Travel Management Services

Privacy Notice


Effective: 2018-01-11


Applicability


This privacy notice applies only to the Procurement Services (Procurement Services Websites) and explains our practices concerning the collection, use, and disclosure of visitor information. Visitor information collected by Procurement Services will be used only as outlined in this privacy notice.


Other units at the university may collect and use visitor information in different ways. Therefore, visitors to other university websites should review the privacy notices for the particular sites they visit. Procurement Services is not responsible for the content of other websites or for the privacy practices of websites outside the scope of this notice.

Changes


Because Internet technologies continue to evolve rapidly, Procurement Services may make appropriate changes to this notice in the future. Any such changes will be consistent with our commitment to respecting visitor privacy, and will be clearly posted in a revised privacy notice.

Collection and Use


Passive/Automatic Collection


When you view pages on our site, the web server automatically collects certain technical information from your computer and about your connection.


This site is hosted on Webserve, a shared web-hosting environment provided by IU's University Information Technology Services. For more information about privacy practices related to Webserve, read the Webserve Privacy Notice Supplement.

In addition to any information collected by Webserve, our server and/or site collects the following:

  • your IP address
  • the domain name from which you visit our site
  • user-specific information on which pages are visited
  • aggregate information on pages visited
  • the referring website
  • the date and time of visit
  • the duration of visit
  • your browser type
  • your screen resolution

  • The above data is used for website analytics and to recognize potential areas of website performance improvement.

Continued use of our website indicates consent to the collection, use, and disclosure of this information as described in this notice.

This technical information is retained in detail for up to 30 days.

Active/Manual/Voluntary Collection


Other than automatically collected technical information about your visit (described above, or cookies, described below), we may ask you to provide information voluntarily, such as through forms or other manual input-in order to make products and services available to you, to maintain and manage our relationship with you, including providing associated services or to better understand and serve your needs.

This information is generally retained as long as you continue to maintain a relationship with us. Your providing this information is wholly voluntary. However, not providing the requested information (or subsequently asking that the data be removed) may affect our ability to deliver the products or service for which the information is needed. Providing the requested information indicates your consent to the collection, use, and disclosure of this information as described in this notice. Information we may actively collect could include:

  • the email addresses of those who communicate with us via email
  • name
  • address
  • telephone number
  • fax number
  • payment information (e.g., credit card number and billing address)
  • information volunteered by the visitor, such as preferences, survey information and/or site registrations
  • This is important, required information for purchasing contracts.

Information Usage


This information is:

  • used for internal review and is then discarded
  • used to customize the content of our site
  • used to notify visitors about updates to our site

Additional Information Related to Information Collection


Most information gathered through form input is required and solely used for creation and maintenance of purchasing contracts.


Information Used For Contact


If you supply us with your postal/mailing address:

  • You will only receive the information for which you provided us your address.


Information Sharing


We do not share any aggregate, non-personally identifiable information with other entities or organizations.

We do not share any personally identifiable information with other entities or organizations, except when legally required to do so, at the request of governmental authorities conducting an investigation, to verify or enforce compliance with the policies governing our website and applicable laws, or to protect against misuse or unauthorized use of our website.


Except as described above, we will not share any information with any party for any reason.

Except as provided in the Disclosure of Information section below, we do not attempt to use the technical information discussed in this section to identify individual visitors.


Additional Information Related to Information Use


N/A.


Cookies


A cookie is a small data file that is written to your hard drive that contains information about your visit to a web page. If you prefer not to receive cookies, you may configure your browser not to accept them at all, or to notify and require approval before accepting new cookies. Some web pages/sites may not function properly if the cookies are turned off, or you may have to provide the same information each time you visit those pages.


In order to customize the information and services offered to you, our site uses cookies to:

  • store visitors preferences
  • record session information, such as items that visitors add to their shopping cart
  • record user-specific information on what pages users access or visit
  • alert visitors to new areas that we think might be of interest to them when they return to our site
  • record past activity at a site in order to provide better service when visitors return to our site
  • customize web page content on visitors' browser type or other information that the visitor sends.

