CVMIC Member Portal Privacy Policy


Last Updated: May 8, 2018


This CVMIC Member Portal Privacy Policy describes the information collected through the online CVMIC member portal we provide (the “Portal”) and how that information is used and shared. Cities and Villages Mutual Insurance Company (“CVMIC,” “we,” “us,” or “our”) and its suppliers may collect or receive the types of information described below in connection with your access to and use of the Portal (together, “Collected Information”).


By accessing or using the Portal or by accepting the CVMIC Member Portal Terms of Service, you agree that you have read and understand this Privacy Policy. If you do not agree with this Privacy Policy, do not access or use the Portal.

This Privacy Policy is incorporated into and made a part of the CVMIC Member Portal Terms of Service. We reserve the right to modify this Privacy Policy at any time. All changes will be effective immediately upon posting to the Portal and, by accessing or using the Portal after changes are posted, you agree to those changes. Material changes will be conspicuously posted on the Portal or otherwise communicated to you.


Information We Collect and How We Collect It


The information that we may collect from or about you broadly falls into the following categories:


·         Information that you voluntarily provide to us, for example, your contact information.

·         Information that we collect through your use of the Portal, for example, account activity, data collected by the servers used to operate the Portal (e.g., IP addresses), data collected by cookies, and data collected by analytics services.


We Collect Personal Information and Other Information that You Submit


Personal Information. You will be required to provide personal information in order to populate your account profile and to use certain features of the Portal. We will collect any personal information from or about you that you choose to provide to us, which may include your name, email address, physical address, and telephone number. For instance, you must provide personal information to CVMIC: to update your Portal profile information; to report a claim via the Portal; when you provide User-Generated Content (as discussed below); to submit a contest entry or a grant application; and when responding to communications from us (e.g., surveys, promotional offers, registration confirmations).


We will use collected personal information as described below, including to administer your Portal account, to process your requests for training, to communicate with you in connection with your account, and to provide you with information and communications that you request or that we believe are relevant or may be of interest to you, in each case subject to applicable laws and the terms of this Privacy Policy. If you provide your mobile or other telephone number to us, you consent to receiving telephone calls from us at that telephone number as described below.


Account and Profile Information.  Your name and email address will need to be provided in order to use your account, which information will be used to populate your account profile. You may populate your account profile with other types of information that you choose to submit, for example, your mailing address. Depending on your level of Portal access, you will be required to enter your supervisor’s email address in order to receive certain types of notifications concerning the Portal.


Claims Reporting. Depending on your level of Portal access, you may be able to file insurance claims on behalf of your municipality with CVMIC using the Portal. To file an insurance claim you will be required to provide certain types of information and materials so that we can process the claim, such as: the date and location of the incident; the names of persons involved in the incident; descriptions of any injuries; other incident details; details of any involved vehicles (e.g., VIN, type, value); and information pertaining to any involved employees (e.g., date of hire, social security number, birthdate, salary, and medical provider).


Other Features. Depending on your level of Portal access, you may be able to request certificates of insurance, request insurance policy renewals, modify and view your municipality’s automobile inventory, and register for CVMIC trainings and other events, among other features. To use these features you will be required to provide specific types of information and materials about your municipality so that we can process your request.


Job Posting Submissions. If you submit a job posting to us via the Portal, we may publish that job posting on one or more CVMIC-operated website(s). However, CVMIC is not under any obligation to do so. To submit a job posting, you must provide a description of the job and related information.


Grant Applications. To begin the CVMIC grant application process, you will need to complete a grant application using the Portal. The application asks for a variety of information, for example, descriptions of the activities, products, or services to be covered by the grant. Additionally, certain documents (e.g., receipts for reimbursable expenses) may need to be attached to the application or otherwise provided to CVMIC. Information submitted in the course of applying for a grant will be used by CVMIC in making grant determinations.


Member Spotlight Program and Other Contests and Promotions. To participate in any contests or promotions that CVMIC may make available, you will need to meet any applicable eligibility criteria and you will need to submit the information required for entering, which may include additional personal information. To enter CVMIC’s Member Spotlight program, you will be required to provide a description of the program being entered, various types of information about that program, and related documentation.


User-Generated Content. You are responsible for any comments, data, text, images, video, audio, and other content and material that you create, post, transmit, upload, publish, distribute, broadcast, submit, or otherwise provide via the Portal, including by participating in discussion boards (together, “User-Generated Content”). User-Generated Content that you provide is posted on the Portal at your own risk. We cannot guarantee that User-Generated Content you provide will not be viewed by unauthorized persons. You understand that, even after removal, copies of User-Generated Content you have provided may remain viewable in cached and archived pages and may have been copied or stored by Internet archives and other Portal users. CVMIC will make User-Generated Content available to other users of the Portal (as applicable and at its sole discretion) and will use and disclose User-Generated Content for the purpose for which it was provided. For more information on User-Generated Content, please review the CVMIC Member Portal Terms of Service.


