Salvebot AI Privacy Policy

1. Important information and who we are

1.1 Purpose of this privacy policy

This privacy policy aims to give you information on how Salvebot AI collects and processes your personal data through your use of our website, our Salvebot services or otherwise when you communicate or interact with us in the course of business.

1.2 Controller

If you are a registered customer of Salvebot AI, we act as the 'data controller' of personal data about you and your use of Salvebot AI, but as the 'data processor' of personal data in the information you submit to Salvebot AI to use Salvebot AI's product and services (like information about your calendar, emails, email accounts and so on). If we are the data processor of your personal data (i.e., not the data controller), please contact the controller party in the first instance to address your rights with respect to such data.

We are registered as a data controller at the UK Information Commissioner's Office under number ZB626835.

1.3 Contact details

We are: Salvebot AI in USA. If you need to get hold of us for any reason in connection with your personal data, please email us at support@salvebot.com.

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns about privacy and data protection before you approach the ICO so please contact us in the first instance.

1.4 Changes to the privacy policy

This version was last updated on 30th September 2024. If you use our website or the Salvebot services after any changes to this privacy policy have been posted, that means you agree to all of the changes. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

2. The data we collect about you

We may create aggregated, de-identified or anonymized data from the personal data we collect, including by removing information that makes the data personally identifiable to a particular user. We may use such aggregated, de-identified or anonymized data and disclose it with third parties for our lawful business purposes, including to analyze, build and improve the Salvebot services and promote our business, provided that we will not disclose such data in a manner that could identify you.

We may collect, use, store and transfer different kinds of personal data about you:

• Contact Data includes name, role at business, email address, phone number.
• Financial Data includes billing information, bank card details.
• Correspondence Data includes email correspondence, notes of conversations where these express an opinion.
• Usage Data includes information about how you use our website or services.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website or our services.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct interactions: We collect the majority of your data through our Salvebot AI products and services on our website, by email, over the phone, in person at meetings or otherwise.
• Automated technologies or interactions: As you interact with our website, we may automatically collect Technical Data about your browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies.
• Third parties or publicly available sources: We may receive Technical Data about you from analytics providers such as Google or Hubspot with servers based outside of Europe.

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• In anticipation of or in accordance with the terms of use or service agreement that we have with you;
• Where it is necessary for our legitimate interests (or those of a third party) in the operation of our business;
• Where we need to comply with a legal or regulatory obligation.

5. Data shared with third-party AI models

5.1 Data Shared with AI Models

In order to provide categorization and draft reply functionalities and analyze and transcribe audio recordings generated from audio and video conferences our service employs machine learning models using third party AI models. We require our AI service providers to use your information only for the purpose of providing our Service. We do not allow those providers to train their AI models using your data.

The following data types may be shared with these AI models:

• Email Content and Data: Subject lines, email body text, sender and recipient information.
• Calendar Data: Event titles, dates, and times.
• Audio Recording Data: Conversation participants, dates, times, the content of audio recordings.

5.2 User Consent for Data Sharing with AI Models

Before sharing any of your data with our AI models, we seek explicit user consent. Upon initial setup or significant changes to this privacy policy, a prompt will appear within the app requiring users to consent to data sharing for AI processing.

5.3 Third Party Data Retention

We have a Zero Data Retention agreement with our AI service provider in which our provider does not store customer API data on their servers.

6. Disclosures of your personal data

We will need to share your personal data with the parties set out below:

• Our service providers acting as processors who provide us with account management, IT support, data storage, email management, and language model services.
• Analytics and advertising service providers for the purpose of analyzing user behavior.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes.

7. International transfers

A number of our account managers and other IT service companies processing your personal data on our behalf are based in the US or elsewhere outside the EEA so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring appropriate contractual and legal safeguards are in place.

8. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

9. How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. In some circumstances, you can ask us to delete your data. In some circumstances we may anonymise your personal data for research or statistical purposes.

10. Your legal rights

You have the right in certain circumstances to:

• Request access to your personal data (a "data subject access request").
• Request correction of the personal data that we hold about you.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing of your personal data.
• Request the transfer of your personal data to you or to a third party.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). We try to respond to all legitimate requests within one month.