Privacy Policy

 

Last Updated: February 3, 2020

Lentil AI Privacy Policy

Lentil AI, Inc. (collectively “Loop Team” website, desktop and mobile application products and services (the “Services”) operated by Lentil AI, Inc. (“Lentil”, “us”, “we”, or “our” “Loop Team”) are committed to protecting your privacy and ensuring you have a positive experience on our websites and when you use our products and services. (“Services”).

This policy outlines our data handling practices, and in particular how we collect, use, and disclose Personal Data. It covers all Personal Data that you affirmatively provide during your interactions with us, information that we automatically collect when you interact with our Services, and information that we collect about you from third parties. The policy is applicable in regions in which we do business, and also describes rights you may have to control our use of Personal Data and how to exercise those rights.

As used in this Privacy Policy, “Personal Data” means any information that can be used to identify or is reasonably linkable to a specific person.

This policy may be updated from time to time for reasons such as operational practices or regulatory changes, so we recommend that you review our Privacy Policy when returning to our website. If we propose to make any material changes, we will notify you by means of a notice on this page prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

Collection of your Personal Data

We may collect Personal Data from or about you when you use or otherwise interact with our Services. We may gather the following categories of Personal Data about you:

  • Information commonly used to identify you, such as your name, user name, physical address, email address, phone numbers, and other similar identifiers
  • Information about your job, such as your title and employer
  • Credit/debit card or other payment information
  • Facebook profile information (when you use Facebook to log-in to our Services or to create an account for our Services)
  • General information about your product and service preferences
  • Information about your device, network, and internet connection, such as your IP address(es), MAC address, other device ID (UDID), device type, operating system type and version, and client version
  • We also automatically record information about your usage of the Service including actions taken, date and time, frequency, duration, quantity, quality, network connectivity, platform, and performance information related to logins, clicks, messages, spoken words (when you enable recording), contacts, content shared, calls, use of video and screen sharing, meetings, cloud recordings, and other feature usage information (“Usage Information”)
  • Other information you upload, provide, or create while using the Services (“User-Generated Information “), as further detailed in the “User-Generated Information” section below

We collect this data to provide you with the best experience with our Services. Mostly, we gather Personal Data directly from you, directly from your devices, or directly from someone who communicates with you using our Services, such as a meeting host, participant, or caller. Some of our collection happens on an automated basis – that is, it’s automatically collected when you interact with our Services. In certain instances, you can choose whether to provide Personal Data to the Loop Team, but note that you may be unable to access certain options and services if they require Personal Data that you have not provided. You can adjust certain settings to reduce the amount of Personal Data we automatically collect from you, such as by turning off optional cookies in your browser’s setting.

We may also obtain information about you from a user who uses Lentil AI. For example, a user may input your contact information when you are invited to a Lentil AI meeting or call. Similarly, a Lentil AI meeting host may record a Lentil AI meeting and store the recording on our system. If a Lentil AI meeting host decides to record a meeting, that person is responsible for obtaining any necessary consent from you before recording a meeting.

We may also gather some Personal Data from third-party partners. Sometimes, other companies who help us deliver the service (our service providers) may collect or have access to information on our behalf when you use our Services. We have agreements with our service providers to ensure that they do not use any of the information that they collect on our behalf for their own commercial purposes or for the commercial purposes of some other company or third party. We may also receive Personal Data that third parties collect in other contexts, which we use in order to better understand our users, advertise and market, and enhance our services.        

Use of User-Generated Information

User-Generated Information is information provided by the customer to Lentil AI through the usage of the Services. User-Generated Information includes: Meetings, meeting titles, participants, meeting link, date, time and duration. We collect activity recorded in the meeting such as individuals joining and leaving the meeting. Other User-Generated Information includes:

  • Chats: Message content, sender and recipients, date, time. Content shared: files, file names, file types and links to content.
  • Summaries: Meeting summaries generated by our Service that include mentions of individuals in your shared workspace, bookmarks, and possible action items.
  • Documents and links: Documents and links presented during the meeting can be uploaded to the meeting file.
  • Screen sharing: Screenshots of the screen share during meetings.
  • User Status: Status information, for example about whether and when you are active, out of office, or have turned Busy. It also includes what activity you might currently be doing such as coding, messaging or meeting. You can choose whether or not to share status information with others.
  • User Profile: Profile information includes your photo, title, email address, and location.
  • Recordings and Transcriptions: When you use the Record feature, we retain and store the audio file and written transcript (“Recorded Meeting”). You can choose whether or not to record a meeting

If you share a meeting link with another user who is not already in the meeting when that user joins the meeting he or she will be able to see the list of others in the meeting, as well as other invitees joining the meeting. All individuals will see the meeting chats, summaries (if visible), recording (if it was enabled) and attendee profiles.

