Privacy policy

Last updated on July, 2022

When you use our services, you’re trusting us with your information. We understand this is a big responsibility and work hard to protect your information and put you in control.

This Privacy Policy is meant to help you understand what information we collect, why we collect it, and how you can update, manage, export, and delete your information.

SCOPE

This Privacy Policy contains provisions relating to the following data privacy principles, some of which are described hereunder in greater detail.

  1. Data Collection notice and purpose
  2. Data Use
  3. Accountability on Data Sharing through onward transfer
  4. Data Security
  5. International Visitors of our website and Cross Border Data Transfers
  6. Information Choices and Opt-Out
  7. Third Parties
  8. Children Under 16
  9. Data Retention practices
  10. Close or Delete Your Account or further pose a Question
  11. Contact and Enforcement; Communication
  12. Changes

Exemplary, Inc. (“Exemplary”, “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 share information from users of our Services (“Users”). This Privacy Policy describes how we handle the information that you supply to us directly and through the exemplary.ai platform, https://exemplary.ai website (“Exemplary.ai Sites”).

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. This Privacy Policy does not apply to data collection and use by partner sites, including customers of Exemplary , or any third parties, such as publishers that display ads served by Exemplary. For details on a particular partner site or third-party site and its data collection, please visit such website’s Privacy Policy. Beyond the Privacy Policy, your use of our Services is also subject to our Terms of Service.

In this Privacy Policy, we collect various forms of information from visitors of our website and users of our Services like your name, title, company, email address, location, phone number, payment information, account and website activity, IP addresses, cookies identifiers, and other information you provide that will or may identify you (collectively, the “Personal Data”). Some of our Services let you access your accounts and related information with other service providers. We may use, process and transmit your Personal Data to render our Services, to contact you and allow others on your team to contact you through the Services, to tell you about new products and features, to respond to customer care and other inquiries, and to process and fulfill your transactions and other requests.

“Personal Information” means any information related to an identified or identifiable individual or natural person(data subject), and does not include data whereby personally identifiable information has been removed (such as Anonymous data). 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. After providing 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.

We are a meeting analysis company and we integrate with Zoom to gain access to your video recordings so we may transcribe, analyze and mark important moments in your Zoom calls. We also integrate with Google Calendar to make note of your calendar event and participants. Our Privacy Policy and Terms of Service apply to any User of our Services.

1. DATA COLLECTION

When you accept to use our Services, we automatically collect information about your device and how you use our Services. We also collect the Personal Information, to the extent there are any, contained in the content of your Zoom calls when you record a call using our Services, including that of third parties who are on the call. We collect information using cookies and similar technologies.

In the course of providing the Services to you, we may collect a variety of information from or about you or your devices from various sources, as described below:

A. Data you directly provide. You can choose to voluntarily provide us personal data by signing in to your account , in the context of registering, subscribing to online newsletters and making purchases or making calls to our Customer care centre. This data enables us to provide the services you have requested and may include your name, physical address, email address, phone number and professional status if required.

PROFILE INFORMATION: : You provide us with personal information when you connect our Services to your Zoom account. 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 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.

ZOOM CALL RECORDINGS: If you use our Services to integrate with Zoom and subsequently record and transcribe your Zoom calls, we will receive the personal information contained in the content of those calls.

B. Data generated by your activity.

In order to ensure the effective functioning and security of our websites and to better understand visitor behavioural patterns, as you browse our websites we automatically collect:

  1. Log information such as the pages you visit, the time/date of your visit as well as your internet prototcol (IP) address.
  2. Device and software information such as your browser specifications and operating system.

DEVICE INFORMATION: We receive information about the device and software you use to access our Services, including IP address, web browser type, operating system version, application installations, and device identifiers.

USAGE INFORMATION: We collect information related to how you use the Services, including actions you take in your account, such as accessing and sharing files and reports. This helps us provide you with additional features, and to personalize, monitor and improve the Services. We also collect information from and about the devices you use to access the Services, such as IP addresses, the type of browser and device you use, the web page you visited before coming to our sites, and identifiers associated with your devices. Your devices (depending on their settings) may also transmit location information to the Services.

INFORMATION FROM COOKIES AND SIMILAR TECHNOLOGIES: We and third party partners collect information using cookies, pixel tags, or similar technologies. Our third party partners, such as analytics and advertising partners, may use these technologies to collect information about your online activities over time and across different services. 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 review your web browser’s “Help” file to learn the proper way to modify your cookie settings. Please note that if you delete or choose not to accept cookies from the Service, you may not be able to utilize the features of the Service to their fullest potential.

