Privacy Policy
RMF provides tools to help individuals and organizations communicate
more effectively, including RMF Salesibyl, associated websites and mobile apps. RMF Salesibyl
uses a single Privacy Policy that addresses our treatment of personally identifiable
information (“Personal Information”) when you use any of these Services, including through
your mobile device, RMF Salesibyl’s desktop applications, browser and/or extensions, or your
desk phone.
This guide answers questions like:
- What Personal Information does RMF Salesibyl collect?
- How does RMF Salesibyl use Personal Information?
- What Personal Information does RMF Salesibyl share with third parties and why?
- How is Personal Information about me secured?
- How can I access, manage, and delete my data?
- How does RMF Salesibyl comply with specific state and country laws?
- What happens when RMF Salesibyl makes changes to this Privacy Policy?
- Where can I ask questions about this policy?
Remember that your use of RMF Salesibyl’s Services is also subject to the Terms of
Service, which incorporate this Privacy Policy. Any terms we use in this Policy without
defining them have the definitions given to them in the
Terms of Service.
What
Personal Information does RMF Salesibyl collect?
Information You Provide to Us
When you create a RMF Salesibyl account, you provide us with Personal Information
such as Contact Information (your name, email address, phone number), passwords, Content and
Files, Demographic Data and payment information.
Contact
Information. When you use our site and Service, we collect some personal
information, such as your name, phone number, email address, and home and/or business postal
addresses.
Content and Files. You have the option of enabling
meeting audio and video recording and transcription. When you do so, we capture and store
the content of recorded meetings, including transcript of conversations, meeting attendees,
and documents shared in meetings. You may also ask us to import your contacts and email
history by giving us access to your third party services (for example, your email account in
Google of Office365) or to use your social networking information if you give us access to
your account on social network connection services. In fact, to use our Service, you must
link a third-party email account to your RMF Salesibyl account. We then import, create, and
update versions of your address book and emails for you to access in RMF Salesibyl. You will
also have the option to import and update versions of your calendar, social media contacts,
and mobile phone call history, and you can later choose to upload files to, or provide
comments through, RMF Salesibyl. When you invite others to join RMF Salesibyl by using the
Service, we send them an email for that invitation at the email addresses assigned to them
in your address book. If you or another user uploads a file to Salesibyl that has been
previously uploaded by you or another user, we may associate all or a portion of the
previous file with the applicable accounts rather than storing duplicates.
Demographic Data. In some cases, such as when you register or participate
in surveys, we request that you provide age, gender, company name and title, and similar
demographic details.
Payment Information. When we configure and
customize deals, or manage and perform recurring billing, we may also ask you to provide
information such as your bank account number; credit card number; national ID number,
insurance number, social security number; taxpayer identification number, tax file number,
passport number, and driver's license number.
Collection and Use of 3rd
Party Personal Information Client Data you provide to us about other
people, such as the email addresses of your contacts and meeting attendees, is used for the
sole purpose of completing your request or for whatever reason it may have been provided.
If you provide your third-party account credentials to us or sign in to the Services
through a third party site or service, such as Office365 or Google, some information from
those accounts (“Third Party Account Information”) may be transmitted into your account with
us if you authorize such transmissions. That Third Party Account Information transmitted to
our Services is covered by this Privacy Policy.
Google API Services Usage
Disclosure RMF Salesibyl’s use of information received from Google APIs
will adhere to Google API Services User Data Policy, including the Limited Use requirements.
If you authorize RMF Salesibyl to access your Google account information and related
services, RMF Salesibyl will automatically retrieve (a) emails you sent or received
(including drafts and trash emails), (b) calendar events you schedule or are invited to by
your contacts or customers, (c) files stored in your Google Drive, and present them all to
you in a centralized location inside the application. The purpose of this feature is to:
- automate information retrieval to save you time and effort
- provide you meaningful insights (e.g. through ‘Call Visuals’ or ‘Recommendations’ or
‘Suggestions’)
- Aggregate and summarize information you receive or have shared with your contacts
to enhance your relationships with your contacts or customers. Any of your data
retrieved by RMF Salesibyl through Google API services is not used for any other purpose and
is never marketed or sold to any third party without your consent. See the section titled,
“What Personal Information does RMF Salesibyl share with third parties and why?” for more
information.
You can always opt not to disclose information to us, but keep in mind
some information may be needed to register with us or to take advantage of some of our
features within the Services.