All messages and content you share in a meeting, including Personal Data about you and others will be available to all other participants in that meeting as well as individuals in your workspace except when you conduct the meeting in a private Meeting Room.

Passive Data Collection

Lentil AI, and our third-party service providers such as Google Analytics, Intercom, etc. ) may collect some information about you when you use our Services for purposes of analytics and support. Information collected may include Internet protocol (IP) addresses, browser type, Internet service provider (ISP), referrer URL, exit pages, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, date/time stamp, and/or clickstream data. We use this information to offer and improve our services, and trouble shoot.

Cookies and Tracking Technologies

Cookies are files with a small amount of data that is commonly used as an anonymous unique identifier. These are sent to your browser from the website that you visit and are stored on your computer’s hard drive.

Lentil AI and our partners use cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and gather information about our user base, such as location information based on IP addresses. Users can control the use of cookies at the individual browser level.

Data From Recorded Meetings

If you participate in a Recorded Meeting, we collect information from you in connection with and through such Recordings. This information may include Personal Data. Meeting hosts are responsible for notifying you if they are recording a meeting, and you will generally hear a notice or see an on-screen notification when recording is in progress.

Some of this information may be shared with other meeting participants. For example, all messages and content you share in a meeting, including Personal Data about you or others, will be available to all other participants in that meeting (unless you elect to chat with a subset of meeting participants). If you share a meeting link with another user who is not already in the meeting, when that user tries to join the meeting he or she will be able to see the list of other users in the meeting, as well as other invitees joining the meeting

You acknowledge and agree that you and your company are responsible for (i) clearly notifying all individuals (whether or not they are users in your Service workspace) who are present in a meeting (whether in-person or remotely) (each, an “Attendee”) for which you make a Recording that such meeting might be recorded, and (ii) obtaining any consent necessary for such a recording as required by applicable laws, rules and regulations, including without limitation data privacy laws. By making a Recording of any meeting using any of our Services, you and your company represent and warrant that (a) you have received legally sufficient consent from all Attendees for such recording prior to starting a Recording, and (b) you will only make, use and otherwise process such Recorded Meeting in accordance with all applicable laws, rules and regulations, including data protection laws.

How we use and disclose Personal Data

We process your Personal Data (i) with your consent (where necessary), (ii) for the performance of any contract you have with us (such as your agreement with us that allows us to provide you with the Services), and (iii) for other legitimate interests and business purposes including in a manner reasonably proportionate to:

Providing, operating, maintaining and improving our Services.

We process Personal Data when you use our website and applications to use or sign-up to use our Services for purposes such as:

  • Account configuration
  • Account maintenance
  • Enabling meetings and webinars between users and third-party participants
  • Hosting and storing personal data from meetings and webinars on behalf and at the direction of the meeting host
  • Fulfilling requests you make related to the service
  • Protecting, investigating and deterring against fraudulent, harmful, unauthorized or illegal activity
  • Providing reports to users based on information collected from use of our service
  • Processing your orders and delivering the Services that you have ordered
  • Providing support and assistance for our Services
  • Providing the ability to create personal profile areas and view protected content
  • Providing the ability to contact you and provide you with shipping and billing information
  • Providing customer feedback and support
  • Complying with our contractual and legal obligations, resolving disputes with users, enforcing our agreements

We process Personal Data when you visit our website to:

  • To keep you up to date on the latest Product announcements, software updates, software upgrades, system enhancements, special offers, and other information
  • To provide customer feedback and support
  • To provide and administer opt-in contests, sweepstakes or other marketing or promotional activities on the Lentil or affiliate websites
  • Providing you with information and offers from us or third parties
  • To the extent you choose to participate, to conduct questionnaires and surveys in order to provide better products and services to our customers and end-users
  • To personalize marketing communications and website content based on your preferences, such as in response to your request for specific information on products and services that may be of interest

Facilitating your use of our Services

Your use of certain product features will result in the sharing or publication of some of your Personal Data. For example, if you participate in a Loop Team discussion forum or chat room, you should be aware that the information you provide there will be made broadly available to others, who have access to that discussion forum or chat room.

Following the instructions of our users

Much of the Personal Data we collect, we collect on behalf of our customers. (More specifically, for purposes of GDPR and CCPA, we are the “Processor” of that Personal Data, acting as a service provider on behalf and at the direction of our customer, and our customer is the “Controller” or decisionmaker.) For example, the customer may determine when meetings can be recorded, how long they are kept, and the like.

