurance number or tax identification number.
Use and Processing of Non-Employee Individual Data
Ubiquity uses and otherwise processes non-employee individual Personal Data based upon the consent of data subjects to perform contractual obligations with those individuals, to comply with legal requirements, and for its legitimate business interests. Among other things, information may be used for the following specific purposes:
Use of Artificial Intelligence for Transcription and Monitoring
At Ubiquity, we strive to enhance the quality and efficiency of our customer support services. To support these goals, we use Artificial Intelligence (AI) technologies to transcribe and analyze call recordings and live chat interactions. This technology allows us to improve service quality, facilitate training, and monitor compliance with company standards.
How We Use AI for Transcription and Monitoring
Data Collected: AI may capture and transcribe voice data from customer calls and text data from live chat interactions. This data may include personal information shared by the customer during the conversation.
Purpose of Data Processing: The primary purposes for AI transcription are to monitor the quality of our customer service, support training initiatives, and ensure compliance with our policies. Transcribed data is analyzed to help us identify trends, improve service delivery, and resolve issues efficiently.
Access and Sharing: Transcribed content is accessible only to authorized personnel involved in training, quality assurance, and compliance functions. We do not share transcribed data with unauthorized third parties, except as required by law.
Data Security: Ubiquity takes rigorous measures to secure all transcribed and analyzed data. This includes encryption, access controls, and ongoing security audits to protect personal information processed by AI.
Opt-Out Option: Where applicable, we provide customers the option to opt-out of having their interactions processed by AI. However, opting out may affect the quality of certain services we provide.
Ubiquity does not sell your Personal Data.
Ubiquity may, with your consent, track cookies to assist in your usage of the website by delivering tailored content to you, collect anonymous statistics, and maintain log-in sessions;
We are a company with operational sites around the world and may transfer Personal Data concerning you throughout our sites and data centers in a variety of countries for the purposes described within this Privacy Notice. Safeguards are put in place and routinely tested under applicable data protection laws to ensure the safe transfer of data between regions. You can find a list of our locations at https://ubiquity.com/company/locations. By submitting your Personal Data to Ubiquity, you agree to the transfer, storage, and processing of your Personal Data in the region(s) selected by Ubiquity.
Ubiquity remains liable under the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF Principles if third-party agents process personal data on our behalf in a manner inconsistent with these Principles unless we prove that we are not responsible for the event giving rise to the damage.
We may provide links to other websites for your convenience and information. These websites operate independently from our Site and are not under our control. These websites may have their own privacy notices in place, which we strongly suggest you review if you visit any linked websites. We are not responsible for the content of these websites, any products or services that may be offered through these websites, or any other use of these websites. You acknowledge that, by accessing or using our Site, you agree to be bound by all of the terms and conditions of use pertaining to our Site and contained in the Terms of Use (available at www.ubiquity.com), including this Privacy Policy. If you do not agree with this Privacy Policy, please do not access or use our Site.
Retention
The California Consumer Protection Act (the “CCPA”) provides California residents with specific rights regarding their personal information. Details on the categories of personal information we collect, how we use that information, and the sources from which we collect information is contained throughout this Privacy Policy. Residents have the right to request that Ubiquity disclose certain information about our collection of your information, how we use your personal information, and to delete your personal information that Ubiquity may hold in certain circumstances. Should you exercise any of your rights, Ubiquity will not discriminate against you in any way. Ubiquity does not sell your personal information, however if you are a California resident and would like to make such a request, please reach out directly to our Ubiquity Privacy Contact using the contact information below.
If you have a concern, question, or request about your privacy, please reach out directly to our Ubiquity Privacy Contact, Data Protection Officer using the contact information below. In all instances, you have the right to make a complaint at any time to your local authority, however we would appreciate the chance to address with your concerns and encourage you to contact us directly.
In compliance with the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF, Ubiquity commits to cooperate and comply respectively with the advice of the panel established by the EU data protection authorities (DPAs), the UK Information Commissioner’s Office (ICO), and the Swiss Federal Data Protection and Information Commissioner (FDPIC) with regard to unresolved complaints concerning our handling of personal data in reliance on these frameworks.:
Email: compliance@ubiquity.com
Mail: Ubiquity Global Services, Inc.
1140 Avenue of the Americas, Suite 1601, New York, NY 100356
Alternative Dispute Resolution Provider
Ubiquity commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF to JAMS, 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://www.jamsadr.com/DPF-Dispute- Resolution for more information or to file a complaint. The services of JAMS are provided at no cost to you.
CHANGES TO THIS PRIVACY POLICY
This Ubiquity Privacy Policy was last updated, effective February, 2025.
To provide the best experiences, we use technologies like cookies to store and/or access device information. Consenting to these technologies will enable us to process data such as browsing behavior or unique IDs on this site. Not consenting or withdrawing consent may adversely affect certain features and functions.
Ubiquity Privacy Contact
Ubiquity has appointed an internal Data Protection Officer (DPO) for you to contact if you have any questions or concerns about our personal data policies or practices. The DPO can be contacted via email or postal mail as follows:
Email: compliance@ubiquity.com
Mail: Ubiquity Global Services, Inc.
Attn: Data Protection Officer
1140 Avenue of the Americas, Suite 1601
New York, NY 10036
If you are subject to the UK General Data Protection Regulation (GDPR), Ubiquity has appointed Ubiquity Global Services UK Ltd. as its UK GDPR representative in the UK pursuant to Article 27 of the UK GDPR. You can contact our UK DPO regarding matters pertaining to the UK GDPR by sending an email to compliance@ubiquity.com or by writing to Ubiquity Global Services UK Ltd., 25 Wilton Road, Victoria, London SW1V 1LW, United Kingdom.