Privacy Policy

SUMMARY OF KEY POINTS

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use.

Do we process any sensitive personal information? We do not intentionally process sensitive personal information. You must not upload sensitive personal information to the Services unless expressly agreed to in writing by us.

Do we sell your personal information? No. We do not sell or share your personal information for targeted advertising.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We process your information only when we have a valid legal reason to do so.

In what situations and with which parties do we share personal information? We share information only with service providers that help us deliver the Services, with other users as directed by you or your organization, and in the limited situations described in this Privacy Policy.

How do we keep your information safe? We have organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure.

What are your rights? Depending on where you are located, applicable privacy law may give you certain rights regarding your personal information.

How do you exercise your rights? The easiest way to exercise your rights is by visiting https://softwarevectors.com/account-settings, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, join or are invited to an organization, use features of the Services, or contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

• • names
• • email addresses
• • passwords
• • profile images
• • contact or authentication data, including multi-factor authentication settings
• • organization membership and role information
• • support requests and attachments
• • user-generated content, such as files, documents, notes, comments, and audio or video recordings uploaded to the platform

Sensitive Information. We do not intentionally process sensitive information.

Payment Data. If you make a purchase, payment information is collected and processed by our payment processor. We do not store full payment card numbers.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information, such as your Internet Protocol (IP) address and browser and device characteristics, is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, country, general location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

The information we collect includes:

• • Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take), device event information (such as system activity and error reports), and audit logs of actions taken within your organization.
• • Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address, browser type, operating system, and active session information.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• • To create and manage user accounts and organization memberships. We use your information to create and manage your account, authenticate you, and manage your membership and role in organizations you join or are invited to.
• • To deliver and facilitate delivery of services to the user. We process your information to provide you with the requested service.
• • To process user-uploaded content. We process content you upload, such as files, documents, and audio or video recordings, to provide features like file previews, content parsing, search, and transcription.
• • To respond to user inquiries and offer support to users. We process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
• • To send administrative information to you. We process your information to send you details about our products and services, notifications, changes to our terms and policies, and other similar information.
• • To enable user-to-user communications. We process your information if you choose to use any of our offerings that allow for communication with another user, such as comments, reactions, and mentions.
• • To protect our Services. We process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
• • To evaluate and improve our Services. We process your information when we believe it is necessary to identify usage trends and to evaluate and improve our Services and your experience.
• • To comply with our legal obligations. We process your information to comply with our legal obligations, respond to legal requests, and exercise, establish, or defend our legal rights.

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason to do so under applicable law.

If you are located in the European Economic Area (EEA) or the United Kingdom (UK), the General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. We may rely on the following legal bases:

• • Performance of a Contract. We process your personal information when necessary to fulfill our contractual obligations to you or your organization, including providing the Services.
• • Legitimate Interests. We process your personal information when reasonably necessary to achieve our legitimate business interests, such as securing the Services, preventing fraud, and understanding how our Services are used, in a manner that does not outweigh your rights and freedoms.
• • Legal Obligations. We process your personal information where necessary to comply with our legal obligations.
• • Consent. We process your personal information where you have given us permission to use it for a specific purpose. You can withdraw your consent at any time.

Where your organization uploads content containing personal information to the Services, your organization is the controller of that information and we process it as a processor on its behalf.

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We share information only in the specific situations described in this section.

We do not sell your personal information. We may share your personal information in the following situations:

• • Service Providers. We share information with third-party vendors and service providers that perform services for us or on our behalf and require access to that information to do that work. These providers do not use your personal information for any purpose other than providing services to us. Our service providers include Amazon Web Services (AWS) for hosting, database, file storage, email delivery, transcription, and AI processing; Clerk for authentication and account management; our payment processor for billing; and AI Service Providers as described in "DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?"
• • Other Users. Information you share within the Services, such as your name, profile image, comments, contributions, and activity, may be viewed by other users within your organization or project.
• • Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• • Legal Requirements. We may disclose your information where required to comply with the law (for example, a search warrant, subpoena, or court order), to enforce an agreement we have with you, or to protect our rights, property, or safety, or the rights, property, or safety of others.
• • With Your Consent. We may disclose your information for any other purpose with your consent or at your direction.