ZOOM CALL INFORMATION: When you use our Service and integrate with Zoom to record calls, we receive information associated with those calls, such as the time of the call and the participants, Zoom identifiers, and email addresses. In addition to this, we also obtain the call audio, video, and speaker information. By using our Services to record Zoom calls, you understand that your call will be recorded, and you agree to allow us to analyze and/or record your call. Please note that the contents of the call subjective to what may have been discussed may also contain the personal information of third parties. Please make sure you have the necessary permissions from these third parties before sending information to us.

C. Information We Receive from Third Parties.

INFORMATION FROM THIRD PARTY SERVICES: When you link our Services to a third party service, such as Zoom or Google, we will receive information about you, including your name, email address, calendar and meeting information (such as meeting title, date, time, location, Zoom URL and attendees), profile information, and photo. Please note that Zoom and Google account linking are core to our Services and without them, you will not be able to successfully use our Services.

OTHER THIRD PARTIES: We may receive additional information about you, such as demographic data, from third parties such as data enrichment 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.

Our data analytics tools and capabilities enable our enterprise customers to collect, store, analyze and share the contents of audio, video, image and text-based communications such as phone calls, video calls, emails, chats, webinars and meetings, along with associated data and documentation. These recordings and analysis thereof may also contain personal information, such as names, titles, and contact information. We may reproduce, analyze, summarize and disclose these files, recordings and any results of our Services with such customers and their relevant personnel and other team members, and customers may share this information with their personnel and others. You may choose to give us access to additional user contacts to make it easy for you to do things like share and collaborate, send messages, and invite others to use the Services. If you do, we may store those contacts within our systems for you to use.

If you provide us with any personally identifiable information about another person, whether through a telephone conference recording or otherwise, you represent and warrant that (1) you have that person’s consent to do so; (2) such person has given consent, whether explicit or implicit, (a) for us to collect, process, use and store such information as set forth in this Privacy Policy and any commercial agreement you have entered into with us, and (b) for any other ways you may use that information; and (3) you are responsible for ensuring that your (and any of your personnel or representatives, if applicable) use, control, processing and treatment of such information and any of your legal policies relating thereto are in compliance with all applicable laws, rules and regulations.

2. DATA USE

We use the information we collect:

  • To provide, maintain, improve, and enhance our Services;
  • To understand and analyze how you use our Services and develop new products, services, features, and functionality;
  • To communicate with you, provide you with updates and other information relating to our Services, provide information that you request, respond to comments and questions, and otherwise provide customer support;
  • To facilitate the connection of third party services or applications, such as Zoom and Google Calendar. We use your calendar data to discover upcoming Zoom meetings. This allows us to display those meetings to you in Exemplary for call recording and annotation. This data is read-only. We will not modify your meetings or any other Google-hosted data;
  • For marketing and advertising purposes, such as developing and providing promotional and advertising materials that may be relevant, valuable or otherwise of interest to you;
  • To generate anonymized, aggregate data containing only de-identified, non-personal information that we may use for any purpose;
  • To facilitate transactions;
  • To find and prevent fraud, and respond to trust and safety issues that may arise;
  • For compliance purposes, including enforcing our Terms of Service or other legal rights, or as may be required by applicable laws and regulations or requested by any judicial process or governmental agency; and
  • For other purposes for which we provide specific notice at the time the information is collected.
  • If you are in the European Economic Area or the UK, we only process your personal information required upon legal validity.
  • We may use your personal information when you have given your consent to do so.
  • We may use your personal information to perform our end of our contracts with you. For example, to provide you with the Services.
  • 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 or summons or subpoena.
  • 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.

3. DATA SHARING

VENDORS AND SERVICE PROVIDERS: We may share any information we receive with vendors and service providers retained in connection with the provision of our Services.

THIRD PARTY APP INTEGRATIONS: When you connect a third party application such as Zoom to our Services, we may share information such as your call notes, links to video clips, or portions of the call transcript with that third party. Please note that you will not be able to successfully use our Services without connecting third party applications to our Services.

MARKETING: We do not rent, sell, or share information about you with nonaffiliated companies for their direct marketing purposes, unless we have your permission.

DISCLOSURES AS REQUIRED BY LAW

We may access, preserve and disclose your information to third parties if we determine that such disclosure is reasonably necessary to (a) comply with the law, law enforcement requirement ,legal process or court orders; (b) protect any person from death or serious bodily injury; (c) prevent fraud or abuse or address security or technical issues relating to our Services or our users; or (d) protect your and our rights, enforce your and our rights and the rights, property and safety of our users and others.

For the avoidance of doubt, the disclosure of your information may occur if you blog any objectionable content on or through the Services.

MERGER, SALE, OR OTHER ASSET TRANSFERS: We may transfer your information to service providers, 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. The use of your 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.

