Privacy Policy

Effective Date:September 13, 2024

1. Introduction

Welcome to our Privacy Policy. Your privacy is of utmost importance to us, and we are committed to protecting your personal information. This Policy outlines how we collect, use, and safeguard your data when you interact with our services, websites, and applications (collectively referred to as "Services"). By using our Services, you agree to the collection and use of information in accordance with this Policy. If you do not agree with any part of this Policy, please discontinue using our Services immediately.

2. Information We Collect

We collect various types of information to provide and improve our Services. The information we collect includes:

1. Information You Provide
   • Account Information:Name, email address, and password when you create an account.
   • Content and Files:Any text, audio, or media you upload while using our Services.
   • Payment Details:Billing information processed by third-party payment processors.
2. Information Automatically Collected
   • Usage Data:Interactions with our Services, such as features used and session duration.
   • Device Information:IP address, device type, operating system, and browser type.
   • Cookies:Data collected through cookies and similar technologies to enhance user experience.
3. Information from Third Parties
   • Third-Party Integrations:Information from connected services like Google, Zoom, or payment processors.
   • Other Sources:Marketing data and demographic information from third parties to enhance our Services.
4. We Do Not Collect Through User Input
   • Sensitive Personal Information:We do not collect the user or participant’s: (1) race or ethnic origin; (2) political, religious, or philosophical opinions or beliefs; (3) trade union membership; (4) biometric or genetic information; (5) information about personal health, sexual activity, or sexual orientation; or (6) criminal history.
   • Financial and Authentication Information:We do not collect the user or participant’s financial data, payment data, authentication information, or personally identifying information (PII).
   • Personal User Data:We do not collect any other Personal User Data from the user or participant.
   • Information from Users Under 16:We do not collect Personal User Data from users or participants under the age of 16.

This information is used to provide, maintain, and improve our Services, as well as to communicate with you and comply with legal obligations.

3. How We Use Your Information

We are committed to using your personal information only for legitimate purposes that are clearly outlined below. Our use of personal data is conducted in strict adherence to applicable privacy regulations, ensuring transparency and responsible data handling. Specifically, we use your information for the following purposes:

1. Providing and Maintaining Our Services

   We use your personal data to deliver the services you request, ensure the functionality of our platform, and allow you to fully experience the features available. This includes:

   • Account Setup and Access Management:Utilizing data such as your name, email, and password to create and maintain your account, authenticate your identity, and manage your interactions with our services.
   • Service Delivery:Processing personal information, including uploaded content (text, audio, media), to provide you with core features of the platform, including user-generated content and file storage.
   • Transaction and Payment Processing:Handling billing and payment details through secure third-party processors to complete any financial transactions requested by you.
2. Improving and Customizing Our Services

   To enhance user experience, we analyze how users interact with our Services and collect feedback to identify areas for improvement. Our use includes:

   • Feature Development:Analyzing service usage data (such as session duration, features accessed, and device information) to develop new features or enhance existing ones, ensuring our offerings are aligned with user needs and preferences.
   • Personalization:Using data to tailor your experience, such as recommending content, suggesting features, or adjusting interface settings based on your interaction history. This personalization helps provide a more relevant and streamlined experience.
3. Communication with You

   We may use your contact information to communicate essential service-related messages or respond to inquiries. Such communications include:

   • Transactional or Administrative Updates:Sending important notifications related to your account such as password resets, service updates, security alerts, or changes to our terms and policies.
   • Customer Support:Responding to your inquiries regarding service issues, troubleshooting, or general assistance, ensuring you receive timely and efficient support.
4. Compliance, Legal, and Security Purposes

   We may process your data where necessary to protect our legal interests, enforce our terms, or for compliance and security purposes, including:

