Privacy Policy

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Last Updated: Nov 20, 2023.

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Introduction
Welcome to the Privacy Policy of Arcadia, a unit of Rapid Innovation ("Arcadia"). This document outlines the information we collect when you use our website and the services we offer through our intelligent meeting assistant. It explains why we collect this information and how we use it. Please note that our Privacy Policy is closely tied to our Terms of Use.

When you access our website and use our services, you are agreeing to the data practices described in this Privacy Policy and our Terms of Use. We may make periodic updates to this policy, and if there are significant changes in how we handle personally identifiable information, we will notify you through email or by prominently posting a notice on our website. We encourage you to regularly review this policy to stay informed about any updates. If you do not agree with this Privacy Policy, please refrain from using our website and services.

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Information You Provide
As a user, when you log into our service, including through our website, we will request personal information from you, such as your name, company name, and email address.

When you or someone on your behalf contacts us, we may receive and process any personal information provided during the communication. This information is used for the purpose of providing our service, contacting you, or identifying you. Personal information may include but is not limited to, your name, email address, and telephone number.

When you use our service to record, transcribe, analyze, and share web conferencing meeting and dialer phone call recordings, as well as take notes for these meetings and calls (collectively referred to as "Content"), this content may contain personal information.

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Information We Collect
When you access our website, our servers record certain "traffic/session" information from your device, including your user agent and Internet Protocol (IP) address.

While using our website, we collect information about your service activity, such as log-in and log-out times, session durations, content uploaded and downloaded, viewed web pages, specific content on web pages, activity metrics, and geo-location data.

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Use of Identifiable Information
The personal information we collect is used to provide and enhance our service, analyze its functionality, offer support, measure service activity for pricing purposes, maintain the service, improve it, and continue its development.

We may use your email address to contact you when necessary, send you reminders, provide information, and share commercial and marketing materials.

We are committed to obeying the law and expect the same from our users. If required, we may use your identifiable information to enforce our terms, policies, and legal agreements, respond to court orders and warrants, assist law enforcement agencies, collect debts, prevent fraud, address infringements, identity theft, misuse of the service, and take action in legal disputes and proceedings.

Our commitment is to process personal information only for the purposes outlined in this policy and, when relevant and feasible, maintain the information's accuracy, completeness, and up-to-date status.

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Sharing Identifiable Information
Our customers and their meeting participants or call receivers have access to the recordings, transcriptions, and our analysis. They may share access to these materials with colleagues and relevant third parties.

We do not sell, rent, or lease your personally identifiable information. We may share your identifiable information with service providers and other third parties if necessary to fulfill the purposes for which the information was collected, provided that any such third party commits to protect your privacy as required by applicable laws and this policy.

We may also share personally identifiable information with affiliated companies, such as subsidiaries, sister companies, and parent companies, with the stipulation that they must adhere to this policy.

In the event of a merger, acquisition, or other structural change, we may need to transfer your personal information to another entity, provided that the receiving entity adheres to this policy.

In cases of onward transfers to third parties that violate the Privacy Shield Principles, we may be held liable. More information on this is available in the EU-US Privacy Shield section of this policy.

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Disclosure of Information to Authorities
We may be required to disclose personal information in response to lawful requests from public authorities, including those related to national security or law enforcement requirements.

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Aggregated and Analytics Information
We use analytics tools, including Google Analytics, Intercom, FullStory, Segment, and Mixpanel, to understand user behavior on our sites and applications. These tools track page content, click/touch events, movements, scrolls, and keystroke activities. The privacy practices of these tools are governed by their own policies, and they may use their own cookies to provide their services. More information about cookies is available in the 'Cookies' section of this policy.

From time to time, we may use additional or alternative analytics services. We will notify our customers about these changes through email or other electronic means.