Children


This site is not directed to children under 13 years of age, does not sell products or services intended for purchase by children, and does not knowingly collect or store any personal information, even in aggregate, about children under the age of 13. We encourage parents and teachers to be involved in children's Internet explorations. It is particularly important for parents to guide their children when they are asked to provide personal information online.


Use of Third Party Services


This website uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"). Google Analytics uses cookies (described above) to help the website analyze how users use the site. The information generated by the cookie about your use of the website (including possibly your IP address) will be transmitted to and stored by Google.


For more information, please visit Google's Privacy Policy.


Additional Information Related to the Use of Third Party Services


N/A.


Access to Information


In some cases, we will grant visitors access to the information we collect about them.

This information includes:

  • financial information
  • unique identifier information (e.g., visitor number or password) that we maintain
  • transaction information (e.g., dates on which visitors made purchases, amounts and types of purchases) that we maintain
  • communications that the visitor has directed to our site (e.g., emails, visitor inquiries)
  • contact information (e.g., name, address, phone number) that we maintain

Visitors can access this information by:

  • sending us email at the listed address
  • calling us at the listed telephone number
  • writing to us at the listed address

Updating Inaccurate Information


In some cases, we will grant visitors the ability to update or correct inaccuracies in the information that we maintain.

Visitors may correct inaccuracies in:

  • contact information that we have on file
  • financial information
  • communications that the visitor has directed to our site (e.g., emails, visitor inquiries)

Visitors can have this information corrected by:

  • sending us email at the listed address
  • calling us at the listed telephone number
  • writing to us at the listed address

Disclosure of Information


Other than sharing your information with other appropriate university personnel and units to ensure the quality, functionality, and security of our website, or manage your relationship with us, we will not disclose personally identifiable information about your use of the site except under the following circumstances:


  • With your prior written (including email) consent
  • When we have given you clear notice that we will disclose information that you voluntarily provide
  • With appropriate external parties, such as law enforcement agencies, in order to investigate and respond to suspected violations of law or university policy. Any such disclosures shall comply with all applicable laws and university policies.

Security


Due to the rapidly evolving nature of information technologies, no transmission of information over the Internet can be guaranteed to be completely secure. While Indiana University is committed to protecting user privacy, IU cannot guarantee the security of any information users transmit to university sites, and users do so at their own risk.


We have appropriate security measures in place in our physical facilities to protect against the loss, misuse, or alteration of information that we have collected from you at our site.


Once we receive user information, we will use reasonable safeguards consistent with prevailing industry standards and commensurate with the sensitivity of the data being stored to maintain the security of that information on our systems.


Links to non-university sites


Indiana University is not responsible for the availability, content, or privacy practices of non-university sites. Non-university sites are not bound by this site privacy notice policy and may or may not have their own privacy policies.


Privacy Notice Changes


From time to time, we may use visitor information for new, unanticipated uses not previously disclosed in our privacy notice.

Only data collected from the time of the policy change forward will be used for these new purposes. If you are concerned about how your information is used, you should check back at our website periodically.


Supplemental Information


N/A.


Contact Information


If you have questions or concerns about this policy, please contact us.

Procurement Services
ATTN: Dawn Bodle
400 East 7th Street
Bloomington, IN 47405
purhelp@iu.edu
812-856-5008

If you feel as though this site's privacy practices differ from the information stated, you may contact us at the listed address or phone number.

If you feel that this site is not following its stated policy and communicating with the owner of this site does not resolve the matter, or if you have general questions or concerns about privacy or information technology policy at Indiana University, please contact the chief privacy officer through the University Information Policy Office, 812-855-UIPO, privacy@iu.edu.


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Travel Management Services

400 East 7th Street Poplars 613 Bloomington, Indiana 47405

Phone: 812.855.2873 · Fax: 812.855.8866

Email: travelbl@iu.edu