Privacy Policy

Last Updated: August 6th, 2018

At AISense Inc. (collectively referred to herein as “we,” “us,” “our,” or “AISense”), we respect the privacy of our Customers, Authorized Users referred to herein as “Users” and the importance of the information they entrust to us. With this in mind, we provide you this privacy policy (the “Policy”) to help you understand the kinds of information we may gather about you when you access our Web Sites (at http://www.aisense.com or https://otter.ai ) or our Services including Otter Voice Notes, and the AISense API, how we may use and disclose the information, and how you can control, correct and/or update the information. By accessing or using the AISense Web Sites or Services, you are accepting the policies and practices described in this Policy. Each time you visit or use the Web Site or Services, you agree and expressly consent to our collection, use and disclosure of the information that you provide as described in this Policy.

We currently retain no cookie, registration data or other data for visitors to our Websites except for users that have logged in to use our Services.

Information We Collect

To engage our Services as a User, you must be a Customer which is a registered account holder or authorized by a Customer to use their login information. As a User you may record conversations using our mobile application or web application or upload recorded conversations captured by other means. When you register as a Customer and use the Services we will collect the following information:

WE COLLECT:

Your email address

WHY WE COLLECT IT AND HOW WE USE IT:

HOW WE RETAIN IT:

We keep your email address until you delete your account by sending an email to support@aisense.com

WE COLLECT:

Your billing information including name and payment card number

WHY WE COLLECT IT AND HOW WE USE IT:

HOW WE RETAIN IT

We process all card payments through Stripe, a third-party payment processor. It retains all information related to payment transactions according to their privacy policy at https://stripe.com/privacy

WE COLLECT:

All events related to use of the Services including access, record, share, edit and delete events

WHY WE COLLECT IT AND HOW WE USE IT:

HOW WE RETAIN IT

Log files are stored for up to five days and are then deleted

WE COLLECT:

Time, location, and calendar information from Google Calendar, iCal, and other calendar programs for current and following day

WHY WE COLLECT IT AND HOW WE USE IT:

HOW WE RETAIN IT

We delete all historical calendar information after event has passed.

WE COLLECT:

Name and email for contacts from your mobile device or Google Contacts or that you enter in the Otter service when you share a Conversation or create a Group

WHY WE COLLECT IT AND HOW WE USE IT:

HOW WE RETAIN IT

We store contact information until deleted by the user by deleting their account, or by sending an email to support@aisense.com

WE COLLECT:

Device information: We assign a unique user identifier (UUID) to each mobile device that accesses the Services. We also collect carrier, language settings, operating system, OEM and device model information.

WHY WE COLLECT IT AND HOW WE USE IT:

HOW WE RETAIN IT

We store all device information until the user deletes their account or sends an email requesting that information be deleted to support@aisense.com

WE COLLECT

Web browser information: We assign a unique cookie to your web browser when you login as a user to the Services. We do not assign cookies for visitors who do not login to the service.

WHY WE COLLECT IT AND HOW WE USE IT

We use session cookies to retain login status and state in a particular session when using Otter via a web browser.

HOW WE RETAIN IT

We retain web cookies for up to two weeks whenever the user logs out of Services.

WE COLLECT:

Audio recordings of conversations that you capture and upload using the services.

WHY WE COLLECT IT AND HOW WE USE IT:

HOW WE RETAIN IT

We store a copy of the recording, the associated transcript, speaker ID, key phrases and other related metadata until it is deleted by the user who uploaded the recording. If it is deleted by the user no record will be retained by AISense.

WE COLLECT:

Recordings and certain user data from other Services.

WHY WE COLLECT IT AND HOW WE USE IT:

HOW WE RETAIN IT

With Whom We May Share Information We Collect

We use services provided by a number of third parties to process usage and certain device data for business intelligence and troubleshooting purposes. These third parties may use cookies, web beacons, mobile device IDs or other unique identifiers to track your use of the Services. We do not share login or personal information with third party data processors.

We will not share Personal Information or Customer Data with others except as Customer requests per written instructions or by sending a message through the Website or Services, or as indicated herein, or except when we inform you in advance and give you the opportunity to opt out.

We may also share Personal Information or Customer Data as necessary to comply with legal or regulatory requirements and to respond to lawful requests, court orders and legal process, as well as, to protect and defend the rights, property, or safety of us or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud.

Your Choices

  1. Customer provides us with instructions on what to do with Customer Data. A Customer has many choices and control over Customer Data. For example, Customer may provision or deprovision access to the Services, enable or disable third-party integrations, manage access to groups or individuals for content shared through the Services. Since these choices and instructions may result in the access, use, disclosure, modification or deletion of certain or all Customer Data, please review the applicable Platform or Services pages for more information about these choices and instructions. You may delete all of your Customer data by requesting that your account is deleted. We will retain no record of any personal data, usage data or other information.

  2. In addition, the browser you use may provide you with the ability to control cookies or other types of local data storage. Your mobile device may provide you with choices around how and whether location or other data is collected and shared. AISense does not control these choices, or default settings, which are offered by makers of your browser or mobile device operating system.

  3. EU data subjects are granted rights under the General Data Privacy Regulation (GDPR). We are the Processor of information on behalf of its Customers which act as controllers of the information and as such are responsible for directing AISense to process such data. EU data subjects that wish to view, edit, delete, transfer, or otherwise restrict our use of their Personal Information should email support@aisense.com, Attn: Privacy Officer.