ANONYMIZED DATA: We may anonymize or aggregate your Personal Data so that you are not individually identified (“Anonymized Data”), and we may use such Anonymized Data to improve our Services. We also may also provide Anonymized Data to our partners, who may use that information in anonymized form to understand how often and in what ways people use our Services so that they, too, can provide you with an optimal online experience. However, we will never disclose aggregate usage information to a partner in a manner that would identify you personally as an individual except as required to perform the Services or as otherwise set forth in this Privacy Policy.

4. DATA SECURITY

We make reasonable efforts to protect your information by using physical 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. We use reasonable safeguards to protect the information we collect, but we cannot guarantee the security of your information.

5. INTERNATIONAL VISITORS AND CROSS BORDER DATA TRANSFERS

Our Services are hosted in the United States and intended for visitors located within the United States. If you choose to use the Services from the European Union or other regions of the world with laws governing data collection and use that may differ from U.S. law, then please note that you are transferring your personal information outside of those regions to the United States for storage and processing.

Also, we may transfer your data from the U.S. to other countries or regions in connection with storage and processing of data, fulfilling your requests, and operating the Services. By providing any information, including personal information, on or to the Services, you consent to such transfer, storage, and processing.

When we transfer your personal information outside of the European Economic Area, including to the U.S., we shall ensure that relevant safeguards are in place to afford adequate protection for your personal information in compliance with relevant data protection laws. Further details regarding the relevant safeguards can be obtained from us on request.

6. INFORMATION CHOICES AND OPT-OUT

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.

DO NOT TRACK: There is no accepted standard on how to respond to Do Not Track signals, and we do not respond to such signals.

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

You may request access to and receive information about the Personal Information we maintain about you, update and correct inaccuracies in your Personal Information, restrict or object to the processing of your Personal Information, have the information anonymized or deleted, as appropriate, and exercise your right to data portability to easily transfer your Personal Information to another company. In addition, 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.

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 legality of the processing already took place 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 shall inform you incase we have to refuse your request for valid legal reasons. For more information on your rights, please email privacy@exemplary.ai

You may unsubscribe from our marketing emails. We do not respond to Do Not Track signals. If you are located in the EEA or the UK, you may have additional rights concerning your personal information.

7. 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 the third party privacy policies before providing any information to them.

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 the third party privacy policies before providing any information to them.

8. CHILDREN UNDER 16

We do not knowingly collect, maintain, or use personal information from children under 16 years of age, and no part of our Services is directed to children. If you learn that a child has provided us with personal information in violation of this Privacy Policy, then you may alert us at privacy@exemplary.ai

If we become aware that a child under the age of 16 has provided us with personally identifiable information, we will delete such information from our files. Further, the Children’s Online Privacy Protection Act (“COPPA”) requires parental consent for collection of data from children younger than the age of 13 years old. For tips on protecting children's privacy online, generally, please view the U.S. Federal Trade Commission (“FTC”) website at ftc.gov/privacy/privacyinitiatives/childrens.html.

Our Services are not intended for children under 16.

9. DATA RETENTION

We store all personal information for as long as necessary to fulfil 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.

We only store your personal information for as long as necessary and we take measures to render the information irrecoverable once deleted.

10. CLOSE YOUR ACCOUNT OR POSE A QUESTION

You can close your account by deauthorizing Exemplary through your Zoom account settings. If you deauthorize us in Zoom, you will have the option to request us to delete your personal information. If you use this option, we will process the request within 10 days. If you do not use this option, we will retain your personal information, subject to the “Data Retention” Section above, but we will take measures to pseudonymize it. Please note that, if you use our Services through a business account of one of our customers, for example your employer or another business or organization, their privacy policies will apply to the processing and deletion of your information. We will not be able to delete the personal information on the business account on your request. If you have questions about your privacy on the Services or this Privacy Policy, please contact us at privacy@exemplary.ai

You have the option to close your account and can contact us if you have any questions.

11. CHANGES TO THIS PRIVACY POLICY

We will post any changes or amendments to the Privacy Policy on this page, and the revised version will be effective as on date when it is posted. If we materially change the ways in which we use or share personal information previously collected from you through the Services, we will notify you through the Services, by email, or other communication.

Changes to this Privacy Policy apply to your use of our Services after the “last updated” date, at the top.

12. CONTACT INFORMATION

How to contact us or exercise your rights

Under our data protection , you have rights to access and rectify your personal data, as well as to object to its processing, request erasure, and obtain data portability in certain circumstances. To exercise these rights in connection with your use of this website please contact privacy@exemplary.ai

If you have further queries or complaints related to the processing of your personal data, please contact the Data Protection Officer (dpo@exemplary.ai). We will endeavor 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.

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