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Who We Are and What We Do
AvidXchange, Inc. (together with its wholly owned subsidiaries, “AvidXchange” or “we”) provides accounts payable automation services to businesses. AvidXchange does not market, offer, or provide any products or services to consumers, households, or children.
What is Covered by this Privacy Notice
This Privacy Notice describes the collection, use and disclosure of any personal information by AvidXchange in the conduct of its business, including collection through this website or any other website that AvidXchange may make available to you, by telephone, email or in person, or through any application or product that may link to this Privacy Notice. This Privacy Notice does not apply to the collection, use, and disclosure of any personal information by any third party, acting on its own behalf, including, for example, AvidXchange customers, partners or suppliers, or other third-party websites. This Privacy Notice also does not apply to any or services or products that AvidXchange does not own or control. If a business using AvidXchange’s services or products uploads and stores any personal information on an AvidXchange platform, that business’ privacy terms and conditions will apply to its collection and processing of such personal information and any questions or requests to exercise your privacy rights should be sent to such business.
Definition of Personal Information
The term “personal information” means information that directly or indirectly relates to, is capable of being associated with, describes, or could be linked to, an identified or identifiable natural person. Personal information may include “sensitive” personal information such as a driver’s license or social security number. Personal information does not include any information excluded or exempt by applicable laws or regulations, including information that is available from public records or widely distributed media or information that you make widely available without restriction to a specific audience, or information that is protected by other regulations such as healthcare-related information. Personal information also does not include personal information that has been de-identified, anonymized, or aggregated.
Changes
AvidXchange may modify this Privacy Notice at any time without notice to you to comply with laws and regulations concerning the collection and processing of personal information that may apply to its business (collectively, “Privacy Laws”) and to reflect its then current business practices. If AvidXchange makes changes, the Effective Date at the top of this Privacy Notice will be amended to reflect the date the modified Privacy Notice becomes effective. Your use of any AvidXchange website, service or application, your disclosure of personal information, or your participation in any marketing or promotional activities after any Effective Date is your deemed consent to the amended Privacy Notice. If you do not agree, you should not provide any personal information to AvidXchange.
Personal Information We Collect and How We Use It
AvidXchange collects personal information that is reasonably necessary for it to promote and operate its business in compliance with applicable law and uses reasonable security measures to protect personal information against unauthorized or illegal access, destruction, use, modification, or disclosure. The length of time that AvidXchange retains personal information depends upon legal and contractual obligations, the type of personal information, and the nature and duration of your relationship with AvidXchange.
AvidXchange uses sensitive personal information collected from you to (i) provide services reasonably expected by you in connection with your purchase; (ii) communicate with you about, and evaluate your job application; (iii) prevent, detect and investigate security incidents; (iv) resist malicious, deceptive, fraudulent or illegal actions and prosecute responsible parties; (v) ensure the physical safety of natural persons; (vi) short-term, transient use; (vii) to perform services on behalf of its business; and (viii) verify or maintain quality or safety or improve, upgrade or enhance services.
AvidXchange does not knowingly collect any personal information from or about consumers, households or children and its websites and services are intended only for business purposes. If you are under 16 years of age, do not use or access the AvidXchange websites. If you have provided AvidXchange with any information of a person under the age of 16, please send a notice to [email protected] to request deletion.
AvidXchange does not sell your personal information to third parties for any reason.
The chart below shows the types of personal information that AvidXchange collects to promote and operate its business, including delivery of its accounts payable automation services to customers, parties that provide the personal information and their relationship to AvidXchange and how the personal information is used and disclosed to third parties, including in the most recent 12-month period. As used below, the term (a) “Affiliate” means a company controlling, controlled by or in common control with AvidXchange, Inc.; (b) “Service Provider” means a company that provides technology or business services to AvidXchange; and (c) “Channel Partner” means a company that assists AvidXchange in the marketing and/or distribution of its services. Disclosures of personal information to third parties are made on a need-to-know basis and subject to reasonable obligations of confidentiality, security and compliance with applicable law. In addition to the uses and disclosures identified in the chart below, AvidXchange may disclose, use, or transfer personal information to an unrelated third party in connection with a sale of its business, in whole or in part, merger or similar strategic transaction or corporate reorganization.
