Privacy Policy

AI Advisers ltd. (“AI Advisers,” “we,” “our,” and/or “us”) values the privacy of individuals who use our application, websites, and related services (collectively, our “Services”). This privacy policy (the “Privacy Policy”) explains how we collect, use, and disclose information from users of our Services (“Users”). By using our Services, you agree to the collection, use, disclosure, and procedures this Privacy Policy describes. It also informs you about your rights and choices with respect to your personal information, and how you can contact us if you have any questions or concerns. Beyond the Privacy Policy, your use of our Services is also subject to our Terms of Service 

In this Privacy Policy, “personal information” means any information related to an identified or identifiable individual, and does not include aggregated data or data whereby personally identifiable information has been removed (such as anonymous data). Personal information also includes both Registration Information and Meeting Content Information. “Registration Information” means personal information used to create an account for our Services, which includes your first and last name, and email address. “Meeting Content Information” means certain personal information we collect from you or create for you when you use the Services, including meeting notes, meeting recordings including audio and video, meeting transcripts, meeting content, names and emails of meeting attendees and other meeting information on your Google or Outlook calendar.

Please read this Privacy Policy carefully so that you understand your rights in relation to your personal information, and how we will collect, use and process your personal information. If you do not agree with this Privacy Policy, our Terms of Service or any part thereof, you should not access or use any part of our Services, or otherwise provide us with your personal information. If you change your mind in the future, you must stop using our Services and you may exercise your rights in relation to your personal information as set out in this Privacy Policy.

AI Advisers is the entity responsible for the processing of your personal information, and for the purpose of the European Union’s General Data Protection Regulation, is the data controller in respect of the processing of your personal information. Where we have an arrangement in place with a customer who is encouraging you to use our Services (for example, your employer or another business or organization), we in some circumstances obtain and process your personal information on behalf of and at the instructions of such a customer. Such customers will be considered as the data controllers under the European Union’s General Data Protection Regulation and we will be considered as the data processors. Their privacy policies will apply to the processing of your information and we encourage you to read their privacy policies.

Information We Collect

We may collect a variety of information from or about you or your devices from various sources, as described below.

A. Personal Information You Provide to Us.

Profile Information. You provide us with Registration Information when you connect to our Services using third-party login options such as Google, Microsoft, or a single sign-on (“SSO”). At account registration, our Services will link to your Google Calendar or Outlook Calendar. You may also elect to connect your AI Advisers account to your Zoom account or other compatible third-party conferencing applications. If you sign up for notifications or updates, or participate in our surveys, we may ask you for your name, email address, and job title or role.

Communications. If you contact us directly, we may receive additional personal information about you. For example, when you contact our Customer Support Team, we will receive your name, email address, the contents of a message or attachments that you may send to us, and other information you choose to provide. If you subscribe to our newsletter, then we will collect certain information from you, such as your email address. When we send you emails, we may track whether you open them to learn how to deliver a better customer experience and improve our Services. You may opt-out or unsubscribe from these emails at any time by clicking the “Unsubscribe” link in the email.

B. Personal Information We Collect When You Use Our Services.

Information from Cookies and Similar Technologies. We collect information using cookies, pixel tags, or similar technologies to collect information about your online activities. Cookies are small text files containing a string of alphanumeric characters. We may use both session cookies and persistent cookies. A session cookie disappears after you close your browser. A persistent cookie remains after you close your browser and may be used by your browser on subsequent visits to our Services. Please see our Cookie Policy for more information.

Please review your web browser’s “Help” file to learn the proper way to modify your cookie settings. 

As a data controller, we do not collect any sensitive data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data nor do we collect any information about criminal convictions and offenses. If this type of data is discussed in your meeting, you are the controller of this data and such data will be considered Meeting Content Information. You must have a proper legal basis to collect such data.

