Privacy Policy

At Huddles Inc. collectively referred to herein as 'we', 'us','ours','Huddles', 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 Huddles.app), our Services Huddles and other interactions (e.g. customer support conversations, user surveys, user onboarding etc.) you may have with Huddles, how we may use and disclose the information, and how you can control, correct and/or update the information. By accessing or using the Huddles 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.

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 or upload files using our web application. For content and data that you upload to or make available through the Service (“User Content”), you are responsible for ensuring this content is in accordance with our Terms of Service, and that the content is not violating other users’ privacy. When you register as a Customer and use the Services we will collect the following information as listed below. We will not sell collected data to other companies.

WE COLLECT:

Your email address

WHY WE COLLECT IT AND HOW WE USE IT:

1. To create and support your account and provide you with Services.

2. To communicate with you, for example, informing you about your account status, security updates and website application information.

3. To contact you about features, products, services and other promotions that can enhance your use of the Services, in accordance with your communications preferences.

4. To enforce compliance with our Terms.

HOW WE RETAIN IT:

We keep your email address until you delete your account by sending an email to Huddles.app

WE COLLECT:

Event id, title, date, start time, stop time, video conferencing tool, description, organizer, attendees and other calendar information from Google or Outlook Calendar for current and following days.

WHY WE COLLECT IT AND HOW WE USE IT:

To automatically create meetings on Huddles,

1. Get Event id, title, date, start time, video conferencing tool, description, organizer, attendees’ email addresses to create an Huddles recording.

2. Get organizer, attendees’ email addresses to send invitations via email.

3. Upload meeting notes to event details.

WE DO NOT: We do not share your Google or Outlook Calendar information with third party data processor. HOW WE RETAIN IT: We delete all historical information after event has passed. We delete all information of Google or Outlook Calendar when you disconnect Google or Outlook Calendar from Huddles. 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: Usage data is retained in log files to monitor quality of service and to troubleshoot or respond to customer queries. HOW WE RETAIN IT: Log files are stored for up to five days and are then deleted. 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 Huddles 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:

Video recordings of conversations that you hold or attend meetings using the services.

WHY WE COLLECT IT AND HOW WE USE IT:

To create a transcript of the service using the Huddles proprietary. We process the resultant transcript to derive key phrases and other summary data and assign a speaker ID if the speaker is enrolled by the user. As you are using Huddles to record meetings, you are responsible for collecting consents from all participants in the meeting prior to starting the recording.

WE DO NOT:

We do not select any segment of raw or partially processed video or associated transcribed text from multiple recorded conversations from different Users of the Services to be used as training data to automatically train our artificial intelligence (AI) technology. Only after receiving explicit permission from the customers we may manually transcribe certain recorded conversations to further enrich our training data. We do not access your recordings and transcripts at any point. Only when you personally share access with individual employees for technical support. Also in those cases, only recordings and transcripts with access rights given to the support team member will be accessed.

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.

WE COLLECT:

Recordings and certain user data from other Services.

WHY WE COLLECT IT AND HOW WE USE IT:

1. We process all recorded conversations from third party sources the same way we process recordings directly captured via the Services, but we will not use any data in aggregate for AI training or any other usage.

2. We integrate with third party services to automate capture and/or upload of recorded audio conversations for processing through the Services. We may use stored credentials including API keys, to access these services. We may also support direct login to certain third party services through the Services via OAuth, which means that no user credentials for the third party services are stored.

3. Certain third party service providers may access the Service using API keys provided by Huddles.

4. Third party service will not collect or restore any data of our users, such as audios, transcriptions, agendas, notes, messages and other information in Huddles.

HOW WE RETAIN IT:

1. Recordings uploaded from third party services and associated with a User account are processed and retained using the same guidelines for recordings directly captured or uploaded through the Services.

2. Use and retention of data from third party services that use the Huddles APIs may be governed by the policies of those third party services.

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, or other unique identifiers to track your use of the Services. We do not share login or personal information with third party data processors.

1. Google Analytics—We use Google Analytics to detailed user event data from website. More information may be found at: https://policies.google.com/privacy

2. 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. 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. Huddles does not control these choices, or default settings, which are offered by makers of your browser or computer device operating system.

3. 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 [email protected].

Information Collected from Minors

Huddles does not knowingly collect personal information from individuals under the age of 18. If you are under 18, please do not use our services or provide any information to us. If we learn we have collected or received personal information from a child under 18 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 18, please contact us at [email protected].

Security

Huddles 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 any attempt to connect over HTTP is redirected to HTTPS; and frequent review of information collection, storage and processing practices, including physical security measures, to guard against unauthorized access to systems. We host Huddles software in Google Cloud Platform and Amazon Web Services (AWS) facilities. Google and AWS data centers are certified as ISO 27001, PCI DSS Service Provider Level 1, and/or SOC 1 and 2 compliant. Our database is located in USA and protected by restricted security groups. Only the minimal required communication to and between the servers is allowed.

Huddles 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. 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 Huddles

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 [email protected].