Information We Collect As You Use Our Services
When you interact with our Services, we automatically collect certain
information from your Device, its software, and your activity using the Service. This may
include, for example (but without limitation), the Device's Internet Protocol ("IP")
address, browser type, the web page visited before or after you came to our website,
information you search for on our website, locale preferences, identification numbers
associated with your Devices, your mobile carrier, date and time stamps associated with
transactions, system configuration information, metadata, and interactions with the Service,
Internet service provider, referring/exit pages, the files viewed on our site (e.g., HTML
pages, graphics, etc.), operating system, date/time stamp, and/or clickstream data to
analyze trends in the aggregate and administer the site.
Device and Session
Information: We collect information about your browser or device, which
may include your IP address, device IDs, or other unique identifiers, cookie information,
the type of browser and/or device you’re using to access our Services, and the page or
feature you requested. We use this data to customize your experience with our Services,
based on your usage patterns. We also use it to improve the Services – for example, this
data can tell us how often users use a particular feature of the Services, and we can use
that knowledge to make decisions about future development focus. You may be able to change
the preferences on your browser or device to prevent or limit your device’s acceptance of
cookies, but this may prevent you from taking advantage of some of our features.
Telephony Information We maintain customer call records such
as time, duration, the number of the called party. Like all telephony services, we also
maintain and temporary copies of call audio for up to 48 hours for quality assurance.
Call Audio: Some of RMF Salesibyl’s Services and its Voice
Intelligence features include saving audio and transcription from calls, both to enable
these features and to train and improve the models that these features are based on, such as
speech recognition and understanding. RMF may use pseudonymized segments of such
transcriptions and recordings to improve or validate its features, or securely share it with
contractors to do so on RMF Salesibyl’s behalf. Any training data saved by RMF is used only
for improving RMF Salesibyl’s language models, and is processed primarily by automated
systems. A small fraction of training data may be manually reviewed. You may opt out of
manual review at any time by contacting
salesibyl@salesibyl.com. You can control
what data is stored by choosing which RMF Salesibyl features you use from the settings menu
in the relevant Service.
Integrations: RMF Salesibyl offers
the option to integrate RMF Salesibyl Services with products or services of third parties,
such as Google, Salesforce, Zendesk, HubSpot, and others. If you enable those integrations,
including providing credential information to RMF Salesibyl and/or the third party, any data
that RMF collects from or shares to these integrations partners are subject to this Privacy
Policy.
Permissions: RMF Salesibyl provides recording,
transcription and texting services to you. You agree that it is your sole responsibility
(and not RMF’s) to comply with local laws and regulations and that you will explicitly seek
and procure two-party consent from your call recipients, when legally mandated, for
recording calls. You also agree to seek and procure opt-in permissions from your SMS
recipient when sending SMS text messages to them using RMF Salesibyl. By using RMF Salesibyl,
you agree that you are prohibited from using the Services for marketing purposes and your
account may be suspended, terminated or you might be prosecuted to the fullest extent of the
law if you violate this.
How does RMF Salesibyl use Personal Information?
RMF Salesibyl
uses Personal Information to deliver the Services, and also to improve the Services and to
communicate with you about the Services, including marketing communications.
The
main ways that we use the Personal Information that you provide to us or that we collect
when you use the Service are to:
- To provide and improve our Service, including placing and receiving voice, video
calls, text messages (SMS), emails, calendar events, files, and providing
recordings, transcriptions, visual representations, summaries, activity history and
analytics; determining your geographic location for efficient call routing, and
organizing your contacts;
- To administer your use of the Service;
- To recommend follow-up reminders, assign tasks, or personalize the service;
- To provide or offer software updates and product announcements;
- To ensure our legal compliance obligations, prevent, detect, and investigate
potentially prohibited or illegal activities, including fraud and violations of our
Terms of Service and Acceptable Use Policy;
- manage your account and billing, to enable secure login and single sign on, and
allow third party integrations;
- improve RMF’s products and train the audio and language models that the Services are
based on
We may communicate with you if you’ve provided us the means to do so. For
example, if you’ve given us your email address, we may send you promotional email offers on
behalf of other businesses, or email you about your use of the Services. Also, we may
receive a confirmation when you open an email from us. This confirmation helps us make our
communications with you more applicable and improve our services. If you do not want to
receive communications from us, you can always opt out by unsubscribing through the link at
the bottom of our emails.
