Privacy on EY Client Portal
Protecting the privacy and confidentiality of our clients' information is a core value of EY. Because we believe it is critical to each and every business relationship, we continue to give this issue the due care and attention it deserves as we extend our relationship with our clients into the EY Client Portal (Client Portal) environment. As our valued client, we welcome you to take full advantage of Client Portal's capabilities, and we want to fully inform you of the established privacy practices as described in this Privacy Statement.
Client Portal Privacy Statement
Client Portal is an online service designed to help you, our clients, meet the business challenges you face by connecting you with the collective knowledge and capabilities of our professionals. Your access to Client Portal is governed by the entity as outlined in the Master Agreement (“EY”).Client Portal is a reflection of the relationship EY holds with its valued clients, and is a tool that assists EY in serving you better.
How Client Portal uses your information
Client Portal is a business only website; that is, it acts solely in a business capacity. To use Client Portal, you must be a registered user authorized by your company (which is either a client, or a third party service provider to a client that has been authorized by the client) to access Client Portal. In the registration process, a company representative may provide us certain information about you to enable Client Portal to set up an account for you on the system. Normally, this information includes your first and last name, title, email address, postal address, and office telephone number.
Because your use of Client Portal is solely for the benefit of the client authorizing your use, we may provide information about your use of our services to that client. You have the option to terminate your use of Client Portal through a written notice. Such requests will terminate your ability to use the Client Portal site and the material thereon and may affect your rights under applicable agreements with EY.
Client Portal does not sell, distribute or disclose personal information to any unaffiliated third parties, except—
(i) when you have given your permission,
(ii) when required by law, regulation or professional standards,
(iii) as stated in this privacy statement, or
(iv) when reasonably related to a sale or other disposition of all or part of EY's business.
Personal information is only collected and used for the purpose of delivering Client Portal services to you. Such services include advising you about our products, services and other opportunities in which you have expressed interest, maintaining your accounts with us, processing requests by you or other persons authorized by you, and administering our business.
Sensitive personal data
Client Portal does not intentionally collect any sensitive information via this site unless legally required to do so. Sensitive personal information includes race or ethnic origin, political opinions, religious or other beliefs, trade union membership, physical or mental health, sexual life or criminal records and in some cases social security numbers or financial information. EY works to protect the confidentiality and security of such information it obtains in the course of business. Access to such information is limited and policies and procedures are in place designed to safeguard the information from loss, misuse and improper disclosure.
EY eRoom (eRoom). The eRoom collaboration space is a key feature of Client Portal and poses privacy implications of which you should be aware. When you post a message to a discussion, or create other entries in the space, your posting will be available to all authorized viewers. An eRoom space created for your company may be viewed by those users whom your company has authorized access, in accordance with the Terms and Conditions of Client Portal. An engagement – or project – level eRoom can be viewed by any Client Portal user who belongs to that particular engagement or project. This may include Client Portal staff as well as any third parties that your company has authorized to have access. Also, authorized EY account managers and administrators have access to the discussions for purposes of carrying out discussion moderator and site management responsibilities.
When you compose a submission to a Client Portal service for online advice, you disclose the information to Client Portal for review and analysis. Your initial submission and our initial response are private to you as the client. If we post the submission and response for other Client Portal users to see, it will first be edited so that information that would otherwise directly identify you and/or the client company is removed. Client Portal may further modify the original submission and response for privacy and editorial purposes as required.
Here is how and why we use some common Internet technologies to help manage our Internet-enabled services on Client Portal:
Cookies. A "cookie" is a small piece of information that we may provide to your browser while you are at our site. Client Portal supplies your browser with cookies that contain a unique identifier used to provide assurance that access to certain proprietary and third-party content is limited to only authorized users. The consequence of not accepting cookies may be that a registered user is denied access to these protected content items.
