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Privacy Policy

Effective Date: 2024/06/01

Backoffice AI, LLC ("Company," "we," "us") respects your privacy and is committed to protecting the personal information that you share with us. This Privacy Policy (the “Policy”) explains how we collect, use, and disclose personal data, whether you are visiting our website, using our services, or interacting with any other aspect of our business. This policy applies to all subsidiaries, business units, and personal data processing activities under the responsibility of Backoffice AI, LLC.

1. Welcome

1.1 Your privacy is important to Backoffice AI, LLC. This Policy is intended to help you understand how we, as the data controller, collect, use, and disclose the personal data you provide to us when visiting our website or using our services.

1.2 Where we provide the Services under contract with a legal entity (for example, your employer), that organization controls the personal data processed by the Services.

1.3 Important Notice for European Users: Our website and services are not intended for users in the European Economic Area (EEA). If you are located in the EEA, please do not use this website or our services. Backoffice AI, LLC does not comply with the EU General Data Protection Regulation (GDPR) or other EEA data protection regulations.

1.4 If you do not agree with this Policy, do not access or use our Services or interact with any other aspect of our business.

2. Notice to End Users

2.1 Some of our Services are intended for use by legal entities. Where the Services are made available to you through a legal entity (e.g., your employer), that legal entity is the administrator of the Services and is responsible for the accounts in the Services.

2.1.1 In this case, please direct your data privacy questions to your administrator, as your use of the Services is subject to your legal entity’s policies. We are not responsible for the privacy or security practices of an administrator’s legal entity, which may be different from this Policy. The administrator will also be able to terminate your access to the Services.

3. Personal Data You Provide to Us

3.1 We collect personal data about you when you provide it to us, when you use our Services, or otherwise provide it directly to us.

3.2 When you register for an account, create or modify your profile through our Services, we collect your name, last name, work e-mail, and activity in Services. If you provide content through our Service, we collect such personal data included in the content.

3.3 We collect such personal data to provide you with the Services, including to operate the Services, provide customer support and personalized features, and protect the safety and security of the Services.

3.4 When you browse the portions of our Website that do not require you to register or provide personal information, you do so anonymously. We don’t automatically collect personal information, including your email address. We do log your IP address to give us an idea of which part of our Website you visit and how long you spend there, but we do not link your IP address to any personal information unless you have logged in to our Website.

4. Personal Data We Collect Automatically

4.1 We automatically collect personal data about you when you use our Services, including browsing our website and taking certain actions within the Services.

4.2 We automatically collect such personal data about the device you use to access the Services, including your connection type and settings. We also collect information through your device about your operating system, browser type, IP address, URLs of referring/exit pages, device identifiers, and crash data. We use your IP address and/or country preference to approximate your location to provide you with a better Service experience. How much of this information we collect depends on the type and settings of the device you use to access the Services.

4.3 When you visit our website, we collect and process information about your usage with the purpose of compiling statistics and targeted advertising (cookies). The legal basis for the personal data processing that occurs through cookies is based on your consent. This means that you have a choice to allow or deny the cookies, except for strictly necessary cookies. We use the following cookies:

4.3.1 Strictly necessary – These cookies are strictly necessary to enable you to move around the website and use its features. The website cannot function without these cookies.

4.3.2 Functional – These cookies enable the website to save details that you have provided to offer a better experience, such as remembering choices you make like your language or the region you are in. Some parts of the website may not function properly without these cookies. These cookies may be automatically enabled and can be managed to your preferences through your browser settings.

4.3.3 Statistical – These cookies are used to analyze the performance and design of the website and to detect errors. These cookies also enable us to recognize that you have visited the website before. The purpose of these cookies is solely to improve the performance of the website and your experience.

4.4 Cookies and Tracking Technology – A cookie is a small data file that certain websites write to your hard drive when you visit them. A cookie file can contain information such as a user ID that the site uses to track the pages you’ve visited, but the only personal information a cookie can contain is information you supply yourself. A cookie can’t read data off your hard disk or read cookie files created by other sites. Some parts of our Website use cookies to track user traffic patterns. We do this to determine the usefulness of our Website information to our users and to see how effective our navigational structure is in helping users reach that information. If you prefer not to receive cookies while browsing our Website, you can set your browser to warn you before accepting cookies and refuse the cookie when your browser alerts you to its presence. You can also refuse all cookies by turning them off in your browser, although you may not be able to take full advantage of our Website if you do so. In particular, you may be required to accept cookies to complete certain actions on our Website. You do not need to have cookies turned on to use/navigate through many parts of our Website.

5. How We Use Information Collected

5.1 We use information for several general purposes, including, without limitation, to fulfill your requests for certain products and services, to personalize your experience on our Website, to keep you up to date on the latest product announcements, software updates, special offers or other information we think you’d like to hear about either from us or from our business partners, and to better understand your needs and provide you with better services. We may also use your information to send you, or to have our business partners send you, direct marketing information or contact you for market research.