We may also share aggregated or de-identified information that cannot reasonably be used to identify you.

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: We use cookies that are necessary to operate the Services.

We use cookies and similar technologies to keep you signed in, maintain the security of our Services and your account, remember your preferences, and support basic site functions. We do not use cookies for targeted advertising and we do not permit third parties to use tracking technologies on our Services for advertising.

Most web browsers are set to accept cookies by default. You can usually set your browser to remove or reject cookies, but doing so may prevent you from signing in or using certain features of the Services.

6. DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?

In Short: We offer features powered by artificial intelligence, machine learning, or similar technologies.

As part of our Services, we offer features powered by artificial intelligence, machine learning, or similar technologies (collectively, "AI Products"). The terms in this Privacy Policy govern your use of the AI Products within our Services.

Use of AI Technologies. We provide the AI Products through third-party service providers ("AI Service Providers"), including Amazon Web Services (AWS) AI, Amazon Bedrock, Anthropic, and OpenAI. Your input, output, and personal information will be shared with and processed by these AI Service Providers only to enable your use of our AI Products. We do not permit AI Service Providers to use your data to train their models. You must not use the AI Products in any way that violates the terms or policies of any AI Service Provider.

Our AI Products. Our AI Products are designed for the following functions:

• • AI document and media analysis and text analysis
• • AI search
• • AI summarization
• • AI transcription

How We Process Your Data Using AI. All personal information processed using our AI Products is handled in line with this Privacy Policy and our agreements with AI Service Providers.

7. USER CONTENT

Our Services allow users and organizations to upload and create content, such as files, documents, notes, comments, and audio or video recordings ("Customer Data"). This content may contain personal information about the user or other individuals, including research participants. The user or organization that uploads or creates the content is responsible for it and for having the legal right and any necessary consent to share any personal information it contains. We process Customer Data only to provide, secure, and support the Services, such as storing, displaying, parsing, searching, and transcribing it. We do not use Customer Data for advertising and we do not sell it.

8. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?

In Short: We process your information in the United States.

We are headquartered in the United States and the Services are hosted in the United States. If you access the Services from outside the United States, your information will be transferred to, stored, and processed in the United States, which may not have data protection laws as comprehensive as those in your country.

If you are located in the EEA or UK, we rely on the European Commission's Standard Contractual Clauses (and the UK equivalent), or another lawful transfer mechanism, to provide appropriate safeguards for the transfer of your personal information. We also enter into data processing agreements with our service providers where appropriate.

9. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this policy will require us to keep your personal information for longer than the period of time in which you have an account with us.

Organization administrators may set a data retention policy for their organization, and we will retain and delete Customer Data in accordance with that policy. Upon account or organization deletion, we will delete the associated data within a reasonable period.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it, or, if this is not possible (for example, because it has been stored in backup archives), we will securely store it and isolate it from any further processing until deletion is possible.

10. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process, including encryption in transit, access controls, multi-factor authentication, and audit logging. However, despite our safeguards and efforts to secure your information, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. You should only access the Services within a secure environment.

11. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

The Services are intended for users who are at least 18 years old. We do not knowingly collect, solicit data from, or market to children under 18 years of age. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at adam@softwarevectors.com.

12. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: Depending on where you live, you may have rights to access, correct, delete, or port your personal information, and to object to or restrict its processing.

Depending on where you are located, you may have the following rights regarding your personal information:

• • Right to be informed about how we process your personal information
• • Right to access your personal information
• • Right to correct (rectify) inaccurate personal information
• • Right to request deletion (erasure) of your personal information
• • Right to restrict processing of your personal information
• • Right to data portability
• • Right to object to processing of your personal information
• • Rights related to automated decision-making, including profiling

You may also request information about the purpose of the processing, the categories of personal information concerned, who outside the Company may have received it, the source of the information if you did not provide it directly to us, and how long it will be stored.

Reasonable access to your personal information will be provided at no cost. If access cannot be provided within a reasonable time frame, we will provide you with a date when the information will be provided. If access is denied, we will provide an explanation as to why.

If your personal information is part of Customer Data controlled by an organization, we may refer your request to that organization.