Mailing List Information. If you sign up or otherwise opt in to receive promotions from us, you will need to submit your email address. We will use this information to provide you with promotional and other electronic communications. You may opt out of receiving promotional emails from us at any time by following the unsubscribe instructions contained in the applicable email. We may use third-party email providers to deliver these communications to you.


Other Information We Collect


Account Activity. We will collect information on how you use your account and the Portal, for example, which training materials you have accessed, the types of documents you search for, and how much time you spend using the Portal’s training materials.


IP Addresses and Related Data. The servers used to operate and provide the Portal may collect data pertaining to you and the equipment, software, and communication methods you use to access the Internet and the Portal, including Internet protocol (“IP”) addresses assigned to the computers and other devices from where you access the Internet, your Internet service provider (ISP), your device ID number, your approximate geographic location, your browser type, the pages you access on the Portal, the websites you access before and after visiting the Portal, the length of time you spend on the Portal, date and time stamps, and clickstream data. CVMIC may use this information to administer the Portal and its servers, to generate statistical information, to monitor and analyze Portal traffic and usage patterns, to monitor and prevent fraud, to investigate complaints and violations of our policies, and to improve the Portal’s content and the products, services, materials, and other content that we describe or make available through the Portal. We may combine this information with other Collected Information (including personal information) and information obtained from third parties for the purposes discussed below. The suppliers that we use to provide the Portal may collect information about your visits to the Portal and other websites. Some of this information may be collected using cookies and similar tracking technologies as explained further below under “Cookies.”


Location Information. In addition to the approximate geographic location information collected as discussed above, we may, with your consent, access more specific location information to enhance the user experience and increase the usefulness of the Portal. This includes both geographical location information that you input using the Portal (e.g., when you enter your zip code or physical address) and, as applicable, geographical location information collected by device-based location services (including GPS data). You may choose to allow us to access your location by granting the Portal access to your location when prompted or through your device’s location services settings. The Portal also uses the Google Maps API(s). Pursuant to the Google Maps APIs Terms of Service, use of this location feature is also subject to Google’s Privacy Policy. For information on how Google categorizes location information, please visit Types of location data used by Google. Both the Google Terms of Service and Google’s Privacy Policy are incorporated into this Privacy Policy by this reference.


Cookies. The Portal automatically uses cookies to track your use of the Portal in order facilitate and enhance the user experience on the Portal and for other purposes as described below. “Cookies” are small pieces of information that are stored on your device’s hard drive by your browser. The Portal may use both cookies that we implement and cookies implemented by our suppliers and other third parties. We use cookies to track how you access and use the Portal, to learn when and how users visit the Portal, to learn how popular Portal pages are and aren’t, to learn which search terms are used to find the Portal, and to learn which websites direct you to the Portal. We also use cookies to help display certain information on the Portal and to improve your enjoyment of the Portal, for example, by remembering your contact and other information when you access or use the Portal. Most browsers automatically accept cookies. You can disable this function, but disabling cookies may impact your use and enjoyment of the Portal. Our Portal suppliers may use cookies and other tracking technologies, such as pixel tags, to track Portal visitors across the Internet to understand how you get to the Portal. We do not have access or control over these cookies and this Privacy Policy does not cover the use of third-party cookies. Due to this automatic collection of data using cookies, we do not honor “do not track” requests.


Google Analytics. The Portal uses Google Analytics, an analytics tool provided by Google Inc., to collect and process data about your use of the Portal, including when you visit the Portal, URLs of the websites that you visit prior to visiting the Portal and when you visit those websites, and IP addresses assigned to the devices from where you access the Internet. Google sets and reads cookies to collect this data and your web browser will automatically send data collected by those cookies to Google. Google uses this data to provide us with reports that we will use to improve the Portal’s structure and content. For more information on how Google uses this data, visit Google’s Privacy Policy and Google’s page on “How Google uses data when you use our partners' sites or apps”. To prevent this data from being used by Google Analytics, follow the instructions to download and install the Google Analytics Opt-out Browser Add-on for each web browser you use. Using the Google Analytics Opt-out Browser Add-on will not prevent CVMIC from using other analytics tools and will not prevent data from being sent to the Portal itself or to Google. You may disable cookies as discussed above, but that may impact your use and enjoyment of the Portal.


Embedded Content. The Portal may incorporate content, including feeds scripts embedded in the Portal’s code and visible content (for example, videos), provided by third parties. In some cases, those third parties collect data about how you interact with their content. For example, YouTube may collect or otherwise have access to usage data on videos embedded on the Portal as described in YouTube’s Privacy Policy.


How We Use and Share Collected Information


In addition to the uses described above, CVMIC and its suppliers may use and disclose Collected Information as described below. We do not use, sell, rent, or otherwise disclose Collected Information except as stated in this Privacy Policy and as permitted by applicable law.


·         We use Collected Information for the purpose for which it was collected and to communicate with you, including to populate certain Portal pages.