5.2 Scope – This policy applies to all personal data processed by all employees, contractors, and partners doing business on behalf of Backoffice AI, LLC, as well as all legal entities and subsidiaries of Backoffice AI, LLC. This policy excludes joint ventures where there is less than a 50% share by Backoffice AI, LLC.

6. Sharing of Your Personal Data

6.1 We do not sell, trade, or otherwise share your personal data with outside parties. This does not include trusted third parties (data processors) who assist us in operating our Services, including our website, as long as those parties agree to keep your personal data confidential. We only use data processors that can provide your personal data with an adequate level of data protection.

6.2 Information Sharing and Disclosure – Your personal information is never shared outside Backoffice AI, LLC without your permission, except under conditions explained below. Inside Backoffice AI, data is stored in controlled servers with limited access. Backoffice AI may send your personal information to other companies or people under any of the following circumstances: when we have your consent to share the information; we need to share your information to provide the product or service you have requested; or we want to keep you up to date on the latest product announcements, software updates, special offers or other information we think you’d like to hear about either from us or from our business partners (unless you have opted out of these types of communications). We will also disclose your personal information if required to do so by law or in urgent circumstances to protect personal safety, the public, or our Website.

7. Security

7.1 We have established and will maintain adequate organizational and technical measures to ensure your personal data is not accidentally or illegally deleted, deteriorated or lost, disclosed to unauthorized third parties, or in any other way misused or used contrary to the data protection legislation.

7.2 In certain areas of our Website, Backoffice AI uses industry-standard SSL encryption to enhance the security of data transmissions. While we strive to protect your personal information, we cannot ensure the security of the information you transmit to us, and so we urge you to take every precaution to protect your personal data when you are on the Internet. Change your passwords often, use a combination of letters and numbers, and make sure you use a secure browser.

7.3 In the event of a security breach where we estimate that there is a high risk that your personal data may be misused, we will, without undue delay, notify you of such a security breach. We will also inform you about what we have done to minimize the risk of misuse of your data.

8. Children Under the Age of 13

8.1 We will not knowingly collect personal data from any person under the age of 13.

9. Erasure of Your Personal Data

9.1 We will erase your personal data when we no longer need it for the required purposes or to comply with specific legislative requirements.

9.2 Your account information will be retained for as long as your account is active and up to three months thereafter in case you or your employer decides to reactivate the Services.

10. Your Rights

10.1 According to applicable data protection laws, you have the right to:

  • Access the personal data about you that we collect and use. You have the right to obtain a copy of your data free of charge. However, we may charge a fee corresponding to administrative costs if further copies of the data are requested, or if the request is unfounded or excessive.
  • Ask for rectification of incorrect or inaccurate data concerning you, or to have incomplete personal data completed.
  • Ask that your personal data be erased.
  • Ask for the restriction of the processing of your data (under certain circumstances).
  • Port your personal data.
  • Object to the processing of your data for marketing purposes.

11. Cookies

11.1 Cookies are small text files that are placed on your computer by websites to track your individual movements on that website over time.

11.2 We use the following categories of cookies:

11.2.1 Essential cookies: These are used to authenticate you, prevent fraud, and provide you with the services that you have requested.

11.2.2 Functional cookies: These are used to remember you and recall your settings or preferences (such as language) when you return to our website. These cookies are not used to track you when you visit other websites.

11.3 Cookies used by Backoffice AI may be session-based or persistent. Session-based cookies last only for the duration of a user’s session, while a persistent cookie remains on the user’s hard drive. A persistent cookie can help us recognize you when you return to our website and recall your settings or preferences.

11.4 If you do not want a cookie placed on your computer as a result of using our website, you can disable cookies altogether by modifying the preferences section of your web browser. Note that if you do so, some aspects of our website may be unavailable to you. If you choose to accept cookies on your hard drive but wish to be informed of their appearance, you may turn on a warning prompt by modifying the cookie-warning section also located in the preferences section of your web browser.

12. External Links Disclaimer

12.1 Some of our websites link to other sites created and maintained by other public and/or private-sector organizations. We provide these links solely for your information and convenience. When you transfer to an outside website, you are leaving the Backoffice AI domain, and our information management policies no longer apply. We encourage you to read the privacy statement of each external website that you visit before you provide any personal data.

13. Communicating With Us

13.1 If you choose to contact our staff using an email address, a discussion forum, a blog, a text message, or other electronic communication methods, or if you choose to complete an online form provided on our website (e.g., a customer feedback form), we may ask you to provide your name, email address, or other personal data.

13.2 The purpose of collecting this information is to allow staff to respond to your inquiry or to evaluate individual web services. Only authorized staff will have access to the information provided, and the information will be used only for the purpose it was intended. Completed surveys are sent to staff anonymously. We will ask you to provide us only with a method of contacting you (email, phone, or mailing address) if you wish to be included in future surveys or to have us respond to you.

14. Security

14.1 Backoffice AI implements commercially reasonable technical and organizational security controls to protect your personal data against theft, loss, or misuse. Your data will be stored in a secure operating environment that is not accessible without authorization. We apply mitigation measures following periodic risk assessments to ensure an adequate level of protection of your personal data.