We are typically required to follow a customer’s instructions related to Personal Data we have collected on behalf of that customer. On a customer’s instructions, we may provide reports containing Personal Data relating to the customer’s account.

Keeping users up to date on product service announcements, software updates, software upgrades, system enhancements, special offers, and other information.

We may use identifiers, employment information, payment information, profile information, technical information, demographic information, usage information, and user-generated information:

  • To provide customer feedback and support
  • Providing you with information and offers from us or third parties
  • To the extent you choose to participate, to conduct questionnaires and surveys in order to provide better products and services to our customers and end users
  • To support recruitment inquiries (employment and careers)
  • To personalize marketing communications and website content based on your preferences, such as in response to your request for specific information on products and services that may be of interest

You can sign-up, and therefore consent, to receive email or newsletter communications from us. If you would like to discontinue receiving these communications, you can click the “Unsubscribe” link found in such emails or by emailing us at support@loopteam.co

We send you push notifications from time to time in order to update you about any events or promotions that we may be running. If you no longer wish to receive these types of communications, you can turn them off at the device level. To ensure you receive proper notifications, we will need to collect certain information about your device such as operating system and user identification information.

Comply with our legal obligations or the legal obligations of our customers.

This includes responding to a legally binding demand for information, such as a warrant issued by a law enforcement entity of competent jurisdiction, or as reasonably necessary to preserve Lentil AI’s legal rights.

Sharing when required

It is possible that in the future another company may acquire Lentil AI or our assets or that we may partner with or purchase another company to continue to do business as a combined entity. In the event that any such transaction occurs, it is possible that our customer information, including your Personal Data, may be transferred to the new business entity as one of our assets. In such an event, we will update this policy to reflect any change in ownership or control of your Personal Data.

Geolocation data

We collect information about where you are located when you are using our Products. We use this information for purposes such as optimizing your connection to our data center and suggesting customizations to your experience with our Products.

What role do service providers play?

Note that we may use third-party service providers and our affiliated entities to help us do any of the things discussed here, and they may have access to Personal Data related to the specific activity they are doing for us in the process. We forbid our service providers from selling Personal Data they receive from us or on our behalf, and require them to only use Personal Data in order to perform the services we have asked of them, unless otherwise required by law.

Age Limit and Privacy Concerns

Our Services do not address anyone under the age of 13. We do not knowingly collect personal identifiable information from children under 13. In the case we discover that a child under 13 has provided us with personal information, we immediately delete this from our servers. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we will be able to do the necessary actions.

Does Lentil AI sell Personal Data?

We do not sell or rent your Personal Data to third parties for any purposes, including marketing. We share Personal Data within Lentil AI and its affiliated companies, and with third-party service providers for purposes of data processing or storage. We also share Personal Data with business partners, service vendors and/or authorized third-party agents or contractors in order to provide requested Products or transactions, including processing orders, processing credit card transactions, hosting websites, and providing customer support. We provide these third parties with Personal to complete/utilize the requested Product or transaction.

Data Subject Rights

We do our best to give you reasonable controls over the Personal Data we process about you as set forth below. Depending on where you reside, you may be entitled to certain legal rights with respect to your Personal Data.

Here are the types of requests you may make related to Personal Data about you, subject to applicable laws, rules, or regulations and business or user license restrictions or exceptions:

  • Access: You can request information about the Personal Data we hold about you. You can also request a copy of the Personal Data. If you are a California resident, you can request information about both the categories and specific pieces of data we have collected about you in the previous twelve months, the reason we collected it, the category of entities with whom we have shared your data and the reason for any disclosure.
  • Rectification: If you believe that any Personal Data we are holding about you is incorrect or incomplete, you can request that we correct or supplement such data. You can also correct some of this information directly by logging into your service account. Please contact us as soon as possible upon noticing any such inaccuracy or incompleteness.
  • Objection: You can contact us to let us know that you object to the collection or use of your Personal Data for certain purposes. 
  • Erasure: You can request that we erase some or all of your Personal Data from our systems (subject to the limitations noted below).
  • Portability: You can ask for a copy of your Personal Data in a machine-readable format. You can also request that we transmit the data to another entity where technically feasible.
  • Withdrawal of Consent: If we are processing your Personal Data based on your consent, you may have the right to withdraw your consent at any time (subject to the restrictions noted below).
  • Right to File Complaint: You have the right to lodge a complaint about Lentil AI’s practices with respect to your Personal Data with the supervisory authority of your country or EU Member State.

