Privacy Policy

1.General

We know that your privacy is important to you, and we work hard to earn and keep your trust. Collaboration.Ai, LLC (collectively with its subsidiaries and affiliates, “Company,” “we,” “us,” and “our”), respects your privacy and is committed to protecting your privacy through our compliance with this Privacy Policy (the “Policy”). The words “you” and “your” refer to you as a user of the Services (defined below).

This Policy describes:

• The types of information we collect from you or that you may provide when you use the web applications and services available at https://collaboration.ai/, as well as NetworkOS, CrowdVector, our AI Agents, and any other applications and platform services directly owned by, or operated by or on behalf of, the Company and where this Policy is linked (collectively, our “Services”).
• Our practices for collecting, using, maintaining, protecting, and disclosing that information.

This Policy does not apply to information collected by us offline or through any other means, including on any other website or platform operated by the Company where this Policy is not linked or any third party, or information collected by any third party through any application or content (including advertising) that may link to or be accessible from the Services (for further information, see below, “Third-party Websites”).

Please read this Policy carefully to understand our practices regarding your information and how we will treat it. If you do not agree with our policies and practices, then please do not use our Services. By using our Services, you agree to the terms of this Policy. This Policy may change from time to time (see below, “Changes to this Policy”). Your continued use of our Services after we make changes is deemed to be acceptance of those changes, so please check the Policy periodically for updates.

2.Other Agreements

Your use of the Services and any information associated with the Services may also be subject to the terms of a separate Master License Agreement between Company and its customers, including your employer, business, agency, service provider, or any other organization with which you are transacting (“Your Organization”). When and where applicable, this Policy may be superseded by specific terms in such agreement.

3.The Information We Collect

Personal Information. To ensure that we provide you with the best possible experience, we will store, use, and disclose personal information about you in accordance with this Policy. Personal information is information that identifies, relates to, describes, references, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular user, household or device (“Personal Information”). The Personal Information that we may receive and collect depends on what you do when you visit our Services.

Information of Other Individuals. You may have the opportunity to provide information of other individuals. When providing such information, you are solely responsible for obtaining the necessary consents and authorizations from any individuals in accordance with applicable data security laws and regulations, and the Company shall not be responsible or held liable for your failure to obtain the necessary consents.

Credit Card Information. Please note that for any credit card information provided on the Services, we utilize a trusted third-party PCI-DSS compliant payment processor to process all of your transactions and such payment processor collects and maintains the necessary Personal Information needed to necessitate such transactions. We do not maintain any credit card information on our systems.

Aggregated and De-Identified Data. We may also collect, use and disclose aggregated and de-identified data such as statistical or demographic data for any purpose. Aggregated and de-identified data could be derived from your Personal Information but is not considered Personal Information under applicable law as this data will not directly or indirectly reveal your identity. However, if we combine or connect aggregated or de-identified data with your Personal Information so that it can directly or indirectly identify you, we treat the combined data as Personal Information which will be used in accordance with this Policy.

Free-Text Boxes and Upload Features. The information that you provide in each case will vary. In some cases, you may be able to provide Personal Information via email or free text boxes or through upload features, such as when contacting the Company to request further information or using our AI Features (as defined below). When providing your Personal Information, please provide only relevant information and do not provide unnecessary sensitive information, such as Social Security numbers, credit card information or other sensitive personal data, unless required for our services.

Username and Password. We may ask you to create a username and password that should only be known to you.

Recording Use of the Services. We partner with trusted third-party vendors to analyze the performance and traffic of our Services. This may include things like buttons you click, mouse movements and other behavior on the Services, date and time of access, pages visited, web beacons, and cookie, pixel, or tag information. Please see our “Cookies and Similar Technologies” section below to learn more about cookies, pixels, tags, and analytic technologies.