   • Fraud Prevention:Monitoring platform usage and analyzing behaviors to detect, prevent, or mitigate fraudulent activities or misuse of our services.
   • Legal Compliance:Processing your data where it is necessary to comply with national or international laws, legal proceedings, or requests from public authorities, including for regulatory reporting purposes.
   • Security Measures:Ensuring the integrity and security of our platform by employing tools to manage risks, identify suspicious activity, and protect against unauthorized access or data breaches.
5. Marketing and Promotional Communications(With Consent)

   Where you have provided explicit consent, we may use your personal data for marketing purposes:

   • Promotional Offers:With your consent, we can send you promotional materials, newsletters, or offers that may be of interest to you based on your preferences or usage patterns.
   • Opt-out Provisions:You can withdraw your consent for marketing communications at any time by unsubscribing via the link in the emails or by adjusting your communication preferences within your account settings.
6. Data Retention and Deletion

   We retain personal data only as long as necessary to fulfill the purposes outlined in this policy or as required by law. Specifically:

   • Retention Periods:We retain information such as account data for the duration of your use of our services and maintain transaction records as required by law. After account termination or if the data is no longer needed for the purpose for which it was collected, we will securely delete or anonymize the data.
   • User-Initiated Deletion RequestsYou may request that we delete your personal data under certain circumstances (as outlined in Section 7, Data Deletion). Upon a valid request, we will securely delete the requested data.
7. Use of Aggregated or Anonymized Data

   We may aggregate or anonymize data so that it no longer identifies individual users, and this data may be used for research, analytics, or to improve service performance. This anonymized information is not subject to the restrictions outlined in this policy since it cannot be traced back to specific individuals.

4. Cookies and Similar Technologies

We use cookies and similar technologies to enhance your experience with our services. These small data files are stored on your device and help us:

1. Essential Functionality:Enable core features like login and security.
2. Personalization:Remember your preferences and settings.
3. Analytics and Performance:Analyze site usage and improve our services.
4. Advertising:Deliver targeted ads based on your interests.

You can manage or block cookies through your browser settings, but this may affect your experience with our services.

5. Sharing Your Information

We share your personal information with trusted third parties only as necessary to provide our services, comply with legal obligations, and improve your user experience. This includes:

1. Service Providers:Such as cloud storage, payment processors, and analytics providers who assist us in delivering the services.
2. Business Transfers:In the event of a merger, acquisition, or sale of assets.
3. Legal Obligations:To comply with legal requirements or protect our rights.

Your information is only shared under strict contractual obligations to protect your privacy.

6. Your Rights

Depending on your jurisdiction, you may have specific rights concerning your personal information. We are committed to ensuring that you can effectively exercise these rights.

1. Data Subject Access Rights

   Under various data protection laws, such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA), you may have the following rights:

   • Access:You have the right to request confirmation from us as to whether we are processing your personal data. If so, you have the right to access the personal data and the following information: the purposes of the processing, the categories of personal data concerned, the recipients or categories of recipients to whom the personal data has been or will be disclosed, the envisaged period for which the personal data will be stored, and more.
   • Correction:You have the right to request that we correct any inaccuracies in the personal data we hold about you.
   • Deletion:Under certain circumstances, you have the right to request the deletion of personal data we hold about you. This is also known as the “right to be forgotten.” Please refer to Section 7 for more details.
   • Restriction:You have the right to request the restriction of processing of your personal data under certain conditions, such as when you contest the accuracy of the data, and while we are verifying this.
   • Portability:You have the right to request a copy of your personal data in a structured, commonly used, and machine-readable format and have the right to transmit that data to another controller without hindrance from us.
   • Objection:You have the right to object to the processing of your personal data, especially if the processing is for direct marketing purposes.
   • Withdraw Consent:If the processing of your personal data is based on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
2. Exercising Your Rights

   To exercise any of these rights, please contact us at support@votars.ai. We may need to verify your identity before fulfilling your request and may have legal grounds to deny your request in certain circumstances.

