Privacy Policy – Transcriber AI

Last Updated: December 10, 2024

This privacy policy describes how Intellectix Corporation and its affiliates (“Intellectix,” “we,” or “us”) collect, process, dispose of, and protect Personal Information through a variety of means including websites, products, and services.

Personal Information is information that identifies, or can reasonably be linked directly or indirectly to, an identifiable person. Personal information does not include information that is anonymous, de-identified, or aggregated, as those terms may be defined under applicable law.

This Privacy Policy describes how we process personal information for our own purposes. We also process personal information on behalf of our customers subject to our contract related to the provision of Services to the customer (Terms of Use) and any data processing agreements that govern the processing of such information. We do not control the data processing or protection practices of our customers, which may differ from those set out in this Privacy Policy.

WHAT PERSONAL INFORMATION DO WE COLLECT

Information we collect from you:

We collect account and marketing information directly from you when you use our Website and Services, such as:

in connection with the creation, administration and operation of an account you hold with Intellectix;
if you ask to receive information about us or our Service or sign up to receive Intellectix communications;
if you contact us directly (e.g. phone call, website inquiry form or email) or visit our Website; and/or
if you participate in our customer feedback surveys.

The types of information we collect from you include:

Identifiers, such as names, phone numbers, email addresses, location information, IP addresses and/or other device identifying data.
Commercial Information, the Services you have purchased, used, or expressed interest in.
Financial information, such as payment information you provide when using our Services, including our Transcriber AI service.
Audio, electronic and visual information, such as signatures, records of our interactions, information contained in your correspondence with us, and preferences, such as frequency at which you wish to receive marketing communications.

TO KNOW WHAT INFORMATION YOU COLLECT

Information we obtain or generate:

We automatically collect or generate certain personal information about you based on your interactions with us, such as when you use our Websites and Services, and we may associate that information with your account. The information we collect includes your email address.

We will not process Personal Information, other than as outlined in this Privacy Policy, without having a lawful basis to do so. We may process your Personal Information:

to create accounts within the Website and the Service;
for security purposes in order to identify activity that is suspicious or potentially fraudulent, as well as to identify violations of this Privacy Policy or our Terms of Service;
to provide our Website and Service and otherwise carry out our obligations under the Terms of Service;
to bill you (or the customer on whose behalf you are acting) and to collect money that is owed, including authorizing and processing credit card transactions; and such processing is necessary for the performance of the contract between you (or the Client on whose behalf you are acting) and us.
to verify your identity;
to communicate with you (including responding to feedback and information requests relating to the Website and the Service);
to communicate with, and comply with our obligations to, our third-party service providers, suppliers and other users of our Website and Service;
to send administrative messages, reminders, notices, updates, security alerts, and other information relevant to your use of the Website and/or the Service;
to analyze and report on usage of the Website and Service, so we can improve the Website and Service;
for troubleshooting and resolution of issues;

to send you marketing and promotional messages and other information that may be of interest to you where you have consented to receiving such material. You can opt out of receiving marketing materials from us by using the opt-out facility provided (e.g. an unsubscribe link) or by emailing us at [email protected];
to protect and/or enforce our legal rights and interests, including defending any claim;
to comply with our legal obligations, including any notification and reporting obligations and any access directions imposed on us by an applicable Government agency, law enforcement agency or regulatory authority, and such processing is necessary for the purposes of a legitimate interest pursued by us, and we have assessed that our interests are not overridden by your interests or fundamental rights and freedoms; and
for other purposes for which you have provided consent.

We may also process your Personal Information for such other purposes that are compatible with the original purposes described above, or that you otherwise consent to.

Where we rely on your consent to process personal information, you may withdraw your consent at any time by contacting us at the contact details below or as otherwise indicated to you in writing. Please note that your withdrawal of consent will not affect our processing activities based on your consent that occurred before your withdrawal.

Where we rely on our legitimate interests to process your personal information, we balance your rights against ours so that our interest is not overridden by the interests you have to protect your information. You may also have the right to object to that processing on the basis of circumstances specific to you.

When we process personal information about you to comply with legal requirements or to perform our obligations under a contract with you or with our customer, failure to provide such data may prevent or delay our fulfillment of these obligations.

We may anonymize and aggregate information (in the manner specified in the Terms of Service) such that no person could be re-identified from the information. This aggregated and anonymized data is not Personal Information and this Privacy Policy does not apply to it.