Online Chat Features. We may partner with a trusted third-party vendor to provide you with chat features to better assist you. When using the chat features, please only provide necessary information and do not provide sensitive information.Unless otherwise agreed in our Master License Agreement with Your Organization or otherwise stated herein, we or our third-party vendor may record and maintain a transcript of any communications in the chat for purposes of recordkeeping and quality assurance, and to improve our responses. Please see our “Artificial Intelligence Services” section below for information on how available artificial intelligence-enabled chat features may further interact with your data.

(a) Information We May Collect on the Services

You may have the opportunity to provide Personal Information on our Services, including but not limited to:

We may obtain the Personal Information listed above from the following categories of sources:

• Directly from you. For example, when you:

• register with the Services;
• submit support tickets or contact our customer support team;
• subscribe to one of our e-newsletters;
• use one of our AI Features;
• upload documents or files on the Services; or
• otherwise communicate with us, such as contacting us for more information.

• Indirectly from you. For example, through information we collect from you in the course of providing our Services to you.
• Directly and indirectly from activity on our Services. For example, from usage details that are collected automatically. For more information on automatic information collection, please review the “Cookies and Similar Technologies” section below.
• Third Party Sources. We may collect information about you from third party sources, such as from Your Organization or our business partners.

4.Cookies and Similar Technologies

In addition to the information that you provide to us, we may also collect information about you during your visit to our Services. We collect this information using automated tools that are detailed below. These tools may collect information about your behavior and your computer system, such as your Internet Protocol (“IP”) address, device identifier, browser type and language, operating system, date and time stamp, session ID, internet service provider, data regarding network-connected hardware, the pages you have viewed, and the actions you have taken while using the Services.

We may use this automatically collected information to: (i) conduct analyses about our Services; (ii) associate the different devices you use; (iii) remember your browser or device; (iv) remember your preferences and interactions; (v) collect information about our Services; and (vi) log activity on our Services. We may use these technologies for providing our Services, security, authentication, analytics, product or service improvement, fraud detection, and for other similar purposes.

Some of the tools we use to automatically collect information about you may include:

(a) Cookies. A “cookie” is a small data file transmitted from a website to your device’s hard drive. Cookies are usually defined in one of two ways, and we may use either (or both) of them: (1) session cookies, which do not stay on your device after you close your browser, and (2) persistent cookies, which remain on your device until you delete them or they expire.

(b) Analytics Services. Our Services may use Google Analytics, LinkedIn, Datadog, and others for audience measurement and analytics purposes. These analytics services may use cookies or similar technologies to collect information to help us analyze users and how they use our Services. The information collected by these technologies is used to assess how often you visit our Services, what pages you view when you visit our Services, and what other websites you visited before coming to our Services. Information generated by these services may be transmitted to and stored by these providers and they may use this information for purposes such as evaluating your use of our Services, compiling statistics reports on the Services’ activity, and providing other services relating to activity and other internet usage for our Services. You may review Google’s data privacy practices for Google Analytics and data privacy practices for Google Tag Manager. To opt out of being tracked by Google Analytics, you may download and install the Google Analytics Opt-out Browser Add-on.

(c) Embedded Web Links. Links provided in our emails and, in some cases, on third-party websites may include tracking technology embedded in the link. The tracking is accomplished through a redirection system. The redirection system allows us to understand how the link is being used by email recipients. Some of these links will enable us to identify that you have personally clicked on the link and this may be attached to the Personal Information that we hold about you. This data is used to improve our service to you and to help us understand the performance of our marketing campaigns.

Of course, if you do not wish to have cookies on your devices, you may turn them off at any time by modifying your internet browser’s or device’s settings. Please refer to the help section of your browser or mobile device for additional information. Your browser or mobile device may also offer add-ons, plugins, or extensions to manage cookies, local storage objects, scripts, or similar technologies mentioned in this Policy. Apple and Android mobile devices each generate an advertising identifier that can be accessed by apps and used by advertisers in much the same way that cookies are used on websites. Each operating system provides options to limit tracking and/or reset the advertising ID. However, by disabling cookies on your browser or device, you may be prohibited from full use of the Services’ features or lose access to some functionality.

