Introduction
Welcome to podz.ai, a web-based automation service designed to streamline your communications. This Privacy Policy outlines our commitment to protecting your privacy and explains how we collect, use, and disclose your personal data. By accessing or using our services, you consent to the practices described in this Privacy Policy.Data Controller Information
podz.ai is a registered company under the laws of the United States of America. If you have any questions about this Privacy Policy or how your personal data is processed, you can contact our Data Protection Officer at dpo@podz.aiScope of the Privacy Policy
This Privacy Policy applies to all users of podz.ai, including visitors to our website and users who engage with our virtual assistant services. This policy governs the collection, use, and disclosure of your personal data when you interact with our services.Your Consent
When you use podz.ai, certain actions may require the collection and processing of your personal data. By engaging with our service, you are providing your explicit consent for us to collect, use, and process your data for the purposes outlined in this Privacy Policy. You have the right to withdraw your consent at any time by discontinuing the use of our services.Collection, Use, and Disclosure of Personal Data
At podz.ai, we are committed to maintaining the privacy and security of your personal data. This Privacy Policy will help you understand how we collect, use, and disclose the information you provide to us. Please take a moment to familiarize yourself with our privacy practices.Throughout this Privacy Policy, "personal data" refers to any information that identifies you or can be used to identify you directly or indirectly. This may include your name, email address, contact information, and any other data you provide or that is collected by our services.
We will only use your personal data as described in this Privacy Policy or as specifically communicated to you at the time of data collection. Your personal data will never be sold, rented, or disclosed to third parties in ways different from what is disclosed in this policy.
In the following sections, we will detail how we collect your personal data, the purposes for which it is used, and the limited circumstances in which we may disclose it to third parties. Your use of podz.ai signifies your acceptance of the practices outlined in this policy.
We encourage you to review this Privacy Policy regularly to stay informed about our data practices and any updates.
Please proceed to the next sections of this Privacy Policy to learn more about how we collect, use, and protect your personal data.
Gmail Integration
If you use the Gmail integration or choose to integrate any other Google Workspace application with podz.ai, you will be asked to give us access to information from your Gmail or Google account. You can learn more about how we access this data here or via in-app notice when you connect to Gmail.By using the Gmail integration with podz.ai you will grant access to information associated with your account, including contacts, emails, calendar, distribution lists and subject lines. In addition, the Subscription Service will be able to read, modify, create, and send emails from your connected Gmail account. Podz.ai will scan the content of your emails to identify which emails you have elected to automate in order to provide you with features associated with podz.ai. Podz.ai will store email headers, subject line, body, distribution lists, aliases, and time sent. Your email may contain sensitive information, such as names of your contacts, your private communications, or financial or medical information. You understand that the correspondences you elect to automate, and the context snippets you provide podz.ai will be visible to employees of podz.ai for internal use, and may be included with automated messages.
If you connect your Gmail account via IMAP (or Generic Inbox Connection), the Subscription Service will have access only to email address, password, server information, email metadata, and message bodies. Additionally, connecting your Gmail account via IMAP does not require you to connect any other Google Workspace applications.
Additional Limits on Use of Your Google User Data
podz.ai's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.SMS Integration
Organizations: By entering your phone number into our system, you grant podz.ai permission to send you text messages related to your account, including updates, reminders, and promotional content. Podz.ai will store your phone number and SMS communication history to improve our service and ensure compliance with regulations. Your phone number and SMS content may contain sensitive information, visible to podz.ai employees for internal use, and included in automated messages. By providing your phone number, you consent to receive SMS communications from podz.ai.Members: Members of organizations will receive an initial consent text from the organization's phone number. Replying YES to that text grants podz.ai permission to send text messages on behalf of the organization. Podz.ai only facilitates this communication and is not responsible for messages from organizers. Unsolicited messages are prohibited and can be stopped by texting 'STOP' to the organization's phone number.
Data Collection
We collect personal data in various ways to provide you with the best possible experience when using podz.ai. The types of personal data we collect may include:Contact Information: This includes your name, email address, phone number, and other relevant contact details.
Interaction Data: Information about your interactions with our virtual assistant service, such as queries, requests, and commands you provide.
Usage Data: Data about your usage of podz.ai, including the actions you take and the features you use.
Device and Log Data: Information about your device, browser, and operating system, as well as server logs that may include details like IP addresses, access times, and referring URLs.
Purpose of Data Collection
We collect and use your personal data for the following purposes:Providing Services: To offer you personalized assistance and support through our services.
Improving User Experience: To understand how you use our services and make improvements based on user preferences and behaviors.
Communication: To respond to your queries, provide relevant information, and send service-related communications.
Analytics: To analyze usage patterns, trends, and preferences to enhance our service offerings.
Data Disclosure
We may share your personal data under the following circumstances:Service Providers: We engage trusted third-party service providers to assist us in delivering our services. These providers are contractually obligated to protect your personal data and can only use it in connection with providing services to us.
Legal Compliance: We may disclose your personal data when required by law or to respond to legal requests, enforce our policies, or protect our rights, privacy, safety, or property.
Consent and Your Choices
We are dedicated to complying with applicable data protection laws and regulations, including:General Data Protection Regulation (GDPR): If you are a resident of the European Economic Area (EEA), we respect your rights under the GDPR. This includes your rights to access, rectify, erase, restrict, and object to the processing of your personal data. To exercise any of these rights, please contact us at dpo@podz.ai.
California Consumer Privacy Act (CCPA): If you are a California resident, you have the right to request certain information regarding the collection, use, and disclosure of your personal data. To exercise your CCPA rights, please contact us at dpo@podz.ai.