DISCLOSING PERSONAL INFORMATION

We may disclose your Personal Information to:

service providers and suppliers who provide necessary goods and/or services to us, and any other partners who help us market and sell the Website and/or the Service – for instance to manage customer relations, send out newsletters and/or to process payments;
Intellectix (its affiliates and subsidiaries), for any of the purposes and uses of information described in this Privacy Policy, including providing you with websites and services (including administering purchases, services, and payments) in furtherance of our legitimate interests.
any business that supports us, including hosting or maintaining any underlying IT system or data center that we use to provide our Website and/or Service;
other third parties to anonymize and aggregate statistical information;
a person who can require us to supply Personal Information (e.g. a Government agency, regulatory authority, or law enforcement agency);
respond to due diligence requests and/or transfer Personal Information in the case of a sale, merger, consolidation, liquidation, reorganization or acquisition of our business; and
any other person or entity authorized by you.

When dealing with User Information, the above rights of disclosure will be subject to any applicable restrictions contained in our data processing addendum with the relevant customer.

We may share aggregate, anonymous, or de-identified demographic, statistical, and other information regarding use of our Website and Services with third parties for marketing, analytics, planning, and other purposes. Such information will not specifically identify any particular user.

HOW LONG WE KEEP PERSONAL INFORMATION

We will keep your Personal Information:

until we no longer have a valid reason for keeping it;
until you request us to stop using it; or
for as long as required by law e.g., we keep invoice information for 7 years to fulfill our tax obligations.

You should be aware that we do keep backups and logs for up to 12 months before they are automatically deleted.

OTHER IMPORTANT INFORMATION

Internet Use: While we take reasonable steps to maintain secure internet connections,

the supply of Personal Information over the internet is at your own risk.

Links to other websites: If you follow a link on our Website to another website, the owner of that website will have its own privacy policy that will apply to its use of your Personal Information processed on that website. We suggest you review that website’s privacy policy before you provide access to your personal information.

International Transfer of Information: Our Services are intended for users located in the United States of America. If you are using our Services from outside the United States and provide us with Personally Identifiable Information, please note that your Personally Identifiable Information may be transferred, stored and processed within the United

States. The data protection or privacy laws in the United States may not be as comprehensive as those in your country.

Children’s Privacy: You must be 18 years of age or older to use our Services. Our Services are not intended for children under the age of thirteen. Intellectix does not knowingly collect or solicit any Personally Identifiable Information from anyone under the age of thirteen or knowingly allow such persons to use its Services. If you are under thirteen, please do not attempt to register on this Site or send us any Personally Identifiable Information. If you have reason to believe that we have collected any Personally Identifiable Information from someone under thirteen years of age, please have the child’s parent or guardian contact us.

Services: As used in this Privacy Policy, “Services” means your use of Transcriber AI and Intellectix’s other services, along with any associated software applications and websites.

Website: As used in this Privacy Policy, “Website” or “Websites” means intellectix.com and any other website owned and controlled by Intellectix Corporation.

California Privacy Rights

If you are a resident of California, you have the following rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively the “CCPA”):

to know what categories of Personal Information about you we have collected and used, including how the Personal Information was collected;
to know what categories of Personal Information are being sold or disclosed and if it is being sold or disclosed to third parties and a list of categories of information that are sold, or, to know that your personal information has not been sold;
to opt out of the sale and/or sharing of your Personal Information, if applicable;
to access your Personal Information, including the right to download or transfer Personal Information collected during the previous 12 months;
to request that your Personal Information be deleted;
to request that your Personal Information be corrected;
to request that we limit our use of your sensitive personal information; and,
to equal service and equal price for goods or services even if you exercise your rights under the CCPA.

Note that some of our third party analytics providers may be considered a “sale” and/or “sharing” under the CCPA, and as such, we provide California residents with the ability to opt-out of this sale or sharing. If you are a California resident, you may request to opt-out of the sale of, or sharing of for cross-context behavioral advertising, your personal information.

We will not discriminate or retaliate against you for exercising any of your CCPA rights. Unless permitted by the CCPA, we will not:

Deny you goods or services.
Charge you different prices or rates for goods or services, including through granting discounts or other benefits, or imposing penalties.
Provide you a different level or quality of goods or services.
Suggest that you may receive a different price or rate for goods or services or a different level or quality of goods or services.

CONTACT

If you wish to exercise your rights under this Privacy Policy or any applicable privacy laws, you can do this by emailing our Privacy Officer or Data Protection Officer at [email protected]. Your email should provide evidence of who you are and set out the details of your request (e.g. the Personal Information, or the correction, that you are requesting).