Under certain circumstances we will not be able to fulfill your request if it is not technically possible after consent is provided to use our Services, such as use of Recorded Meetings, where an administrator cannot delete individual speakers, or if such a request interferes with our regulatory obligations, affects legal matters including a Lentil AI user’s rights to data contained in their account, we cannot verify your identity, or it involves disproportionate cost or effort. For example, we may not be able to comply with a specific request if it is necessary for the business or service provider to maintain the consumer’s personal information in order to complete the transaction for which the personal information was collected, fulfill the terms of a written warranty or product recall conducted in accordance with federal law, provide a good or service requested by the consumer, or reasonably anticipated within the context of a business’ ongoing business relationship with the consumer, or otherwise perform a contract between the business and the consumer. But in any event, we will respond to your request within a reasonable timeframe and provide you an explanation.

In order to make such a request of us, please contact our Privacy Team at privacy@loopteam.co or by writing to the following address:

Lentil AI
333 Ravenswood Avenue
Menlo Park, CA 94025

If you have a password protected Loop Team account, we will use your account information to verify your identity. If not, we will ask you to provide additional information needed to verify your identity. The type and amount of information we request will depend on the nature of your request, the sensitivity of the relevant information, and the risk of harm from unauthorized disclosure or deletion.

If you are a California resident and would like to designate an authorized agent to exercise any of your rights, please contact privacy@loopteam.co

Residents of the European Union (“EU”), United Kingdom, Lichtenstein, Norway, Iceland or Switzerland.

If you reside in the European Union (“EU”), United Kingdom, Lichtenstein, Norway, Iceland or Switzerland, you may have legal rights with respect to your Personal Data, including those set forth under the EU’s General Data Protection Regulation (“GDPR”).

Residents of the state of California.

If you reside in California, you may have legal rights with respect to your Personal Data, including those set forth under the California Consumer Privacy Act (“CCPA”). Lentil AI is prohibited from discriminating against California consumers that choose to exercise their privacy-related rights under the CCPA.

Data Retention

How long we retain your Personal Data depends on the type of data and the purpose for which we process the data. We will retain your Personal Information for the period necessary to fulfill the purposes outlined in this Privacy Notice unless a longer retention period is required by law.

Your Personal Data Security

We are committed to protecting the Personal Data you share with us. We have implemented and maintain robust security procedures and practices to protect against the unauthorized access, use, modification, destruction or disclosure of your Personal Data.

We utilize a combination of industry-standard security technologies, procedures, and organizational measures to help protect your Personal Data from unauthorized access, use or disclosure. When we transfer credit card information over the Internet, we protect it using Transport Layer Security (TLS) encryption technology.

We recommend you take every precaution in protecting your Personal Data when you are on the Internet. For example, change your passwords often, use a combination of upper and lower-case letters, numbers, and symbols when creating passwords, and make sure you use a secure browser.

We want your Personal Data to be complete and accurate and give you the ability to access, update, and correct your Personal Data.  By using our Services, all the information you provide on any registration form or otherwise in connection with your use of the Services will be up to date, complete and accurate.  You will update that information as necessary to maintain its completeness and accuracy. 

To confirm the completeness and accuracy of, or make changes to, your Personal Data, please contact us at support@loopteam.co.

Linked Websites and Third-Party services

Our websites and services may provide links to other third-party websites and services which are outside our control and not covered by this policy. We encourage you to review the privacy policies posted on these (and all) sites you visit or services you use.

Transfer and Storage of Personal Data

Our Services are generally hosted and operated in the United States (“U.S.”) through Lentil AI and its service providers. Data may be collected from wherever our users are located. We may transfer your Personal Data from the U.S. to any Lentil AI affiliate worldwide, or to third parties acting on our behalf for the purposes of processing or storage. Where local law requires, we may store data locally in order to comply with global regulations. By using any of our Services or providing any Personal Data for any of the purposes stated above, you consent to the transfer and storage of your Personal Data, whether provided by you or obtained through a third party, to the U.S. as set forth herein, including the hosting of such Personal Data on U.S. servers.

Contact Us

If you have any privacy-related questions or comments related to this privacy policy, please send an email to privacy@loopteam.co or by writing to the following address:

Lentil AI
Attention: Data Privacy Officer
333 Ravenswood Avenue
Menlo Park, CA 94025

If you reside in the EU, United Kingdom, Lichtenstein, Norway or Iceland, you can also contact our Data Protection Officer at privacy@loopteam.co