Revvi.ai Privacy Policy

Last updated: January 31st 2024

Revvi ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our software, which integrates with CRM and video conferencing solutions to capture, transcribe, and organize notes from sales calls. Our privacy practices adhere to GDPR, ISO 27001:2013 standards, and other relevant privacy regulations.

1. Customer, User, and Prospect Personal Data

We collect personal data from three main categories:

• Customers: Individuals or companies purchasing and using our services.
• Users: Authorized employees or individuals accessing the services on behalf of customers.
• Prospects: Individuals or businesses expressing interest in our products or services.

Types of personal data we collect:

• Identification Data: Names, emails, phone numbers, job titles, company names, and other contact details.
• Call Data: Recorded calls, transcripts, meeting metadata, and participant information from sales calls, integrating with telephony and video conferencing tools (e.g., Zoom).
• CRM Data: Information related to customer interactions, including notes, sales activities, and records from CRM integrations (e.g., HubSpot).
• Usage Data: Information on how our services are used, including IP addresses, device information, and technical data on interactions with the platform.

2. How We Use Your Information

We process the information we collect for the following purposes:

• Service Operation: To capture, transcribe, and organize sales calls, update CRMs, and improve our software.
• Customer Support: To provide technical support, answer queries, and troubleshoot issues.
• Marketing and Communication: To send promotional materials, product updates, and personalized recommendations.
• Compliance and Security: To ensure compliance with legal and regulatory obligations and to maintain the security of our platform.

3. Data Controller and Data Processor Roles

For the purposes of GDPR, we take on different roles depending on the nature of the data processing:

• Data Controller: We act as the Data Controller when processing personal data for our own purposes (e.g., marketing, customer communications).
• Data Processor: When processing data on behalf of our customers (e.g., analyzing call transcripts, updating CRM data), we act as the Data Processor. Customers, as Data Controllers, instruct us on how to process their data.

4. Legal Basis for Processing

We rely on several legal bases for processing personal data:

• Performance of Contract: Processing data to deliver our services to customers and users.
• Legitimate Interests: Using data to improve our services, market our products, and safeguard our business.
• Consent: Where applicable, we obtain consent for specific data processing activities (e.g., marketing communications).
• Legal Obligation: Processing data to comply with legal requirements, including regulatory audits.

5. Data Security and Compliance

We are committed to securing your data. Our security practices adhere to ISO 27001:2013 standards, which include:

• Encryption: Data is encrypted during transmission and storage.
• Access Control: Only authorized personnel have access to personal data, and their access is restricted to the minimum level required.
• Monitoring and Auditing: Continuous monitoring of our systems to detect and respond to any security threats.

However, while we implement robust security measures, no system can be completely secure. We recommend you take appropriate security measures when using our services.

6. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. Upon termination of a contract, data is deleted within 30 days unless retention is required for legal reasons.

7. Your Data Rights (GDPR Compliance)

Under GDPR, you have the following rights regarding your personal data:

• Right to Access: You may request access to the personal data we hold about you.
• Right to Rectification: You can request corrections to any inaccurate or incomplete data.
• Right to Erasure: You have the right to request deletion of your data, subject to certain conditions.
• Right to Restrict Processing: You may restrict the processing of your personal data under specific circumstances.
• Right to Data Portability: You can request a copy of your data in a structured, machine-readable format.
• Right to Object: You can object to the processing of your data for certain purposes, such as direct marketing.

To exercise any of these rights, please contact us at info@revvi.ai.

8. Cookies and Data Collection Technologies

We use cookies and similar technologies to collect information about your interactions with our services. These technologies include:

• Cookies: Small files stored on your device that help us track your preferences and usage patterns.
• Web Beacons/Pixels: Tiny images or snippets of code that collect data about how you use our services, including whether you have opened emails or clicked on links.

We use cookies to:

• Ensure Service Functionality: Cookies help authenticate users, store preferences, and provide essential service features.
• Analytics and Performance: Track user behavior to help improve our services.
• Marketing: Deliver targeted ads based on user behavior and preferences.

You can manage cookie preferences through your browser settings, but please note that disabling cookies may affect your experience with our services.

9. International Data Transfers

We store and process personal data in various locations, including outside the European Economic Area (EEA). When transferring data internationally, we ensure compliance with GDPR by using Standard Contractual Clauses (SCCs) or relying on other lawful mechanisms such as adequacy decisions or Privacy Shield frameworks (where applicable).

10. Data Disclosure

We may share your personal data under the following circumstances:

• Service Providers: We share data with third-party service providers who help us deliver our services (e.g., cloud storage providers, CRM platforms). These providers are contractually bound to process your data only as instructed by us and to comply with data protection regulations.
• Legal Requirements: We may disclose personal data to comply with legal obligations or in response to valid legal requests (e.g., court orders).
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the new entity.

11. Third-Party Services

Our services may contain links to third-party websites or applications (e.g., Zoom, HubSpot). Please note that we are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before engaging with their services.

12. Children’s Privacy

Our services are not intended for individuals under the age of 16. We do not knowingly collect personal data from children under this age. If we become aware that we have collected data from a child under 16, we will promptly delete it.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with the updated effective date. We encourage you to review the policy periodically.

14. Contact Us

If you have any questions or concerns about this Privacy Policy, or if you wish to exercise your data rights, please contact us at: info@revvi.ai

‍