| Sources of Collection/Your Relationship with AvidXchange | Categories and Types of Personal Information Collected | How Personal Information is Used by AvidXchange and Third Parties | Third-Party Disclosures |
|---|---|---|---|
| Website visitors | Usage Information (defined below). Identifiers you elect to provide online, including first and last name, email address, and phone number. | Promote, market and sell AvidXchange services. Provide accounts payable educational information and news. Implement and maintain information security standards. Detect and prevent fraud and illegal activity. Comply with applicable law. Analytics and reporting. Measure marketing program. Personalize website content. Improve website performance. | Affiliates, Service Providers, contractors, and Channel Partners; Government agencies and regulatory authorities; Law enforcement, courts, and legal counsel; Financial institutions; Insurance companies |
| Customers (buyers and suppliers, as applicable). Buyers provide a list of their suppliers and contact information to AvidXchange. | Usage Information (defined below); personal Identifiers, including first and last name, email address, physical and postal address, username, account log-in, phone number, signature, account login, audio recordings, “know your customer” information, including date of birth and residential address of beneficial owners, tax ID number, and bank account numbers | Promote, implement, deliver, support and improve AvidXchange services and website performance; Implement and maintain information security standards; Detect and prevent fraud and illegal activity; Comply with applicable law, including “know your customer” diligence requirements; Analytics and reporting; Provide notices; Training and compliance with company processes and procedures | Affiliates, Service Providers, contractors, and Channel Partners; Government agencies and regulatory authorities; Law enforcement, courts, legal counsel; Financial institutions; Insurance companies |
| Job applicants and board of director candidates | Usage Information. Identifiers, including first and last name, mailing address, telephone number. Professional and Employment-Related Information, including education and work experience. | Evaluate for employment or board opportunities, as applicable; Compliance with applicable law; Provide notices | Affiliates; Service Providers; Government agencies and regulatory authorities; Law enforcement, courts, legal counsel; Financial institutions; Insurance companies |
| Service Providers | Usage Information. Identifiers of Service Providers’ employees, including first and last name, email, and telephone number. | Conduct business operations; Compliance with applicable law; Provide notices; Create access credentials; MFA; Pager duty | AvidXchange Affiliates, employees, customers, contractors, Channel Partners and other Service Providers; Law enforcement, courts and legal counsel; Financial institutions; Insurance companies |
| Channel Partners | Usage Information and Personal Identifiers of Channel Partners’ employees and prospects for, and customers of, AvidXchange Services | Promote, implement, deliver, support and improve AvidXchange services and website performance. Implement and maintain information security standards. Detect and prevent fraud and illegal activity. Comply with applicable law, including “know your customer” diligence requirements. Analytics and reporting. Provide notices. Training and compliance with company processes and procedures. | Affiliates, Service Providers and contractors; Government agencies and regulatory authorities; Law enforcement, courts, legal counsel; Financial institutions; Insurance companies |
Usage Information
The systems of AvidXchange and its Service Providers may collect certain internet, electronic network activity, and geolocation information about your use of, and interaction with, AvidXchange services, advertisements, and websites and those of its Service Providers (“Usage Information”). Usage Information may include, by way of example, pages visited, links clicked, IP addresses, browser types, cookies, and approximate geographic location.
Cookies and Other Tracking Technologies
AvidXchange uses certain standard web measurement and tracking technologies such as “cookies,” web server logs, or other statistical programs to collect Usage Information, including internet protocol (IP) addresses, browser types, internet Service Providers (ISP’s), languages, referring/exit pages, platform types, date/time stamps, number of clicks and other information, to monitor and record how you use the AvidXchange websites. We may also collect information about the types of devices used to access our websites. This information helps AvidXchange understand how website visitors are interacting with its websites and how AvidXchange may improve its websites and service offerings. This information may also be used by AvidXchange and its Service Providers to better market AvidXchange services, analyze trends, administer the websites, diagnose technical problems, derive each visitor’s approximate location, calculate visitor levels, perform audits, and for security and fraud monitoring and detection. With this information, AvidXchange can also track visitor interaction with its websites in the aggregate and gather broad demographic information. AvidXchange may share or provide access to this information with its Channel Partners, Service Providers and advertisers for the purposes outlined in this Privacy Notice.