  4. If you have any questions about your information, our use of this information, or your rights when it comes to any of the foregoing, contact us at support@aisense.com.

Information Collected from Minors

AISense does not knowingly collect personal information from individuals under the age of of 16. If you are under 16, please do not use our services or provide any information to us through the Services. If we learn we have collected or received personal information from a child under 16 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 16, please contact us at support@aisense.com.

Security

AISense is committed to protecting your information and we take appropriate commercially reasonable physical, electronic, and other security measures to help safeguard personal information from unauthorized access, alteration, or disclosure. Our security practices include: encrypting many of our services using SSL; and frequent review of information collection, storage and processing practices, including physical security measures, to guard against unauthorized access to systems.

Use of Google Sign-in

We use Google Sign-in to ease the process of signing up for and logging into an Otter account. Users may optionally allow the Otter service to access calendars and contacts associated with their Google Accounts. With calendars access, the Otter mobile application can send users timely reminders to record their upcoming meetings, and automatically name these recordings based on calendar event titles. With contacts access, the Otter service can simplify how users enter the recipients of shared notes, by allowing users to select from their existing contacts instead of requiring users to type out email addresses.

Privacy Shield

AISense complies with the EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union and Switzerland to the United States. AISense has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. If there is any conflict between the terms in this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield program, and to view our certification, please visit https://www.privacyshield.gov/.

Enforcement and Privacy Complaints by EU and Swiss Citizens

In compliance with the EU-U.S. and Swiss-U.S. Privacy Shield Principles, AISense commits to resolve complaints about your privacy and our collection or use of your personal information. Persons located in the European Union and Switzerland who have inquiries or complaints regarding this privacy policy should first contact us at support@aisense.com.

If your complaint cannot be resolved through AISense’s internal processes, AISense will cooperate with JAMS (Judicial Arbitration and Mediation Services, Inc) pursuant to the JAMS International Mediation Rules, available on the JAMS website at www.jamsadr.com/international-mediation-rules. You may launch a Privacy Shield case by visiting https://www.jamsadr.com/eu-us-privacy-shield at no cost to you. JAMS mediation may be commenced as provided for in the relevant JAMS rules. The mediator may propose any appropriate remedy, such as deletion of the relevant Personal Data, publicity for findings of noncompliance, payment of compensation for losses incurred as a result of noncompliance, or cessation of processing of the Personal Data of the Consumer who brought the complaint. You or the mediator also may refer the matter to the U.S. Federal Trade Commission, which has Privacy Shield investigatory and enforcement powers over AISense. Under certain circumstances, you also may be able to invoke binding arbitration to address complaints about AISense’s compliance with the Privacy Shield Principles.

Accountability for Onward Transfer

In the event we transfer personal data covered by the Privacy Shield Framework to a third party acting as a controller, we will do so consistent with any notice provided to data subjects and any consent they have given, and only if the third party has given us contractual assurances that it will (i) process the personal data for limited and specified purposes consistent with any consent provided by the Data Subjects, (ii) provide at least the same level of protection as is required by the Privacy Shield Principles and notify us if it makes a determination that it cannot do so; and (iii) cease processing of the personal data or take other reasonable and appropriate steps to remediate if it makes such a determination. If AISense has knowledge that a third party acting as a controller is processing personal data covered by the Privacy Shield Framework in a way that is contrary to the Privacy Shield Principles, AISense will take reasonable steps to prevent or stop such processing.

With respect to our agents, we will transfer only the personal data covered by this Privacy Shield Policy needed for an agent to deliver to AISense the requested product or service. Furthermore, we will (i) permit the agent to process such personal data only for limited and specified purposes; (ii) require the agent to provide at least the same level of privacy protection as is required by the Privacy Shield Principles; (iii) take reasonable and appropriate steps to ensure that the agent effectively processes the personal data transferred in a manner consistent with AISense’s obligations under the Privacy Shield Principles; and (iv) require the agent to notify AISense if it makes a determination that it can no longer meet its obligation to provide the same level of protection as is required by the Privacy Shield Principles. Upon receiving notice from an agent that it can no longer meet its obligation to provide the same level of protection as is required by the Privacy Shield Principles, we will take reasonable and appropriate steps to stop and remediate unauthorized processing.

AISense remains liable under the Privacy Shield Principles if an agent processes personal data covered by this Privacy Shield Policy in a manner inconsistent with the Principles, except where AISense is not responsible for the event giving rise to the damage.

Privacy Policy Changes

AISense reserves the right to change, modify, add, or remove portions of this Policy at any time and without prior notice, and any changes will become effective immediately upon being posted unless we advise you otherwise. However, we will not use your Personal Information or Customer Data in a way that is materially different than the uses described in this Policy without giving you an opportunity to opt out of such differing uses. Your continued use of the Platform or Services after this Policy has been amended shall be deemed to be your continued acceptance of the terms and conditions of the Policy, as amended. We encourage you to bookmark this Web page and review this Policy regularly.

Contacting AISense

Our goal is to respect your privacy. If you have any questions, comments or concerns about our Privacy Policy, you may contact us by email at support@aisense.com attn: Privacy Officer or by mail to :

AISense, Inc.
Attn: Privacy Officer
5150 El Camino Real, Suite A-22
Los Altos, CA 94022