Reclaim.ai Inc.
Privacy Policy

Last updated November 14, 2023

Reclaim.ai Inc. (“Reclaim,” “we,” “us,” or “our”) has prepared this Privacy Policy to explain what Personal Data (defined below) we collect, how we use and share that data, and your choices concerning our data practices.

This Privacy Policy explains what Personal Data we collect, how we use and share that data, and your choices concerning our data practices. This Privacy Policy is incorporated into and forms part of our Terms of Service.
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Through our SaaS application (the “App”), Reclaim helps you to manage and defend your calendars. Such tools, including https://reclaim.ai (the “Site”) and any other products and services that link to this Privacy Policy are referred to collectively in this Privacy Policy as the “Service”.
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Before using the Service or submitting any Personal Data to Reclaim, please review this Privacy Policy carefully and contact us if you have any questions to [email protected]. By using the Service, you agree to the practices described in this Privacy Policy. If you do not agree to this Privacy Policy, please do not access the Site or otherwise use the Service.

If your employer pays for your access to the Service, we will process your work calendar information as a “data processor” on behalf of your employer pursuant to our agreement(s) with your employer, rather than this Privacy Policy.

Personal Data We Collect

Personal Data You Provide: We collect the following Personal Data when you use our Services:

‍We collect information that alone or in combination with other information in our possession could be used to identify you (“Personal Data”) as follows:
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Contact Data. We collect your name and email when you create an account to use the Services or otherwise interact with us through our Site.
Calendar Data. We collect and store your Google calendar data for calendars you authorize to connect to the Services including event titles and descriptions, emails of invitees on those events, locations of events, and other calendar metadata. Calendar data is encrypted-in-transit and encrypted-at-rest and never available to sub-processors.
App Data. We may collect other Personal Data from you, to the extent you submit any to us in connection with your use of the Service (e.g. when you create Tasks, Habits, Smart 1:1s and/or Scheduling Links).

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Google Calendar Integration: In order to provide the Services, we will authenticate your Google Calendar account to gather your calendar data, including event titles and descriptions, emails of invitees on those events, locations of events, and other calendar metadata. Through this integration, we will have access to your calendar and any information available there (“Google Calendar Data”). Notwithstanding anything else in this Privacy Policy, we (1) only use the necessary Google Calendar Data to provide the Services; (2) do not transfer Google Calendar Data to third parties except as necessary to provide the Services, as required by law, or in connection with a merger, acquisition, or sale of assets where we provide notice to users; (3) do not use the Google Calendar Data for serving advertisements; and (4) do not permit humans to read Google Calendar Data, except (a) if we obtain your affirmative consent, (b) as necessary for security purposes or to comply with applicable law or (c) our use is limited to internal operations, such as resolving support issues or analyzing data to improve the Service.

Google API Services Disclosure: Reclaim's use and transfer of information received from Google APIs to any other app will adhere to Google API Service User Data Policy, including its Limited Use requirements. Our app strictly complies with all conditions specified in the Limited Use policy from Google:
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We do not allow humans to read user data unless we've obtained the user's affirmative agreement;
We do not use or transfer user data for serving ads - including retargeting, personalized or interest-based advertising;
We limit use of data to providing or improving user-facing features;
We only transfer data to others if necessary to provide or improve user-facing features.

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‍Other Integrations: Reclaim has a variety of integrations with partner services for video conferencing (e.g., Zoom), communication and chat tools (e.g., Slack), and task management platforms (e.g., Atlassian Jira). For these integrations, we collect Personal Data and App Data required to authenticate to and enable the integration, and metadata specific to the integration.

Personal Data We Receive Automatically From Your Use of the Service: When you visit, use and interact with the Service, we may receive certain information about your visit, use or interactions. For example, we may monitor the number of people that visit the Service, peak hours of visits, which page(s) are visited, the domains our visitors come from (e.g., google.com, yahoo.com, etc.), and which browsers people use to access the Service (e.g., Chrome, Firefox, Microsoft Internet Explorer, etc.), broad geographical information, and navigation pattern. In particular, the following information is created and automatically logged in our systems:
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Log data: Information that your browser automatically sends whenever you visit the Site (“log data”). Log data includes your Internet Protocol address, browser type and settings, the date and time of your request, and how you interacted with the Site. We anonymize any logs containing Personal Data before sending it to our sub-processors. You can view a complete list of sub-processors on our Security page: https://reclaim.ai/security
Device information: Includes name of the device, operating system, and browser you are using. Information collected may depend on the type of device you use and its settings.
Usage Information: We collect information about how you use our Service, such as the types of content that you view or engage with, the features you use, the actions you take, and the time, frequency and duration of your activities.

