Privacy policy

1. Who we are

Proclaim Extend is a fictitious business name (d/b/a) of Proclaim VoIP, a Nevada S corporation, with its principal place of business at PO Box 230368, Las Vegas, NV 89105 ("Proclaim," "we," "us"). Proclaim VoIP is the legal entity behind this site and the Proclaim Extend product.

For personal information collected through this website, Proclaim is the controller (or, under U.S. state privacy laws, the business).

2. Scope, and the important distinction

This policy applies to personal information we collect through proclaimextend.com and through direct correspondence with us about the product.

It does not apply to the Proclaim Extend platform itself. Proclaim Extend is white-label software licensed to vendors who run their own partner programs. When a vendor operates a branded partner portal, that vendor is the controller of the personal information in it: their partner contacts, deal records, fund claims, training records and remittance details. Proclaim acts as a processor (service provider) on that vendor's instructions, under the agreement between us and, where applicable, a data processing addendum.

If you are a partner user and you have a question about the data in a portal, or you want to exercise a right over it, contact the vendor that operates the program. If you contact us instead, we will refer your request to that vendor and, where required, assist them in responding.

3. Information we collect

Information you give us. When you submit the demo request or contact form, we collect your name, company name, work email address, and the content of your message. When you correspond with us by other means, we collect what you choose to send.

Information collected automatically. Our servers and hosting infrastructure record standard technical information for each request: IP address, user agent, referring URL, pages requested, and timestamps. This is used for security, abuse prevention, reliability and aggregate traffic measurement.

Cookies and similar technologies. Our own pages set no cookies. They use no analytics, no advertising or tracking pixels, no session storage and no local storage. The one exception is Google reCAPTCHA on our Contact and Book a demo forms, which may set cookies of its own (see section 13). Apart from that, nothing on this site follows you between visits or between sites. If we later introduce cookies or analytics, we will update this policy, name the provider, describe the purpose and retention, and obtain consent where required before setting anything non-essential.

We do not knowingly collect sensitive personal information through this website, and we ask that you not include it in a form submission.

4. Why we use it

• To respond to demo requests, answer questions and arrange product demonstrations.
• To correspond with you about the product, pricing and implementation.
• To operate, secure and improve the website, and to diagnose problems.
• To detect, prevent and investigate fraud, abuse and security incidents.
• To comply with law and to establish, exercise or defend legal claims.

Under Canadian law, we rely on your consent, which for a business enquiry is implied by your submitting the form in order to be contacted about the product. You may withdraw consent at any time, subject to legal and contractual restrictions and on reasonable notice, by contacting us. We collect, use and disclose personal information only for the purposes identified above, and only what a reasonable person would consider appropriate in the circumstances.

5. How we share information

We do not sell personal information, and we do not share it for cross-context behavioral advertising or targeted advertising as those terms are defined under U.S. state privacy laws.

We disclose personal information to service providers who process it on our behalf under contract and only for our purposes. These are: Amazon Web Services, Inc., which provides our cloud hosting, storage and infrastructure in the United States; and Postmark (a service of ActiveCampaign, LLC), which delivers and routes contact form submissions and our email correspondence, and which processes that information in the United States. We do not use a customer relationship management system, an analytics provider or a third-party form processor for this website. A current list of service providers is available on request.

We may also disclose information where required by law, subpoena or other legal process; to protect the rights, property or safety of Proclaim, our customers or the public; and in connection with a merger, acquisition, financing or sale of assets, in which case we will require the recipient to honor this policy or provide notice of any material change.

6. Retention

We keep form submissions and related correspondence for as long as needed to respond and to maintain a record of the business relationship, and then for 90 days unless a longer period is required for legal, tax, accounting or dispute-resolution purposes. Server logs are retained for 12 months.

7. Security

We maintain administrative, technical and physical safeguards designed to protect personal information, including encryption in transit, access controls and audit logging. Details of the platform's architecture are described on our Trust & security page.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. International transfers

Proclaim Extend is offered in the United States and Canada only. We are based in the United States and process information there, including information collected from visitors in Canada.

If you are in Canada, your personal information is transferred to and stored in the United States, where it may be accessible to U.S. courts, law enforcement and national security authorities under U.S. law. We remain accountable for it under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and use contractual measures to require comparable protection from our service providers.

We do not currently market to or solicit business from the European Economic Area, the United Kingdom or Switzerland, so we do not rely on Standard Contractual Clauses or the UK International Data Transfer Addendum. If that changes, we will update this policy before doing so.

9. Your rights

Depending on where you live, you may have the right to know what personal information we hold about you, to obtain a copy of it, to correct it, to delete it, to limit how we use it, to object to certain processing, and to withdraw consent you previously gave. You also have the right not to be discriminated against for exercising these rights. In Canada, PIPEDA gives you the right to access your personal information and to challenge its accuracy; in Quebec, additional rights may apply under provincial law.

Submit a request through our contact form. We will verify your request using the information we already hold, respond within the period required by applicable law, and tell you if we need an extension. An authorized agent may submit a request on your behalf with proof of authorization.

If you are unhappy with our response, you may appeal by submitting a further request marked "appeal." You may also contact your state attorney general or, in Canada, the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner.

Because we act as a processor for vendor-operated portals, requests about data inside a partner portal must go to the vendor operating that program.

10. Marketing communications

We do not send marketing email. Email from us is transactional: a reply to a demo request or contact form submission you sent, or correspondence about a product evaluation already underway. There is no mailing list and no newsletter, so there is nothing to unsubscribe from.

If we introduce a marketing email program later, we will update this policy first, identify the sender, include a working unsubscribe mechanism in every message, and obtain the consent required in your jurisdiction, including express or clearly established implied consent under Canada's Anti-Spam Legislation (CASL) for recipients in Canada.

11. Do Not Track and Global Privacy Control

This site does not respond to Do Not Track browser signals, because no common standard for them exists. We honor Global Privacy Control signals where applicable law requires it. Since we do not sell or share personal information for advertising, there is no opt-out of sale or sharing to provide.

12. Children

This is a business product marketed to businesses. It is not directed to children, and we do not knowingly collect personal information from anyone under 18. If you believe a child has provided us information, contact us and we will delete it.

13. Third-party links

This site links to services we do not control, including the Proclaim Extend admin console and vendor-operated partner portals. Their privacy practices are their own, and we are not responsible for them.

The Contact and Book a demo forms use Google reCAPTCHA to keep out automated spam. It loads on the three pages that carry one of those forms: the home page, /contact/ and /book-a-demo/. When it loads, reCAPTCHA sends information to Google, including your IP address and details about your browser and how you use the page, and it may set cookies. Google's Privacy Policy and Terms of Service apply to that use. No other page makes a third-party request: fonts, images and styles are served from our own infrastructure.

14. Changes to this policy

We may update this policy. When we do, we will change the "Last updated" date above, and for material changes we will provide additional notice on this site. Prior versions are available on request.

15. Contact us

Privacy questions and rights requests: use the contact form. Postal mail: Proclaim VoIP d/b/a Proclaim Extend, Attn: Privacy, PO Box 230368, Las Vegas, NV 89105. Because we operate only in the United States and Canada, no EU or UK representative is appointed. Our privacy officer for PIPEDA purposes can be reached at the same addresses.