While we do not use the Personal Information collected through the Services to serve you interest-based advertisements as of the “Last Revised” date above, you may opt out of receiving interest-based advertisements from other companies that perform interest-based advertising services who are members of the Digital Advertising Alliance (DAA) by visiting the DAA website or YourAdChoices. If you are located in Canada, you can visit the Digital Advertising Alliance of Canada. If you are located in Europe, please visit the European Digital Advertising Alliance. Please note that when using the ad industry opt-out tools described above, you may need to execute opt-outs for each browser or device that you use. Opting out of interest-based advertising does not mean you will no longer see advertising online, but it does mean that the companies from which you opt out will no longer show ads that have been tailored to your interests. If you use industry opt-out tools, your opt out will only apply to companies who are participating in those industry organization tools.

5.How We Use Your Information

The information we gather and that you provide is collected to provide you information and the services you request, in addition to various other purposes, including, but not limited to:

• security, credit or fraud prevention purposes;
• providing you with effective customer service;
• providing you with a personalized experience when you use the Services;
• developing new products and services;
• contacting you with information and notices related to your use of the Services;
• inviting you to participate in surveys and providing feedback to us (in accordance with any privacy preferences you have expressed to us);
• better understanding your needs and interests;
• improving the content, functionality and usability of the Services;
• improving our products and services;
• de-identifying information we collect about you and using it for any purpose in accordance with applicable law; and
• any other purpose identified at the point of data collection, in an applicable privacy notice, in a click-through agreement or in any other agreement between you and us.

Duration. The length of time Company intends to retain Personal Information, including sensitive personal information, if any, is for as long as reasonably necessary to carry out Company’s intended business purpose for such information.

6.How We Disclose Your Information

We do not sell your Personal Information to any third party. We may disclose your Personal Information to a third party for a business purpose, including the following categories of third parties:

• Our Affiliates. We may disclose the information collected through the Services with our affiliates, subsidiaries, and other related entities in order to provide our Services or as otherwise required to comply with our legal obligations.
• Third-party Service Providers. We disclose Personal Information collected through the Services with third-party Service Providers who act for or on behalf of the Company. These third parties may need information about you to perform their functions. “Service Providers” may include suppliers, dealers, distributors, companies and consultants that provide website hosting, software development, payment processing, website and data analytics, order fulfillment, information technology and related infrastructure support, customer service, email delivery, and auditing. As noted in the “Artificial Intelligence Services” section below, when you utilize one of our AI Features, your Personal Information may also be disclosed to one of our trusted AI partners.
• Your Organization. If you use our Services as an employee, agent, or client of a separate business, agency or other organization, we may disclose your Personal Information with Your Organization, such as, but not limited to, when managing all active accounts under Your Organization’s agreement with us. The Company is not responsible or liable for any uses of your information or your content by Your Organization.

Except as described in this Policy, we will not disclose your information with other third parties without your notice and consent or the consent of Your Organization, unless it is under one of the following circumstances:

• Legal Reasons.

• We believe that disclosure is reasonably necessary to comply with any applicable law, regulation, subpoena, or court order;
• To respond to duly authorized information requests from law enforcement or other governmental authorities;
• To enforce our agreements or policies;
• To investigate and prevent security threats, fraud, or other malicious activity; or
• To respond to an emergency that we believe in good faith requires us to disclose such information to assist in preventing the death or serious bodily injury of any person or Company employee.

• Sale of Business or Merger. There are circumstances where the Company may decide to buy, sell, or reorganize its business. Under these circumstances, it may be necessary to disclose or receive Personal Information with prospective or actual purchasers, acquisition targets, partners or affiliates. In such circumstances, the Company will ensure your information is used in accordance with this Policy.
• In Aggregate or De-Identified Form. We may aggregate or otherwise anonymize the data we collect for purposes of analytics, research, marketing and other business interests of the Company. Such use shall not include Personal Information or information that can identify you as an individual or reasonably be used to identify you.