Cookies: We use cookies for a variety of reasons including to operate and administer our Site, gather usage data on our Site and improve your experience on it. A “cookie” is a piece of information sent to your browser by a website you visit. Cookies can be stored on your computer for different periods of time. Some cookies expire after a certain amount of time, or upon logging out (session cookies), others survive after your browser is closed until a defined expiration date set in the cookie (as determined by the third party placing it), and help recognize your computer when you open your browser and browse the Internet again (persistent cookies). We will not place cookies on your device without your express consent, except where the cookies are necessary for us to provide you with our Service that you have requested. You can provide or decline your consent to the use of cookies on the pop-up cookie banner that appears when you first visit our site. For more details on cookies please visit All About Cookies.

Email Pixels: We use pixels in our email campaigns that allow us to collect your email and IP address as well as the date and time you open an email or click on any links in the email.

How We Use Personal Data

We may use Personal Data for the following purposes:

To provide the Service, we gather Personal Data from you, including your email and name (via your Google Account), your user-generated content (via features in Reclaim like Habits and Tasks), as well as your Google Calendar Data calendar data including event details and metadata from the main calendar that you connect to Reclaim;
We may use your Personal Data -- your email and name -- in order to respond to your inquiries, feedback, and support requests, as well as to send you occasional updates and marketing emails from the Reclaim service;
We use user-generated content (e.g., Habits and Tasks) to block time on your calendar(s), provide analytics to you on where your time is being spent, and to integrate with services like project management platforms, chat platforms, and video conferencing platforms;
We use your Google Calendar data to help troubleshoot support issues, provide analytics back to you on where your time is being spent, and to keep your calendars in sync as part of your usage of the Reclaim App;
To send administrative information to you, for example, information regarding the Service, and changes to our terms, conditions, and policies;
To analyze how you interact with our Service;
To maintain and improve the content and functionality of the Service;
To develop new products and services;
To prevent fraud, criminal activity, or misuses of our Service, and to ensure the security of our IT systems, architecture and networks; and
To comply with legal obligations and legal process and to protect our rights, privacy, safety or property, and/or that of our affiliates, you or other third parties.

Aggregated Information: We may aggregate and de-identify Personal Data as well as behavioral data and use the aggregated information to analyze the effectiveness of our Service, to improve and add features to our Service, and for other similar purposes. In addition, from time to time, we may analyze the general behavior and characteristics of users of our Services and share aggregated information like general user statistics. We may collect aggregated information through the Service, through cookies, and through other means described in this Privacy Policy.

Marketing: We may use your email address to contact you to tell you about updates to the Reclaim service, promote new releases, or support you with your existing account. You may opt out of receiving emails by following the unsubscribe instructions contained in each email we send you, or by emailing us at [email protected]. In addition, if at any time you do not wish to receive future marketing communications, you may contact us. If you unsubscribe from our marketing lists, you will no longer receive marketing communications, but we may continue to contact you regarding management of your account, to respond to your requests, and other administrative matters.

Generative AI Technologies: Certain features and functionalities of the Service may be facilitated or powered by Generative AI technologies. We will not use and will not authorize any of our third-party service providers to use your Personal Data (including your Calendar Data or App Data) to train any large language or other AI models unless we have separately and explicitly obtained your prior consent or you have expressly opted into our use of your Personal Data for such purposes through the Services.

Sharing and Disclosure of Personal Data

In certain circumstances we may share your Personal Data with third parties without further notice to you, unless required by the law, as set forth below:

Vendors and Service Providers: To assist us in meeting business operations needs and to perform certain services and functions, we may share Personal Data with vendors and service providers we engage to perform tasks on our behalf, for example to help deliver our services, bill our customers and respond to support tickets. Pursuant to our instructions, these parties will access, process or store Personal Data in the course of performing their duties to us. We take commercially reasonable steps to ensure our service providers adhere to the security standards we apply to your Personal Data and anonymize your Personal Data whenever possible. You can see a complete list of sub-processors on our Security page: https://reclaim.ai/security.