3. Additional Rights under GDPR and CCPA

   If you are located in the European Economic Area (EEA), you have the additional right to lodge a complaint with your local data protection authority if you believe that we have not complied with applicable data protection laws. Similarly, if you are a resident of California, you have additional rights under the CCPA, including the right to opt out of the sale of your personal information and the right to non-discrimination for exercising any of your CCPA rights.

   We are committed to responding to your requests as promptly as possible and ensuring that your rights are respected and fulfilled.

7. Data Deletion (Right to be Forgotten)

You have the right to request the deletion of your personal data under certain circumstances, known as the “right to be forgotten.” This section explains your rights and how you can exercise them.

1. Grounds for Deletion

   You may request the deletion of your personal data if:

   • The personal data is no longer necessary for the purposes for which it was collected or processed.

   • You withdraw your consent on which the processing is based, and there is no other legal ground for the processing.

   • You object to the processing, and there are no overriding legitimate grounds for the processing.

   • The personal data has been unlawfully processed.

   • The personal data must be erased to comply with a legal obligation in European Union or Member State law to which we are subject.

2. How to Request Deletion

   To request the deletion of your personal data, please contact us at support@votars.ai. Provide specific details about the data you wish to be deleted and the reasons for your request. We may need to verify your identity before fulfilling your request.

3. Response to Deletion Requests

   Upon receiving your deletion request, we will:

   • Acknowledge receipt of your request.
   • Evaluate the request to ensure it meets the grounds for deletion under applicable law.
   • Respond to your request within the timeframe required by applicable law, usually within 30 days.

   If your request meets the criteria for deletion, we will erase your personal data from our records and notify you of the deletion. If we are unable to delete your data for any reason, we will inform you of the specific reason why we could not comply with your request.

4. Exceptions to Deletion

   In certain cases, we may not be able to comply with your request to delete your personal data if we need to retain it for reasons such as:

   • Complying with a legal obligation.
   • Protecting vital interests of individuals.
   • Establishing, exercising, or defending legal claims.

   We are committed to ensuring your right to data deletion is respected and will make every effort to fulfill your request in compliance with applicable laws.

9. Data Collection and Usage Limitations

Any data collected from third parties is lawfully collected and disclosed to users. The following limitations apply:

• Data from third parties or data collected through user input is not used or disclosed for: (1) building profiles or recording use; (2) monitoring employees; (3) location tracking; or (4) attention tracking or “heat maps.”
• No sale of data from third parties or data collected through user input, nor use of such data for: (1) advertising or marketing using profiles based on such data, regardless of whether the data is anonymized or aggregated; (2) conducting or assisting with surveillance; or (3) reverse engineering or reconstructing profiles.
• Retention of data from third parties and data collected through user input only for as long as necessary to perform the App's functions or other disclosed purposes.

8.Security Measures

We prioritize the protection of your personal information by implementing robust physical, administrative, and technical safeguards. These include:

1. Encryption:Data is encrypted both in transit and at rest to prevent unauthorized access.
2. Access Control:Access to personal information is restricted to authorized personnel only.
3. Regular Audits:We conduct regular security assessments to identify and mitigate potential vulnerabilities.
4. Incident Response:We have procedures in place to promptly address any data breaches or security incidents.

Despite these efforts, please note that no security system can be completely foolproof.

9. Data Collection and Usage Limitations

Our application integrates with external calendar services, including Google Calendar and Microsoft Outlook Calendar, to provide users with enhanced functionality such as the ability to synchronize and manage their calendar events directly within our platform.We are committed to ensuring that any user data accessed through these integrations is used solely to provide necessary functionalities and improve the core functionality of our application.Specifically:

1. Google Calendar API Data Use
   • Purpose of Data Access:We access Google Calendar data only to allow users to view, modify, create, or delete their calendar events within our application. This access is strictly limited to providing the core calendar-related functionalities that the user requests.
   • Scope of Data Use:We only use Google Calendar data for providing or improving the services related to event management as described above. We do not use this data for any purposes unrelated to core application functionality.
   • No Data Sharing or Monetization:We do not share, sell, or use Google Calendar data for advertising, marketing, user behavior analysis, or for creating user profiles. The data is used We do not share, sell, or use Google Calendar data for advertising, marketing, user behavior analysis, or for creating user profiles. The data is used We do not share, sell, or use Google Calendar data for advertising, marketing, user behavior analysis, or for creating user profiles. The data is used
   • User Control:Users may revoke our access to their Google Calendar data at any time by managing permissions through their Google account settings. Additionally, users can delete any calendar data synchronized with our platform at their discretion.
   • Compliance with Google API Policies:We strictly adhere to Google’sWe strictly adhere to Google’sWe strictly adhere to Google’s
2. Microsoft Outlook Calendar API Data Use
   • Purpose of Data Access:We access Microsoft Outlook Calendar data solely to provide users with the ability to view, manage, modify, create, and delete their calendar events within our platform. The data access is strictly confined to providing the calendar-related functionality that users request.
   • Scope of Data Use:We do not use Microsoft Outlook Calendar data for any purposes apart from providing or improving the core calendar functionalities as outlined. We strictly limit our use of the data to operational and functional purposes requested by the user.
   • No Data Sharing or Monetization:We do not share, sell, or use Microsoft Outlook Calendar data for any advertising, marketing, behavioral analytics, or user profiling purposes. Data accessed from Microsoft Outlook Calendar is used exclusively to improve the features users interact with, as described.
   • User Control:Users can manage their calendar integration permissions or revoke access anytime by adjusting permissions via their Microsoft account settings. Additionally, users have the option to delete any calendar data synchronized with our platform.
   • Compliance with Microsoft API Policies:In line with Microsoft’s In line with Microsoft’s In line with Microsoft’s
3. General Provisions

   For both Google Calendar and Microsoft Outlook Calendar integrations:

   • We give users full transparency on the type of data being accessed and how it's being used.
   • We do not access more data than is necessary to provide the calendar features requested by the user.
   • Users can always opt out of either service, revoke permissions, and delete any synchronized data through their personal settings.

   By integrating with Google Calendar and Microsoft Outlook Calendar, we guarantee that our use of their respective APIs aligns with theirdata protection and privacy policies, and we handle all user data with the highest security and confidentiality standards.

11. International Data Transfers

To support our global operations, we may transfer your personal information to countries outside your own, including to countries that may have different data protection laws than those in your jurisdiction. When we transfer personal data internationally, we ensure that appropriate safeguards, such as Standard Contractual Clauses or other legal mechanisms, are in place to protect your information. These measures are designed to ensure that your data is treated with the same level of protection as it would be within your home country.

12. Compliance with Local Regulations

We comply with local regulations regarding data protection and privacy, including but not limited to the General Data Protection Regulation (GDPR) for users in the European Economic Area (EEA) and the California Consumer Privacy Act (CCPA) for residents of California.

• GDPR Compliance:If you are located in the EEA, you have additional rights under GDPR, including the right to lodge a complaint with your local data protection authority.
• CCPA Compliance:If you are a resident of California, you have additional rights under the CCPA, including the right to opt out of the sale of your personal information.

13. Children's Privacy

Our Services are not intended for children under the age of 16, and we do not knowingly collect personal information from children under 16 through user input. If we become aware that a child under 16 has provided us with personal data, we will take steps to delete such information from our records. If you believe that a child has provided us with their personal information, please contact us immediately so we can take appropriate action.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make changes, we will revise the "Effective Date" at the top of this Policy. We encourage you to review this Policy periodically to stay informed about how we are protecting your information. Your continued use of the Services after any updates constitutes your acceptance of the revised Policy.

15. Contact Information

If you have any questions, concerns, or comments regarding this Privacy Policy, or if you would like to exercise your rights regarding your personal information, please contact us at:

Email:support@votars.ai

We will endeavor to respond to your inquiries as promptly as possible and address any concerns you may have about our privacy practices.