C. Information We Receive from Third Parties.

Information from other Users of our Services. We may receive personal information about you when a User uses our Services to send you an invite to join a meeting or uses our Services to record or transcribe a meeting in which you are a meeting participant. This information may include your name and email address, as well as the contents of the meeting including the meeting audio, video, and speaker identification.

Information from third party services. When you link our Services to a third party service, such as Outlook, Google, HubSpot, Salesforce, Slack, Zapier, or Zoom, we will receive personal information about you, including your name, email address, calendar and meeting information (such as meeting title, date, time, location, meeting join URL and attendees), profile information, and photo. Please note that linking an Outlook Calendar or a Google Calendar account is core to our Services and without linking either an Outlook Calendar or a Google Calendar, you will not be able to successfully use our Services.

Other third parties. We may receive additional information about you, such as usage data from third parties such as vendors, and other marketing partners and combine it with other information we have about you.

Please note that personal information collected by a third party in this manner is subject to that third party’s own data collection, use, and disclosure policies. Please see the “Third Parties” section below for more information.

If you are in the European Economic Area or the UK, we only process your personal information when we have a valid lawful basis.

• Consent.      We may use your personal information when you have given your consent to      do so.
• Contractual      necessity. We may use your personal information to perform our end of      our contracts with you. For example, to provide you with the Services.
• Legal      obligation. We may use your personal information when we are legally      required to. For example, to comply with tax and accounting obligations,      or to comply with a court order.
• Legitimate      interest. We may use your personal information when we, or a third      party, have a legitimate interest in doing so. For example, we have a      legitimate interest in understanding usage and improving the Services. We      only rely on our or a third party’s legitimate interests to process      personal information when these interests are not overridden by your      rights and interests.

How We Disclose the Information We Collect

Other Meeting Participants. When you use our Services to record a meeting, we may share a copy of that meeting with other meeting participants (according to your Services automatic sharing configurations and requests) if we have their email address.

Vendors and Service Providers. We may disclose any information we receive with vendors and service providers retained in connection with the provision of our Services. 

Marketing. We do not sell, or share your personal information with non affiliated companies for their own direct marketing purposes, unless we have your permission. We do not sell Meeting Content Information or information about your meeting attendees to anyone.

As Required By Law and Similar Disclosures. We may access, preserve, and disclose your personal information if we believe doing so is required or appropriate to: (a) comply with law enforcement requests and legal process, such as a court order, subpoena or other legal process; (b) respond to your requests; (c) detect and investigate security incidents and potentially illegal or prohibited activities; or (d) protect your, our, or others’ rights, property, or safety. For the avoidance of doubt, the disclosure of your information may occur if you post any objectionable content on or through the Services.

Merger, Sale, or Other Asset Transfers. We may transfer your personal information to advisors, potential transactional partners, or other third parties in connection with the consideration, negotiation, or completion of a corporate transaction in which we are acquired by or merged with another company or we sell, liquidate, or transfer all or a portion of our assets or stock. The use of your personal information following any of these events will be governed by the provisions of this Privacy Policy in effect at the time the applicable information was collected.

Consent. We may also disclose your personal information with your permission.

Your Rights and Choices

Marketing Communications. You can unsubscribe from our promotional emails via the link provided in the emails. Even if you opt out of receiving promotional messages from us, you will continue to receive administrative messages from us.

• You      may have the right to request correction of any inaccurate personal      information that we have collected and retained.
• You      may have the right to request that we delete any of your personal      information, subject to certain exceptions.
• You      may have the right to data portability and to request access about      Fathom’s collection and use of your personal information over the past      Fathom (12) months. This can include the categories and sources of      personal information, and the categories of third parties with whom we      have shared your personal information with, if any.
• You      may have the right to data portability.
• You      may have the right to opt out of the selling of your personal information      to a third party.

To exercise these rights with respect to your personal information, you must provide us with sufficient information to verify your identity. Alternatively, you may also authorize an agent to exercise your rights on your behalf (“Authorised Agent”). To do this, you must provide your Authorised Agent with written permission to exercise your rights on your behalf, and we may request a copy of this written permission from your Authorised Agent when they make a request on your behalf. We endeavour to respond to a verifiable Consumer request within the timeframes set forth in the CCPA.