WE DO NOT MARKET OR SELL YOUR PERSONAL INFORMATION TO ANY
THIRD-PARTY WITHOUT YOUR CONSENT. WE DO NOT USE PERSONAL INFORMATION TO MAKE AUTOMATED
DECISIONS.
What Personal Information does RMF Salesibyl share with third parties and why?
We do not license or sell your Personal Information to third parties, including
advertisers, without your consent. As described below, when we share any information about
you with third parties, we pseudonymize and aggregate any information about you before we
share it unless more detail is necessary to the function of the Services. RMF Salesibyl’s
Privacy Policy does not apply to the practices of companies we don’t own or control or
people that we don’t manage.
Information that’s no longer personally
identifiable We may anonymize your Personal Information so that you
are not individually identifiable, and provide that information to certain of our partners
to help us improve our Service, such as sending anonymized samples of audio or text to a
third party to improve speech-to-text transcription and reading comprehension. We may also
provide aggregate usage information to our partners to understand how often and in what ways
people use our Services. However, we never disclose aggregate usage information to a partner
in a manner that would identify you personally, as an individual.
Cookies
Policy, Third Party Analytics, and Tracking RMF and third party service
providers of tracking technologies gather non-personal information about how users enter,
navigate, and leave the website and Services, the frequency and length of visits to the
Services or third party websites, application or device usage data, and your product or
service preference indicated by the number of times and the length of time you view a
product. RMF gathers this data using cookies (both first party cookies, such as the Google
Analytics cookie, and third-party cookies, such as the DoubleClick cookie), web beacons,
tags, and other similar techniques that deliver small files to your computer and which allow
these networks to provide anonymized, aggregated auditing, research and reporting for us and
for advertisers.
RMF uses certain third-party services that help us understand
traffic on our website in various ways:
Google Analytics and Google Adwords help RMF
understand who is visiting RMF Salesibyl’s websites and to show relevant ads on other
websites to people who have visited RMF Salesibyl’s websites. You can control what ads you
see through the
Google Ad Settings Manager. More information on how Google uses
information collected when you use Google’s partner sites is available at
Google’s Partner Technologies page.
You may be able to opt
out of tracking conducted by third parties through our Services by adjusting the Do Not
Track settings on your browser; but we don’t control whether or how these third parties
comply with Do Not Track requests. Our Services do not support Do Not Track requests at this
time, which means that we collect information about your online activity both while you are
using the Services and after you leave our Services.
Affiliated Businesses and
Service Integrations
We will share your Personal Information with affiliated
businesses only if you or your RMF Salesibyl Services administrator set up an integration,
and we will only share your information to the extent that it is related to the transaction
or service, such as the ability for you to automatically transmit Third Party Account
Information to your Services profile or to automatically transmit information in your
Services profile to your third party account. If you choose to take part in any transaction
or service relating to an affiliated website or business, please review their policies.
Agents, Subprocessors, and Contractors
We employ other companies and people
to perform tasks on our behalf and need to share your information with them to provide the
Services to you. For example, we use a payment processing service to receive and process
your credit card transactions for us. Our agents do not have any right to use the Personal
Information we share with them beyond what is necessary to assist us and may not use such
information for marketing purposes. We may authorize access to your data for those
employees, contractors, partners, and agents who need to know that information in order to
operate, develop and improve products and services. With regard to data of customers in the
European Union, we remain liable in cases of onward transfer to agents and third parties
pursuant to the EU-U.S. Privacy Shield (described in more detail below in the section on
data protection for customers in Europe).
User Profiles and Contacts
Certain user profile information, including your profile photo and status, may be displayed
to other users within the Services. You are responsible for entering and updating that
content. Additionally, if you sign into the Services through a third party service, your
list of contacts from that site or service may be automatically imported to the Services.
Business Transfers
If we (or our assets) are acquired, or if we go out of
business, enter bankruptcy, or go through some other change of control, Personal Information
could be one of the assets transferred to or acquired by a third party.
Protection
of RMF and Others
We reserve the right to access, read, preserve, and disclose any
Personal Information that we believe is necessary to comply with the law; to respond to
lawful requests by public authorities, a court order or subpoena; to enforce or apply our
Terms of Service and other
agreements; or to protect the rights, property, or safety of RMF Salesibyl, our employees,
our users, or others, including to meet national security or law enforcement requirements.
