Resource & Financial Management Systems, Inc. (“RFMS”) is concerned about the privacy and confidentiality of its customers’ information. This Privacy Policy governs the information you provide to RFMS.


To effectively operate and provide RFMS’s software and services to you, RFMS must have access to information about you and your finances. This Privacy Policy describes the information we collect and how we use that information. RFMS takes the privacy of your financial information very seriously and will use your information only in accordance with the terms of this Privacy Policy. We will not sell or rent your personally identifiable information or a list of our customers to third parties. However, as described in more detail in Part C below, there are limited circumstances in which some of your information will be shared with third parties, so it is important for you to review this Privacy Policy. This Privacy Policy applies to all services that are provided by RFMS.


1. Required Information To License And/Or Use RFMS’ Software And Services.

You must provide your name, address, phone number, number of business locations, and e-mail address. If you choose to pay for RFMS’ services or software by a credit account, you will be required to provide the account number, the name on the account, the expiration date, and the security code. From time to time, if you need to use our software support services, we may ask that you upload data to a secure FTP site. We will use that data to assist you in diagnosing and solving any problems you may have. The media containing your data will be kept until your problem is solved, and then we will destroy it one month after we have finished using it.

2. Information About You From Third Parties.

If you establish a credit account or incur a debt with RFMS, we may conduct a background check on your business by obtaining information about you and your business from a credit bureau or a business information service such as Dunn & Bradstreet. If you incur a debt to RFMS, we will generally conduct a credit check on you by obtaining additional information about you from a credit bureau, to the extent permitted by law. RFMS, at its sole discretion, also reserves the right periodically to retrieve and review a business and/or consumer credit report for any account and reserves the right to close an account based on information obtained during this credit review process.

3. Customer Service Correspondence.

If you send us correspondence, including e-mails and facsimiles, we retain such information in the records of your account. We will also retain customer service correspondence and other correspondence from RFMS to you. We retain these records to measure and improve our customer service, and to investigate potential fraud and violations of our software license agreements. We may, over time, delete or destroy these records as permitted by law.

4. Questionnaires, Survey, and Profile Data.

From time to time, we may offer optional questionnaires and surveys to our customers for such purposes as collecting demographic information on assessing our customers’ interests and needs. The use of the information collected will be explained in detail in the survey itself. If we collect personally identifiable information from our users in these questionnaires and surveys, the users will be given notice of how the information will be used prior to their participation in the survey or questionnaire.

5. Telephone Communication.

Any or all telephone communication to or from RFMS may be recorded for training purposes.


1. Internal Uses.

We collect, store, and process your information on servers located in the United States. We use the information we collect about you in order to (i) provide our services and process your transactions; (ii) to provide customer service; and (iii) to determine your eligibility. We give access to individually identifiable information about our users only to those employees who require it to fulfill customer service requests.

2. Disclosure To Third Parties.

RFMS will not sell or rent any of your personally identifiable information to third parties. RFMS will not share any of your personally identifiable information with third parties except in the limited circumstances described below or with your express permission.

(i) We may share information with companies that help us process the transactions you request and protect our customers’ transactions from fraud, such as sharing your credit card number with a service that screens for lost and stolen card numbers. Additionally, if you go into a negative balance and owe us money, we may share information with debt processing companies including collection agencies and attorneys.

(ii) We disclose information that we believe in good faith is appropriate to cooperate in investigations of fraud or other illegal activity or to conduct investigations of violations of our software license agreements. Specifically, this means that if we conduct a fraud investigation and conclude that one side is engaged in deceptive practices, we can give that person’s or entity’s contact information (but not bank account or credit card information) to victims who request it.

(iii) We disclose information in response to a subpoena, warrant, court order, levy, attachment, order of a court-appointed receiver or other comparable legal process, including subpoenas from private parties in a civil action.

(iv) We may share aggregated statistical data with our business partners or for public relations. For example, we may disclose that a specific percentage of our customers are located in Georgia. However, this aggregated information is not tied to personally identifiable information.

(v) As with any other business, it is possible that RFMS in the future could merge with or be acquired by another company. If such an acquisition occurs, the successor company would have access to the information maintained by RFMS, including customer account information, but would continue to observe this Privacy Policy unless and until it is amended or rescinded.

3. Our Contacts with Our Customers.

We communicate with our customers on a regular basis via e-mail to provide requested services, and we also communicate by telephone to resolve customer complaints or investigate suspicious activities. We may use your e-mail address to confirm the information concerning your business relationship with RFMS, to send you notice of payments, to send information about important changes to our products and services, and to send notices and other disclosures required by law.


RFMS is committed to handling your customer information with high standards of information security. Your credit card and bank account information is not stored on computers. We restrict access to your personally identifiable information to employees who need to know that information in order to provide products or services to you. We maintain physical, electronic, and procedural safeguards to guard your nonpublic personal information, including your financial information. We test our security systems regularly.


If you have any questions about this Privacy Policy, RFMS’s information practices, or your dealings with RFMS, you can contact us at (888) 215-8665 or write to us at RFMS, Inc., 3073 Palisades Court, Tuscaloosa, AL 35405.