7.Artificial Intelligence Services

We may offer artificial intelligence (“AI”) products and features as part of our Services, including, but not limited to, products and features that review submitted information, data, documents, files, and other inputs (“Inputs”) to provide summaries, guidance, and other outputs (“Outputs”) (collectively, “AI Features”). The Services include AI Features as a part of the product that we deliver and cannot be independently enabled or disabled by you or Your Organization. Company is committed to protecting your data and we want to be clear about how the AI Features interact with your data:

• No Profiling: We do not use the AI for profiling of your Personal Information.
• Personal Information is Not Used for AI Training: We do not create our own AI models, nor do we use your Personal Information to train our AI Features, unless you or Your Organization otherwise elect in writing to opt in for such use.
• Third-Party AI Partners: We work with third-party model providers to provide the AI Features, and these third parties may only use your Personal Information to assist with providing our Services to you. Please visit https://trust.collaboration.ai for a list of our third-party model providers, which includes Anthropic, OpenAI, Google, and Amazon.

Notwithstanding the foregoing and in accordance with this Privacy Policy, we may: (1) create and use aggregated or anonymized log data or analytics data to update, modify, or otherwise improve our Services, and (2) use anonymized user-generated data for the purpose of development, research, and improvement of our Services.

Unless expressly permitted under the Master License Agreement between us and Your Organization, you shall not intentionally submit any of the following to the Services: protected health information (as defined under the Health Insurance Portability and Accountability Act (“HIPAA”)), payment card data, export-controlled data, classified information, or other highly regulated data.

DISCLAIMER. THE OUTPUTS MAY NOT ALWAYS BE ACCURATE. YOU SHOULD NOT RELY ON SUCH OUTPUTS FROM OUR SERVICES AS A SOLE SOURCE OF TRUTH OR FACTUAL INFORMATION, OR AS A SUBSTITUTE FOR PROFESSIONAL ADVICE. IT IS YOUR RESPONSIBILITY TO EVALUATE THE OUTPUTS FOR ACCURACY AND APPROPRIATENESS FOR YOUR USE CASE, INCLUDING USING HUMAN REVIEW AS APPROPRIATE, BEFORE USING, MODIFYING, OR OTHERWISE RELEASING SUCH OUTPUTS FROM THE SERVICES OR AI FEATURES. THE INFORMATION PROVIDED BY THE AI FEATURES OR ON THE SERVICES IS FOR GENERAL INFORMATION PURPOSES ONLY AND DOES NOT CONSTITUTE LEGAL, FINANCIAL, OR PROFESSIONAL ADVICE. NO FIDUCIARY RELATIONSHIP OF ANY KIND IS CREATED BY USING THE SERVICES OR THE AI FEATURES. YOU SHOULD CONSULT A QUALIFIED PROFESSIONAL FOR ADVICE SPECIFIC TO YOUR SITUATION.

8.Communication Preferences

We want to provide you with relevant information that you have requested. When possible, we will always provide options as to what information we collect and how you can manage any preferences that pertain to such information.

If we provide subscription-based services, such as email newsletters, we will allow you to make choices about what information you provide at the point of information collection or at any time after you have received a communication from us while you are subscribed. Transactional or service-oriented messages, such as confirmation messages, are usually excluded from such preferences, as such messages are required to respond to your requests or to provide goods and services, and are not intended for the purposes of marketing.

From time to time, we may send you email newsletters and marketing emails. You may opt out of them at any time by selecting the “unsubscribe” link at the bottom of each email. Please note that by opting out or unsubscribing you may affect other services you have requested we provide to you, in which email communication is a requirement of the service provided. Even if you opt-out of receiving marketing material, we may still need to contact you with important information about your account or responding to your requests or questions.

9.Access, Correct, and Delete Your Personal Information

If we provide you the option to create an account, you can access, correct, or delete some of the Personal Information we have collected or that you have provided to us by logging into your account and accessing the information displayed in your profile or account settings. Otherwise, please review the “Your Rights Under State Law” and “For Users Outside the United States” sections below for information on the rights you may have with respect to your Personal Information or contact us at privacy@collaboration.ai.