14.2 Please note for business continuity and disaster recovery purposes, we may store data in a location outside the jurisdiction(s) in which we normally operate. In such scenarios, we will implement all commercially reasonable measures to protect your personal data against theft, loss, or misuse.

15. Personal Data About Minors and Children

15.1 We do not knowingly collect data from or about children under 13. If we learn that we have collected personal information from a child under 13, we will delete that information as quickly as possible. If you believe that we might have any information from or about a child under 13, please contact us at privacy@backoffice-ai.com.

16. Applicable Law

16.1 This privacy policy is governed and will be interpreted in accordance with the laws of the United States of America.

16.2 If you use our services and reside outside the United States of America, your information will be transferred to the United States of America and will be processed and stored there under United States of America privacy standards. By using our services and providing information to us, you consent to such transfer to the United States of America and processing there.

17. What Personal Data We Use

17.1 Backoffice AI may use any of the following pieces of personal data in line with the use purposes explained below:

  • Your name and contact details
  • Communication details
  • Authentication data
  • Online profile data
  • Online activity/profile usage
  • Purchasing information
  • Payment methods and history
  • Information about the device(s) you use
  • Information about the service usage
  • Support information
  • Cookies
  • Social media profile plug-in information
  • Date of birth
  • Your credit card information
  • Subscription preferences
  • Location information and GPS data
  • Any other information you upload or provide us with

18. How We Use Personal Data

18.1 Backoffice AI uses the information collected to provide a safe, efficient, and customized experience. Here are some of the details on how we do that:

  • To manage the service: We use the information we collect to provide our services and features to you, to measure and improve those services and features, and to provide you with customer support. We use the information to prevent potentially illegal activities and to enforce our terms and conditions. We also use a variety of technological systems to detect and address anomalous activity and to screen content to prevent abuse, such as spam. These efforts may, on occasion, result in a temporary or permanent suspension or termination of some functions for some users.
  • To contact you: We may contact you with service-related announcements from time to time. You may opt out of all communications except for essential updates.

19. Who Else May Process Personal Data

19.1 Backoffice AI may share the information collected with third parties to provide a safe, efficient, and customized experience. Here are some of the details on how we do that:

  • To provide services: Backoffice AI may share your personal data with agents, contractors, or partners of Backoffice AI in connection with services that these individuals or entities perform for or with Backoffice AI. These agents, contractors, or partners are restricted from using this data in any way other than to provide services for Backoffice AI, or for the collaboration in which they and Backoffice AI are engaged. For example, some of our products are developed and marketed through joint agreements with other companies. We may, for example, provide your information to agents, contractors, or partners for hosting our databases, data processing, or mailing you information that you requested.

20. Changes to this Policy

20.1 We may occasionally update or modify this privacy policy. To ensure that the importance of this privacy policy is communicated uniformly throughout the enterprise, all members of Backoffice AI’s leadership team will review, update, and ratify this privacy policy at least annually.

20.2 For material changes to this privacy policy, we will notify you by placing a prominent notice on the homepage of our website or, if legally required, by directly sending you a notification. We encourage you to periodically review this privacy policy to stay informed about how we are helping to protect the personal data we collect. Your continued use of the service constitutes your agreement to this privacy policy and any updates.

21. Miscellaneous

21.1 Definitions

  • Personal data (or “personal information”) means any information relating to an identified or identifiable natural person. An identifiable person is one who can be identified, directly or indirectly — in particular, by reference to an identification number or to one or more factors specific to his or her physical, physiological, mental, economic, cultural, or social identity.
  • Special Categories of Personal Data pertains to personal data that reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, and the processing of data concerning health or sex life.
  • Sensitive personal data either indicates “special categories” (see above), or is personal data of which the sensitivity level has been assessed and classified, indicating potential severe impact on an individual when confidentiality of such data is breached.
  • Anonymization is the deletion or changing of personal data in such a way that it can no longer be assigned to a certain or ascertainable individual or only with a disproportionately high effort in terms of time, cost, and work.
  • Pseudonymization is the replacement of an individual’s name and other identifiable characteristics with a label to prevent identification of the individual by unauthorized parties or to render such identification substantially difficult. Pseudonymization techniques include certain levels of masking, redaction, tokenization, and/or encryption of personal data.
  • Consent is any freely given, specific, and transparently well-informed indication of the will of the individual, whereby the individual agrees that his or her personal data may be processed. Particular requirements about consent can arise from the respective national laws. Where possible, consent is obtained in an explicit manner (unambiguously).

21.2 Complaints and Communication (“Contact Us”) – Backoffice AI’s website and all its gateways are governed by the policies and principles outlined above. If you have questions about our collection, use, or disclosure of your personal information, please email us at privacy@backoffice-ai.com. If you are an employee, customer, or vendor of Backoffice AI and have any questions or concerns that have not been addressed here, please email us at privacy@backoffice-ai.com.