Business Transfers: If we are involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of all or a portion of our assets, or transition of service to another provider, your Personal Data and other information may be shared in the diligence process with counterparties and others assisting with the transaction and transferred to a successor or affiliate as part of that transaction along with other assets.

Legal Requirements: If required to do so by law or in the good faith belief that such action is necessary to (i) comply with a legal obligation, including to meet national security or law enforcement requirements, (ii) protect and defend our rights or property, (iii) prevent fraud, (iv) act in urgent circumstances to protect the personal safety of users of the Services, or the public, or (v) protect against legal liability.
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Affiliates: We may share Personal Data with our affiliates, meaning an entity that controls, is controlled by, or is under common control with Reclaim. Our affiliates may use the Personal Data we share in a manner consistent with this Privacy Policy. Calendar Data or App Data would never be shared with our affiliates.
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Other Users: Some of your Personal Data may be visible to users and administrators of your organization if you sign-up for the Service with an email address under that organization. Data will never be shared with anyone outside of your domain. Calendar Data or App Data would only be shared with other users if you specifically direct us to share such Personal Data through the Service.

Data Retention

We keep Personal Data for as long as reasonably necessary for the purposes described in this Privacy Policy, while we have a business need to do so, or as required by law (e.g. for tax, legal, accounting or other purposes), whichever is the longer.

Reclaim proudly offers a self-service delete capability which enables you to remove your account and all associated Personal Data and Google Calendar Data with Reclaim. You may also email [email protected] to do this on your behalf or confirm that your data has been deleted. For more information, please visit the help article: https://help.reclaim.ai/en/articles/3764803-how-to-delete-your-account.

Update Your Information

Please log in to your account or contact us if you need to change or correct your Personal Data.

Children

Our Service is not directed to children who are under the age of 13. Reclaim does not knowingly collect Personal Data from children under the age of 13. If you have reason to believe that a child under the age of 13 has provided Personal Data to Reclaim through the Service please contact us and we will endeavor to delete that information from our databases.

Your Rights

You may be able to exercise certain privacy right. The rights available to you depend on our reason for processing your personal information and the requirements of applicable laws (i.e., your rights will vary depending on whether you are located in, for example, the European Union, the United Kingdom, Brazil, or California). Specifically, you may have the following rights:
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The right to learn more about what Personal Data of yours is being processed, how and why such information is processed and the third parties who have access to such Personal Data. We have made this information available to you without having to request it by including it in this Privacy Policy;
The right to access your Personal Data;
The right to rectify/correct your Personal Data;
The right to restrict the use of your Personal Data where permitted under applicable law;
The right to request that your Personal Data is erased/deleted where permitted under applicable law;
The right to data portability (i.e. receive your Personal Data or have it transferred to another controller in a structured, commonly-used, machine readable format) where permitted under applicable law; and
The right to object to processing of your Personal Data or to direct us not to share your Personal Data with a non-affiliated third party where permitted under applicable law.

To make such a request, please use our Data Subject Access Request form: https://reclaim.ai/dsar. Please note that you will need to verify your identity before we can fulfill your request. We may ask for specific information from you to help us confirm your identity. We will require authorized agents to confirm their identity and authority, in accordance with applicable laws. You are entitled to exercise the rights described above free from discrimination.

You also have the right to lodge a complaint with the relevant authority (as applicable) or a supervisory authority in the UK or EU member state of your usual residence or place of work or of the place of the alleged breach, if you consider that the processing of your Personal Data carried out by Reclaim or any of our affiliates or third-party service providers, has breached data protection laws. Individuals and data protection supervisory authorities in the EU and the UK may contact our data protection representatives according to Articles 27 of EU and UK GDPR (see contact info below).

Link to Other Websites or Services

The Service may contain links to other websites or services not operated or controlled by Reclaim, including social media services (“Third Party Sites”). The information that you share with Third Party Sites will be governed by the specific privacy policies and terms of service of the Third Party Sites and not by this Privacy Policy. By providing these links we do not imply that we endorse or have reviewed these sites. Please contact the Third Party Sites directly for information on their privacy practices and policies.

Security

We take security very seriously. We implement reasonable technical, administrative, and organizational controls designed to protect the confidentiality, integrity, availability and resilience of Personal Data, both online and offline from loss, misuse, and unauthorized access, disclosure, alteration or destruction. These measures include utilization of enryption technologies, creation and maintenance of policies overseeing the management of our security program, role-based access controls, password management, vulnerability management and secure software development and IT controls. You can find more information about our security practices and sub-processors on our Security page: https://reclaim.ai/security and our Trust Center: https://trust.reclaim.ai.