10.Information of Minors

We do not knowingly collect or use information from individuals under the age of eighteen (18) without parental or guardian consent. We do not target the Services to minors, and would not expect them to be engaging with the Services. We encourage parents and guardians to provide adequate protection measures to prevent minors from providing information unwillingly on the internet. If we are aware of any Personal Information that we have collected about minors, we will take steps to securely remove it from our systems.

11.Feedback

We welcome inquiries or feedback on the services or products you might use or like to use. Any inquiries, feedback, suggestions, or ideas you provide to us (collectively, “Feedback”) will be treated as non-proprietary and non-confidential. Your Feedback on or through the Services may be available to others who use the Services. In addition, we may use your Feedback in advertising campaigns and other promotions. We may or may not use your name in connection with such use, and we may or may not seek your consent before using the Feedback for such purposes. Therefore, you should have no expectation of privacy with respect to your Feedback on or through the Services. In particular, your Feedback must not violate the privacy or other rights of others. You may not use false identifying information or contact information, impersonate any person or entity, or otherwise mislead us as to the origin of any Feedback.

12.Third-party Websites

This Policy does not apply to websites or other domains that are maintained or operated by third parties or our affiliates. Our Services may link to third-party websites and services. For example, if you click on an advertisement on the Services, you may be taken to another website that we do not control. These links are not endorsements of these websites, and this Policy does not extend to them. Because this Policy is not enforced on these third-party websites, we encourage you to read any posted privacy policy of the third-party website before using the service or website and providing any information.

13.Your Rights under State Law

Some state laws in the United States provide consumers with additional rights with respect to their Personal Information (also known as “personal data”), as those terms are defined under those applicable state laws. Such state laws may include, but are not limited to, the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act of 2020, the Colorado Privacy Act, the Connecticut Data Privacy Act, the Delaware Personal Data Privacy Act, the Indiana Consumer Data Protection Act, the Iowa Consumer Data Protection Act, the Kentucky Consumer Data Protection Act, the Maryland Online Data Privacy Act, the Minnesota Consumer Data Privacy Act, the Montana Consumer Data Privacy Act, the Nebraska Data Privacy Act, the New Hampshire Data Privacy Act, the New Jersey Data Privacy Act, the Oregon Consumer Privacy Act, the Rhode Island Data Transparency and Privacy Protection Act, the Tennessee Information Protection Act, the Texas Data Privacy and Security Act, the Utah Consumer Privacy Act, and the Virginia Consumer Data Protection Act (collectively, the “U.S. State Privacy Laws”). Any Personal Information we collect is collected for the commercial purpose of effectively providing our services to you, as well as enabling you to learn more about, and benefit from, our services.

Company is a “Service Provider” or “Processor” as defined by the U.S. State Privacy Laws where Company processes your information on behalf of Your Organization. To the extent U.S. State Privacy Laws allow you to make certain requests, including requests to access, correct, limit or delete personal information or sensitive personal information, or a list of third party disclosures, you must make these requests directly to Your Organization. If you submit a request to the Company regarding your rights under applicable U.S. State Privacy Laws, we may redirect you to Your Organization.

14.Location of Our Services

We do not warrant or represent that this Policy or the Services’ use of your Personal Information complies with the laws of every jurisdiction. Furthermore, to provide you with our services, we may store, process, and transmit information in the United States and other locations around the world, including countries that may not have the same privacy and security laws as yours. Regardless of the country in which such information is stored, we will process your Personal Information in accordance with this Policy.

15.Safeguarding the Information We Collect

We use reasonable technical, administrative, and physical safeguards in order to protect your Personal Information against accidental loss and from unauthorized access, use, alteration, and disclosure. However, we can never promise 100% security. Please notify us immediately of any actual or suspected unauthorized use of the Services or your information.