·         We share Collected Information with the suppliers that provide us with services in connection with the Portal.

·         We use Collected Information to evaluate and improve our products and services, including the Portal, and to aggregate data on Portal users.

·         We use and share Collected Information in connection with legal proceedings and to protect our rights.

·         We share Collected Information if CVMIC undergoes a change in control.


Purpose Collected & Communication With You. We will use and share your personal information and other Collected Information for the purpose for which it was collected, for example, to administer CVMIC business activities, to process and communicate with you in connection with your applications and User-Generated Content you provide, to process claims, to communicate with you in connection with your account, and to provide you with information and communications that you request. User-Generated Content will be used for the purpose for which it was provided and to make that content available to Portal users, for example, to populate Portal discussion boards and other interactive features. Your location information will be used to understand where Portal users are located. If you submit a job posting to us we may contact you to discuss that job posting. If you contact us for support or assistance in using the Portal, we may use Collected Information to determine whether or not your system meets the minimum requirements needed to access and use the Portal and otherwise to contact you regarding your request. We may use Collected Information to notify you of changes made to the Portal (for example, changes to the CVMIC Member Portal Terms of Service or this Privacy Policy) and, if you sign up or otherwise opt in to receive promotions from us, to send you promotional materials and other communications as described above. If you provide us with your telephone number, we may call you at that telephone number in response to your questions or comments.


Sharing Collected Information with Our Suppliers. We may share Collected Information with our Portal management and hosting suppliers, learning management system providers, marketing and public relations service providers, email service suppliers, and other suppliers as necessary for us to provide the Portal and our products and services to you, to engage in the use and sharing of Collected Information as permitted by this Privacy Policy, and as may be otherwise permitted by applicable law. Our suppliers are authorized to and may use and disclose Collected Information as necessary for them to provide the applicable services to us.


Evaluation and Improvement of Our Services, User Demographics, and Aggregation. We may use and disclose Collected Information: to analyze, develop, and improve the content, materials, products, and services that we make available (including the Portal); to inform marketing and communication plans and strategies; and to evaluate Portal user needs and customize Portal content, promotional emails, and your browsing experience. We may also aggregate personal information and other Collected Information to create aggregate data on Portal users that describes users as a group but does not reveal the identity of individual users or municipalities. We may use aggregate data to understand Portal users’ needs, to determine Portal user demographics and usage patterns, to determine what kinds of products and services we can provide, and to improve and enrich our products, our services, and the Portal. We may also combine Collected Information with other information in our possession, such as information pertaining to your CVMIC membership, for purposes of using information as described in this Privacy Policy.


Security and Protection of Rights. We may use Collected Information and share it with third parties to the extent permitted by applicable law, including in the event of a subpoena, court order, or law enforcement request. CVMIC will use Collected Information and share it with third parties if we believe doing so is necessary to operate the Portal or to protect our rights or the rights of others, including disclosing information necessary to identify, contact, or bring legal action in the event of a violation of our contracts, terms, or policies.


Business Transactions. All Collected Information is exclusively the property of CVMIC but, if CVMIC undergoes a change in control, acquisition, merger, reorganization, or asset sale, all information owned by or in the possession, custody, or control of CVMIC may be transferred, sold, shared, or otherwise disclosed to the successor of the transaction. That successor will be bound by this Privacy Policy as it applies to that information.


Third-Party Websites


The Portal may link to, or be linked to, websites not maintained or controlled by CVMIC. CVMIC is not responsible for the privacy policies or practices of any third parties or any third-party websites. This Privacy Policy does not apply to any third-party websites or to any personal or other information that you may provide to third parties. You should read the privacy policy for each website that you visit.


Information Security


CVMIC does not guarantee that loss, misuse, or alteration of Collected Information will not occur, but we have security measures in place to help protect against the loss, misuse, and alteration of information under our control. The storage and communication of information can never be completely secure, so we do not guarantee that communications or other information that you submit or that are otherwise provided to us will be completely secure. If you become aware of any breach of Portal security or this Privacy Policy, please notify us at immediately. If our security system is breached, we will notify you of the breach only if and to the extent required under applicable law.

Access by Children


The Portal is not directed at children under 13 years of age. CVMIC does not knowingly collect or use information from children under 13 through the Portal.


Access from Outside the United States


If you are accessing or using the Portal from outside the United States, please be aware that Collected Information may be transferred to, stored in, and processed in the United States (where our and our suppliers’ servers and databases are located and operated). The data protection and related laws and regulations of the United States might not be as comprehensive as those in the country from which you access the Portal.


How to Access Your Personal Information


To access or update your personal information as it exists in our records, please visit the “My Profile” section of your Portal account or contact us at


Contact Us


If you have any questions or concerns regarding this Privacy Policy, contact us by email at, by telephone at (262) 784-5666, or by mail at Cities and Villages Mutual Insurance Company, 9898 W. Blue Mound Road, Wauwatosa, WI 53226-4319.