Privacy Policy

Last Updated: August 11, 2025

Information We Collect

We collect information that you provide directly to us when you:

• Register for an account
• Use our services
• Communicate with our support team
• Respond to surveys or questionnaires

This information may include your name, email address, company name, job title, billing information, and any other information you choose to provide.

We also collect:

• Usage data and analytics (pages visited, features used)
• Integration-related data (meeting recordings, transcripts, documents)
• Technical data (IP addresses, browser type, device information)
• Communication data (emails, support tickets, feedback)

Legal Basis for Processing

We process your personal information based on: (1) contract performance when you use our services, (2) legitimate interests in providing and improving our platform and ensuring the safety and integrity of our AI features, (3) consent for optional features like integrations, and (4) legal obligations where required by law.

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send administrative messages, updates, and security alerts
• Respond to your comments, questions, and requests
• Provide customer service and technical support
• Monitor and analyze usage patterns and trends
• Process integration data and meeting information
• Generate AI-powered insights and decision summaries
• Comply with legal obligations and enforce our terms
• Operate and improve AI Advisors and related safety systems and content filters
• Detect, prevent, and mitigate abuse, fraud, and security incidents
• Use de-identified or aggregated data and usage metadata to improve the Service and its features

Data Sharing and Disclosure

We do not sell your personal information to third parties. We may share your information with:

• Service providers who perform services on our behalf
• Professional advisors, such as lawyers, auditors, and insurers
• Government bodies when required by law
• Business partners with your consent
• Third-party AI model providers and integrations to process prompts and generate outputs, subject to their terms and policies

We do not allow third-party foundation model providers to train on your Customer Content by default. We may share prompts and necessary data with such providers only to operate the features you request.

AI Processing and Model Providers

Some features route prompts and data to third-party model providers and integrations to generate outputs. This may include the content of your messages, Advisor configurations, and relevant files required to fulfill your request.

Do not submit information you are not authorized to disclose to such providers. Where required, we will provide controls to manage which data is shared for specific features.

Data Security

We implement appropriate technical and organizational measures to protect the security of your personal information. However, please be aware that no method of transmission over the Internet or electronic storage is 100% secure.

In the event of a data breach that affects your personal information, we will notify you and relevant authorities as required by applicable law, typically within 72 hours of becoming aware of the breach.

Data Retention

We retain your personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. Account data is retained for the duration of your account plus 30 days. Integration-related data (like meeting recordings) is processed and deleted within 14 days unless you choose to retain it. You may request deletion of your data at any time.

International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses and adequacy decisions where applicable.

Your Rights

Depending on your location, you may have certain rights regarding your personal information, including:

• Access to your personal information
• Correction of inaccurate information
• Deletion of your information
• Restriction of processing
• Data portability

To exercise these rights, please contact us at privacy@orgtools.com. We will respond to your request within 30 days and may require verification of your identity before processing any requests. You also have the right to lodge a complaint with your local data protection authority if you believe we have not adequately addressed your concerns.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our platform and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

Contact Us

If you have any questions about this Privacy Policy, please contact us at:

Orgtools
10768 Rocky Peak Place
Gig Harbor, WA 98332
privacy@orgtools.com