Sovos Compliance, LLC., along with its US subsidiaries, (“Sovos”) is a leading provider of global transaction-based tax determination and reporting solutions and web based software-as-a-service products that automate tax information reporting and filing for banks, insurers and large companies. Sovos’ solutions support all form series: 1098, 1099, 5498, W-2, W-2G and 1042-S via web-based technology and services-based outsourcing options. Subscribers in diverse locations can access secure, centralized, real-time data via intuitive and easy-to-use interfaces. Additionally, Sovos Compliance, LLC, is a Certified Service Providers (CSP) in accordance with the Streamlined Sales Tax Initiative. As a CSP, we act as a seller’s agent to perform all of a seller’s sales and use tax functions, other than the seller’s own obligation to remit tax on its own purchases. In order to provide these services, we must collect, maintain and use financial and other personal information. Protecting consumer privacy is important to Sovos.
Safe Harbor Privacy Statement
In light of the recent European Court of Justice decision, Sovos wants to reassure its clients, employees and others that it will continue to protect all personal information received from the European Economic Area and Switzerland in accordance with the Principles. Additionally, Sovos will, upon request, execute the standard contractual clauses (also known as Model Clauses or Model Contracts) with our clients until such time as the EU and US authorities renew Safe Harbor.
“Personal Information” or “Information” means information that (1) is collected in the United States; (2) is recorded in any form; (3) is about, or pertains to a specific individual; and (4) can be linked to that individual. “Sensitive Personal Information” means personal information that reveals race, ethnic origin, sexual orientation, political opinions, religious or philosophical beliefs, trade union membership or that concerns an individual’s health. Sovos’ services do not include the collection of Sensitive Personal Information.
Types of data collected and purpose of collection:
Data collected from the public via the Sovos web site: Sovos collects data from the general public via the Sovos web site. This data may include information volunteered by an individual who wants to obtain more information about Sovos’ services or data which indicates who accessed Sovos’ web site and which pages they accessed. The latter type of data may or may not include Personal Information. This data is used for Sovos’ marketing and sales purposes and is not passed to third parties for any purpose other than assisting Sovos in its marketing and sales efforts. Sovos does not sell this data to third parties. Third parties who do receive this type of data are obligated to use the data only for the contracted purpose and to maintain the confidentiality of the data.
Sovos performs its tax determination, remittance, and reporting functions without retaining the personally identifiable information of consumers. Personally identifiable information is only used and retained to the extent necessary for the administration of the services with respect to exempt purchasers. Generally, Sovos does not obtain personally identifiable information directly from consumers. We primarily receive personally identifiable information as a result of consumers’ financial transactions with sellers. However, in the event Sovos collects information directly from consumers, we will obtain the personal information that is needed to provide our goods or services, to provide customer service and to fulfill any legal or regulatory requirements.
Data collected from customers related to Sovos’ services: Sovos’ customers provide Sovos with Personal Information necessary for Sovos or its customers to make required tax reporting disclosures to taxing authorities. This may include social security numbers and the name and address of an individual, and will include information about payments Sovos’ customer has made to the individual. Sovos may also collect data about individuals from government-run or sponsored web sites, such as sites designed to verify that social security numbers are accurate. This data is used solely for the provision of Sovos’ services to its customers and is not used for any other purpose.
Individuals who have provided information to Sovos via its web site may contact Sovos to have their names and information removed from Sovos’ marketing and sales databases. Sovos complies with U.S. federal legislation that requires all marketing emails to include the means to opt out of such email.
Individuals whose Personal Information is collected from Sovos customers can opt out of Sovos’ use of their information by contacting the Sovos customer who provided the information.
Sovos does not currently collect Sensitive Personal Information. In the event that Sovos does receive Sensitive Personal Information, Sovos shall treat Sensitive Personal Information received from an individual the same as the individual would treat and identify it as Sensitive Personal Information.