Cross-border Data Transfers

For individuals in the European Economic Area, the United Kingdom, Canada or any other jurisdiction outside of the United States with laws governing personal data collection, please be aware that by using our Service, you understand and acknowledge that your Personal Data will be transferred from your location to our facilities and servers in the United States where we or our sub-processors have operations. A complete list of our sub-processors can be found on our Security Page: https://reclaim.ai/security.

In particular, we offer the following safeguards if Reclaim transfers Personal Data from jurisdictions with different data protection laws:

European Commission’s Standard Contractual Clauses. Reclaim uses Standard Contractual Clauses approved by the European Commission (and the equivalent standard contractual clauses for the UK where appropriate) for transfers to, among others, Australia, Canada, India, Japan, South Korea, and the United States. A copy of our Data Processing Addendum can be found at: https://reclaim.ai/dpa; a signed copy of the executed version can be provided by emailing [email protected].

Data Privacy Framework Notice and Certification

Reclaim complies with the EU-US and Swiss Data Privacy Frameworks as set forth by the US Department of Commerce regarding the collection, us and retention of Personal Data transferred from the EU, the United Kingdom and Switzerland to the United States (the "Frameworks"). If there is any conflict between the terms of this Privacy Policy and the Frameworks, the Frameworks shall govern.

In the context of an onward transfer, Reclaim has responsibility for the processing of Personal Data it receives under the Frameworks and subsequently transfers to a third party acting as an agent on its behalf. Reclaim shall remain liable under the Frameworks if its agent processes such Personal Data in a manner inconsistent with the Frameworks, unless the organization proves that it is not responsible for the event giving rise to the damage.
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In compliance with the Frameworks, we are committed to resolving any complaints about your privacy and our colleciton or use of your Personal Data. Individuals located within the EEA, the UK or Switzerland with inquiries or compliance regarding this notice should first contact us by emailing [email protected]. We will investigate and attempt to resolve any compliants or disputes regarding the use or disclosure of Personal Data within 45 days of receiving your complaint.

If we fail to respond within that time or if our response does not address your concern, you may contact JAMS, which provides and independent third-party dispute resolution body based in the United States by visiting this website: https://www.jamsadr.com/dpf-dispute-resolution JAMS has committed to respond to complaints to provide no recourse at no cost to you.

Under certain circumstances you may invoke binding arbitration for complaints regarding compliance with the Frameworks when other dispute resolution procedures have been exhausted.

The Federal Trade Commission has jurisdiction over our compliance with the Frameworks. For more information about the Frameworks in general, and to view and verify our certification, please visit: https://www.dataprivacyframework.gov.

Your Choices

In signing up for the Service, you are choosing to provide and share both your Personal Data and your Google Calendar Data to Reclaim. If you do not wish to share that data with Reclaim, please do not sign up for the Service.

Reclaim proudly offers a self-service delete capability which enables you to remove your account and all associated Personal Data and Google Calendar Data with Reclaim. You may also email [email protected] to do this on your behalf or confirm that your data has been deleted.

Changes to the Privacy Policy

The Service, and our business may change from time to time. As a result we may change this Privacy Policy at any time. When we do we will post an updated version on this page, unless another type of notice is required by the applicable law. By continuing to use our Service or providing us with Personal Data after we have posted an updated Privacy Policy, or notified you by other means if applicable, you consent to the revised Privacy Policy and practices described in it.

Contact Us

If you have any questions about our Privacy Policy or information practices, please feel free to contact us at our designated request address: [email protected].

Reclaim's European Representative for the purposes of this Policy is: Osano International Compliance Services Limited; if you are within the European Economic Area, you may contact our European Representative at the following address:

Osano International Compliance Services Limited
ATTN: 2PSC3 Dublin Landings
North Wall Quay
Dublin 1
D01C4E0

Reclaim's UK Representative for the purposes of this Policy is: Osano UK Compliance LTD; if you are within the UK, you may contact our UK Representative at the following address:

Osano UK Compliance LTD
ATTN: 2PSC42-46 Fountain Street
Belfast
Antrim
BT1 - 5EF

Reclaim.ai Inc.Privacy Policy