Data Protection Measures
We have implemented appropriate technical and organizational measures to ensure the security and confidentiality of your personal data. This includes encryption, access controls, and regular security assessments to safeguard against unauthorized access, disclosure, alteration, or destruction of data.International Data Transfers
As part of our service, your personal data may be processed and stored in different regions, including outside your own country. We take necessary steps to ensure that these international transfers comply with relevant data protection laws and regulations.Legal Basis for Processing Personal Data
Our processing of personal data is based on a combination of the user's consent and legitimate interests, as permitted under applicable data protection laws. We are committed to ensuring that all processing of personal data is conducted in accordance with the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other relevant privacy regulations.User Rights
At podz.ai, we are committed to respecting your rights and ensuring that you have control over your personal data. As a user, you have certain rights in relation to the personal data we collect and process. We strive to make it easy for you to exercise these rights. Below are your key rights and instructions on how to exercise them:1. Right to Access: You have the right to request information about the personal data we hold about you. If you would like to access your personal data, please contact us at dpo@podz.ai. We will provide you with a copy of your personal data within a reasonable timeframe.
2. Right to Rectification: If you believe that any of the personal data we hold about you is inaccurate or incomplete, you can request that we correct or update it. To rectify your personal data, please contact us at dpo@podz.ai.
3. Right to Restrict Processing: You have the right to request the restriction of processing of your personal data under certain circumstances. If you wish to restrict the processing of your data, please contact us at dpo@podz.ai.
4. Right to Object: You can object to the processing of your personal data for certain purposes, such as direct marketing or when the processing is based on legitimate interests. To object to the processing of your data, please contact us at dpo@podz.ai.
5. Right to Erasure (Right to be Forgotten): You have the right to request the erasure of your personal data under certain circumstances, such as when the data is no longer necessary for the purposes for which it was collected. To request the erasure of your data, please contact us at dpo@podz.ai.
Exercising Your Rights
To exercise any of the rights mentioned above, please contact our Data Protection Officer at dpo@podz.ai. We will respond to your request in a timely manner and provide you with information about the action we have taken.Verification of Identity
In order to protect your privacy and security, we may request specific information to verify your identity before fulfilling your rights request. This is to ensure that we are providing access or making changes to the right individual's data.No Fees
We do not charge a fee for any reasonable request you make related to your personal data rights. However, if your request is manifestly unfounded or excessive, we may charge a reasonable fee or decline to process the request.Response Time
We will respond to your rights requests without undue delay and within the timeframe required by applicable data protection laws.Cookies and Tracking Technologies
podz.ai uses cookies and similar tracking technologies to enhance your experience and provide personalized services. This section explains the types of cookies we use, their purposes, and how you can manage your cookie preferences.What are Cookies?
Cookies are small text files that are placed on your device when you access our website or use our services. They contain information that helps us improve your experience and customize our services to your preferences.Types of Cookies We Use
Essential Cookies: These cookies are necessary for the proper functioning of podz.ai. They enable you to navigate our website and use its features, such as accessing secure areas.Performance and Analytics Cookies: These cookies help us understand how you interact with our service, enabling us to improve its performance and provide you with a better user experience. They collect information about how visitors use the website, which pages are visited most often, and any error messages received.
Functionality Cookies: These cookies allow us to remember your preferences and choices, such as language preferences, so that we can provide you with a more personalized experience.
Targeting and Advertising Cookies: These cookies are used to deliver relevant advertisements to you and track the effectiveness of our marketing campaigns. They may also be used by third-party advertisers to show you ads that are tailored to your interests.
Managing Your Cookie Preferences
You have the option to manage your cookie preferences and control how cookies are used on podz.ai. Most web browsers are set to accept cookies by default, but you can usually adjust your browser settings to block or remove cookies if you prefer. Keep in mind that blocking or deleting cookies may impact your experience on our website and some features may not function properly.Here's how you can manage cookies in popular web browsers:
Google Chrome: Click on the three-dot menu at the top right corner, go to "Settings," then click on "Privacy and security." Under "Cookies and other site data," you can customize your cookie settings.
Mozilla Firefox: Click on the three-line menu, select "Options," then go to "Privacy & Security." Under "Cookies and Site Data," you can manage your cookie settings.
Apple Safari: In Safari, click on "Safari" in the top menu, choose "Preferences," then navigate to the "Privacy" tab. Here, you can manage your cookie preferences.
Microsoft Edge: Click on the three-dot menu, go to "Settings," then select "Privacy, search, and services." Under "Cookies and other site data," you can customize your cookie settings.
Please note that these instructions are general guidelines. The specific steps to manage cookies may vary based on the version of your browser.
Updates to the Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or for other operational reasons. We are committed to keeping you informed about any modifications to this policy, and we encourage you to review it regularly to stay informed about how we collect, use, and protect your personal data.Notification of Changes
When we make substantial changes to this Privacy Policy, we will provide notice through prominent notifications on our website or by sending you an email. We may also update the "Last Updated" date at the beginning of this policy to indicate the date of the latest revision.Your Continued Use
By continuing to use podz.ai after any changes to this Privacy Policy, you acknowledge and agree to the updated terms. If you disagree with any changes, we recommend that you discontinue your use of our services.Reviewing the Latest Version
To access the most current version of this Privacy Policy, please visit our privacy page. You can also contact us at dpo@podz.ai to request a copy of the latest policy version.Contact Us
If you have any questions, concerns, or feedback about this Privacy Policy or our data practices, please contact our Data Protection Officer at dpo@podz.ai. We are here to address any inquiries you may have and to ensure that you understand how your personal data is processed.Thank you for choosing podz.ai. We value your trust and are committed to keeping your personal data secure and your privacy protected.