We will not discriminate against you for exercising your rights under the CCPA. We will not deny you our goods or services, charge you different prices or rates, or provide you a lower quality of goods and services if you exercise your rights under the CCPA.

EEA, SWITZERLAND or UK RESIDENTS. If you are located in the EEA, Switzerland or in the UK, you may also have the following additional rights in relation to your personal information that we hold:

• Access.      You may request access to and receive information about the personal      information we maintain about you, except where the burden or expense of      providing access would be disproportionate to the risks to the      individual’s privacy in the case in question, or where the rights of      persons other than the individual would be violated.
• Rectification.      If you believe that any personal information that we have about you is      incorrect or incomplete, you may request us to update, correct or delete      the inaccuracies in your personal information.
• Restriction      of Processing or Objection. You may request to restrict or object to      the processing of your personal information, have the information      anonymized or deleted, as appropriate.
• Data      Portability. You may exercise your right to data portability to      receive a copy of your personal information in a machine-readable format      or you may transfer your personal information to another company where      technically feasible.
• Automated      Decision-Making, Profiling. You may have the right to contact us and      let us know that you do not want to be subject to a decision based solely      on automated processing, including profiling, which produces legal effects      or similarly significant effects on you.
• File      a Complaint. You may also have the right to lodge a complaint with a      supervisory authority, including in your country of residence, place of      work, or where an alleged incident took place.
• Withdrawal      of Consent. You may withdraw any consent you previously provided to us      regarding the processing of your personal information, at any time, and      free of charge. We will apply your preferences going forward and this will      not affect the lawfulness of the processing before you withdrew your      consent.

Please note that, prior to any response to the exercise of such rights, we will require you to verify your identity. In addition, we may have valid legal reasons to refuse your request and will inform you if that is the case. For more information on your rights, please email info@aiadvisers.co.uk  

Third Parties

Our Services may contain links to other websites, products, or services that we do not own or operate. We are not responsible for the privacy practices of these third parties. Please be aware that this Privacy Policy does not apply to your activities on these third party services or any information you disclose to these third parties. We encourage you to read their privacy policies before providing any information to them.

Security

We make reasonable efforts to protect your information by using reasonable physical, technical, organizational and electronic safeguards designed to improve the security of the information we maintain. However, as no electronic transmission or storage of information can be entirely secure, we can make no guarantees as to the security or privacy of your information.

Cookies

For more information on the types of cookies Fathom uses and the choices that you have to manage your cookie preferences, please visit our Cookie Policy.

Data Retention

We store all personal information for as long as necessary to fulfill the purposes set out in this Privacy Policy, or for as long as we are required to do so by law or in order to comply with a regulatory obligation. When deleting personal information, we will take measures to render such personal information irrecoverable or irreproducible, and the electronic files which contain personal information will be permanently deleted.

Changes to this Privacy Policy

We will post any adjustments to the Privacy Policy on this page, and the revised version will be effective when it is posted. If we materially change the ways in which we use or disclose personal information previously collected from you through the Services, we may notify you through the Services, by email, or other communication. If you use the Services after any changes to the Privacy Policy have been posted, that means you agree to all of the changes.

Contact Information

If you have any questions, comments, complaints or concerns about this Privacy Policy, our privacy practices, or if you would like to exercise your rights with respect to your personal information, please email us at info@aiadvisers.co.uk  We will endeavour to respond to your query as soon as possible. This does not prejudice your right, if applicable, to bring your complaint to a supervisory authority in the EU or UK.

If you are located in Europe or the UK, you may alternatively write to our EU or UK representative at DataRep, The Cube, Monahan Road, Cork, T12 H1XY, Republic of Ireland or at DataRep, BPM 335368, 372 Old Street, EC1V 9AU, London, United Kingdom.