Withdrawing your consent. If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time by contacting us using the contact details in "HOW CAN YOU CONTACT US ABOUT THIS POLICY?" This will not affect the lawfulness of the processing before its withdrawal or processing conducted in reliance on lawful grounds other than consent.

Account Information. If you would at any time like to review or change the information in your account or terminate your account, you can:

• • Log in to your account settings and update your user account.
• • Contact us using the contact information provided.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms, and comply with applicable legal requirements.

Complaints. If you are located in the EEA or UK and believe we are unlawfully processing your personal information, you have the right to lodge a complaint with your local data protection supervisory authority.

If you have questions or comments about your privacy rights, you may email us at support@softwarevectors.com.

13. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Policy.

14. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information. These rights may be limited in some circumstances by applicable law.

Categories of Personal Information We Collect

The table below shows the categories of personal information we have collected in the past twelve (12) months.

We will use and retain the collected personal information as needed to provide the Services or for:

• • Category A - As long as the user has an account with us
• • Category B - As long as the user has an account with us
• • Category H - As long as the user has an account with us, or as set by the organization's data retention policy

Sources of Personal Information

Learn more about the sources of personal information we collect in "WHAT INFORMATION DO WE COLLECT?"

How We Use and Share Personal Information

Learn more about how we use your personal information in "HOW DO WE PROCESS YOUR INFORMATION?" We disclose personal information to our service providers pursuant to a written contract between us and each service provider. Learn more in "WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?"

We have not disclosed, sold, or shared any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months. We will not sell or share personal information belonging to website visitors, users, and other consumers.

Your Rights

In addition to the rights described in "WHAT ARE YOUR PRIVACY RIGHTS?", you have rights under certain US state data protection laws. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law. These rights include:

• • Right to non-discrimination for exercising your rights
• • Right to opt out of the processing of your personal data if it is used for targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects

Depending upon the state where you live, you may also have the following rights:

• • Right to access the categories of personal data being processed (as permitted by applicable law, including the privacy law in Minnesota)
• • Right to obtain a list of the categories of third parties to which we have disclosed personal data (as permitted by applicable law, including the privacy law in California, Delaware, and Maryland)
• • Right to obtain a list of specific third parties to which we have disclosed personal data (as permitted by applicable law, including the privacy law in Minnesota and Oregon)
• • Right to obtain a list of third parties to which we have sold personal data (as permitted by applicable law, including the privacy law in Connecticut)
• • Right to review, understand, question, and depending on where you live, correct how personal data has been profiled (as permitted by applicable law, including the privacy law in Connecticut and Minnesota)
• • Right to limit use and disclosure of sensitive personal data (as permitted by applicable law, including the privacy law in California)
• • Right to opt out of the collection of sensitive data and personal data collected through the operation of a voice or facial recognition feature (as permitted by applicable law, including the privacy law in Florida)

How to Exercise Your Rights

To exercise these rights, you can contact us by visiting https://softwarevectors.com/account-settings, by emailing us at support@softwarevectors.com, or by referring to the contact details at the bottom of this document.

Under certain US state data protection laws, you can designate an authorized agent to make a request on your behalf. We may deny a request from an authorized agent that does not submit proof that they have been validly authorized to act on your behalf in accordance with applicable laws.

Request Verification

Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. We will only use personal information provided in your request to verify your identity or authority to make the request. If we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes.

If you submit the request through an authorized agent, we may need to collect additional information to verify your identity before processing your request, and the agent will need to provide a written and signed permission from you to submit such request on your behalf.

Appeals

Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at support@softwarevectors.com. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions. If your appeal is denied, you may submit a complaint to your state attorney general.

California "Shine The Light" Law

California Civil Code Section 1798.83, also known as the "Shine The Light" law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us by using the contact details provided in "HOW CAN YOU CONTACT US ABOUT THIS POLICY?"

15. DO WE MAKE UPDATES TO THIS POLICY?

In Short: Yes, we will update this policy as necessary to stay compliant with relevant laws.

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated "Last updated" date at the top of this Privacy Policy. If we make material changes to this Privacy Policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Policy frequently to be informed of how we are protecting your information.