16.For Users Outside the United States

Under the (i) General Data Protection Regulation (Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, or “GDPR”), (ii) Data Protection Act 2018, (iii) the GDPR as it forms part of the law of England and Wales, Scotland and Northern Ireland (i.e., “UK GDPR”) as provided in the Data Protection Act 2018, and (iv) any other applicable data protection legislation of any country or other jurisdiction (collectively “International Data Protection Laws”) individuals have specific rights with respect to their Personal Information, or “personal data” as defined under the International Data Protection Laws. Any personal data we collect from you is processed in the United States, under the terms of this Policy, and in the legitimate interest of our business and providing our services to you as the lawful means of such processing.

The Data Controller is Your Organization. Company is a “Service Provider” or “Processor” as defined by the International Data Protection Laws. To the extent International Data Protection Laws allow you to make certain requests, including requests to access, correct, erase personal information, or withdraw consent, you must make these requests directly to Your Organization or otherwise in accordance with Section 17. If you submit a request to the Company regarding your rights under applicable International Data Protection Laws, we may redirect you to Your Organization or otherwise in accordance with Section 17.

17.Additional Disclosures

The statements in this Section 17 are made by, and apply solely to, Collaboration.Ai, LLC, and not to its subsidiaries or affiliates.

Collaboration.Ai, LLC complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce. Collaboration.Ai, LLC has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles (EU-U.S. DPF Principles) with regard to the processing of personal data received from the European Union and the United Kingdom in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF. Collaboration.Ai, LLC has certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. Data Privacy Framework Principles (Swiss-U.S. DPF Principles) with regard to the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF. If there is any conflict between the terms in this privacy policy and the EU-U.S. DPF Principles and/or the Swiss-U.S. DPF Principles, the Principles shall govern. To learn more about the Data Privacy Framework (DPF) Program, and to view our certification, please visit https://www.dataprivacyframework.gov.

In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF, Collaboration.Ai, LLC commits to cooperate and comply with the advice of the panel established by the EU data protection authorities (DPAs) and the UK Information Commissioner’s Office (ICO) and the Swiss Federal Data Protection and Information Commissioner (FDPIC) with regard to unresolved complaints concerning our handling of human resources data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF in the context of the employment relationship.

In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF, Collaboration.Ai, LLC commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF to VeraSafe, an alternative dispute resolution provider based in the United States. If you do not receive timely acknowledgment of your DPF Principles-related complaint from Collaboration.Ai, LLC, or if Collaboration.Ai, LLC has not addressed your DPF Principles-related complaint to your satisfaction, please visit https://www.verasafe.com/privacy-services/dispute-resolution/submit-dispute/ for more information or to file a complaint. The services of VeraSafe are provided at no cost to you.

The Federal Trade Commission has jurisdiction over Collaboration.Ai, LLC’s compliance with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF).

Under certain conditions, individuals may invoke binding arbitration for complaints regarding DPF compliance not resolved by any of the other DPF mechanisms. For additional information, see Annex I of the DPF Principles at https://www.dataprivacyframework.gov/framework-article/ANNEX-I-introduction.

Collaboration.Ai, LLC has responsibility for the processing of personal information it receives under the DPF Principles and subsequently transfers to a third party acting as an agent on its behalf. Collaboration.Ai, LLC shall remain liable under the DPF Principles if its agent processes such personal information in a manner inconsistent with the DPF Principles, unless Collaboration.Ai, LLC proves that it is not responsible for the event giving rise to the damage.

18.Changes to This Policy

This Policy describes our current policies and practices with regard to the information we collect through the Services. We are continually improving and adding to the features and functionality of the Services along with the products and services we offer through the Services. If we make any changes to this Policy, a revised Policy will be posted on this webpage and the date of the change will be reported in the “Last Revised” block above. You can get to this page from any of our webpages by clicking on the “Privacy Policy” link (usually at the bottom of the screen).

19.How to Contact Us

We value your opinions and welcome your feedback. To contact us about this Policy or your Personal Information, please contact us at privacy@collaboration.ai.