We use anonymous, statistical, or aggregated information, which may be derived from your personal information, for legitimate business purposes, including testing, development, control, and operation of the service. We may share such information with our partners. This does not compromise your privacy since it is not feasible to extract data from aggregated information that can be linked to you. We will only share your identifiable information in accordance with the terms of this policy or with your prior consent.

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Compliance with Google API Services User Data Policy

Limited Use Disclosure: Arcadia complies with the Google API Services User Data Policy, including the Limited Use requirements. Our application's use and transfer of information received from Google APIs adhere strictly to this policy. For more details about Google's Limited Use requirements, please visit Google API Services User Data Policy

User Consent and Data Sharing with Third Parties

Data Sharing with AI Models: Arcadia may share certain data with third-party AI tools to enhance service functionalities such as meeting transcription and analysis. This section of our policy describes what data is shared and why.

• Type of Data Shared: Information that may be shared with third-party AI tools includes but is not limited to meeting transcripts, user-generated notes, and related metadata.
• Purpose of Data Sharing: This data sharing enables advanced features like automated transcription, meeting insights, and improved user experience.
• User Consent: Before any data is shared with third-party tools, Arcadia obtains explicit user consent. Users are presented with clear options to opt-in or opt-out of data sharing. This consent process is built into our service interface, ensuring users are fully informed and in control of their data.
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Transparency in the Use of AI Tools

AI Tools and User Data: To provide advanced features like transcription services and analytical insights, Arcadia employs AI tools. Here's how these tools interact with your data:

• Processing of Data by AI Tools: The AI tools may process meeting content for transcription, analysis, and generating insights.
• User Control: Users have the ability to access, review, and delete their data processed by these AI tools within Arcadia. Our commitment to transparency and control remains paramount.
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Specific Use of Google Calendar API Data

Handling of Google Calendar Data: In our use of the Google Calendar API, we adhere to the following practices:

• Scope of Use: Data obtained through the Google Calendar API, including event details and calendar entries, is used exclusively for the purpose of integrating with Arcadia's meeting management features.
• Limitation of Use: We strictly limit the use of Google Calendar data to the functionalities that enhance user experience in scheduling and managing meetings. This data is not used for any other purposes outside the scope of our service.

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Accessing Your Personal Information
You can contact us at any time via email at help@Arcadia.com to request access to the identifiable information we have about you. We will make good-faith efforts to locate the data you request.

If you find that the information we have about you is inaccurate, incomplete, or outdated, please provide the necessary details to correct it.

Under your right of access, you can confirm whether we are processing personal data related to you, receive a copy of that data for verification of its accuracy and lawful processing, request correction, amendment, or deletion of data that is inaccurate or processed in violation of applicable laws or the Privacy Shield Principles (as further explained below).

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Choice
You have the option to choose (opt-out) whether your personal information is to be disclosed to a third party, used for purposes materially different from the original collection, or unsubscribe from our mailing lists, and newsletters, or disable your account. You can exercise this choice by sending an opt-out request to support@arcadiax.ai

However, we may store and continue using certain personal information related to you. For more information, please refer to the Data Retention section in this policy.

If your personal information is included in content provided to the service by one of our customers, you may want to contact the customer who provided that content to request the removal of your personal information.

Some web browsers offer a "Do Not Track" (DNT) signal, which indicates your preference for tracking your activities on websites or across sites. Our website does not respond to DNT signals.

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California Privacy Rights
If you are a California resident, California Civil Code Section 1798.83 allows you to request a written list of the categories of personal information relating to third parties to which we have disclosed certain categories of personal information during the previous year for third-party direct marketing purposes. To make such a request, please contact us at support@arcadiax.ai

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Response to Requests
When you request to exercise any of your rights under this policy and applicable laws, we may need to verify your credentials to ensure you are who you claim to be, prevent the disclosure of personal information related to others, and better understand the nature and scope of the data you wish to access. Any personal information related to others will be redacted from the data made available to you.

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Data Retention
We retain various types of information for different durations based on the purposes for processing, legitimate business needs, and legal requirements under applicable laws.