You may block certain cookies and other tracking technologies through your browser settings, but using restrictive settings may limit the functionality and your use of AvidXchange websites. (Note that information may be collected before the cookie is disabled.) Authentication cookies last for a short period (generally less than a day). You may opt-in with the “remember me” option to have authentication cookies saved for up to 24 hours. Cookies can also be removed from the hard drive of a computer. You can check with your browser provider for more information about the removal of cookies. Please see the links below for additional details:
AvidXchange websites do not recognize ‘Do Not Track’ browser requests for information gathering. Cookie data is not transmitted for website visitors browsing in “incognito” or similar modes.
AvidXchange uses Service Providers’ applications for reporting purposes and to assist it in better understanding its website visitors. Service Providers are not permitted to use the information collected on behalf of AvidXchange except to help AvidXchange conduct and improve its business. We use the following Service Providers to set cookies and other online tracking technologies that allow us to conduct and improve our business:
Chat Modules
When you choose to use any chat feature on an AvidXchange website, in addition to the questions or comments you enter into the chat box or live chat feature, other categories of personal information may be collected, including, but not limited to, name, phone number, email, mailing address, and other personal identifiers you provide. AvidXchange may store any transcripts from such conversations and link those transcripts with your personal information. By interacting with the chat module, you understand and agree that AvidXchange may use this data to communicate with you about its products and services. You consent to the collection and analysis of personal information provided as part of the chat module and understand that AvidXchange may use a Service Provider to collect, process, analyze, and store the content of any chat on its behalf. By using the chat module, you are consenting to the disclosure and sharing of any information that you provide with the chat module provider.
Your Privacy Rights
Subject to certain limitations and exclusions, and depending on your state of residence, you have the following rights with respect to your personal information that AvidXchange collects:
Right to Know and Access: You may have the right to know and access the personal information we have collected about you. We will provide to you your personal information in a portable and, to the extent technically feasible, readily usable format that allows you to transmit your personal information to another controller.
Right to Delete: You may have the right to request that we delete the personal information we have collected about you, subject to certain legal exceptions.
Right to Correct: You may have the right to request that we correct any inaccurate personal information we have collected about you.
Rights to Restrict or Limit Processing, Opt-Out of Targeted Advertising, Sale of Personal Information and/or Profiling: You may have the right to opt-out of our processing of your personal information for the purposes of (i) targeted advertising, (ii) the sale of personal information, or (iii) profiling in furtherance of decisions that produce legal or similarly significant effects concerning you. AvidXchange uses and discloses sensitive personal information as reasonably necessary and proportionate for permitted business purposes as more particularly described above in the section titled “Personal Information We Collect and How We Use It,” so no “right to limit” request process is provided to you. Further, AvidXchange does not sell your personal information for cross-context behavioral advertising or for purposes of profiling in furtherance of decisions that produce legal or similarly significant effects, so no “opt-out” request process is provided to you.
Right to Appeal: You may have the right to appeal any of our responses with respect to your personal information privacy rights requests. You may do so by contacting us.
Right to No Discrimination: You will not receive any discriminatory treatment by us for the exercise of your privacy rights as outlined in this Privacy Policy.
How to Exercise Your Privacy Rights
You can exercise your right to know, delete, or correct your personal information free of charge by completing and submitting the webform here. AvidXchange will confirm receipt of your request and explain how your request will be processed within 10 days. Before AvidXchange can respond to your request, you will be required to verify your identity in a manner that is reasonable in light of the type of personal information that is the subject of your request. AvidXchange may deny your request if it is unable to validate your identity or for other reasons permitted by law. If we request personal information to verify your identity, we will use it solely for that purpose.
If you engage a person or business as an agent to exercise your rights, that agent must provide your written authorization of such agency. AvidXchange can deny the agent’s request if it is unable to validate it is acting with your authorization. Once your request has been received, AvidXchange will attempt to verify your identity which effort may require you to provide additional information or to validate the personal information we have previously collected from you.
Other Important Terms
If you need to contact AvidXchange about the websites, its services or for any other reason, you may email AvidXchange at [email protected]. Depending on the nature of your request, you may also want to contact your Account Administrator directly.
If you need to update or change your registration information, you can do so by logging into the appropriate website and editing the appropriate fields.
If you have any questions regarding this Privacy Notice, please send your question in an email to [email protected] or by written correspondence to AvidXchange, Inc., Attention: Legal Department, 1210 AvidXchange Lane, Charlotte NC 28206.