Last Updated: 1/1/2022


Aestiva is serious about your privacy, transparency, and safeguarding the public. This document describes our privacy policy and outlines our commitment to you on these interconnected areas.

PRIVACY

What Information is Stored
(a) General customer information you provide to us, such as customer contacts and billing addresses.
(b) Information stored inside your accounts, such as licensed products and the information stored in those products (Not applicable when Aestiva products are not installed on Aestiva equipment)

How and When the Information is Used
The information we store is used for administering our business activities, including to: (i) maintain your account and enforce our policies; (ii) market our services to you; (iii) notify you about changes ; (iv) resolve disputes; and (v) comply with legal processes, protect national security, and/or respond to requests by law enforcement and governmental authorities for purposes of public importance.

How We Protect Your Information
The privacy and protection of your information is important to us. We do not make any personal or business information available and the minimal information needed to maintain your services and keep it backed up.

Who Has Access to the Information
Information about our users is important to us. We will not disclose any individually identifiable information to any third party without first receiving that user's permission. Furthermore, Aestiva will not make public any statistics and psychographics based on the content of accounts except information needed by our suppliers and partners for billing and/or collection purposes.

Methods We Use to Protect Your Information
We use security software to protect the confidentiality of your personal information. In addition, Aestiva's business practices are reviewed periodically for compliance with policies and procedures governing the security and confidentiality of our information. Our business practices limit employee access to confidential information, and limit the use and disclosure of such information to authorized persons.

TRANSPARENCY AND INTERNAL AUDIT

Along with our dedication to privacy, Aestiva is committed to providing you the ability to run your business with internal transparency and internal audit. Business teams run best when there's transparency between team members and work is internally auditable. Businesses without transparency are prone to mismanagement and corruption. Even small businesses with as few as two staff need transparency. This is why your Power Office - based products include the following:

• Users who can see and take over the actions of others.
• A transaction log for performing internal audit.
• An easily visible audit trail on all Power Office forms.

BILLING TRANSPARENCY

Aestiva utilizes transparency and special tools to ensure Professional Services are delivered properly and fairly.

Activity Categorization
Aestiva's internal time system supports customer-specific categorization. Aestiva's staff can apply their time to categories you previously provided Aestiva. This allows for greater detail on invoices. If you use services on a regular basis, we encourage you to provide Aestiva with a list of categories that work for you. For more information, contact your Aestiva Account Coordinator.

Record-Keeping
SupportPlus tasks are customer-initiated. As such, you have a responsibility to know the general nature of the tasks completed. Aestiva's logs are not a substitute for your own record-keeping responsibilities. If you are invoiced for unknown items, we encourage you to (i) improve your internal record-keeping process, and (ii) work with your Aestiva Account Coordinator to improve the categorization scheme used by Aestiva's staff when performing tasks for your organization.

Dispute Management
In general, all time is billable. However, there are cases where time spent can be waived. If you feel that a fee on an invoice is not justified, you are encouraged to reach out to your Account Coordinator. Aestiva will, at its discretion, waive fees when unjustifiably excessive time was spent on a project, or we billed for time that should have been logged to an internal account.