As you browse Sovos.com, advertising cookies will be placed on your computer so that we can understand what you are interested in. Our display advertising partner, Google AdWords, then enables us to present you with retargeting advertising on other sites based on your previous interaction with Sovos.com.
The techniques our partners employ do not collect personal information such as your name, email address, postal address or telephone number. You can visit this page to opt out of AdWords and their partners’ targeted advertising.
Data collected from the public via the Sovos web site may be transferred to:
- Sovos’ Customer Resource Management (“CRM”) provider
- firms which assist Sovos in sales and marketing
- Sovos’ data hosting services providers
- Sovos’ printing partners
These third parties all either: (a) have subscribed to the Safe Harbor Principles, (b) adopted the Model Clauses, or (c) have a contractual obligation to Sovos which prohibits them from making any use of the data beyond what is required to fulfill their obligations to Sovos.
Data collected from customers related to Sovos’ services may be transferred to:
- Government agencies: Sovos may transfer tax-reporting related data to government agencies
- Sovos’ data hosting services providers
- Applicable member states of the Streamlined Sales Tax Initiative
- Sovos’ print services providers
Sovos lacks the power to dictate what government agencies do with the data. Sovos provides government agencies only with data required to fulfill tax reporting requirements of Sovos and its customers. Sovos’ data hosting services provider have a contractual obligation to Sovos which prohibits them from making any use of the data beyond what is required to fulfill their obligations to Sovos.
Except for disclosures to government agencies, Sovos shall ensure that any third party for which Personal Information may be disclosed subscribes to the Principles or are subject to law providing the same level of privacy protection as is required by the Principles or agree in writing to provide an adequate level of privacy protection.
In certain rare instances, law enforcement officials or a court may issue a subpoena that obligates Sovos to disclose those of its records relevant to an investigation. When that happens, Sovos makes sure that the disclosure of records is as narrow as possible. When the subpoena permits such notice, Sovos will notify the impacted individual of the subpoena and impending disclosure.
Sovos shall take reasonable steps to protect the Information from loss, misuse and unauthorized access, disclosure, alteration and destruction. Sovos has put in place appropriate physical, electronic and managerial procedures to safeguard and secure the Information from loss, misuse, unauthorized access or disclosure, alteration or destruction. Although information sent to and from Sovos is secured according to industry best practices, Sovos cannot guarantee the security of Information on or transmitted via the Internet.
Sovos shall only process Personal Information in a way that is compatible with and relevant for the purpose for which it was collected or authorized by the individual. To the extent necessary for those purposes, Sovos shall take reasonable steps to ensure that Personal Information is accurate, complete, current and reliable for its intended use.
Sovos shall allow an individual access to their Personal Information and allow the individual to correct, amend or delete inaccurate information, except where the burden or expense of providing access would be disproportionate to the risks to the privacy of the individual in the case in question or where the rights of persons other than the individual would be violated. Where the information the individual seeks to edit was provided by a Sovos customer, Sovos will need to contact the customer and will only change the information after the customer has verified that the original information was inaccurate. Access can be initiated via email to Marketing@Sovos.com.
If a situation arises where you have a privacy dispute, please contact Sovos directly and we will be happy to work with you in a fair and practical manner (see Sovos contact information at the bottom of this page). If after speaking with Sovos, you feel that you have not come to a mutually agreeable resolution, we will use JAMS as a mediator in Minneapolis, Minnesota, or such other location as we may agree upon. Information about JAMS is available at http://www.jamsadr.com. If requested, Sovos will select a mediator familiar with data privacy practices. When possible and warranted, we will select a mediator familiar with the Safe Harbor Principles. Mediation fees will be shared equally by the parties. Sovos agrees that a mediated settlement may be entered and enforced by any court of competent jurisdiction.
Questions, comments or complaints regarding Sovos’ privacy, data collection and processing practices can be mailed or emailed to:
Attn: Office of Information Security
Effective date: Feb 1, 2015