We may need to keep personal information as long as necessary to support the purposes of processing under this policy, as well as for additional legitimate business purposes such as record-keeping, cybersecurity management, legal proceedings, and tax matters.

This app securely manages your Zoom experience by creating and maintaining a login session for you. To enhance functionality, we request your consent to access and provide information about Zoom meetings. Rest assured, your data's privacy and security are our top priorities, and any information accessed is strictly used within the app's framework with your explicit permission.

We request your Zoom OAuth credentials with the scope of accessing your user details, including email, as well as the ability to create meetings on your behalf.

Aggregated, non-identifiable information may be retained without limitations, and to the extent feasible, we will delete or de-identify potentially identifiable information when it is no longer needed for processing.

As long as you use the service, we will keep information related to you, unless required by law to delete it or at our discretion.

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Transfer of Data Outside Your Territory
We may store and process information in various locations globally, including sites operated and maintained by cloud-based service providers. If you reside in a jurisdiction where the transfer of your personal information to another jurisdiction requires your consent, you provide express and unambiguous consent for such transfers.

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EU-US Privacy Shield
We adhere to the EU-US Privacy Shield Framework as established by the US Department of Commerce regarding the collection, use, and retention of personal information from European Union member countries.

We have certified our compliance with the Privacy Shield Principles, which include Notice, Choice, Accountability for Onward Transfer, Security, Data Integrity and Purpose Limitation, Access, Recourse, Enforcement, and Liability.

In the event of any conflict between this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles will take precedence. To learn more about the Privacy Shield program and view our certification page, please visit https://www.privacyshield.gov/. The Federal Trade Commission (FTC) oversees our compliance with the EU-US Privacy Shield Framework.

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Cookies
Cookies are small packets of information sent to your web browser and sent back to the server each time your browser accesses the server that sent the cookie.

We use both session cookies, which are removed when you close your browser, and persistent cookies, which last longer. Persistent cookies help remember your login details, making it easier for you to log in during your next session. We may use both types of cookies for additional purposes to facilitate the use of the service's features and tools.

You can manage your cookies preferences using your web browser. Disabling cookies may hinder or prevent you from using the service.

Information Security
We and our hosting services have implemented systems, applications, and procedures to secure your personal information, minimizing the risks of theft, damage, loss of information, or unauthorized access.

These measures adhere to industry-standard security practices. However, while we strive to protect your privacy, we cannot guarantee that the service will be immune to wrongdoing, malfunctions, unlawful interceptions or access, or other forms of abuse and misuse.

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Dispute Resolution
We conduct regular assessments of our data processing and privacy practices to ensure compliance with this policy, make necessary updates, and verify that the policy is displayed correctly and is accessible. If you have concerns about the way we handle your personal information, please contact our privacy team at support@arcadiax.ai

We will investigate your query and make good-faith efforts to resolve any existing or potential disputes with you.

In accordance with the EU-US Privacy Shield Principles, we commit to resolving privacy-related complaints. European Union individuals with inquiries or complaints regarding this policy should contact our privacy team. If a resolution is not reached, complaints can be referred to the EU Data Protection Authorities for further information and to file a complaint at no charge. Contact details for the EU Data Protection Authorities can be found at http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm

EU data subjects have the option to invoke binding arbitration in certain cases, as detailed in Annex I of the EU-US Privacy Shield Agreement. For additional information, please visit the Privacy Shield website at https://www.privacyshield.gov or contact our privacy team.

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Changes to This Privacy Policy
This policy may be updated from time to time. Minor updates, if any, will take effect seven days after we post a notice on the website. Substantial changes will become effective 30 days after the initial notice is posted.

In cases where policy adjustments are needed to comply with legal requirements, the updated policy will become effective immediately or as required.

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‍Contacting Us
‍If you have any questions about this Privacy Policy, please reach out to us by emailing support@arcadiax.ai