Web Site Usage Data. With or without cookies, Client Portal keeps track of usage data, such as the source addresses that page requests come from, IP addresses or domain names, the dates and times of the page requests, the referring web sites, and other parameters in the URLs. This information is stored in log files and is not linked to other client information. We use this data to better understand site usage in the aggregate and for aggregated statistical reporting. We may also use this information to track your individual usage, and we may report on such usage to your company and to EY personnel.
Client Portal Feedback and Support
Feedback. If you desire feed back or response to a query about the Client Portal service, you may fill out a feed back request. We ask for your name and e-mail address as part of your request. We use your contact information in order to respond to your query or request for feedback, and to contact you regarding service updates or specific support questions. We may also contact you for additional opportunities to provide feedback on our products and services. Providing your name is optional. We may access the information that we need in order to fulfil your requests or reply to your inquiries. We retain records about customer service and technical service requests that you may make. We do not use these records for purposes other than to service your request, maintain appropriate business records, and assess and improve our services.
Online Support. Client Portal offers support to users via an online chat interface from the site. When a site user connects to the chat interface, some personally information is transmitted to the Client Portal support agent. This information allows the agent to be able to respond to users' questions and requests about the site and its content, as well as to help ensure that the user is able to use the site to its potential. Transcripts of chats between users and the Client Portal team are stored on a secure server where they may be accessed by authorized members of the Client Portal team for measurement reporting and support purposes.
Access to Personal Information by Third Parties
In some cases, we employ or work with consultants, temporary workers, software developers, or outsourcers to complete a business process or provide a service (e.g., offering online advice, sending e-mail messages on our behalf). When we employ these agents or offer their services to our clients, we may need to provide them information about your account and participation with our services. These agents or developers are prohibited through their contracts with us from using that information or disclosing it for purposes other than to offer or complete the service that we are outsourcing. Our general principle is that Client Portal will not transfer personal information to a third party acting as an agent, unless the party is subject to local regulations that hold them to an equivalent standard of personal data compliance as that required by the Global EY network, or enters into a written agreement with Ernst & Young Global Services Ltd that imposes the same level of protection of personal information.
Global Transfers of Data
Transfers of information permitted under our policy include the transfer of data from one jurisdiction to another, including transfers to and from the United States of America. Because privacy laws vary from one jurisdiction to another, your personal information may be transferred to a jurisdiction where the privacy laws provide less or different protection than your home jurisdiction.
Client Portal wants to keep your personal information accurate. Upon receipt of sufficient information to confirm your identity, Client Portal will provide you with access to your personal information so that you may update and correct your information while logged on to the service. By clicking on the "Change Your Client Portal Profile" link on the Client Portal homepage, you will be able to review and modify your personal profile and site preferences.
Data Security and Integrity
We protect information as a core aspect of our business. We recognize industry standards and employ security safeguards to protect information from unauthorized access and misuse. Furthermore, we take necessary steps to ensure that the information used to process requests you submit to us is accurate and current.
As we exchange information about your account, or other aspects of your involvement with Client Portal, over the Internet, we maintain physical, electronic and procedural safeguards to protect the information, (e.g., cryptographically protected communications services such as Secure Sockets Layer encryption for Internet communications).
Our security measures are intended to comply with applicable laws and industry standards; however, you should be aware that the Internet may be an unsecure environment and communications to and from Client Portal may be observed by a third party while in transit. EY cannot be responsible for security of information on or transmitted via the Internet.
If you have any questions or concerns regarding your privacy while using Client Portal, you should first contact your local EY engagement team leader or email the EY Client Portal Helpdesk at firstname.lastname@example.org.
Note to former EY clients
Notification of Changes
If changes are made to the substance of the site's privacy practices and specifically to this Privacy Statement, the pending changes will be posted on the site for 30 days prior to the new statement and practices going into effect. We will also take commercially reasonable measures to notify users and obtain written or active e-mail consent from users if there are any plans for Client Portal to use the information collected from the user in a manner different from that stated at the time of collection.