How is Personal Information about me secured?
Your account is protected by a
password, and your Personal Information is encrypted in transit and in storage using
industry standard encryption. If you access your account via a third party site or service,
you may have additional or different sign-on protections via that third party site or
service. You must prevent unauthorized access to your account and Personal Information by
selecting and protecting your password and/or other sign-on mechanism appropriately and
limiting access to your computer or device and browser by signing off after you have
finished accessing your account.
WE ENDEAVOR TO PROTECT THE PRIVACY OF YOUR ACCOUNT
AND OTHER PERSONAL INFORMATION WE HOLD IN OUR RECORDS, BUT UNFORTUNATELY, WE CANNOT
GUARANTEE COMPLETE SECURITY.
Protection of RMF and Others We reserve the right to
access, read, preserve, and disclose any Personal Information that we believe is necessary
to comply with the law; to respond to lawful requests by public authorities, a court order
or subpoena; to enforce or apply our
Terms of Service and other
agreements; or to protect the rights, property, or safety of RMF Salesibyl, our employees,
our users, or others, including to meet national security or law enforcement requirements.
How is Personal Information about me secured?
Your account is protected by a
password, and your Personal Information is encrypted in transit and in storage using
industry standard encryption. If you access your account via a third party site or service,
you may have additional or different sign-on protections via that third party site or
service. You must prevent unauthorized access to your account and Personal Information by
selecting and protecting your password and/or other sign-on mechanism appropriately and
limiting access to your computer or device and browser by signing off after you have
finished accessing your account.
WE ENDEAVOR TO PROTECT THE PRIVACY OF YOUR ACCOUNT
AND OTHER PERSONAL INFORMATION WE HOLD IN OUR RECORDS, BUT UNFORTUNATELY, WE CANNOT
GUARANTEE COMPLETE SECURITY.
How can I access, manage, and delete my data?
Through
your account settings, you may access, and, in some cases, edit, or delete the following
information you’ve provided to us:
- name and password
- email address
- phone number(s)
- location
- time zone
- place of employment
- devices
- recorded/transcribed messages and calls
- call history including incoming/outgoing number and duration
- user profile information, including images you have uploaded
- billing information
- contacts
- other third-party account information you have linked to the site
The information you can view, update, and delete may change as the Services
change. You also have the right to access, correct, amend, or delete information that we
hold by emailing us at
salesibyl@salesibyl.com.
When you update information, we may maintain a copy of the unrevised information in our
records.
You may request deletion of your RMF Salesibyl account by contacting
salesibyl@salesibyl.com. After deletion of your
account, some information may remain in our records for a period of time that is consistent
with the purpose it was collected for. We may use any anonymized and aggregated data derived
from your Personal Information after you update or delete it, but not in a manner that would
identify you personally.
Following the cancellation of your Services, we will delete
and/or anonymize information related to your account so that no personal information is
retained by RMF or its contractors, unless otherwise required by law.
How does RMF
Salesibyl comply with specific state and country laws?
California and
CCPA RMF complies with the California Consumer Privacy Act (CCPA). Details
on the rights and disclosures relevant to California residents are available in the
CCPA
Addendum to RMF Salesibyl’s Privacy Policy.
COPPA Compliance
Statement RMF does not provide services designed for use by children under the
age of 13, nor does it knowingly collect or solicit personal information from anyone under
the age of 13. If we learn that we have collected such information we will delete that
information as quickly as possible. If you believe that a child under 13 has provided us
personal information, please contact us at
salesibyl@salesibyl.com.
What happens when RMF makes changes to this Privacy
Policy?
We’re constantly trying to improve our Services, so we may need to change
this Privacy Policy from time to time as well. However, we will alert you to changes by
placing a notice on the RMF website, the RMF Salesibyl website, by sending you an email,
and/or by some other means. Please note that if you’ve opted not to receive marketing emails
or offers from us, you may still receive account-related and legal notice emails from us
(unless you haven’t provided us with your email address). Those legal notices will still
govern your use of the Services, and you are still responsible for reading and understanding
them. Use of information we collect now is subject to the Privacy Policy in effect at the
time such information is used.
Where can I ask questions about this policy?
You can
always reach RMF Salesibyl with questions or concerns regarding our Privacy Policy by sending
an email to
salesibyl@salesibyl.com